Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into contract with Mosaic Ltd. for professional services for space planning, including limited renovation concepts, associated with the relocation of offices for various departments from 109 North Front Street to 50 West Gay Street (the Beacon Building).
With the completion of the renovation of the 120 West Gay Street building in the first quarter of 2013, various departments and sections will move into this space from City Hall, and the Beacon and 109 North Front Street buildings. This move will result in partial occupancy of the Beacon and 109 buildings and create large sections of vacant office space. In order to cost effectively and efficiently utilize the City's space assets, the print shop will be relocated to vacant space in the parking garage at 102 North Front Street and the Traffic Management Center will be relocated to the Public Service Facility on 25th Avenue. Remaining occupants in the 109 Building, the Equal Business Opportunity Office, Department of Public Service, and the Department of Development's offices of Planning and Land Redevelopment will be moved to the Beacon Building. Consolidating these remaining city offices from the 109 North Front Street Building to the Beacon Building will allow the City to proceed with the its demolition and allow the City to move forward with a plan for replacement with a new modern efficient structure designed to meet the City's needs.
The scope of the work shall include space planning services to cost effectively design and program office space available on floors 1, 2, 4, 5, and 6, with possible minor reprogramming on floor 3, of the Beacon Building to create functional, temporary office space to accommodate the staff moving from the 109 North Front Building for a period of 3-5 years. Work will include the creation of condition inventories of the all furniture currently in the 109 Building and on the floors to be vacated in the Beacon Building after staff move into 120 West Gay Street in order to identify furniture to be reused to serve staff relocating to the Beacon Building, identify surplus furniture considered reusable for other city agencies, and to identify badly worn non-functional furniture to be sent to disposal.
It is anticipated that demolition of existing office space and reconstruction of office space will be kept to the minimum necessary to create effective work space for the office functions displaced. This work will allow the Beacon Building to serve as swing space during the demolition of the 109 North Front Street Building and the planning and construction of a new building on that site.
Requests for Proposals were sent to four firms: Mosaic Ltd.; OHM Advisors; O.A. Spencer, Inc. and XYZ Survey Service, LTD; and Braun & Steidl Architects. In accordance with Columbus City Codes, 329.11, the Finance and Management Director selected and recommends Mosaic Ltd. as their proposal demonstrated competence and capacity to do the required work.
Emergency action: To allow space planning to begin as soon as possible so that the remaining occupants can be moved from the 109 North Front Street Building into effectively designed temporary office space at the Beacon Building and to allow for demolition of the 109 Building at the earliest date feasible, emergency action is requested.
Fiscal Impact: Sufficient funding for this project is available in the Construction Management Capital Improvement Fund.
The Contract Compliance Number for Mosaic Ltd. is 31-1635769 and expires 9/30/2013.
Title
To authorize the Finance and Management Director to enter into contract with Mosaic Ltd. for professional services for space planning and design services for the relocation of various offices from 109 North Front Street to 50 West Gay Street, the Beacon Building; to authorize the expenditure of up to $50,000.00 within the Construction Management Capital Improvement Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, under separate authority the Department of Finance and Management is under contract with HKI Associates for professional engineering services for demolition of the 109 North Front Street building because this building is functionally obsolete suffering from a number of structural and mechanical deficiencies that cannot be renovated in a cost efficient manner to provide city services; and
WHEREAS, the building demolition work will be performed to properly prepare the site for future construction of an eventual replacement facility capable of providing improved city services to the citizens and businesses in the community; and
WHEREAS, the building demolition work necessitates the move of city offices that will not be moved to 120 W. Gay Street from 109 North Front Street; and
WHEREAS, the Finance and Management Department desires to relocate various offices from 109 North Front Street to 50 West Gay Street, the Beacon Building, to effectively reutilize office space being vacated in the building by occupants moving to the newly renovated 120 W. Gay Building; and
WHEREAS, it is the recommendation of the Finance and Management Director to contract with Mosaic Ltd. to provide these professional space design services; and
WHEREAS, Mosaic Ltd. was selected for this project in accordance with the provisions of Chapter 329 of the Columbus City Codes, 1959; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to enter into contract with Mosaic Ltd. for professional space planning services 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 Finance and Management Director is hereby authorized to enter into contract with Mosaic Ltd. for professional services for space planning and design services for the relocation of various offices from 109 North Front Street to 50 West Gay Street, the Beacon Building.
SECTION 2. That the expenditure of up to $50,000.00, or so much thereof that may be necessary, in regard to the action authorized in Section 4, be and is hereby authorized and approved as follows:
Division: 45-27
Fund: 733
Project: 570030-100120
OCA Code: 733120
Object level 1: 06
Object level 3: 6620
Amount: $50,000.00
SECTION 3. 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 4. 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 5. 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 6. That for 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 or vetoes the same.