Explanation
BACKGROUND: In order to elevate the performance and efficiency of the Franklin County Municipal Court Building (MCB), the City entered into a Facility Management Agreement with Paradigm Properties of Ohio, LLC (authorized by Ordinance 0767-2012 passed 04/19/2012 by Columbus City Council) for the provision of professional building management services at the MCB. As part of the transition to professional management of the building on behalf of the City, Paradigm Properties is now assuming responsibility for management of building operating expenses for various preventative maintenance contracts required to support the proper and efficient operation of the MCB. The funds for these and other MCB operating expenses are included in the 2013 General Fund Budget under the Department of Finance and Management, Division of Facilities Management.
In connection with the engagement of Paradigm Properties, the Department of Finance & Management budgeted funds in 2013 for both the preventive maintenance contracts and building operating expenses. All such expenses are currently budgeted in the services area of the Facilities Management Division general fund operating budget. It has become evident that $250,000 of this budget appropriation is related to materials and supplies and, as such, should be transferred to the correct accounting designation within the Facilities Management Division's operating budget. This ordinance authorizes the transfer of funds ($250,000) for this purpose.
In addition, this ordinance authorizes the expenditure and payment to Paradigm Properties of Ohio, LLC of up to $150,000.00 from the Facilities Management Division general fund operating budget for the annual cost for the 2013-2014 term of preventive maintenance contracts such as, water treatment associated with HVAC systems, life safety systems, automatic doors, elevators, chillers, pest control, and fire extinguishers that are required for proper and efficient building operations at the MCB.
The Contract Compliance Number for Paradigm Properties of Ohio, LLC is 311609350, with an expiration date of 03/02/2014.
Fiscal Impact: Funds have been budgeted within the Facilities Management Division 2013 general fund operating budget for the purposes outlined above. The transfer of funds from services to materials/supplies designation is requested to more accurately reflect where actual expenses will be incurred, and the budget for the Municipal Court building remains the same.
Emergency Action: Emergency action is requested to allow for timely payment to Paradigm Properties of Ohio, LLC for the cost of preventive maintenance contracts for the 2013-2014 term and to allow needed supplies to be purchased at the Franklin County Municipal Court Building in order that building operations continue without interruption.
Title
To authorize the transfer of $250,000.00 within the Facilities Management Division general fund operating budget; to authorize the Director of Finance and Management to expend $150,000.00 or so much there of that may be necessary, for payment to Paradigm Properties of Ohio, LLC for the 2013-2014 cost of various preventive maintenance contracts for the Franklin County Municipal Court Building; and to declare and emergency. ($400,000.00)
Body
WHEREAS, the Director of Finance and Management entered into a Facility Management Agreement with Paradigm Properties of Ohio, LLC to provide professional management services at the Franklin County Municipal Court Building (MCB); and
WHEREAS, Paradigm Properties of Ohio, LLC as part of its building management services on behalf of the City will now assume responsibility for oversight and payment of costs associated with the annual building preventative maintenance contracts required for proper functioning of the MCB; and
WHEREAS, funding for the payment of building operating costs including preventive maintenance contracts for the 2013-2014 term associated with the MCB has been provided for within the Facilities Management Division 2013 general fund operating budget; and
WHEREAS, it is necessary to expend funds for payment to Paradigm Properties of Ohio, LLC for the 2013-2014 cost of preventive maintenance contracts for the MCB; and
WHEREAS, it is necessary to authorize the transfer of funds between object levels within the Facilities Management Division 2013 general fund operating budget to provide sufficient funds in the appropriate accounting designation for certain MCB operating expenses; and
WHEREAS, an emergency exists in the usual daily operations of the Finance and Management Department, Real Estate Management Office, in that it is immediately necessary to authorize the Finance and Management Director to make payment to Paradigm Properties of Ohio, LLC for the cost of 2013-2014 preventive maintenance contracts required for the proper and efficient operation of the MCB to ensure that court operations continue uninterrupted, thereby immediately 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 the Finance and Management Director be and is hereby authorized to expend funds for payment to Paradigm Properties of Ohio, LLC for the 2013-2014 cost of preventive maintenance contracts for the Franklin County Municipal Court Building.
SECTION 2. That the transfer of appropriation within the General Fund be authorized as follows:
FROM:
Dept/Div: 45-07
Fund: 10
OCA Code: 450702
Object Level 1: 03
OL3: 3336
Amount $250,000.00
TO:
Dept/Div: 45-07
Fund: 10
OCA Code: 450702
Object Level 1: 02
OL3: 2290
Amount $250,000.00
SECTION 3. That the expenditures in SECTION 1 shall be paid upon order of the Director of Finance and Management 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 4. That the expenditure of $150,000.00, 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:
Dept/Div: 45-07
Fund: 10
OCA Code: 450702
Object Level 1: 03
Object Level 3: 3336
Amount: $150,000
SECTION 5. That the City Auditor is authorized to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial record. The City Auditor is authorized to make any changes to revise the funding source for any contract or contract modification associated with this ordinance.
SECTION 6. 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.