Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Office of Construction Management with Schooley Caldwell Associates for design services for the restoration/replacement of the first and second floor perimeter windows of the City Hall building along with renovation of a second floor office area and conference room.
The original contract was authorized by Ordinance No. 0730-2008, passed May 7, 2008. The original contract authorized professional design services for second floor renovations within City Hall; however, due to budget constraints the renovation was postponed. Ordinance No. 0449-2011, passed, April 13, 2011, authorized design services for the renovation of the second floor conference room space and a pilot window replacement program in City Hall. The drawings from 2008 will be updated as the basis for this project. The interior renovation will reconfigure a second floor office area and conference room for improved functionality through meeting room and technology and additional seating. This will enable the City to conduct business and operations more efficiently by locating certain support functions and meeting locations closely together.
As part of an earlier phase of the contract, a pilot window restoration project was established. Extensive field investigation was conducted by Schooley Caldwell Associates and various solutions were considered. Owing to the deteriorated state and compromised structural integrity of the first and second floor perimeter windows, it was established that these windows are in need of immediate intervention. This modification will include the removal of the first and second floor perimeter windows in their entirety and, installation of new custom-made aluminum windows and cast aluminum ornamental grilles to match the historic windows in style, color and sightlines. The new windows will be high performing and thermally efficient, with the required industry standard thermal breaks, sealants and insulation.
Schooley Caldwell Associates is a nationally recognized historic restoration design firm and has institutional knowledge of the project and performed the original professional services. It is practical and cost effective for the coordination and continuity of the project to use them for this modification. Therefore, it would not be in the best interest of the City to go with another vendor.
Emergency action is requested so that the needed design can be completed and bids issued so that window replacements can be installed and energy savings realized as quickly as possible and potential safety concerns addressed.
Schooley Caldwell Associates Contract Compliance No. 31-092509, expiration date March 14, 2013.
Fiscal Impact: The cost of this modification is $336,500.00. Funding is available within the Construction Management Capital Improvement Fund. This ordinance authorizes the transfer of $36,000.00 between projects within the Gov'l SuperB.A.B.'s (Build American Bonds) Fund.
Title
To amend the 2012 Capital Improvement Budget; to authorize transfers between projects within the Construction Management Capital Improvement Fund; to authorize the Finance and Management Director to modify a contract on behalf of the Office of Contract Management with Schooley Caldwell Associates for design services for the restoration/replacement of the first and second floor perimeter windows of the City Hall Building along with renovation of a second floor office area and conference room; to authorize the expenditure of $336,500.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($336,500.00)
Body
WHEREAS, it is necessary to amend the 2012Capital Improvement Budget and transfer cash between projects in the Gov'l SuperB.A.B.'s (Build America Bonds) Fund; and
WHEREAS, Ordinance No. 0730-2008, passed May 7, 2008, authorized the original contract for professional design services for two conference rooms and an office within City Hall; and
WHEREAS, Ordinance No. 0449-2011, passed, April 13, 2011, authorized design services for the renovation of the second floor, conference room space and a pilot window replacement program in City Hall; and
WHEREAS, it is necessary to modify the contract with Schooley Caldwell Associates for the for design services for the restoration/replacement of the first and second floor perimeter windows of the City Hall building along with renovation of a second floor office area and conference room; 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 modify a contract with Schooley Caldwell Associates for the for design services for the restoration/replacement of the first and second floor perimeter windows of the City Hall Building along with renovation of a second floor office area and conference room thereby allowing the city to benefit from energy savings and the elimination of potential safety concerns, thereby preserving the public health, peace, property, and welfare; now, therefore:
BE ITT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2012 Capital Improvement Fund be amended as follows:
Fund 707
City Hall Renovations-HVAC (Unvoted Carryover) 570031-100002 $652,444|$615,944|($36,500)
City Hall Second Floor Windows (Unvoted Carryover) 570031-100123 $0|$36,500|$36,500
SECTION 2. That the City Auditor is hereby authorized to transfer funding within the Gov'l SuperB.A.B.'s (Build America Bonds) Fund as follows:
Fund 707
FROM:
Dept./Div: 45-27|Fund: 707|Project Number: 570031-100002|Project Name - City Hall Renovations - HVAC |OCA: 770002|OL3: 6620|Amount: $36,500.00
TO:
Dept./Div.: 45-27| Fund: 707 |Project Number: 570031-100123|Project Name: City Hall Second Floor Windows |OCA: 731123|OL3: 6620|Amount: $36,500.00
SECTION 3. That the Finance and Management Director is hereby authorized to modify a contract on behalf of the Office of Construction Management with Schooley Caldwell Associates for design services for the restoration/replacement of the first and second floor perimeter windows of the City Hall building along with renovation of a second floor office area and conference room.
SECTION 4. That the expenditure of $336,500.00, 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: 45-27
Fund: 746
Project: 570031-100123
OCA Code: 763123
Object Level: 06
Object Level 3: 6620
Amount: $300,000.00
Division: 45-27
Fund: 707
Project: 570031-100123
OCA Code: 731123
Object Level: 06
Object Level 3: 6620
Amount: $36,500.00
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. 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.