Explanation
This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Smith Roofing & Sheet Metal LLC for the removal and replacement of roofs at various locations. Each year, Recreation and Parks allocates a portion of the Capital Improvements budget to the maintenance of existing and potentially needed new installations of facility roofs.
Background: Our facility roofs are evaluated to determine condition. While Recreation and Parks does have staff that does many of the repairs that are needed, these repairs are more extensive than can be handled by staff. When this determination is made, these roofs are completely replaced. This particular contract focuses on the removal and replacement of existing roofs located at Raymond Memorial Golf Course Maintenance Facility, Tuttle Recreation Center gym roof, and Douglas and Howard Recreation Center’s shingled roofs. By maintaining these roofs, the facilities will continue to be a safe location for the community and staff to utilize for indoor programs. Roof improvements are determined by input from facility and maintenance staff.
The costs for this project will be $690,702.00 with a contingency of $80,000.00 for a total of $770,702.00.
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on April 28, 2016 and received by the Recreation and Parks Department on May 19, 2016. Bids were received from the following companies:
Company Amount
Smith Roofing (MAJ) $690,702
General Maintenance (MAJ) $758,500
JB Roofing (MAJ) $870,767
Phinney (MAJ) $897,500
After reviewing the proposals that were submitted, it was determined that Smith Roofing & Sheet Metal LLC was the lowest and most responsive bidder.
Principal Parties:
Smith Roofing & Sheet Metal LLC
2690 Winchester Pike, Columbus, OH 43232
Bob Bartels 614-447-8293
27-0828913
Exp Date: 6/3/17
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 be completed while the temperature and weather is appropriate for material installation.
Benefits to the Public: This project benefits the community by maintaining our existing facilities allowing programming at those locations to continue for years to come.
Area(s) Affected:
Douglas Recreation Center- South Linden Planning Area (14)
Howard Recreation Center - Northeast planning Area (12)
Tuttle Recreation Center - Near North/University Planning Area (13)
Raymond Memorial Golf Course Maintenance - West Scioto planning Area (8)
Master Plan Relation: This project will support the mission of the Recreation and Parks Master Plan by maintaining existing facilities and enhancing the safety of those facilities.
Fiscal Impact: Funding for this project is budgeted within the 2016 Capital Improvements Budget. $259,734.00 is budgeted and available in the Recreation and Parks Voted Bond Fund 7702 to meet the obligations of part of this contract. Bonds have yet to be sold for the entire cost of this project. Therefore, it is necessary to certify the required funds in the amount of $510,968.00 against the Special Income Tax Fund 4430. Upon the sale of bonds, this will be reimbursed.
Title
To authorize the Director of the Recreation and Parks Department to enter into contract with Smith Roofing & Sheet Metal, LLC for the removal and replacement of roofs at various locations; to certify the required funds in the amount $510,968.00 against the Special Income Tax Fund 4430; to authorize the expenditure of $770,702.00 from the Recreation and Parks Bond Fund 7702; and declare an emergency. ($770,702.00)
Body
WHEREAS, it is necessary to authorize and direct the Director of the Recreation and Parks Department to enter into contract with Smith Roofing & Sheet Metal LLC for the removal and replacement of roofs at various locations; and
WHEREAS, it is necessary to authorize the transfer of $770,702.00 or so much thereof as may be needed between the Special Income Tax Fund, Fund 4430, and the Recreation and Parks Bond Fund, Fund 7702; 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 aggregated principal amount of obligations which the City will issue to finance this project is presently expected not to exceed $770,702.00; 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"); now, therefore
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to enter into said contract so that work may start during the current construction season to allow for the proper installation of surface improvements; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Recreation and Parks Department is hereby authorized and directed to enter into contract with Smith Roofing & Sheet Metal, LLC for the removal and replacement of roofs at various locations.
SECTION 2. That this ordinance is contingent on passage of Ordinance No. 1550-2016.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said funds from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2016, the sum of $510,968.00 is appropriated in Fund 4430, Special Income Tax, in Object Class 10 Transfer Out Operating, and in Fund 7702, Recreation and Parks Bond Fund, in Object Class 06 Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 4. That the transfer of $510,968.00 or so much thereof as may be needed, is hereby authorized between the Special Income Tax Fund, Fund 4430, and the Recreation and Parks Bond Fund, Fund 7702, per the account codes in the attachment to this ordinance.
SECTION 5. That the City Auditor is hereby authorized to transfer said funds to the Recreation and Parks Voted Bond Fund 7702, 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 6. That upon obtaining other funds from the 2016 Bond Sale for the City of Columbus, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 4.
SECTION 7. 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 $510,968.00 (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 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 8. 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 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 the transfer of $259,734.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 7702 Recreation and Parks Bond Fund per the account codes in the attachment to this ordinance.
SECTION 12. That the 2016 Capital Improvements Budget Ordinance 0960-2016 is hereby amended as follows in order to provide sufficient budget authority for this legislation and future projects.
CURRENT:
Fund 7702; 510127-100000; Roof Improvements; $0 (Voted Carryover)
Fund 7702; 510716-100001; Security Enhancements; $296,600 (Voted Carryover)
AMENDED TO:
Fund 7702; 510127-100000; Roof Improvements; $259,734 (Voted Carryover)
Fund 7702; 510716-100001; Security Enhancements; $36,866 (Voted Carryover)
SECTION 13. That for the purpose stated in Section 1, the expenditure of $770,702.00 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 7702 in object class 06 Capital Outlay per the accounting codes in the attachment.
SECTION 14. 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.