Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to renew a contract on behalf of the Facilities Management Division with Ohio Technical Services for inspection testing, removal, and/or remediation of hazardous materials for City facilities under the purview of the Facilities Management Division.
The original contract was authorized by Ordinance No. 1391-2017, passed by City Council on June 8, 2017. The first renewal option was authorized by Ordinance No. 1419-2018. 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 inspection testing, removal, and/or remediation of hazardous materials for City facilities under the purview of the Facilities Management Division.
Ohio Technical Services Contract Compliance No. 31-1640431, expiration date December 13, 2020.
Fiscal Impact: This legislation authorizes the expenditure of $318,075.00 collectively from the General Fund and the Construction Management Capital Improvement Fund for inspection testing, removal, and/or remediation of hazardous materials for City facilities under the purview of the Facilities Management Division. These funds were budgeted within the General Fund and the Department of Finance and Management capital budget. In 2018, $196,615.50 was expended for these services.
Title
To amend the 2019 Capital Improvement Budget; to authorize the City Auditor to transfer funds between projects within the Construction Management Capital Improvement Fund; to authorize the Finance and Management Director to renew a contract on behalf of the Facilities Management Division with Ohio Technical Services for inspection, testing, removal, and/or remediation of hazardous materials; to authorize the expenditure of $173,075.00 from the General Fund; to authorize the expenditure of $145,000.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($318,075.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and to authorize a transfer between projects within the Construction Management Capital Improvement Fund; and
WHEREAS, a formal bid (RDQ004725) was advertised in 2017 for inspection, testing, removal, and/or remediation of hazardous materials for City facilities under the purview of the Facilities Management Division; and
WHEREAS, Ohio Technical Services, Inc. was deemed the most responsive, and responsible bidder; and
WHEREAS, Ordinance No. 1391-2017, passed by City Council on June 8, 2017, authorized the original contract with Ohio Technical Services for an initial one-year term for four (4) annual renewal options; and
WHEREAS, Ordinance No. 1419-2018, passed by City Council on June 13, 2018, authorized the first renewal option with Ohio Technical Services 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 Ohio Technical Services for inspection, testing, removal, and/or remediation of hazardous materials 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 7733 as follows:
Project Name: City Hall Renovations - Various | Project ID Number: 570031 - 100001 | Current Authority $771,563 | Revised Authority: $626,563 | Difference: $(145,000)
Project Name: Facility Renovations - Various | Project ID Number: 570030 - 100120 | Current Authority $1,851,823 | Revised Authority: $1,996,823 | Difference: $145,000
SECTION 2. That the Finance and Management Director is hereby authorized to renew a contract, on behalf of the Facilities Management Division, with Ohio Technical Services for inspection, testing, removal, and/or remediation of hazardous materials from City facilities.
SECTION 3. That the transfer of $145,000.00, or so much thereof that may be needed is hereby authorized within Fund 7733, Construction Management Capital Improvement Fund in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $173,075.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 2, is hereby authorized in the General Fund, in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $145,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 2, is hereby authorized in the Construction Management Capital Improvement Fund 7733, 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 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. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.