Explanation
BACKGROUND:
This ordinance will authorize the appropriation, transfer and expenditures for labor, materials and equipment in conjunction with the production of crumb rubber product to be installed at Spindler Rd. Sports Complex. This ordinance will authorize the Director of Recreation and Parks to enter into a contract with Liberty Tire Recycling LLC, to purchaser crumb rubber materials for installation at Spindler Sports Complex, and will amend the 2008 CIB ord. 0690-2008.
Work will include the fabrication and delivery of crumb rubber product made from recycled automobile and truck tires. The product will be spread on the athletic fields at the Spindler Rd. complex. The crumb rubber will create a healthier turf and longer life for the fields. In addition will provide an alternate source for used tires.
Funding for these expenditures is being transferred from the unallocated balance of the Recreation and Parks Permanent Improvement Fund to the Park & Playground Project.
The department is requesting the waiver of the formal bidding provisions of the Columbus City Codes as it is impossible to obtain bids to satisfy needs with the time required by formal bidding process. Product must be ordered in April 2009 for a May installation in order to meet the grant deadline of June 2009. Bid Waiver including additional details is attached to this legislation. Bidding documents and specifications are being prepared immediately, and will be distributed to minimum of (3) vendors for a proposal submission.
This $77,300.00 portion is the grant match for ordinance #1009-2008 from the Ohio Department of Natural Resources. The grant stipulates that the project must be complete by June 30, 2009, and the materials must consist of recycled tires from an Ohio Company.
Bid Results:
Bidders were requested to provide the most material including delivery for $77,300.00.
Liberty Tire Maj. 417,800 LBS.
Snider and Associates Maj. 314,875 LBS
A&M Outdoor solutions Maj. No bid submitted
Liberty Tire is contract compliant through 3/11/2011. Federal ID # 043613449.
Emergency action is requested to allow this project to proceed in a timely manner and to allow the financial transaction to be posted in the City's accounting system as soon as possible. Up-to-date financial posting promotes accurate accounting and financial management. Emergency action is also necessary to have funding available for necessary expenditures to meet the end date stipulated in the grant.
FISCAL IMPACT:
$77,300.00 is required and budgeted in the Recreation and Parks Permanent Improvement Fund to meet the financial obligations of these various expenditures.
$77,300.00 is being transferred within the Recreation and Parks Permanent Improvement Fund, as shown in Section 2 of this ordinance.
Title
To authorize the appropriation, transfer and expenditure of $77,300.00 within the Recreation and Parks Permanent Improvement Fund for park improvements, to authorize the Director of Recreation and Parks to enter into contract for the purchase of Crumb Rubber recycled materials, to waive the necessary competitive bidding requirements, to amend the 2008 CIB, and to declare an emergency. ($77,300.00)
Body
WHEREAS, these facility improvements are necessary within the Recreation and Parks Department in order to comply with grant commitment; and
WHEREAS, it is in the best interest of the City of Columbus to waive the requirements of competitive bidding and solicit bids informally from a minimum of (3) vendors; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to transfer and expend these funds for the preservation of public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That this Council finds it in the best interest of the City of Columbus to waive requirements of competitive bidding for Spindler Park Athletic Complex Improvements, and does hereby waive provisions of Section 329.06(a) of the Columbus City Codes.
SECTION 2. That the Director of Recreation and Parks be and he is hereby authorized and directed to enter into contract for the purchase of crumb rubber recycled product from Liberty Tire Recycling LLC.
SECTION 3. That the this purchase of crum rubber recycled tire material is necessary for improvement to Spindler Park Facility within the Recreation and Parks Department.
SECTION 4. That the amount of $35,294.30 is hereby appropriated to the Recreation and Parks Permanent Improvement Fund, as follows:
Fund Project Object OCA
Type Dept. Fund No. Level 3 Code Amount
Cap. Proj. 51-01 747 747999 6600 900747 $35,294.30
SECTION 5. That the transfer of $77,300.00 within the Recreation and Parks Permanent Improvement Fund be and is hereby authorized to provide funds in the proper project account for various facility renovations for the Recreation and Parks Department, as follows:
FROM:
Fund Project Project Object OCA
Type Dept. Fund No. Name Level 3 Code Amount
Cap. Proj. 51-01 747 747999 Unallocated 6600 900747 $77,300.00
Balance
TO:
Fund Project Project Object OCA
Type Dept. Fund No. Name Level 3 Code Amount
Cap. Proj. 51-01 747 510017 Park 6621 640862 $77,300.00
Improvements
SECTION 6. That the expenditure of $77,300.00, or so much thereof as may be necessary, be and is hereby authorized from the unallocated balance of the Recreation and Parks Permanent Improvement Fund 747 as follows, to pay the cost thereof. City Council recognizes that this ordinance does not identify the contractor to whom the contract will be awarded and understands that its passage will give the Recreation and Parks Director the final decision in determination of the lowest best responsive and responsible bidder for such contract. This Council is satisfied it is in the best interests of the City to delegate this contracting decision.
Fund Project Project Object OCA
Type Dept. Fund No. Name Level 3 Code Amount
Cap. Proj. 51-01 747 510017 Park 6621 640862 $77,300.00 Improvements
SECION 7. That the 2008 Capital Improvements Budget Ordinance No. 0690-2008, is hereby amended as follows, in order to provide sufficient budget authority for the execution of this legislation and Ord. #1601-2008.
Current:
Fund 747 Project 747999 / Unallocated Balance/ $42,006 (Permanent Improvement Fund)
Fund 747 Project 510017 / Park and Playground / $157,912 (Permanent Improvement Fund)
Amended to:
Fund 747 Project 747999 / Unallocated Balance / $5,957 (Permanent Improvement Fund)
Fund 747 Project 510017/ Park and Playground / $235,212 (Permanent Improvement Fund)
SECTION 8. 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 9. 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 ten days after passage if the Mayor neither approves nor vetoes the same.