Explanation
BACKGROUND:
This legislation authorizes the Finance and Management Director to establish purchase orders for furniture and technology infrastructure; authorizes a contract for building signage; modifies a contract for the coordination of the delivery and placement of said furniture and signage; and establishes an Auditor's Certificate for a building contingency for any items that may been overlooked for the nearly 225 employees of six city agencies and/or departments that will move into the newly renovated facility at 120 West Gay Street, commonly known as the Old Central Police Building. Employees from the following six agencies will move into this facility:
o City Attorney's Office (from City Hall and 109 N Front),
o Civil Service (from Beacon - not Piedmont),
o Income Tax (from Beacon),
o Public Safety Director Office (from Beacon),
o Purchasing (from Beacon), and
o Human Resources Department (from City Hall).
Specifically, this legislation authorizes the Finance and Management Director to establish purchase orders with King Business Interiors, OfficeMax Incorporated d/b/a OM Workspace, O'Reilly Office, LLC, and Pomeroy IT Solutions from existing or pending UTCs for the purchase of furniture, technology infrastructure, fixtures, and equipment.
This legislation also authorizes the Finance and Management Director to establish a contract with Identitek Systems, Inc. d/b/a Adam Signs for interior building signage. The Purchasing Office solicited formal bids through SA004511 and three companies submitted bids. Identitek Systems, Inc. d/b/a Adam Signs is the lowest, responsive, and responsible bidder.
Furthermore, this legislation authorizes the Finance and Management Director to modify a contract with Messer Construction Company. The original Messer contract was authorized by Ordinance No. 0830-2011, passed June 8, 2011, and subsequently modified by Ordinance No. 1750-2012, which passed July 30, 2012. The initial contract authorized the renovation of the 120 West Gay Street Building. The first modification of the contract was required due to unforeseen issues identified during the renovation project. The purpose of this latest modification is to enable Messer to oversee the acceptance and coordination of furniture, fixtures, equipment, and signage to the facility. By bidding these items separately the City has achieved cost savings over the more traditional city method of purchasing furniture, fixtures and equipment as the contractor's responsibility; however, it is still logical to have the contractor (Messer) involved by coordinating the placement and delivery of the materials while the project is nearing completion and, if in the delivery process, damage were to occur.
Finally, this ordinance establishes an Auditor's Certificate of $63,616.00 as a building contingency. Despite the very best of planning, a move of this magnitude and complexity is likely to have overlooked something so a building contingency is to be established.
Emergency action is requested to ensure the necessary services are available when the construction of the offices is complete and areas are ready for occupancy - currently expected to be late December or early January 2013.
Fiscal Impact: The 2012 CIB established a $2,000,000.00 line item for these expenditures.
Title
To authorize the Finance and Management Director to issue various purchase orders for furniture, signage, and technology items for the newly renovated facility at 120 West Gay Street from existing and pending UTCs; to authorize a contract with Identitek Systems, Inc., d/b/a Adam Signs; to modify a contract with Messer Construction for the acceptance and coordination of said furniture, fixtures, equipment and signage for the facility; to establish an Auditor's Certificate for building contingency; to authorize the expenditure of up to $1,567,000.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($1,567,000.00)
Body
WHEREAS, the City has an ongoing project in the renovation of the former Central Police Headquarters and certain items need to be purchased and installed so as to ready the facility for occupancy; and
WHEREAS, various Universal Term Contracts (UTCs) have been established through the formal competitive bid process by the Purchasing Office; and
WHEREAS, it is necessary for the Finance and Management Director to establish purchase orders from established or pending UTCs for furniture, fixtures, equipment and technology infrastructure so as to properly and efficiently accommodate the six city agencies and/or departments moving into the facility; and
WHEREAS, the Purchasing Office solicited formal bids through SA004511 for signage for the renovated 120 West Gay Street facility and Identitek Systems, Inc. d/b/a Adam Signs was the lowest, responsive and responsible bidder for the interior signage for the newly renovated facility; and
WHEREAS, the establishment of an Auditor's Certificate for a building contingency is prudent and efficient so as to reasonably accommodate the new occupants of the facility; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to issue various purchase orders for office furniture, fixtures, equipment, and technology infrastructure; to authorize a contract for signage;, to modify a contract with Messer for acceptance and coordination of this equipment, and to establish an Auditor's Certificate as a building contingency due to the relocation of six city agencies and/or departments into the newly renovated facility, 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 to issue purchase orders for Construction Management, per the terms and conditions of current and pending Universal Term Contracts, as follows:
King Business Interiors
Contract Compliance No. 31-1624533, expires 3/29/14
Furniture
Contract expires - 12/31/2013
OfficeMax Incorporated d/b/a OM Workspace
Contract Compliance No. 82-0100960, expires 4/8/13
Furniture
Contract expires - 12/31/2013
O'Reilly Office, LLC
Contract Compliance No. 27-1649413, expires 2/28/13
Furniture
Contract expires - 12/31/2013
Pomeroy IT Solutions
Contract Compliance No. 61-1352158, expires 10/5/13
Technology
Contract expires - 3/31/2013
SECTION 2. That the sum of $1,386,743.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized and to be funded as follows:
Dept./Div: 45-27
Project: 570056-100000
Fund: 733
OCA Code: 733056
Object Level 1: 06
Object Level 3: 6620
Amount: $1,386,743.00
SECTION 3. That the Finance and Management Director is hereby authorized to establish a contract with
Identitek System, Inc. d/b/a Adams Signs in accordance with SA004511 for signage and to be funded as follows:
Dept./Div: 45-27
Project: 570056-100000
Fund: 733
OCA Code: 733056
Object Level 1: 06
Object Level 3: 6620
Amount: $54,267.00
SECTION 4. That the Finance and Management Director is authorized to modify a contract on behalf of the Office of Construction Management with Messer Construction Company for the services necessary to accept and coordination furniture, fixtures, equipment and signage for the facility and to be funded as follows:
Dept./Div.: 45-27
Project: 570056-100000
Fund: 733
OCA Code: 733056
Object Level: 06
Object Level 3: 6620
Amount: $62,374.00
SECTION 5. That the establishment of an Auditor's Certificate as building contingency be authorized and to be funded as follows:
Dept./Div.: 45-27
Project: 570056-100000
Fund: 733
OCA Code: 733056
Object Level: 06
Object Level 3: 6620
Amount: $63,616.00
All work, equipment, furniture, fixtures, equipment, and services will be done in accordance with the competitive bidding provisions of the Columbus City Codes. City Council recognizes this Section does not identify the contractor(s) to whom the contract(s) will be awarded and understands its passage will give the Finance and Management Director the final decision in determination of the lowest, responsive and responsible bidder for such contract(s). This Council is satisfied it is in the best interests of the City to delegate this contracting decision.
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 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.