Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to modify an existing contract with Advanced Engineering Consultants, LTD to provide professional services associated with the HVAC Upgrades 2020-2022 - Design Project. The modification amount being authorized by this ordinance is $44,615.73.
The Recreation and Parks Department is responsible for the operation of forty-six City of Columbus buildings which contain mechanical HVAC systems. These buildings include community centers, athletic complexes, golf course clubhouses, and cultural arts centers. Many of these systems are failing and at the end of usability. This project will replace air handlers, boilers, condensers, furnace units, fans, ductwork, and associated systems that are identified as failure critical and in poor condition.
This second modification of the design contract will add replacement of HVAC control systems to Cleo Dumaree Athletic Complex and the Franklin Park Adventure Center. The controls in these facilities are failing and should be upgraded as part of this equipment upgrade project. This additional project scope overlaps with work currently underway by Advanced Engineering Consultants, LTD which would yield significant efficiencies.
It was not anticipated at the time this contract was started that the building automation systems at these facilities were going to fail. However, with HVAC projects being undertaken at these locations in the original contract, Advanced Engineering Consultants, LTD is positioned to deliver the additional work in a manner that will not affect the already established completion date. The rates established in the existing contract were used to establish the costs for this modification.
Principal Parties:
Advanced Engineering Consultants, LTD
1405 Dublin Road
Columbus, Ohio 43215
Sonja Simpson, (614) 538-7627, Sonja.simpson@mbakerintl.com
Contract Compliance Number: 005665
Contract Compliance Expiration Date: April 8, 2024
Emergency Justification: Emergency action is requested in order to add the additional design work for the failing controls and keep the project on schedule.
Benefits to the Public: The improved air quality, increased systems reliability, and reduction in building energy use enabled by this project will allow the City to improve the quality of life for residents while meet its climate goals.
Area(s) Affected: Near East (56)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by improving operations and services for the citizens of Columbus.
Fiscal Impact: The expenditure of $430,760.50 was legislated for the HVAC Upgrades 2020-2022 Project by Ordinances 1324-2022 and 2798-2022. This ordinance will provide funding that will modify the previously authorized amount by $44,615.73. $44,615.73 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract modification. The aggregate total amount authorized, including this modification, is $475,376.23.
Title
To authorize the Director of Recreation and Parks to modify an existing contract with Advanced Engineering Consultants, LTD to provide professional services for the HVAC Upgrades 2020-2022 Project; to authorize the transfer of $44,615.73 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2023 Capital Improvements Budget; to authorize the expenditure of $44,615.73 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($44,615.73)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to modify an existing contract with Advanced Engineering Consultants, LTD to provide professional services for the HVAC Upgrades 2020-2022 Project; and
WHEREAS, it is necessary to authorize the transfer of $44,615.73 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2023 Capital Improvements Budget Ordinance 1711-2023 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $44,615.73 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to modify an existing contract with Advanced Engineering Consultants, LTD in order complete the design plans and bid the construction project on schedule, all for the immediate preservation of the public health, peace, property, safety, and welfare; and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to modify an existing contract with Advanced Engineering Consultants, LTD to provide professional services for the HVAC Upgrades 2020-2022 Project.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. 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 4. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account 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.
SECTION 5. That the transfer of $44,615.73 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2023 Capital Improvements Budget Ordinance 1711-2023 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current Revised Authority / Current Remaining Authority / Change / Amended Revised Authority / Amended Remaining Authority
Fund 7702 / P511002-100000 / Facility Assessment Implementation (Voted Carryover) / $1,150,582 / $151,152 / ($44,615) / $1,105,967 / $106,537
Fund 7702 / P511040-202102 / HVAC Upgrades 2020-2022 (Voted Carryover) / $0 / $0 / $44,615 / $44,615 / $44,615
SECTION 7. For the purpose stated in Section 1, the expenditure of $44,615.73 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 8. That for the 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 nor vetoes the same.