Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Ameresco, Inc. for the HVAC Controls Upgrades Phase 2 Project. The contract amount is $999,913.00, with an alternate of $86,481.00 and a contingency of $63,606.00, for a total of $1,150,000.00. An additional $3,000.00 is being authorized for interdepartmental inspections and fees for a total of $1,153,000.00 being authorized by this ordinance.
This project is a continuation of departmental efforts to modernize end-of-life HVAC equipment throughout facilities in order to improve energy efficiency and user comfort. The scope includes the replacement of HVAC control systems at the Whetstone, Dodge, and Blackburn Community Centers, as well as the Maintenance Headquarters at 1533 Alum Industrial Drive. The project will also integrate of these systems into Columbus Recreation and Park’s centralized controls server.
Columbus Recreation and Parks received a $156,193.00 US Department of Energy Infrastructure Investment and Jobs Act (IIJA) grant from the Ohio Department of Development, Office of Energy and Environment (OEE) - Energy Efficiency Program for Ohio Communities to execute this project.
This project is the second of three phases to replace or upgrade antiquated HVAC control systems. This will improve operating efficiency of the facilities and allow them to be added to the department’s Niagara system for remote management.
Phase 1 included The Franklin Park Adventure Center and Cleo Dumaree Athletic Complex. Phase 2 includes Whetstone Community Center, Dodge Community Center, Blackburn Community Center, and the 1533 Alum Industrial Drive Facility. Phase 3 will include Brentnell Community Center, Barack Community Center, and Beatty Community Center.
Vendor Bid/Proposal Submissions (Office of Diversity and Inclusion designation status): Bids were advertised through Vendor Services, in accordance with City Code Section 329, on June 3, 2025 and received by the Recreation and Parks Department on June 24, 2025. Bids were received from the following companies:
Ameresco, Inc.
After reviewing the bids that were submitted, it was determined that Ameresco, Inc. was the lowest and most responsive bidder. Ameresco, Inc. and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
Principal Parties:
Ameresco, Inc.
640 Lakeview Plaza Blvd
Worthington, Ohio 43085
Lucas Dixon, (614) 580-3352
Contract Compliance Number: 00251
Contract Compliance Expiration Date: June 24, 2027
Emergency Justification: Emergency action is requested to ensure the contractor has sufficient time to finish this phase of the project prior to the December 31, 2025 grant deadline.
Benefits to the Public: The improved environmental quality, increased systems reliability, and reduction in building energy use enabled by this project will allow the City to improve the quality of life for residents while meeting climate goals.
Community Input/Issues: The community has expressed support for the environmental initiatives driven by the Mayor's Climate Action Plan. This project and other HVAC efficiency improvement projects play a crucial role in meeting the goals of these initiatives.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by improving operations and services to the citizens of Columbus.
Fiscal Impact: $156,193.00 is budgeted and available from within the Recreation and Parks Grant Fund 2283 to meet the financial obligations of a portion of this expenditure. The remaining funds, in the amount of $996,807.00, will not be available to the Recreation and Parks Department until the proceeds of the 2024-2025 bond sale are available at a future date. Therefore, it is necessary to certify the required funds against the General Fund 1000, Income Tax Set Aside Subfund 100099. Upon the sale of bonds, this will be reimbursed. There is a total of $1,153,000.00 available for this project.
Title
To authorize the Director of the Recreation and Parks Department to enter into contract with Ameresco, Inc. for the HVAC Controls Upgrades Phase 2 Project; to authorize the transfer of $996,807.00 between the General Fund Income Tax Set Aside Subfund and the Recreation and Parks Bond Fund; to authorize the appropriation of $996,807.00 in the Income Tax Set Aside Subfund; to authorize the expenditure of $1,153,000.00 from the Recreation and Parks Grant Fund and Voted Bond Fund; and to declare an emergency. ($1,153,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with Ameresco, Inc. for the HVAC Controls Upgrades Phase 2 Project; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended, with respect to the construction of the project described in this ordinance (the "Project"); and
WHEREAS, it is necessary to authorize the transfer of $996,807.00 between the General Fund 1000, Income Tax Set Aside Subfund 100099, and the Recreation and Parks Bond Fund, Fund 7702; and
WHEREAS, funds will need to be appropriated within the General Fund 1000, Income Tax Set Aside Subfund 100099 and within the Recreation and Parks Bond Fund, Fund 7702; and
WHEREAS, the City will reimburse the General Fund 1000, Income Tax Set Aside Subfund 100099; 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 $1,153,000.00; and
WHEREAS, it is necessary to authorize the expenditure of $1,153,000.00 from the Recreation and Parks Grant Fund 2283 and Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to enter into contract with Ameresco, Inc. in order to ensure the contractor has sufficient time to finish this phase of the project prior to the December 31, 2025 grant funded deadline, which this project is utilizing, all for the immediate preservation of the public health, peace, property, safety, and welfare; and NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Recreation and Parks Department be and is hereby authorized to enter into contract Ameresco, Inc. for the HVAC Controls Upgrades Phase 2 Project.
SECTION 2. 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 3. 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 4. 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 5. That the transfer of $996,807.00 or so much thereof as may be needed, is hereby authorized between the General Fund 1000, Income Tax Set Aside Subfund 100099, and the Recreation and Parks Bond Fund, Fund 7702, per the account codes in the attachment to this ordinance.
SECTION 6. That the City Auditor is hereby authorized to transfer said funds to the Recreation and Parks Voted Bond Fund 7702, 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 7. That upon obtaining other funds from the 2024-2025 Bond Sale for the City of Columbus, the City Auditor is hereby authorized and directed to repay the General Fund 1000, Income Tax Set Aside Subfund 100099 the amount transferred under Section 7.
SECTION 8. That the City intends that this ordinance constitutes 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 $996,807.00 (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 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 9. That for the purpose stated in Section 1, the expenditure of $1,153,000.00, or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Grant Fund 2283 and Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 10. 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.