Explanation
BACKGROUND:
This ordinance authorizes the Finance and Management Director to establish various purchase orders from State Term Contracts and Universal Term Contracts for furniture, fixtures, and equipment to be used for the remodeling of the offices at 1111 East Broad Street. This ordinance also authorizes the Finance and Management Director to enter into contract with various companies for safes, benches, and appliances. These contracts were bid informally by the Finance and Management Department, Purchasing Division. These offices will be occupied by the Recreation and Parks Department, Technology Department, the 3-1-1 Call Center, and the Community Relations Commission (CRC). Besides providing office spaces more conducive to the operations of the 3-1-1 Call Center and the CRC, this relocation will consolidate offices of the Recreation and Parks Department and the Technology Department respectively, thereby allowing for departmental leadership to be co-located with staff and functions. The move will also allow the development of a park by Metro Parks on the Whittier Peninsula where current Recreation and Parks Department offices are located.
This ordinance also authorizes the Auditor to establish an Auditor's Certficate to be used to allow the purchase of various workstation accessories to be provided from State Term Contracts from two vendors. This method will allow each individual moving to 1111 East Broad Street to select those workstation accessories that are best for his or her work functions.
This ordinance also authorizes a bid waiver with King Business Interiors in the amount of $3,000.00 for lockers. This piece of equipment was bid by the Finance and Management Department, Purchasing Division. However, no one bid. Due to time contraints, it was manifestly impractical to bid again.
Emergency action is requested to allow construction on the Whittier Peninsula Park by Metro Parks to proceed as soon as possible.
King Business Interiors, Inc. Contract Compliance Number 31-1624533, expiration date 04/20/2009.
Clara I. Brown Interiors, Inc. Contract Compliance Number 31-1379096, expiration date 04/25/2009.
W.W. Grainger, Inc. Contract Compliance Number 36-1150280, expiration date 08/11/2007.
Thomas W. Ruff & Company, Inc. Contract Compliance Number 341923097, expiration date 06/08/08.
Continental Office Furniture. Contract Compliance Number 31-4413238, expiration date 04/17/2008.
Bulldog Office Products, Inc. Contract Compliance Number 25-1292273, expiration date 07/11/2008.
OM Workspace Contract Compliance Number 36-4399222, expiration date 10/06/2008.
Johnson Safe Co., Inc. Contract Compliance Number 31-1453738, expiration date 06/27/2008.
Lake Region, Inc. Contract Compliance Number 38-2601062, expiration date 05/03/2009.
Office City Express Contract Compliance Number 35-1903352, expiration date 09/15/2007.
Fiscal Impact: Funding for this project is available within the Voted Recreation and Parks Bond Fund, and the 1995, 1999, 2004 Voted Streets and Highways Fund. Additional capacity is available within the 2007 Capital Improvement Budget within the Information Services Fund. Bonds have yet to be sold, necessitating a certification against the Special Income Tax Fund. The amount of the contracts are as follows: Bulldog Office Products $49,800.00; Clara I. Brown Interiors, Inc. $48,350.00; Continental Office Furniture $102,100.00; Johnson Safe Co., Inc. $3,836.50; King Business Interiors, Inc. $772,036.00; Lake Region, Inc. $3,247.00; Office City Express $4,791.59; OM Workspace $16,400.00; Thomas W. Ruff & Co. $6,900.00; WW Grainger Inc. $13,282.50. The ordinance also establishes an Auditor's Certificate in the amount of $110,984.00 to be divided between King Business Interiors, Inc. and WW Grainger Inc. The total cost of this ordinance is $1,131,727.59.
Title
To authorize and direct the City Auditor to transfer $495,286.83 from the Special Income Tax Fund to the Information Services Capital Improvement Fund; to authorize the appropriation of said funds; to authorize the Finance and Management Director to enter into contract for the Office of Construction Management with various companies for the purchase and installation of furniture, fixtures, and equipment at 1111 East Broad Street; to authorize the Finance and Management Director to establish purchase orders with various companies in accordance with State of Ohio State Term Contracts and City of Columbus Universal Term Contracts for the purchase and installation of furniture, fixtures, and equipment at 1111 East Broad Street; to authorize the expenditure of $460,193.40 from the Voted Recreation and Parks Bond Fund; to authorize the expenditure of $495,286.83 from the Information Services Fund; to authorize the expenditure of $84,280.05 from the 1995, 1999, 2004 Voted Streets and Highways Fund; to authorize the expenditure of $91,967.31 from the Construction Management Capital Improvement Fund; to authorize the Auditor to establish an Auditor's Certificate in the amount of $110,984.00 to be distributed by the Finance and Management Director to King Business Interiors, Inc. and WW Grainger, Inc. per State Term Contracts for workstation and office accessories, to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($1,131,727.59)
Body
WHEREAS, employees of the Recreation and Parks Department, Technology Department, the 3-1-1 Call Center, and the Community Relations Commission are moving to 1111 East Broad Street, and
WHEREAS, it is necessary to renovate the interior offices of 1111 East Broad Street to prepare for this move, and
WHEREAS, bids were received for safes, appliances, and signage, and
WHEREAS, a transfer of funds from the Special Income Fund is necessary to fund this purchase on behalf of the Technology Department, and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregate principal amount of obligations which the City will issue to finance this purchase is presently expected not to exceed $495,286.83; and
WHEREAS, it is necessary for the Finance and Management Director to establish purchase orders from State Term Contracts and Universal Term Contracts for furniture, fixtures, and equipment for 1111 East Broad Street, and
WHEREAS, it is in the best interest of the Finance and Managment Division, Office of Construction Management to waive the competitive bidding requirements of the Columbus City Codes, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management, in that it is immediately necessary to authorize the Finance and Management Director to contract with various companies and to establish purchase orders with various vendors per State Term Contracts and Universal Term Contracts.; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the sum of $495,286.83 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 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, 2007 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 2. That the City Auditor is hereby authorized to transfer said funds to the Information Services Fund at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 3. That the amount of $495,286.83 is hereby transferred and appropriated to the Technology Division 47-02, Information Services Fund, Fund 514, Subfund 002, Project 510041, OCA Code 470141, Object Level Three Code 6620.
SECTION 4. That the Finance and Management Director is hereby authorized to contract with Johnson Safe Co., Inc. in the amount of $3,836.50 for the purchase and installation of safes at 1111 East Broad Street.
SECTION 5. That the Finance and Management Director is hereby authorized to contract with King Business Interiors in the amount of $2,330.00 for the purchase and installation of public benches at 1111 East Broad Street.
SECTION 6. That the Finance and Management Director is hereby authorized to contract with Lake Region, Inc. in the amount of $3,247.00 for the purchase and installation of appliances at 1111 East Broad Street.
SECTION 7. That the Finance and Management Director is hereby authorized to contract with King Business Interiors in the amount of $11,556.00 for the purchase and installation of signage at 1111 East Broad Street.
SECTION 8. That the Finance and Management Director is hereby authorized to contract with Office City Express in the amount of $4,791.59 for the purchase and installation of lobby furniture at 1111 East Broad Street.
SECTION 9. That the Finance and Management Director is authorized to establish a purchase order with King Business Interiors, Inc. in the amount of $506,260.00 for systems furniture and casework, in accordance with State of Ohio Term Schedule Contract 776714AN, which expires on 11/30/2007.
SECTION 10. That the Finance and Management Director is authorized to establish a purchase order with King Business Interiors, Inc. in the amount of $214,150.00 for freestanding furniture, in accordance with State of Ohio Term Schedule Contract 777714C, which expires on 01/31/2008.
SECTION 11. That the Finance and Management Director is authorized to establish a purchase order with WW Grainger Inc. in the amount of $13,282.50 for miscellaneous items, wastebaskets, and coathooks, in accordance with State of Ohio Term Schedule Contract 774511A, which expires on 02/02/2009.
SECTION 12. That the Finance and Management Director is authorized to establish a purchase order with Clara I. Brown Interiors, Inc. in the amount of $29,480.00 for furniture, in accordance with State of Ohio Term Schedule Contract 7771401207, which expires on 05/31/2012.
SECTION 13. That the Finance and Management Director is authorized to establish a purchase order with Thomas W. Ruff & Company in the amount of $5,000.00 for CRPD Exec Conference furniture, in accordance with State of Ohio Term Schedule Contract 776714A, which expires on 09/30/2007.
SECTION 14. That the Finance and Management Director is authorized to establish a purchase order with Clara I. Brown Interiors, Inc. in the amount of $10,780.00 for CRPD Exec Lobby furniture and other furniture, in accordance with State of Ohio Term Schedule Contract 778714D, which expires on 01/31/2008.
SECTION 15. That the Finance and Management Director is authorized to establish a purchase order with King Business Interiors, Inc. in the amount of $7,110.00 for systems furniture, in accordance with State of Ohio Term Schedule Contract 777714B, which expires on 12/31/2007.
SECTION 16. That the Finance and Management Director is authorized to establish a purchase order with Clara I. Brown Interiors, Inc. in the amount of $8,090.00 for furniture, in accordance with State of Ohio Term Schedule Contract 777714B, which expires on 12/31/2007.
SECTION 17. That the Finance and Management Director is authorized to establish a purchase order with Thomas W. Ruff & Company in the amount of $1,900.00 for freestanding furniture, in accordance with State of Ohio Term Schedule Contract 7771200105, which expires on 12/31/2008.
SECTION 18. That the Finance and Management Director is authorized to establish a purchase order with Continental Office Environments in the amount of $3,400.00 for bariatric seating, in accordance with State of Ohio Term Schedule Contract 7771400407, which expires on 11/30/2010.
SECTION 19. That the Finance and Management Director is authorized to establish a purchase order with Bulldog Office Products for seating in the amount of $49,800.00 in accordance with universal term contract FL003144, which expires on 12/31/2009.
SECTION 20. That the Finance and Management Director is authorized to establish a purchase order with King Business Interiors, Inc. for seating in the amount of $27,630.00 in accordance with universal term contract FL003145, which expires on 12/31/2009.
SECTION 21. That the Finance and Management Director is authorized to establish a purchase order with OM Workspace for seating in the amount of $16,400.00 in accordance with universal term contract FL003142 which expires on 12/31/2009.
SECTION 22. That the Finance and Management Director is authorized to establish a purchase order with Continental Office Environments for seating in the amount of $98,700.00 in accordance with universal term contract FL003143, which expires on 12/31/2009.
SECTION 23. That the Finance and Management Director is authorized to contract with King Business Interiors, Inc. in the amount of $3,000 for lockers to be installed at 1111 East Broad Street.
SECTION 24. That City Council understands that it is manifestly impractical to bid the contract referenced in SECTION 23, and hereby waives the bidding requirements of Section 329 of the Columbus City Codes.
SECTION 25. That the City Auditor is hereby authorized to establish an Auditor's Certificate in the amount of $110,984.00 to be distributed by the Finance and Management Director to King Business Interiors, Inc. (State Term Contract # 77674AN and State Term Contract #7777714C), and WW Grainger Inc. (State Term Contract #774511A).
SECTION 26. That the expenditure of $$1,131,727.59 or so much thereof that may be necessary in regard to the action authorized in SECTIONS 4 through 25, be and is hereby authorized and approved as appears in Attachment 1183-2007.xls.
SECTION 27. 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 28. That upon obtaining other funds for this capital improvement, the City Auditor is hereby authorized to repay the Special Income Tax Fund the amount transferred under Section 2 above and said funds are hereby deemed appropriated for such purpose.
SECTION 29. That the City intends that this ordinance constitute an official intent for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 30. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.