Explanation
Background:
Bids were received by the Recreation and Parks Department on June 5, 2012 for the HVAC Improvements 2012 Project as follows:
Status Bid Amount
General Temperature FBE $4,131,000
TP Mechanical MAJ $4,284,729
RW Setterlin MAJ $4,645,000
Project work consists of the following base bid and alternates:
Base Bid - new HVAC throughout Barnett Recreation Center; associated HVAC electrical improvements, lighting and fire alarm at Barnett Recreation Center; new boiler and chiller plants, air handler units, and controls at Marion Franklin Recreation Center; associated HVAC electrical and lighting at Marion Franklin Recreation Center; general trades improvements associated with all work for Barnett and Marion Franklin Recreation Centers; cooling added to gym air handler at Lazelle Woods along with controls upgrades and various piping changes; and any other such work as may be necessary according to the plans and specifications.
Alternate #2 - replace three existing units at Marion Franklin Recreation Center on the south side of the building. Two new units will be located on the roof with pipe chases/ vestibules for CHW and HW piping. One unit will be an indoor horizontal air handler. Work includes all demolition, roofing/flashing, piping, controls, ductwork, insulation, etc.
Alternate #3 - replace two existing mechanical room double doors at Marion Franklin Recreation Center with full sound control doors, and add acoustical sound panels to the walls in the mechanical room.
Planning Areas: Barnett Recreation Center (20), Lazelle Woods Recreation Center (3), and Marion Franklin Recreation Center (23)
Principal Parties:
General Temperature Control, Inc.
Bob Billings (Contact)
970 Walnut Street
Canal Winchester, OH 43110
614-837-3888 (Phone)
311201236(Contract Compliance) expires 3/14/13
30+ (Columbus Employees)
Fiscal Impact:
The transfer of $710,418.27 from the Special Income Tax Fund to the Voted Recreation and Parks Bond Fund is a temporary measure until the City sells notes or bonds to fund these improvements.
The balance of $3,833,581.73 to meet the financial obligations of this contract is budgeted within the Recreation and Parks Voted Bond Fund 702.
Emergency Justification:
An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may proceed during the current construction season
Title
To authorize the City Auditor to transfer $3,833,581.73 within the voted Recreation and Parks Bond Fund; to authorize the appropriation and transfer of $710,418.27 from the Special Income Tax Fund No. 430 to the voted Recreation and Parks Bond Fund No. 702; to amend the 2012 Capital Improvements Budget Ordinance 0368-2012; to authorize the Director of Recreation and Parks to enter into contract with General Temperature Control, Inc. for the HVAC Improvements 2012 Project; to authorize the expenditure of $4,131,000.00 and a contingency of $413,000.00 for a total of $4,544,000.00 from the Voted Recreation and Parks Bond Fund; and to declare an emergency. ($4,544,000.00)
Body
WHEREAS, bids were received by the Recreation and Parks Department on June 5, 2012 for the HVAC Improvements 2012 Project; and
WHEREAS, it is necessary to enter into contract with General Temperature Control, Inc. as the lowest and best responsive bidder; and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to fund this project; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund and this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregated principal amount of obligations which the City will issue to finance this project is presently expected not to exceed $4,544,000; 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 project described in this ordinance (the "Project"); and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to appropriate said funds from the Special Income Tax Fund to the Voted Recreation and Parks Bond Fund to allow project to be kept on schedule with existing HVAC construction projects on existing Recreation and Parks Facilities; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks is hereby authorized to enter into contract with General Temperature Control, Inc. for the HVAC Improvements 2012 Project in accordance with the specifications and plans on file in the Recreation and Parks Planning Office.
SECTION 2. That from the unappropriated monies in the Special Income Tax Fund No. 430, 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, 2012, the sum of $710,418.27 is appropriated to the City Auditor, Department No. 22-01, Object Level 3 - 5502, OCA Code 902023.
SECTION 3. That the amount of $710,418.27 is hereby transferred and appropriated from Special Income tax fund to the Voted Recreation and Parks Bond Fund, as follows:
Fund Type Division Fund No. Project No. Obj Level 3 OCA Code Amount
Capital Proj. 51-01 702 510035-100010 6620 723510 $400,000.00
( HVAC)
Capital Proj. 51-01 702 510035-100000 6620 702035 $310,418.27
SECTION 4. That the 2012 Capital Improvement Budget authorized by ordinance 0368-2012 be and is hereby amended to provide sufficient authority for this project as follows:
CURRENT:
Fund 702; Project 510039-100002/EAB Project/ $422,000/ (Voted Carryover)
Fund 702; Project 510316-100022 /Scioto Trail/$1,048,042 (Voted Carryover)
Fund 702; Project 510316-100000/Greenways/ $46,625.00 (Voted Carryover)
702: Project 510112-100009/Land Acquisition-NE/$688,520 (Voted Carryover)
Fund 702: Project 510229-100003 /Alum Creek Trail/ $1,155,220 (Voted Carryover)
702: Project 510035-100006 /Milo Grogan/$3,150,000 (Voted Carryover)
Fund 702: Project 510035-100010 /HVAC/$243,010/ (Voted Carryover)
Fund 702: Project 510035-100062/Barnett Rec/ $0/ (Voted Carrover)
Fund 702: Project 510035-100173 /Marion Franklin/$0 (Voted Carrover)
Fund 702: Project 510035-100161 /Lazelle Rec/ $0/(Voted Carrover)
AMENDED TO:
Fund 702; Project 510039-100002/EAB Project/ $136,350/ (Voted Carryover)
Fund 702; Project 510316-100022 /Scioto Trail/$0 (Voted Carryover)
Fund 702; Project 510316-100000/Greenways/$16,043 (Voted Carryover)
Fund 702: Project 510112-100009/Park Acquisition/$99,942 (Voted Carryover)
Fund 702: Project 510229-100003 /Alum Creek Trail/ $0 (Voted Carryover)
Fund 702: Project 510035-100006 /Milo Grogan/$2,667,500 (Voted Carryover)
Fund 702: Project 510035-100010 /HVAC/$0 (Voted Carryover)
Fund 702: Project 510035-100062/Barnett Rec/ $1,900,000.00/ (Voted Carrover)
Fund 702: Project 510035-100173 /Marion Franklin/$1,900,000.00 (Voted Carrover)
Fund 702: Project 510035-100161 /Lazelle Rec/ $33,582/(Voted Carrover)
SECTION 5. That the City Auditor is hereby authorized to transfer $3,833,581.73 within the voted Recreation and Parks Bond Fund No. 702 for the projects listed below:
FROM:
Project OCA Code Object Level 3 Amount
510039-100002 (EAB Project) 723902 6621 $285,647.55
510316-100022 (Scioto Trail) 731622 6621 $1,048,042.02
510112-100009(Park Acquisition) 721209 6601 $588,578.43
510229-100003 (Alum Creek Trail) 722903 6621 $1,155,220.00
510035-100006 (Milo Grogan) 723506 6620 $482,500.00
510035-100010 (HVAC) 723510 6620 $243,012.00
510316-100000 (Greenways) 644625 6621 $30,581.73
TO:
Project OCA Code Object Level 3 Amount
510035-100062 (Barnett Rec) 723562 6620 $1,900,000.00
510035-100173 (Marion Franklin) 723573 6620 $1,900,000.00
510035-100161 (Lazelle Rec) 735161 6620 $33,581.73
SECTION 6. That the monies appropriated in the foregoing Section 4 shall be paid upon order of the Director of Recreation and Parks and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. That upon obtaining other funds for this project for the Recreation and Parks Department, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 3.
SECTION 8. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract(s) or contract modification(s) associated with the expenditure of the funds transferred under Section 3 above.
SECTION 9. 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 $4,544,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than 18 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 fund from which the advance for costs of the Project will be made.
SECTION 10. All funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 11. That the expenditure of $4,544,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation & Parks Bond Fund 702, as follows:
Project OCA Code Object Level 3 Amount
510035-100062 (Barnett Rec) 723562 6620 $1,900,000.00
510035-100173 (Marion Franklin) 723573 6620 $1,900,000.00
510035-100161 (Lazelle Rec) 735161 6620 $33,581.73
510035-100000 (Facilities) 702035 6620 $310,418.27
510035-100010 (HVAC) 723510 6620 $400,000.00
SECTION 12. 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 13. 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 10 days after passage if the Mayor neither approves nor vetoes the same.