Explanation
Background: This legislation authorizes the Public Service Director to enter into a professional services contract for the Facilities Management Division with Physical Planning Technologies, LTD (PPT) for software and professional engineering services for a Comprehensive Municipal Capital Planning and Asset Management System.
PPT will provide the software application for a Capital Planning Management System and provide training and software support. Additionally, PPT, by utilizing a subcontractor (Dynamix - a local engineering firm) will provide architectural, electrical, mechanical, and civil building evaluations services. The system will be used to evaluate and plan capital assets needs and replacement schedules for buildings owned and maintained by the City. The total square footage of the buildings owned covered by this contract is approximately three million square feet. Facilities Management is responsible for most of this total. Eight Recreation and Parks facilities will also be serviced under this contract. These buildings account for approximately 152,000 square feet. The age of these buildings range from brand new to nearly a century old (see attachment).
This legislation will also authorize the appropriation and transfer of funds within fund 747, from the unallocated balance of the Recreation and Parks Permanent Improvement Fund to Facility Renovations Project. Eight Recreation and Parks facilities will be serviced under this professional service contract.
Formal proposals were solicited in the City Bulletin. Five firms submitted minimally responsive proposals. Proposals were then formally evaluated by a seven-member evaluation committee comprised of representatives from Public Service, Public Safety, Recreation and Parks, Development, Public Utilities, and Technology. The top three-ranked firms were interviewed by the evaluation committee. Following formal presentations of the three top ranked offers, the evaluation committee unanimously ranked PPT as the first ranked offeror.
Emergency action is requested so that work may begin as quickly as possible to ensure the proper management of city capital and operational projects is not delayed.
Fiscal Impact: The Facilities Management Division budgeted $750,000.00 in the 2004 Capital Improvements Budget for this project. To date, $60,000.00 was re-allocated for the Lincoln Theatre project and $194,000 is being re-allocated to the Piedmont HVAC project. Therefore, $496,000.00 remains in the budget for the asset management system. This ordinance authorizes an expenditure from the Facilities Management Capital Improvement Fund of $480,070.00. Of this amount, $217,900.00 is for the software and $262,170.00 is for the building evaluations services. Additional funds of $17,043.00 are being transferred within the Recreation and Parks Permanent Improvement Fund for its portion of the project. The latter amount is budgeted in the Recreation and Parks Permanent Improvement fund. The total cost of these contracts is $497,113.00. Physical Planning Technologies Ltd. Contract Compliance Number 98-0400011, exp. 02/18/2008. Dynamix Engineering Ltd. Contract Compliance Number 31-1536631, exp. 06/27/2005.
Title
To authorize a transfer of $17,043.00 from the unallocated balance of the Recreation and Parks Permanent Improvement Fund to the Facility Renovations project, to authorize the Public Service Director to enter into contracts for the Facilities Management Division with Physical Planning Technologies for software, licensing, and training, and for professional engineering services necessary to develop a Comprehensive Municipal Capital Planning and Asset Management System, to authorize the expenditure of $480,070.00 from the Facilities Management Capital Improvement Fund, to authorize the appropriation and expenditure of $17,043.00 from the Recreation and Parks Permanent Improvement Fund, and to declare an emergency. ($497,113.00).
Body
WHEREAS, it is necessary for the City of Columbus to develop a system to manage and plan capital renewal and operating costs for buildings and facilities maintained by the City, and
WHEREAS, it is necessary to contract with a professional engineer in order to develop said system, and
WHEREAS, five firms submitted proposals and Physical Planning Technologies achieved the highest score from a seven-person evaluation committee, and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Facilities Management Division, and the Recreation and Parks Department, in that it is immediately necessary to authorize the Public Service Director to contract with Physical Planning Technologies for software and professional engineering services necessary to develop a Comprehensive Municipal Capital Planning and Asset Management System, so that there is no further delay in this project, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That from the unappropriated monies in the Recreation and Parks Permanent Improvement Fund (Fund 747), and from the 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, 2005, the sum of $17,043.00 be and hereby is appropriated to the Recreation and Parks Department, Dept./Div. No. 51-01, Object Level Three Code 05, Object Level Three Code 5501, OCA Code 900747 and Project 510747 747999:
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds within the Recreation and Parks Permanent Improvement Fund as follows:
FROM; Dept 51-01, Fund 747, \ Project : 510747 747999, Amount $17,043.00
TO; , Dept 51-01, Fund 747, Project 510035, Amount $17,043.00
SECTION 3. That the Public Service Director is hereby authorized to enter into contracts with Physical Planning Technologies, LTD for software and professional engineering services necessary to develop a Comprehensive Municipal Capital Planning and Asset Management System.
SECTION 4. That the expenditure of $497,113.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 59-07, Fund: 733, Project: 570030, OCA Code: 643437, Object Level 1: 06
Object Level 3: 660, Amount: $480,070.00
Division: 51-01, Fund: 747, Project: 510035, OCA Code: 640862, Object Level 3: 6621
Amount: $17,043.00
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the mayor neither approves or vetoes the same.