Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Office of Construction Management with the Design Group for professional services for the first phase of a planned multi-phase renovation of the Municipal Court Building (MCB), located at 375 South High Street.
To properly and efficiently implement a multi-phased capital improvement program for the MCB, the city engaged Design Group (Ordinances 1130-2010 and 1600-2011) to create a master space plan and phased construction plan to increase the energy efficiency of the building and to address security, functional and physical plant deficiencies and provide for the future space needs of the Municipal Court. Ordinance No. 1020-2013, passed by City Council on June 5, 2015, authorized a modification of the contract to address the significant capital needs required to complete the renovation of the MCB and to ensure that the daily operations of the Municipal Court and its related functions were maintained without significant interruption during the renovation.
A modification of the contract is necessary to include design fees, construction administration fees, and bidding and negotiation fees for Phase 1A - Cooling Tower Replacement and Phase 1B - Electrical Service Upgrade. Phase 1 will be broken down into three smaller phases, the first of which is the Cooling Tower Replacement then the electrical service upgrade. The cooling tower is nearing the end of its life expectancy and has continued to have operational issues. The electrical service will be upgraded with new switchgear for both AEP service and municipal power service.
Design Group has institutional knowledge of the project and produced the original design plans. It is practical and cost effective for the coordination and continuity of the project to use Design Group for these modifications. Selecting another engineer at this point would lead to duplicated work and slow the project considerably. Therefore, it would not be in the best interests of the City to bid these professional services.
Emergency action is requested to modify this contract as quickly as possible to allow this first phase of the renovation and plan for the construction to continue without interruption to create a secure, energy efficient, and modern court facility for employees and visitors.
Design Group Contract Compliance No. 31-0081042, expiration date April 24, 2015.
Fiscal Impact: The cost of this contract modification is $49,450.00. Funding is available in the Construction Management Capital Improvement Fund.
Title
To authorize the Finance and Management Director to modify a contract on behalf of the Office of Construction Management with the Design Group for professional services for the first phase of a planned multi-phase renovation of the Municipal Court Building (MCB), located at 375 South High Street; to authorize the expenditure of $49,450.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($49,450.00)
Body
WHEREAS, to properly and efficiently implement a multi-phased capital improvement program for the MCB, the city engaged Design Group (Ordinances 1130-2010 and 1600-2011) to create a master space plan and phased construction plan to increase the energy efficiency of the building and to address security, functional and physical plant deficiencies and provide for the future space needs of the Municipal Court; and
WHEREAS, Ordinance No. 1020-2013, passed June 5, 2013, authorized a modification of the contract with the Design Group to address the significant capital needs required to complete the renovation of the MCB and to ensure that the daily operations of the Municipal Court and its related functions were maintained without significant interruption during the renovation.; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to modify a contract with the Design Group for professional services for Phase 1 at the Municipal Court Building, 375 South High Street, as quickly as possible to allow this first phase of the renovation and plan for the construction to continue without interruption to create a secure, energy efficient, and modern court facility for employees and visitors, 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 modify a contract on behalf of the Office of Construction Management with the Design Group for professional services for the first phase of a planned multi-phase renovation of the Municipal Court Building (MCB), located at 375 South High Street.
SECTION 2. That the expenditure of $49,450.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Dept. /Div.: 45-50
Fund: 733
Project: 570043-100025
OCA Code: 734325
Object Level 1: 06
Object Level 3: 6620
Amount: $49,450.00
SECTION 3. 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 4. 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 5. 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 6. That for 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.