Explanation
This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with General Temperature Control, Inc. for renovation and boiler replacement at Douglas Recreation Center. The Douglas Rec Center will have a new expanded mechanical room, new HVAC system and air conditioning.
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on November 25, 2014 and received by the Recreation and Parks Department on December 16, 2014. Bids were received from the following companies:
Status Amount
General Temperature FBE $3,054,700
Aggressive Mechanical MAJ $3,093,600
After reviewing the proposals that were submitted, it was determined that General Temperature Control, Inc. was the lowest and most responsive bidder.
Principal Party:
General Temperature Control, Inc.
970 Walnut Street, Canal Winchester, OH 43110
Bob Billings 614-837-3888
CC# 311201236 Exp. 3/10/16
Emergency Justification:
An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may start during the current construction season.
Fiscal Impact:
$1,667,152.00 is budgeted and available in the Recreation and Parks Voted Bond Fund 702 to meet the financial obligations of part of this contract. Bonds have yet to be sold for the entire cost of this project, necessitating a certification of $1,682,848.00 against the Special Income Tax Fund. Upon sale of bonds, this will be reimbursed.
Title
To authorize and direct the Director of Recreation and Parks to enter into contract with General Temperature Control, Inc., for HVAC Improvements at Douglas Community Center; to authorize and direct the City Auditor to transfer $1,682,848.00 from the Special Income Tax Fund to the Recreation and Parks Voted Bond Fund; to authorize the expenditure of $3,054,700.00 with a contingency of $295,300.00 for a total of $3,350,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($3,350,000.00)
Body
WHEREAS, bids were received by the Recreation and Parks Department on December 16, 2014 for the HVAC Improvements at Douglas Community Center Project and will be awarded to General Temperature Control, Inc. on the basis of lowest and most responsive bidder: and
WHEREAS, funds are transfered from the Special Income Tax Fund to the Recreation and Parks Bond Fund to establish correct funding locations for this project; and
WHEREAS, the city will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; 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 project described in this ordinance (the "Project"); and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may start during the current construction season; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. To authorize the Director of Recreation and Parks to enter into contract with General Temperature Control, Inc., for HVAC Improvements at Douglas Community Center Project.
SECTION 2. The sum of $1,682,848.00 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, 2015 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Recreation and Parks Voted Bond Fund 702, 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 $1,682,848.00 is hereby transferred and appropriated to Recreation and Parks, 51-01, Fund 702, Project- 510035-100010, Object Level One 06, Object Level Three Code 6621, OCA 723510.
SECTION 5. That upon obtaining other funds from the 2015 Bond Sale for the City of Columbus, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount referenced in Section 2 and transferred under Section 3.
SECTION 6. That the City intends that 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 $1,682,848.00 (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 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 7. 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 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 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 10. For the purpose stated in Section 1, the expenditure of $3,350,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Fund 702, as follows:
Project OCA Code Object Level 3 Amount
510035-100010 (HVAC Improvements) 723510 6621 $3,350,000.00
SECTION 11 . 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.