Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to modify and increase the professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with Karpinski Engineering, Inc., for the Department of Technology’s City Hall Structured Cabling Assessment & Design project, in the amount of $225,000.00.
This is a 2-Phased project. Work under the Phase 1 included a comprehension assessment to upgrade/replace the aging structural wiring and cabling throughout the City Hall.
Modification No. 1 (current) for Phase 2 will provide design-based services based on the results of Phase 1.
2. MODIFICATION INFO:
A. The amount of additional funds to be expended under the modification: $225,000.00
Original Contract Amount: $ 80,381.00 (PO465203)
Modification No. 1 (current): $225,000.00
Total (Original and Mod 1): $305,381.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The need for Phase 2, design services, was foreseen at the time the contract was awarded with language included in Ordinance No. 1684-2024.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
The current contractor is familiar with the project and has completed all work to-date. Bringing on a new contractor would further delay the project and result in higher costs bringing them up to speed.
D. How the price for the additional goods or services which are subject of the modification was determined.
The contractor submitted a cost proposal and was accepted by the Office of Construction Management.
3. CONTRACT COMPLIANCE INFO: DAX No. 6639, expires 5/7/26, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Karpinski Engineering, Inc.
4. FISCAL IMPACT: Funding for this project will come from the Information Services Capital Projects Fund - Fund No. 5105 and requires a certification against the General Fund 1000, Income Tax Set Aside Subfund 100099 until the proceeds of the 2024-2025 bond sale are available at a future date. The fund will be reimbursed upon receipt of the bonds.
There is sufficient budgetary authority within the Information Services Capital Projects Fund - Fund No. 5105.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the professional architectural / engineering services agreement with Karpinski Engineering, Inc.; for the Department of Technology’s City Hall Structured Cabling Assessment & Design project; to authorize a transfer of $225,000.00 between the General Fund Income Tax Set Aside Subfund and the Information Services Capital Projects Fund; to authorize an appropriation of $225,000.00 in the Income Tax Set Aside Subfund and the Information Services Capital Projects Fund; and to authorize an expenditure up to $225,000.00 from the Information Services Capital Projects Fund. ($225,000.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into a professional architectural / engineering services agreement, with Karpinski Engineering, Inc. for the Department of Technology’s City Hall Structured Cabling Assessment & Design project, authorized by Ordinance No. 1684-2024 and approved by City Council on July 22, 2024; and
WHEREAS, Modification No. 1 (current) is needed to provide Phase 2, design services, based on the comprehensive assessment performed under Phase 1, in an amount up to $225,000.00; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the professional architectural / engineering services agreement, with Karpinski Engineering, Inc., for the Department of Technology’s City Hall Structured Cabling Assessment & Design project; 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 construction of the project described in this ordinance (the "Project"); and
WHEREAS, it is necessary to authorize the transfer of $225,000.00 between the General Fund 1000, Income Tax Set Aside Subfund 100099 and the Information Services Capital Projects Fund, Fund 5105; and
WHEREAS, it is necessary to authorize the appropriation of $225,000.00 within the General Fund 1000, Income Tax Set Aside Subfund 100099 and within the Information Services Capital Projects Fund, Fund No. 5105; and
WHEREAS, it is necessary to authorize the appropriation of $225,000.00 within the Information Services Capital Projects Fund; and
WHEREAS, the City will reimburse the General Fund 1000, Income Tax Set Aside Subfund 100099; and
WHEREAS, 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 $225,000.00; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management, to modify and increase the professional architectural / engineering services agreement with Karpinski Engineering, Inc., for the Department of Technology’s City Hall Structured Cabling Assessment & Design project; for the preservation of the public safety, peace, property and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to modify and increase the professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with Karpinski Engineering, Inc., for the Department of Technology’s City Hall Structured Cabling Assessment & Design project, in an amount up to $225,000.00.
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said funds from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2025, the sum of $225,000.00 is appropriated in General Fund 1000, Income Tax Set Aside Subfund 100099, in Object Class 10 Transfer Out Operating, and in the Information Services Capital Projects Fund, Fund No. 5105, in Object Class 06 Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $225,000.00, or so much thereof as may be needed, is hereby authorized between the General Fund 1000, Income Tax Set Aside Subfund 100099, and the Information Services Capital Projects Fund, Fund No. 5105, per the account codes in the attachment to this ordinance.
SECTION 4. That the appropriation and expenditure of $225,000.00, or so much thereof as may be needed, is hereby authorized in the Information Services Capital Projects Fund, Fund No. 5105, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. That upon obtaining other funds from the 2024-2025 Bond Sale for the City of Columbus, the City Auditor is hereby authorized and directed to repay the General Fund 1000, Income Tax Set Aside Subfund 100099 the amount transferred under Section 3.
SECTION 6. 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 $225,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen 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 7. 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 8. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 9. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 10. 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 11. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.