Explanation
1. BACKGROUND:
A. Need. This legislation authorizes the Director of Public Utilities to enter into a professional design services agreement with Braun & Steidl Architects, Inc. for the Fairwood Facility Improvements project for the Division of Sewerage and Drainage. The City of Columbus maintains a Sewer Maintenance and Operations Center (SMOC) facility at 1250 Fairwood Avenue. The Fairwood Facility is responsible for the operation, maintenance and repair of the City's sewer collection system and houses various City staff including the Division of Police and Fire operations on the premises which function 24/7. The Division has determined that these design services cannot be performed by City personnel at this time, and has planned for the procurement of these services on a routine basis.
This project will conduct an existing facilities assessment that will investigate and document in a report, the current Fairwood Facility conditions, the needed improvements, replacing the existing second story brick fascia with metal siding, replacing and upgrade of the existing vehicle fueling facility, replacing the existing roof mount 30 ton air conditioning unit, replacing the existing 650,000 BTU reheat boiler located in the stock room area, evaluation of an area in front of the building to design and build a rain garden and evaluation of the existing emergency power system. The project will also replace and upgrade the vehicle fueling station at the Utilities Complex at 910 Dublin Road. The actual emplacement of the designed work will be by construction contract; this Design Professional (DP) services contract will provide: preliminary design, detailed design, bidding assistance, construction-phase engineering, start-up and commissioning assistance, record documentation preparation assistance, and other services for this project, as directed by the City.
B. Procurement Information: The basis for selection of the chosen professional engineering services firm: The Division advertised Request for Proposals (RFP's) for the subject services in the City Bulletin in accordance with the provisions of Section 329.14 of Columbus City Codes. The Division of Sewerage and Drainage received technical proposals on January 31, 2008 from the Braun & Steidl Architects, Inc. and DLZ Ohio, Inc. These proposals were reviewed and ranked by a Professional Engineering Services Selection Committee in order to determine the consultant best qualified to provide the services for this project. The committee ranked the proposals on quality and feasibility. After careful consideration, the committee recommended that the Braun & Steidl Architects, Inc. be selected to provide the engineering services for this study, for which the Division Administrator has concurred.
C. Contract Compliance No.: 341414083/001 (MAJ) (Expires 05/13/2010)
D. Emergency Designation: Emergency designation is not requested.
2. FISCAL IMPACT:
This project is included in the division's Capital Improvements Budget. This ordinance authorizes the transfer of funds from within the Sanitary Sewer Revenue Bonds Fund for this expenditure. There will also be a transfer of funds from within the Water Works Enlargement Voted Bonds Fund as well as a transfer of funds from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund as a temporary measure until such time as the proceeds from a bond sale can be made available. An amendment to the 2008 Capital Improvements Budget is also required for this expenditure upon passage of this ordinance.
Title
To authorize the Director of Public Utilities to enter into a professional design services agreement with Braun & Steidl Architects, Inc. for the Fairwood Facility Improvements project; to authorize the transfer of $9,245.00 and expenditure of $159,245.00 from within the Sanitary Sewer Revenue Bonds Fund; to authorize the transfer of $72,101.00 within the Water Works Enlargement Voted Bonds Fund; to authorize the appropriation and transfer of $10,815.00 from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund; to authorize the expenditure of $82,916.00 from the Water Works Enlargement Voted Bonds Fund; and to amend the 2008 Capital Improvements Budget, for the Division of Sewerage and Drainage, and the Division of Water. ($242,161.00).
Body
WHEREAS, the procurement was conducted in accordance with the Request For Proposals (RFP) process set forth in Section 329.14, Columbus City Codes, 1959: two proposals were received and the Division's Evaluation Committee selected Braun & Steidl Architects, Inc. between the two firms; and
WHEREAS, the Division of Sewerage and Drainage, Department of Public Utilities, hereby requests this City Council to authorize the Director of Public Utilities to enter into an agreement for professional design services with Braun & Steidl Architects, Inc. in connection with the Fairwood Facility Improvements project; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer funds within the Sanitary Sewer Revenue Bonds Fund to provide sufficient funding for the aforementioned project expenditure; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer funds within the Water Works Enlargement Voted Bonds Fund to provide sufficient funding for the aforementioned project expenditure; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer funds from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund to provide sufficient funding for the aforementioned project expenditure; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the construction of the Project described in this Ordinance (collectively, the "Project").
WHEREAS, it is necessary to authorize an amendment to the 2008 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary for City Council to authorize the expenditure of funds from the Sanitary Sewer Revenue Bonds Fund; and
WHEREAS, it is necessary for City Council to authorize the expenditure of funds from the Water Works Enlargement Voted Bonds Fund for the replacement and upgrade of the vehicle fueling station at the Utilities Complex at 910 Dublin Road; and
WHEREAS, the Division of Sewerage and Drainage, Department of Public Utilities is requesting that this Council authorize the Director of Public Utilities to enter into an agreement for professional design services with Braun & Steidl Architects, Inc. in connection with the Fairwood Facility Improvements project, and to authorize the appropriation and transfer of funds from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund, at the earliest practicable date; Now, Therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be, and hereby is, authorized to enter into an agreement for professional design services with Braun & Steidl Architects, Inc., 234 N. Fifth Street, Columbus, OH 43215, in connection with the Fairwood Facility Improvements project and the upgrade of the vehicle fueling station at the Utilities Complex at 910 Dublin Road for the Division of Water, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the City Auditor is hereby authorized to transfer $9,245.00 within the Sanitary Sewer Revenue Bonds Fund, Fund 665; Division of Sewerage and Drainage; Div. 60-05; Object Level Three 6676:
FROM:
Proj. No. | Proj. Name | OCA | Amount
650367 | SWWTP Primary and Aeration | 665367 | $9,245.00
TO:
Proj. No. | Proj. Name | OCA | Amount
650510.31 | Fairwood Facility Improvements | 665510 | $9,245.00
SECTION 3. That the City Auditor is hereby authorized to transfer $72,101.00 within the Water Works Enlargement Voted Bonds Fund, Fund 606; Division of Power and Water; Div. 60-09; Object Level Three 6677:
FROM:
Proj. No. | Proj. Name | OCA | Amount
690236 | Water Main Rehab | 642900 | $72,101.00
TO:
Proj. No. | Proj. Name | OCA | Amount
690026 | Misc. Water Facilities | 642900 | $72,101.00
SECTION 4. That the 2008 Capital Improvements Budget Ordinance No. 0690-2008 is hereby amended as follows, to provide sufficient budget authority for the award of the agreement stated herein.
Project No. | Project Name | Current Authority | Revised Authority | (Change)
650510-310000 | Fairwood Facility Improvements | $150,000.00 | $0.00 | (-$150,000.00)
650367-100000 | SWWTP Primary and Aeration | $31,134,661.00 | $31,125,416.00 | (-$9,245.00)
650510-100031 | Fairwood Facility Improvements | $0.00 | $159,245.00 | (+$159,245.00)
Project No. | Project Name | Current Authority | Revised Authority | (Change)
690236-100000 | Water Main Rehab | $17,617,607 | $17,545,506 | (-$72,101)
690026-100000 | Misc. Water Facilities | $1,147,474 | $1,219,575 | (+$72,101)
SECTION 5. That for the purpose of paying the cost of the professional design services contract, the expenditure of $159,245.00 or as much thereof as may be needed, is hereby authorized from the Sanitary Sewer Revenue Bonds Fund, Fund No. 665 | Division 60-05 | Project No. 650510.31| OCA Code 665510 | Object Level 6676.
SECTION 6. That from the unappropriated monies in the Water System Reserve Fund, and from all monies estimated to come into said fund from any and all sources, and unappropriated for any other purpose during the fiscal year ending December 31, 2008, the sum of $10,815.00, is hereby appropriated to the Division of Power and Water, Division 60-09, Object level One 10, Object level Three 5502, OCA 695056.
SECTION 7. That the City Auditor is hereby authorized and directed to transfer $10,815.00, from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund, Fund No. 606, into the appropriate project account as specified within Section 8 herein, at such time as deemed necessary by him, and to expend said funds, or so much thereof as may be necessary.
SECTION 8. That for the purpose of paying the cost of the professional design services contract, the appropriation and expenditure of $82,916.00, or as much thereof as may be needed, is hereby authorized from the Water Works Enlargement Voted Bonds Fund, Fund No. 606 | Division 60-09 | Project No. 690026 | OCA Code 642900 | Object Level 6677.
SECTION 9. That upon obtaining other funds for the purpose of funding water system capital improvement work, the City Auditor is hereby authorized to repay the Water System Reserve Fund the amount transferred under Section 7 above, and said funds are hereby deemed appropriated for such purpose.
SECTION 10. That the City intends that this Ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $10,815.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the Water System Reserve Fund 603, which is the fund from which the advance for costs of the Project will be made.
SECTION 11. That the City Auditor is hereby authorized to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project; except that no transfer shall be made from a project by monies from more than one source.
SECTION 12. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 13. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 14. That the said firm shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 15. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.