Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract, on behalf of the Office of Construction Management, with Mull & Weithman Architects, Inc. authorizing the City Auditor to add $59,152.72 to Auditor’s Certificate AC036173/002 and adding an additional $220,000 on a new Auditor's Certificate. Auditor’s Certificate AC036173/002 was established pursuant to Ord. 0505-2014, which authorized the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with Mull & Weithman Architects, Inc. for professional architectural and engineering consulting services for various City renovation projects. The resulting purchase order/contract (EL015563) with Mull & Weithman was established with multiple City funding sources, including capital funds from the Departments of Finance, Public Safety, Public Service, and Technology.
It was later determined through a routine internal review that various expenditures had been processed from incorrect lines (funding sources) on purchase order EL015563. Overall, the correct amount was paid to the consultant for services rendered; however incorrect funding sources were used, requiring the need for expenditure corrections across Departments. In total, $59,152.72 in Public Safety related project expenditures were incorrectly deducted/paid from Finance, Public Service, and Technology funding sources collectively.
As a result, it is now necessary to add additional Public Safety capital funds to the Auditor’s Certificate in order to provide sufficient funding to process expenditure corrections.
In addition to the aforementioned expenditure corrections, the Office of Construction Management has the need for additional architectural design services for upcoming projects. As such, this legislation authorizes the second modification of an existing contract with Mull & Weithman to fund future design services on behalf of the Department of Finance & Management and the Department of Technology.
Passage of this ordinance shall result in an increase in AC036173/002 by $59,152.72 (and the establishment of a replacement purchase order) and the establishment of a new Auditor’s Certificate in the amount of $220,000, $100,000 for the Department of Finance and Management and $120,000 for the Department of Technology. This contract modification number 2 shall add $279,152.72 to the total contract amount.
The total contract amount shall be $894,152.72.
Original contract EL015563 Ord. 0505-2014 $365,000.00 + 59,152.72
Modification 1 EL016534 Ord. 2668-2014 $250,000.00
Modification 2 $279,152.72 - 59,152.72
Total $894,152.72
Emergency action is requested so that the expenditure corrections can be processed as quickly as possible to enable payment to the consultant for current invoices. Current invoices are being held until the expenditure correction is complete so that they may be paid from the correct lines (funding sources).
Fiscal Impact: Funding for this modification is available with the Public Safety G.O. Bonds Fund, the Construction Management Capital Improvement Fund, and the Information Services Capital Improvement Bond Fund. An amendment to the 2015 Capital Improvements fund is necessary for the purpose of providing sufficient spending authority for the aforementioned project expenditure.
Title
To amend the 2015 Capital Improvement Budget; to authorize the City Auditor to transfer funds within the Safety Voted Bond Fund; to authorize the Finance and Management Director to modify and extend a contract, on behalf of the Office of Construction Management, with Mull & Weithman Architects, Inc.; to authorize the City Auditor to add $59,152.72 to an existing Auditor’s Certificate; to authorize the City Auditor to process expenditure corrections and funding transfers in accordance with changed funding sources; to authorize the expenditure of $279,152.72 from the Construction Management Capital Improvement Fund, the Safety Voted Bond Fund, the Information Services Capital Improvement Fund, and the Street and Highway Improvements Fund; and to declare an emergency. ($279,152.72)
Body
WHEREAS, ordinance 0505-2014, authorized the Finance and Management Director to enter into contract on behalf of the Office of Construction with Mull & Weithman Architects, Inc. for professional architectural and engineering consulting services for various City renovation projects; and
WHEREAS, it was later determined through a routine internal review that various expenditures had been processed from incorrect lines (funding sources) on the existing purchase order; and
WHEREAS, in total, $59,152.72 in Public Safety related project expenditures were incorrectly deducted/paid from Finance, Public Service, and Technology funding sources collectively; and
WHEREAS, it is now necessary to add additional Public Safety capital funds to Auditor’s Certificate AC036173/002 to provide sufficient funding to process expenditure corrections and pay current invoices; and
WHEREAS, the Office of Construction Management has the need for additional architectural design services for upcoming projects and as such additional funding is needed from the Department of Finance and the Department of Technology; 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, on behalf of the Office of Construction Management, with Mull & Weithman Architects, Inc. and to authorize the City Auditor to add $59,152.72 to Auditor’s Certificate AC036173/002, so that expenditure corrections can be processed as quickly as possible, thereby, preserving the public health, property, safety, and welfare; now, therefore;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2015 Capital Improvement Budget be amended due to cancellation of encumbrances from completed projects and to provide sufficient authority for this project as follows:
Fund 701
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570075 - 100000/Central Safety Building Emergency/Unvoted Carryover/$0/$64,540/$64,540
SECTION 2. That the 2015 Capital Improvement Budget be amended as follows:
Fund 701
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570075 - 100000/Central Safety Building Emergency/Unvoted Carryover/$64,540/($59,153)/$5,387
310004 - 100000/ 30-01 Professional Arch Svcs./Unvoted Carryover/$0/$59,153/$59,153
SECTION 3. That the transfer of cash and appropriation within the Public Safety G.O. Bonds Fund be authorized as follows:
FROM:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
701/570075-100000/ Central Safety Building Emergency /06-6681/570075/$59,152.72
TO:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
701/310004-100000/30-01 Professional Arch Svcs. /06-6681/701004/$59,152.72
SECTION 4. That the Finance and Management Director is hereby authorized to modify a contract, on behalf of the Office of Construction Management, with Mull & Weithman Architects, Inc. for professional architectural and engineering consulting services for various City renovation projects.
SECTION 5. That the City Auditor is hereby authorized to increase Auditor's Certificate AC036173/002 by $59,152.72 and process expenditure corrections and funding transfers in accordance with changed funding sources.
SECTION 6. That pursuant to the aforementioned expenditure corrections, the expenditure of $59,152.72 or so much thereof as may be necessary in regard to the actions authorized in SECTIONS 4 and 5, be and is hereby authorized and approved as follows:
Division: 45-50
Fund: 733
Project: 570030-100120
OCA Code: 733120
Object Level 1: 06
Object Level 3: 6681
Amount: $21,282.46
Division: 59-11
Fund: 766
Project: 590132-100000
OCA Code: 591136
Object Level 1: 06
Object Level 3: 6681
Amount: $37,569.04
Division: 47-02
Fund: 514
Sub fund: 002
Project: 470031-100000
OCA Code: 470031
Object Level 1: 06
Object Level 3: 6681
Amount: $301.22
SECTION 7. That the expenditure of $220,000.00 or so much thereof as may be necessary in regard to the action authorized in SECTION 4, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
Project: 550003-100000
OCA Code: 551302
Object Level 1: 06
Object Level 3: 6681
Amount: $25,000.00
Division: 45-50
Fund: 733
Project: 570030-100203
OCA Code: 733203
Object Level 1: 06
Object Level 3: 6681
Amount: $75,000.00
Division: 47-02
Fund: 514
Sub fund: 002
Project: 470031-100000
OCA Code: 470031
Object Level 1: 06
Object Level 3: 6681
Amount: $120,000.00
SECTION 8. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 9. 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 10. 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 11. 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.