Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Roger D. Fields Associates, Inc. for mechanical and electrical engineering services to add air conditioning at the McDonald, Willis, Big Run and Berliner Athletic Complexes. The air handling units at each of these four complexes were originally designed and purchased with a section to accommodate the addition of air conditioning. This contract will engineer the addition of the cooling coils necessary to add air conditioning. The installation will be bid out separate from this contract.
The renovations to the four athletic complexes were in response to the discovery of mercury in 2010 that was used in the floor adhesive when the buildings were constructed. Since the work had not been scheduled prior to the discovery, funding had not been earmarked. The City funded the removal of the mercury and to replace the wood flooring but did not cover a total renovation of each complex. The additional funds needed were carved out of our existing capital budget. Due to the tight budget it was decided not to add air conditioning to the complexes as it was not a pre-existing issue. The four complex renovations were completed in 2014. Once the renovations were complete, moisture started to appear on the wood flooring making it, in some instances, unsafe to use. It is believed this was caused by making the building tighter during the renovation. The buildings did not have the air circulation it had prior to renovation.
For the safety of our users, to fix the moisture problem, we need to add air conditioning. Even though the lead architecture firms changed through the course of the renovations, the mechanical engineering firm remained the same. The 2010 project design was done so air conditioning could be added at a later date if warranted.
The costs for this project will be $33,000.00 with a contingency of $3,000.00 for a total of $36,000.00.
Recreation and Parks is requesting to waive bidding under City Code Chapter 329. Roger D. Fields was the mechanical engineer on the four complexes. As the original consultant, they are the most familiar with the system and have all current plans and documentation to move forward without extensive survey and starting over with a new team. This results in cost savings.
Principal Parties:
Roger D. Fields Associates, Inc.
4588 Kenny Road, Columbus, OH 43220
Michael Young, 614-451-2248
CC#: 31-1055742
Exp: 5/30/16
Columbus Employees: 5+
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 the design work can be completed in time to bid out the construction portion of this project in the spring.
Fiscal Impact: The expenditure of $36,000.00 is budgeted in the Recreation and Parks Voted Bond Fund to meet the financial obligations of this contract.
Title
To authorize and direct the Director of Recreation and Parks to enter into contract with Roger D. Fields Associates, Inc. for engineering services to add air conditioning to four athletic complexes; to waive competetive bidding provisions of Chapter 329 of the City Codes; to authorize the expenditure of $33,000.00 with a contingency of $3,000.00 for a total of $36,000.00 from the Recreation and Parks Voted Bond Fund; and to declare and emergency ($36,000).
Body
WHEREAS, it is necessary to authorize and direct the Director of Recreation and Parks to enter into contract with Roger D. Fields Associates, Inc. for engineering services to add air conditioning to four athletic complexes; and
WHEREAS, it is necessary to waive the competitive bidding provisions of Columbus City Code Chapter 329 in order to purchase the equipment; and
WHEREAS, it is necessary to authorize the expenditure of $33,000.00 with a contingency of $3,000.00 for a total of $36,000.00 from the Recreation and Parks Voted Bond Fund; 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 contract with Roger D. Fields Associates, Inc. for engineering services to add air conditioning to four athletic complexes, thereby preserving the public health, safety and welfare; NOW, THERFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Roger D. Fields Associates, Inc. for engineering services to add air conditioning to four athletic complexes.
SECTION 2. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329.
SECTION 3. That the Director of Recreation and Parks be and is hereby able to authorize the expenditure of $33,000.00 with a contingency of $3,000.00 for a total of $36,000.00 from the Recreation and Parks Voted Bond Fund.
SECTION 4. 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 5. 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 6. 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 7. For the purpose stated in Section 1, the expenditure of $36,000.00 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
510035-100000 (Facility Renovations) 702035 6621 $36,000.00
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 10 days after passage if the Mayor neither approves nor vetoes the same.