Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to modify and increase a contract on behalf of the Office of Construction Management with Harris Design Services (Certified MBE), in the amount of $926,000.00 for professional services (design and construction administration) for the renovation of 120 West Gay Street, the former Police Headquarters building.
This design modification is necessary to incorporate energy efficient HVAC with City Hall, 90 West Broad Street, security technology changes, zoning & code changes, and Downtown Area Commission requirements. Ordinance 2213-2006, passed on December 13, 2006 authorized the master plan and design plans for the renovation of the former Police Headquarters building located at 120 West Gay Street. Ordinance 1182-2008, passed July 14, 2008 authorized expedited additional Architectural and Engineering services to address/correct and incorporate unforeseen scope changes related to 120 West Gay and 90 West Broad Street underground utilities renovation.
Upon completion of the renovations of 120 West Gay Street, the Department of Human Resources, Income Tax Division, Civil Service Commission, Safety Director's Office, Purchasing Office, and the City Attorney's Office will relocate to the building. The renovation is one part of a larger downtown campus plan that will enable the City to reduce the number of buildings it operates thereby reducing operational costs, while producing a more welcoming and customer friendly environment for city workers and the general public.
Due to the fact that Harris Design Services was awarded the original contract, a modification with Harris Design Services is the logical and most expeditious option for addressing the additional professional services. Involving another architect at this point would likely lead to logistical problems, the possibility of errors, and the need to redesign and reengineer many items already completed. Therefore, it would not be in the best interests of the City to bid the additional architectural and engineering services.
Emergency action is requested so that necessary design services for 120 West Gay are not suspended, thereby leading to the closing of an inefficient building more quickly, which in turn will lead to operational savings as soon as possible.
Harris Design Services, Contract Compliance No. 31-6568390, expiration date June 2, 2012.
Fiscal Impact: The contract was authorized by Ordinance Number 2213-2006, passed on December 13, 2006, in the amount of $1,800,000.00 and modified by Ordinance 1182-2008, passed on July 14, 2008, in the amount of $1,500,000.00. This modification is for $926,000.00, thereby increasing the total contract to $4,226,000.00.
Title
To authorize the Finance and Management Director to modify and increase a contract on behalf of the Office of Construction Management with Harris Design Services for professional services (design and construction administration) for the renovation of 120 West Gay Street; to amend the 2010 Capital Improvements Budget; to authorize transfers between projects within the Construction Management Capital Improvements Fund, the Gov'l B.A.B.'s (Build America Bonds), and the General Permanent Improvement Fund; to authorize expenditures totaling $926,000.00 from the Construction Management Capital Improvements Fund, the Gov'l B.A.B.'s (Build America Bonds), and the General Permanent Improvement Fund; and to declare an emergency. ($926,000.00).
Body
WHEREAS, Ordinance 2213-2006, passed December 13, 2006, authorized the master plan and design plans for the renovation of the former Police Headquarters building located at 120 West Gay Street; and
WHEREAS, Ordinance 1182-2008, passed July 14, 2008 authorized expedited additional Architectural and Engineering services to address/correct and incorporate unforeseen scope changes related to 120 West Gay and 90 West Broad Street underground utilities renovation; and
WHEREAS, it is necessary to amend the 2010 Capital Improvements Budget; and
WHEREAS, it is necessary to transfer funds within the Construction Management Capital Improvement Fund, the Gov'l B.A.B.'s (Build America Bonds), and the General Permanent Improvement Fund; and
WHEREAS, it is necessary to include additional design and construction administration services to the original contract; and
WHEREAS, upon completion of renovations at the former Police Headquarters building located at 120 West Gay Street various City Agencies will relocate to the building; and
WHEREAS, said relocation is one part of a plan that will allow the City to remove one or more buildings from its portfolio and therefore reduce operational and maintenance costs; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management, in that it is immediately necessary to authorize the Finance and Management Director to modify and increase a contract with Harris Design Services, so that necessary design services for 120 West Gay are not suspended, thereby leading to the closing of an inefficient building more quickly, causing operational savings, facilitating and 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 modify and increase a contract on the behalf of the Office of Construction Management with Harris Design Services for the renovation of 120 West Gay Street.
SECTION 2. That the 2010 Capital Improvements Budget is hereby amended as follows to account for encumbrance cancellations, rental receipts and interest earnings:
Project No. | Project Name | Fund 746 | Current Authority | Revised Authority | Difference
Facility Renovation 570030-100120 (Unvoted Carryover) $248,693 | $250,983 | $2,290
Project No. | Project Name | Fund 746 | Current Authority | Revised Authority | Difference
Unallocated Balance 746999-100000 (Unvoted Carryover) $64,211 | $300,729 | $236,518
Project No. | Project Name | Fund 748 | Current Authority | Revised Authority | Difference
1393 E. Broad Street 590701-100000 (General Permanent Improvement Fund) $160,953 | $190,201 | $29,248
SECTION 3. That the 2010 Capital Improvements Budget is hereby amended as follows to facilitate the expenditures authorized below:
Fund 733
Project No. | Project Name | Current Authority | Revised Authority | Difference
Facility Renovation 570030-100000 (Unvoted Carryover) $7,733|$0|($7,733)
City Hall Garage 570031-100125 (Councilmanic) $5,000|$0| ($5,000)
Old Police Headquarters 570056-100000 (Unvoted Carry over) $0|$12,733| $12,733
Fund 746
Project No. | Project Name | Current Authority | Revised Authority | Difference
Old Police Headquarters 570056-100000 (Councilmanic) $0|$344,542| $344,542
City Hall South Elevator 570031-100124 (Councilmanic) $1,396|$0| ($1,396)
City Hall Ceiling Renovations 570031-100128 (Councilmanic) $26,600|$0| ($26,600)
4256 Morse Road Ventilation 570030-100085 (Councilmanic) $50,000|$42,101| ($7,899)
Facility Renovation - Various 570030-100120 (Councilmanic) $508,647|$200,000| ($308,647)
Facility Renovation - Various 570030-100120 (Unvoted Carryover) $250,983|$101,900| ($149,083)
Unallocated Fund 746999-100000 (Unvoted Carryover) $300,729|$49,184| ($251,545)
Old Police Headquarters 570056-100000 (Unvoted Carryover) $0|$402,726| $402,726
Impound Lot 570034-100001 (Unvoted Carryover) $2,098|$0| ($2,098)
Fund 748
Project No. | Project Name | Current Authority | Revised Authority | Difference
Old Police Headquarters 570056-100000 (Carryover) $0|$166,000| $166,000
1393 E. Broad Street Lease 590701-100000 (Carryover) $190,201|$24,201| ($166,000)
SECTION 4. That the City Auditor is hereby authorized and directed to transfer funding within the Construction Management Capital Improvement Fund as follows:
FROM:
Dept/Div: 45-27| Fund: 733| Project Number 570030-100000|Project Name -Facility Renovation |OCA Code: 733000| Amount: $7,733.03
Dept/Div: 45-27| Fund: 733| Project Number 570031-100125|Project Name - City Hall Garage |OCA Code: 731125| Amount: $5,000.00
TO:
Dept/Div: 45-27| Fund: 733| Project Number 570056-100000|Project Name - Old Police Headquarters |OCA Code: 733000| Amount: $12,733.03
SECTION 5. That the sum of $251,545.00 is hereby appropriated from the unappropriated balance of the Build America Bonds Fund No. 746, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purchase during the fiscal year ending December 31, 2010, to the Finance and Management Department, Dept./Div. No. 45-27, Object Level One 06, Project 746999-100000, OCA 746999, Object Level Three 6681
SECTION 6. That the City Auditor is hereby authorized and directed to transfer funding within the Gov'l B.A.B's (Build America Bonds) as follows:
FROM:
Dept/Div: 45-27| Fund: 746| Project Number 570031-100124|Project Name - City Hall South Elevator |OCA Code: 763124| Amount: $1,396.00
Dept/Div: 45-27| Fund: 746| Project Number 570034-100001|Project Name - Impound Lot |OCA Code: 733034| Amount: $2,098.00
Dept/Div: 45-27| Fund: 746| Project Number 570031-100128|Project Name - City Hall Ceiling Renovations |OCA Code: 763128| Amount: $26,600.00
Dept/Div: 45-27| Fund: 746| Project Number 570030-100085|Project Name - 4256 Morse Road Ventilation Fans |OCA Code: 763085| Amount: $7,899.00
Dept/Div: 45-27| Fund: 746| Project Number 746999-100000|Project Name - Unallocated Fd. 746|OCA Code: 746999| Amount: $251,545.00
Dept/Div: 45-27| Fund: 746| Project Number 570030-100120 |Project Name - Facility Renovation - Various|OCA Code: 733030| Amount: $457,729.00
TO:
Dept/Div: 45-27| Fund: 746| Project Number 570056-100000|Project Name - Old Police Headquarters |OCA Code: 765610| Amount: $747,267.00
SECTION 7. That the sum of $165,999.97 is hereby appropriated from the unappropriated balance of the General Permanent Improvement Fund No. 748, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purchase during the fiscal year ending December 31, 2010, to the Finance and Management Department, Dept./Div. No. 45-27, Object Level One 06, Project 590701-100000, OCA 450023, Object Level Three 6681
SECTION 8. That the City Auditor is hereby authorized and directed to transfer funding within the General Permanent Improvement Fund as follows:
FROM:
Dept/Div: 45-27| Fund: 748| Project Number 590701-100000|Project Name - 1393 E. Broad Street Lease|OCA Code: 450023| Amount: $165,999.97
TO:
Dept/Div: 45-27| Fund: 748 | Project Number 570056-100000 |Project Name - Old Police Headquarters |OCA Code: 785610Amount: $165,999.97
SECTION 9. That the expenditure of $926,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized an approved as follows:
Division: 45-27
Fund: 733
Project: 570056-100000
OCA Code: 733000
Object Level 1: 06
Object Level 3: 6681
Amount: $12,733.03
Division: 45-27
Fund: 746
Project: 570056-100000
OCA Code: 765610
Object Level 1: 06
Object Level 3: 6681
Amount: $747,267.00
Division: 45-27
Fund: 748
Project: 570056-100000
OCA Code: 785610
Object Level 1: 06
Object Level 3: 6681
Amount: $165,999.97
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 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.