Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend a contract on behalf of the Office of Construction Management with R.W. Setterlin in an amount up to $120,000.00 for Construction Services - Task Order Basis contract.
The original contract was authorized by Ordinance No. 0782-2019 and approved by City Council on April 2, 2019. The modification of the contract is necessary to provide funding for small-scale renovation projects for City facilities that may include electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window and door installation. This modification will also extend the contract from April 10, 2019 to April 10, 2020.
Prices already established in the contract were used to determine the cost of this modification.
Emergency action is requested to provide funding for the contract modification. It was recently determined that R.W. Setterlin Building Company will be needed to complete these projects some of which are time sensitive and need to be completed before winter on the following locations:
1. 1120 Morse Rd. Fencing
2. 3639 Parson West front Entrance Remediation
R.W. Setterlin Building Company Contract Compliance No. 31-0836188, January 2, 2021
Fiscal Impact: This ordinance authorizes the expenditure of $120,000.00 from the Public Safety Voted Bond Fund with R.W. Setterlin Building Company for small-scale Construction Services.
Original Purchase Order Amount (0782-2019): $820,000.00
Modification No. 1 (current): $120,000.00
Total (Original and Modification): $940,000.00
Title
To amend the 2019 Capital Improvement Budget; to authorize the Director of Finance and Management to modify and extend a contract on behalf of the Office of Construction Management with the R.W. Setterlin Building Company for Construction Services - Task Order Basis; to authorize the expenditure of $120,000.00 from the Public Safety Voted Bond Fund; and to declare an emergency. ($120,000.00)
Body
WHEREAS, it is necessary to modify and extend a contract with R.W. Setterlin in an amount up to $120,000.00 for Construction Services, and
WHEREAS, the original contract was authorized by Ordinance No. 0782-2019 and approved by City Council on April 2, 2019, and
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and authorize the expenditure of $120,000.00 from the Public Safety Voted Bond Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is necessary to authorize the Finance and Management Director to modify and extend a contract with R.W. Setterlin Building Company so that small-scale renovation projects can proceed on behalf of City departments, 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 the 2019 Capital Improvement Budget be amended as follows to account for encumbrance cancellation:
Project Name / Project Number / Current Authority/ Revised Authority/ Difference
Fund 7701
Professional Arch. Services - Voted Carryover| P310004-100000 | $120,000 | $320,000 | $200,000
SECTION 2. That the Finance and Management Director is hereby authorized to modify and extend a contract, on behalf of the Office of Construction Management, with R.W. Setterlin Building Company for construction services related to small-scale renovation projects.
SECTION 3. That the expenditure of $120,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 2, is hereby authorized in the Public Safety Voted Bond Fund 7701, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the monies in the foregoing Sections 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 5. 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 6. 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 7. 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 8. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.