Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Office of Construction Management with Palmetto Construction Services, LLC for the renovation of the CTV Columbus Government Television Studio at City Hall, 90 West Broad Street.
The original contract for the renovation of the CTV Columbus Government Television Studio was authorized by City Council through Ordinance No. 2791-2013, passed by City Council on December 19, 2013. A modification of the contract is necessary to replenish contingency that was used for the additional asbestos abatement and unforeseen existing building conditions and infrastructure relocations (particularly wiring and data). During Phase 1 of the abatement there were several areas within the office areas where additional abatement was required that was beyond the original scope of the project. In doing so, the contingency was consumed prior to starting the Phase 2 (Studio area) of the project. Additional abatement was identified in the studio area and the contractor was authorized to proceed with the abatement.
It is practical and cost effective for the coordination and continuity of the project to use Palmetto Construction Group, LLC. for this modification. Selecting another consultant could lead to duplicated work and delays. Therefore it is not in the best interest of the City to select another contractor for these services. Prices already established in the contract were used to determine the cost of this modification.
This ordinance also authorizes the transfer of appropriation and cash from other projects within the Information Services Bonds Fund, and will amend the 2014 Capital Improvement Budget (CIB), passed by Columbus City Council March 31, 2014 via ordinance no. # 0683-2014, to accommodate for the additional expenditure authorized by this ordinance.
Emergency action is requested to ensure that the necessary purchase order for services is established in a timely manner.
Palmetto Construction Services, LLC. Contract Compliance No. 27-2790089, expiration date February 5, 2015.
Fiscal Impact: The funding needed for this expenditure/ordinance will come from transferring funds, in the amount of $50,000.00 from Department of Technology, Information Services Division, Capital Project # 470051-100000 (47-02 Equipment Upgrade/ Mail Inserter) to Capital Project # 470031-100003 (CTV Facility Renovation). An additional $20,000.00 will be funded from the Construction Management Capital Improvement Fund.
Title
To amend the 2014 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects in the Department of Technology, Information Services Division, Capital Improvement Bond Fund; to authorize the Finance and Management Director to modify a contract on behalf of the Office of Construction Management with Palmetto Construction Services, LLC. for the renovation of the CTV Columbus Government Television Studio at City Hall, 90 West Broad Street; to authorize the total expenditure of $70,000.00 from the Information Services Division, Capital Improvement Bond Fund and the Construction Management Capital Improvement Fund; and to declare an emergency. ($70,000.00)
Body
WHEREAS, Ordinance No. 2791-2013, passed by City Council on December 19, 2013, authorized the original contract for the renovation of the CTV Columbus Government Television Studio at City Hall, 90 West Broad Street; and
WHEREAS, it is necessary to modify said contract to replenish contingency that was used for the additional asbestos abatement and unforeseen existing conditions; and
WHEREAS, this ordinance authorizes the transfer of appropriation and cash from other projects within the Department of Technology Information Services Bonds Fund and will amend the 2014 Capital Improvement Budget (CIB), passed by Columbus City Council March 31, 2014, ordinance no. # 0683-2014, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to modify a contract for renovation of the CTV Columbus Government Television Studio to ensure that the necessary purchase order for services is established in a timely manner, 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 2014 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund (carryover) #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Equipment Upgrade/Mail Inserter:
470051-100000 /carryover /002 $81,047 $ 31,047 ($50,000)
47-02 CTV Facility Renovation:
470031-100003 /carryover /002 $ -0 - $ 50,000 $50,000
SECTION 2: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Equipment Upgrade/Mail Inserter| Project Number: 470051-100000 (carryover) | OCA Code: 470051| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $50,000.00
Transfer To:
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: CTV Facility Renovation| Project Number: 470031-100003 (carryover) | OCA Code: 543103|Obj. Level 1: 06 | Obj. Level 3: 6683|Amount: $50,000.00
SECTION 3. That the Finance and Management Director is hereby authorized and directed to modify a contract on behalf of the Office of Construction Management with Palmetto Construction Services, LLC. for the renovation of the CTV Columbus Government Television Studio at City Hall, 90 West Broad Street.
SECTION 4. That the expenditure of $70,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 3 , be and is hereby authorized and approved as follows:
Division: 47
Fund: 514
Sub-fund: 02
Project: 470031-100003
OCA Code: 543103
Object Level: 06
Object Level 3: 6683
Amount $50,000.00
Division: 45-50
Fund: 733
Project: 570030-100120
OCA Code: 733120
Object Level: 06
Object Level 3: 6683
Amount $20,000.00
SECTION 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 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.