Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Facilities Management Division with Boylan Marble and Terrazzo Restoration for the restoration of the marble and terrazzo at City Hall, 90 West Broad Street.
Formal bids were solicited and three companies submitted bids on June 11, 2010 as follows (0 MBE, 0 FBE):
Boylan Marble and Terrazzo Restoration $ 55,434.00
Faith Daniel & Company LLC $ 84,036.00
The Ardit Company $110,600.00
The Facilities Management Division recommends the bid award be made to the most responsive and responsible bidder, Boylan Marble and Terrazzo Restoration. The Facilities Management Division bid the restoration work for the whole building on a per floor basis. The total cost of the contract is $85,871.00. However, due to budget constraints floors one, two, and three will be performed at this time.
This ordinance is submitted as an emergency so as to ensure that this project can be completed as much as possible in the month of August when foot traffic volumes in City Hall are usually at their lowest point of the year. This will allow us to avoid disruptions in operations, meetings, and events in City Hall.
Emergency action is requested in that funding should be authorized immediately to maintain the schedule of this project and to perform work as much as possible in the month of August when foot traffic volumes in City Hall are usually at their lowest point of the year.
Boylan Marble and Terrazzo Restoration Contract Compliance No. 20-4134561, expiration date 06/08/2012.
Fiscal Impact: This project is funded in the 2010 Capital Improvements Budget. The project will cost $55,474 and is funded with a combination of carryover funding and bonds. However, bonds have yet to be sold, necessitating a certification of $40,000.00 against the Special Income Tax Fund. Upon sale of the bonds, this will be reimbursed. The remaining $15,474.00 is available within the Construction Management Capital Improvement Fund from cancelled encumbrances from completed projects; however a transfer between projects is necessary to provide sufficient funding in the correct project number. This legislation authorizes the expenditure of $55,434.00 or so much as may be necessary for this purpose.
Title
To authorize the Finance and Management Director to enter into a contract on behalf of the Facilities Management Division with Boylan Marble and Terrazzo Restoration for the restoration of the marble and terrazzo at City Hall, 90 West Broad Street; to authorize and direct the City Auditor to transfer $40,000.00 from the Special Income Tax Fund to the Construction Management Capital Improvement Fund; to authorize the appropriation of said funds in the Construction Management Capital Improvement Fund; to amend the 2010 Capital Improvements Budget; to authorize the City Auditor to transfer $15,434.00 within the Construction Management Capital Improvement Fund; to authorize the expenditure of $55,434.00 from the Construction Management Capital Improvements Fund; and to declare an emergency. ($55,434.00)
Body
WHEREAS, it is necessary to restore the marble and terrazzo at City Hall, 90 West Broad Street; and
WHEREAS, formal bids were solicited and three companies submitted bids; and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to this project; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered a temporary funding method; and
WHEREAS, the aggregate principal amount of obligations the City will issue to finance this contract is presently expected not to exceed $40,000.00; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as define 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 project described in this ordinance (the "Project"); and
WHEREAS, it is necessary to amend the Construction Management Capital Improvements Budget to reflect a $23,167.00 encumbrance cancellation in Facilities Renovation, Project 530030-100000; and
WHEREAS, it is necessary to transfer $15,434.00 from Facility Renovations to City Hall Marble Restoration, Project 570031-100127, to provide sufficient funding in the correct project for the renovation and restoration project; and
WHEREAS, it is necessary to amend the 2010 Capital Improvement Budget and transfer cash within the Construction Management Capital Improvement Fund; and
WHEREAS, the total funding amount of $55,434.00 will come from the Special Income Tax Certification of $40,000.00 and carryover funding of $15,434.00; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Facilities Management in that the funding should be authorized immediately to maintain the schedule of this project and to perform work as much as possible in the month of August when foot traffic volumes in City Hall are usually at their lowest point of the year, 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 and directed to enter into a contract on behalf of the Facilities Management Division with Boylan Marble and Terrazzo Restoration for the restoration of the marble and terrazzo at City Hall, 90 West Broad Street.
SECTION 2. The sum of $40,000.00 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, 2010 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 Construction Management Capital Improvement Fund 733, 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 $40,000.00 is hereby transferred and appropriated to the Construction Management Construction Management Improvement Fund 733, project 570031-100127, Object Level One 06, OCA Code 73300, Object Level Three 6620.
SECTION 5. That upon obtaining other funds for the restoration of the marble and terrazzo at City Hall, 90 West Broad, the City Auditor is hereby authorized an directed to repay the Special Income Tax Fund the amount transferred in SECTION 3.
SECTION 6. That the City Auditor is authorized to establish proper accounting project numbers and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in SECTION 3 above.
SECTION 7. That the City intends 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 $40,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen (18) months following the latter 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 8. That the 2010 Construction Management Capital Improvements Budget, Fund 733, is hereby amended as follows due to an encumbrance cancellation:
CIB Amount Revised
Facility Renovation 570030-100000 Facility Renovation $342 $23,509
SECTION 9. That the 2010 Capital Improvement Budget is hereby amended as follows:
Office of Construction Management 45-50
Project No. | Project Name | Current Authority | Revised Authority | Difference
570030-100000 Facility Renovation (Unvoted Carryover) |$23,509|$8,075|$15,434
570031-100127 City Hall Marble Renovation (Unvoted Carryover) |$0|$15,434|$15,434
SECTION 10. That the City Auditor is hereby authorized and directed to transfer funds within the Construction Management Capital Improvement Fund as follows:
FROM:
Dept/Div: 45-50|Fund: 733|Project Number 570030-100000 |Project Name - Facility Renovation | OCA Code 733000 |Amount $15,434.00
TO:
Dept/Div: 45-50|Fund: 733|Project Number 570031-100127 Project Name - City Hall Marble Renovation| OCA Code 733000|Amount $15,434.00
SECTION 11. All funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 12. That the expenditure of $55,434.00, or so much thereof as my be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 45-50
Fund: 733
Project: 570031-100127
OCA Code: 733000
Object Level: 06
Object Level 3: 6620
Amount $55,434.00
SECTION 13. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 14. 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.