Explanation
This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Pavement Protectors, Inc. dba M&D Blacktop Sealing to repave, remove, replace or install new asphalt areas within various parks and city golf courses. Work under this contract will include: repaving entry drives and parking lots to improve accessibility and safety; repaving and new loop walks to promote physical activity; and improve the parking area and cart paths. The parks and facilities that will be included in the project are:
Antrim Park (5)
Golden Hobby Shop (22)
Krumm Park & Adams Community Center (12)
Lazelle Woods Park & Community Center (3)
Lou Berliner Park (17)
Mayme Moore Park (19)
Schiller Park & Community Center (22)
Stockbridge Park (23)
Wolfe park (20)
Airport Golf Course (12)
Raymond Memorial Golf Course (8)
The costs for this project will be $477,000.00 with a contingency of $89,000.00 for a total of $566,000.00. The contingency has been increased in order to cover any additional repairs that may become necessary due to the unusually cold and wet winter.
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on May 29, 2015 and received by the Recreation and Parks Department on June 23, 2015. Bids were received from the following companies:
Status Bid Amount
M&D Blacktop MAJ $477,000.00
Park Enterprise MAJ $1,103,073.30
Greenlawn Landscape MAJ $135,330.00*
*Bid did not include a price for Item #1.
After review of the proposals that were submitted, it was determined that M&D Blacktop was the lowest and most responsive bidder.
Principal Parties:
Pavement Protectors dba M&D Blacktop Sealing
2020 Longwood Ave., Grove City, OH 43123
Mark Nance 614-875-9989
311131599 Expiration Date: June 23, 2016
Number of Columbus Based Employees: 15+
Emergency Justification:
An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may proceed during the current construction season due to unsafe conditions that have been created due to this past winter.
Fiscal Impact:
$174,211.42 is budgeted and available in the Recreation and Parks Bond Funds 702, 712, and 746 to meet the financial obligations of part of this contract. Bonds have yet to be sold for the entire cost of this project, necessitating a certification of $391,788.58 against the Special Income Tax Fund. Upon sale of bonds, this will be reimbursed.
Title
To authorize and direct the Director of Recreation and Parks to enter into contract with Pavement Protectors, Inc. dba M&D Blacktop Sealing for the Asphalt Improvements 2015 project; to amend the 2015 Capital Improvement Budget; to authorize and direct the City Auditor to transfer $391,788.58 from the Special Income Tax Fund to the Recreation and Parks Voted Bond Fund; to authorize the City Auditor to transfer $172,304.22 within the Recreation and Parks Voted Bond Fund; to authorize the expenditure of $477,000.00 with a contingency of $89,000.00 for a total of $566,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($566,000.00)
Body
WHEREAS, bids were received by the Recreation and Parks Department on June 23, 2015 for the Asphalt Improvements 2015 project and will be awarded to Pavement Protectors, Inc. dba M&D Blacktop Sealing as the lowest and best responsive bidder; and
WHEREAS, it is necessary to authorize the City Auditor to transfer $391,788.58 from the Special Income Tax Fund to the Recreation and Parks Voted Bond Fund; and
WHEREAS, the City will reimburse the Special Income Tax Fund; 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 $391,788.58; and
WHEREAS, it is necessary to authorize the City Auditor to transfer $172,304.22 within the Recreation and Parks Voted Bond Fund; and
WHEREAS, it is necessary to amend the 2015 Capital Improvement Budget; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may proceed during the current construction season due to unsafe conditions that have been created due to this past winter; NOW, THEREFORE
BE IT ORDAINED BY THE COLUMBUS CITY COUNCIL:
SECTION 1. That the Director of Recreation and Parks is authorized to enter into contract with Pavement Protectors, Inc. dba M&D Blacktop Sealing for the Asphalt Improvements 2015 project.
SECTION 2. The sum of $391,788.58 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, 2015 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Recreation and Parks Voted Bond Fund 702, 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 4. That the amount of $391,788.58 is hereby transferred and appropriated to Recreation and Parks, 51-01, Fund 702, Project- 510017-100002, Object Level One 06, Object Level Three Code 6621, OCA 721702.
SECTION 5. That the City Auditor is hereby authorized to transfer $92,620.00 within the Recreation and Parks Voted Bond Fund 702 for the projects listed below:
FROM:
Project OCA Code Object Level 3 Amount
510429-100001 (Golf - Equipment Replacement) 752291 6621 $25,000.00
510429-100004 (Golf - Hard Surface Improvements) 752904 6621 $67,620.00
TO:
Project OCA Code Object Level 3 Amount
510017-100002 (Hard Surface Improvements) 721702 6621 $92,620.00
SECTION 6. That the City Auditor is hereby authorized to transfer $72,763.24 within the Recreation and Parks Voted Bond Fund 712 for the projects listed below:
FROM:
Project OCA Code Object Level 3 Amount
510429-100003 (Golf - Bunker Improvements) 753903 6621 $13,070.00
510429-100017 (Golf - General Facility Improvements) 753917 6621 $59,020.24
510429-100024 (Champions Golf Course Improvements) 753924 6621 $209.62
510429-100029 (Turnberry Golf Course Improvements) 753929 6621 $463.38
TO:
Project OCA Code Object Level 3 Amount
510429-100004 (Golf Hard Surface Improvements) 753904 6621 $72,763.24
SECTION 7. That the City Auditor is hereby authorized to transfer $6,920.98 within the Recreation and Parks Build America Bonds Fund 746 for the projects listed below:
FROM:
Project OCA Code Object Level 3 Amount
510429-100001 (Golf - Equipment Replacement) 754901 6621 $535.06
510429-100016 (Golf - Auditor Certificates) 754916 6621 $6,385.92
TO:
Project OCA Code Object Level 3 Amount
510429-100017 (Golf - General Facility Improvements) 754917 6621 $6,920.98
SECTION 8. That the 2015 Capital Improvements Budget Ordinance 0557-2015 is hereby amended as follows in order to provide sufficient budget authority for this and future legislation.
CURRENT:
Fund 702:
510429-100001; Golf - Equipment Replacement; $25,000 (Voted Carryover)
510429-100004; Golf - Hard Surface Improvements; $67,620 (Voted Carryover)
510017-100002 Hard Surface Improvements; $0 (Voted Carryover)
Fund 712:
510429-100003; Golf - Bunker Improvements; $13,070.00 (Voted Carryover)
510429-100017; Golf - General Facility Improvements; $59,021 (Voted Carryover)
Cancellation of AC035547 and EL015002 to 510429-100024; Champions Golf Course Improvements; $210 (Voted Carryover)
Cancellation of EL015002 to 510429-100029; Turnberry Golf Course Improvements; $463 (Voted Carryover)
Fund 746:
Cancellation of FL004861 and FL004969 to 510429-100001; Golf - Equipment Replacement; $535 (Voted Carryover)
Cancellation of EL011281 and EL011412 to 510429-100016; Golf - Auditor Certificates; $6,386 (Voted Carryover)
Cancellation of EL013821 and FL005149 to 510429-100017; Golf - General Facility Improvements; $1,907 (Voted Carryover)
AMENDED TO:
Fund 702:
510429-100001; Golf - Equipment Replacement; $0 (Voted Carryover)
510429-100004; Golf - Hard Surface Improvements; $0 (Voted Carryover)
510017-100002 Hard Surface Improvements; $92,620 (Voted Carryover)
Fund 712:
510429-100003; Golf - Bunker Improvements; $0 (Voted Carryover)
510429-100017; Golf - General Facility Improvements; $0 (Voted Carryover)
510429-100024; Champions Golf Course Improvements; $0 (Voted Carryover)
510429-100029; Turnberry Golf Course Improvements; $0 (Voted Carryover)
510429-100004; Golf Hard Surface Improvements; $72,764 (Voted Carryover)
Fund 746:
510429-100001; Golf - Equipment Replacement; $0 (Voted Carryover)
510429-100016; Golf - Auditor Certificates; $0 (Voted Carryover)
510429-100017; Golf - General Facility Improvements; $8,828 (Voted Carryover)
SECTION 9. That the expenditure of $566,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Funds 702, 712, and 746 as follows:
Fund 702:
Project OCA Code Object Level 3 Amount
510017-100002 (Hard Surface Improvements) 721702 6621 $484,408.58
Fund 712:
Project OCA Code Object Level 3 Amount
510429-100004 (Golf Hard Surface Improvements) 753904 6621 $72,763.24
Fund 746:
Project OCA Code Object Level 3 Amount
510429-100017 (Golf - General Facility Improvements) 754917 6621 $8,828.18
SECTION 10. That upon obtaining other funds from the 2015 Bond Sale for the City of Columbus, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 4.
SECTION 11. 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 $391,788.58 (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 the 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 12. 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 13. 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 legislation.
SECTION 14. 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 15. 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 10 days after passage if the Mayor neither approves nor vetoes the same.