Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to renew a contract on behalf of the Facilities Management Division with Buxton Group, LLC dba Legacy Roofing Services for roof repair services for City facilities under the purview of the Facilities Management Division.
The original was authorized by Ordinance No. 1390-2017, passed by City Council on June 14, 2017. The first renewal option was authorized by PO136057. This seeks authority for the second of four one-year renewal provisions provided for within the original contract. The Department of Finance and Management is pleased with the services provided by this vendor and would request approval to renew the contract per the original terms of the agreement.
Emergency action is requested to ensure continued roof repair services as needed for City facilities under the purview of the Facilities Management Division.
Buxton Group dba Legacy Roof Services Contract Compliance No. 45-5204948, expiration date
Fiscal Impact: This ordinance authorizes the expenditure of $161,865.00 from the General Fund and the Safety Voted Bond Fund. The Department of Finance and Management budgeted $15,000.00 in the General Fund. The additional funding will come from budgetary line-item surpluses within the Facilities Management Division general fund budget. The Department of Public Safety has budgeted for and is providing $111,865.00 from the Public Safety Voted Bond Fund for this contract renewal. In 2018, the Facilities Management Division expended $48,611.00 for these services.
Title
To amend the 2019 Capital Improvement Budget; to authorize the City Auditor to transfer funds between projects within the Safety Voted Bond Fund; to authorize the Director of Finance and Management to renew a contract on behalf of the Facilities Management Division with Buxton Group, LLC dba Legacy Roofing Services for roof repair services for the Facilities Management Division; to authorize the expenditure of $50,000.00 from the General Fund; to authorize the expenditure of $111,865.00 from the Safety Voted Bond Fund; and to declare an emergency. ($161,865.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and to authorize a transfer between projects within the Safety Voted Bond Fund; and
WHEREAS, a formal bid (RFQ005217) was advertised in 2017 for roof repair services for City facilities under the purview of the Facilities Management Division; and
WHEREAS, Buxton Group, LLC dba Legacy Roofing Services for roof repair services for City facilities under the purview of the Facilities Management Division; and
WHEREAS, Ordinance No. 1390-2017, passed by City Council on June 14, 2017, authorized the original contract with Buxton Group, LLC for an initial one-year term for four (4) annual renewal options; and
WHEREAS, PO136057 authorized the first renewal option with Buxton Group, LLC for a one-year renewal provision provided for within the original contract; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to authorize the Director of Finance and Management to renew a contract with Buxton Group, LLC dba Legacy Roofing Services to ensure continued roof repair services for the Facilities Management Division; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2019 Capital Improvement Budget be amended in Fund 7701 as follows:
Project Name:Police Concrete and Asphalt | Project ID Number: 330021-100008 | Current Authority $648,127 | Revised Authority: $549,127 | Difference: $(99,000)
Project Name: Police Facility Renovations | Project ID Number: 330021-100000 | Current Authority $958 | Revised Authority: $99,958 | Difference: $99,000
SECTION 2. That the Finance and Management Director is hereby authorized to renew a contract, on behalf of the Facilities Management Division, with Buxton Group, LLC dba Legacy Roofing Services for roof repair services for City facilities under the purview of the Facilities Management Division.
SECTION 3. That the transfer of $99,000.00, or so much thereof that may be needed is hereby authorized within Fund 7701, Safety Voted Bond Fund in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $50,000.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 2, is hereby authorized in the General Fund 1000, in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $111,865.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 2, is hereby authorized in the Safety Voted Bond Fund 7701, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 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 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. 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 or vetoes the same.