Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend a contract on behalf of the Office of Construction Management with Roger D. Fields Associates, Inc. in an amount up to $342,000.00 for Professional Engineering Services - Task Order Basis contract.
The original contract was authorized by Ordinance No. 2253-2018 and approved by City Council on September 18, 2018. The modification of the contract is necessary to provide funding for small-scale renovation projects for city facilities that include but not limited to: structural, mechanical, electrical, plumbing, concrete/asphalt replacement, roof renovation, HVAC replacement, and to meet the EPA/SWPP requirements for the impound lot located at 2700 Impound Lot Road.
This project will also provide funding for the design of a chiller system replacement at City Hall, located at 90 W. Broad Street and Central Safety Building, located at 77 North Front Street. These replacement chillers will include new condenser water pumps, new chilled water pumps, stand-alone chiller controls with interface to the building BAS, new cooling towers, and associated architectural, structural, plumbing, and electrical work. This modification will also extend the contract from November 2, 2019 to November 2, 2020.
Prices already established in the contract were used to determine the cost of this modification.
Emergency action is requested to provide funding for the contract modification so that the design of existing renovation projects can continue without delay.
Roger D. Fields Associates, Inc. Contract Compliance No. 47-3594698, expiration date April 18, 2020.
Fiscal Impact: This ordinance authorizes the expenditure of $300,000.00 from the Construction Management Capital Improvement Fund and $42,000.00 from the Public Safety Voted Bond Fund with Roger D. Fields Associates, Inc. for small-scale construction services, EPA/SWPP requirements for the impound lot located at 2700 Impound Lot Road, chiller system replacement at City Hall, located at 90 W. Broad Street and Central Safety Building, located at 77 North Front Street. This ordinance also authorizes an amendment to the 2019 Capital Improvement budget (CIB) and the transfer of funds within the Construction Management Capital Improvement Fund.
Original Purchase Order Amount (2253-2018): $ 100,000.00
Modification No. 1 (current): $ 342,000.00
Total (Original and Modification): $ 442,000.00
Title
To amend the 2019 Capital Improvement Budget; to authorize the transfer of funds between projects within Construction Management Capital Improvement Fund; to authorize the Director of Finance and Management to modify and extend a contract on behalf of the Office of Construction Management with Roger D. Fields Associates, Inc. for additional Professional Services; to authorize the expenditure of $300,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $42,000.00 from the Public Safety Voted Bond Fund; and to declare an emergency. ($342,000.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and authorize the transfer of funds between projects within the Construction Management Capital Improvement Fund; and
WHEREAS, it is necessary to modify and extend a contract with Roger D. Fields Associates, Inc. in an amount up to $342,000.00 for additional professional services; and
WHEREAS, the original contract was authorized by Ordinance No. 2253-2018 and approved by City Council on September 18, 2018; and
WHEREAS, it is necessary to authorize the expenditure of $300,000.00 from the Construction Management Capital Improvement Fund; and
WHEREAS, it is necessary to authorize the expenditure of $42,000.00 from the Safety Voted Bond Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is necessary to authorize the Finance and Management Director to modify and extend a contract with Roger D. Fields Associates, Inc. so that additional professional services can proceed on behalf of City departments, thereby preserving the public health, peace, property, safety, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify and extend a contract, on behalf of the Office of Construction Management, with Roger D. Fields Associates, Inc. for additional professional services.
SECTION 2. That the 2019 Capital Improvement Budget authorized by ordinance 1326-2019 be amended as follows to establish sufficient authority for this project:
Fund | Project | Project Name | Current |Change | C.I.B. as Amended
7733 | P570036-100000 | City Hall Plaza East Renovations (Unvoted carryover) | $1,311,977 | ($300,000.00) | $1,011,977
7733 | P570030-100208 | Construction Management-Design Services (Unvoted Carryover | $0.00 | $300,000.00 | $300,000.00
SECTION 3. That the transfer of $300,000.00 or so much thereof as may be needed, is hereby authorized within Fund 7733 (Construction Management Capital Improvement Bond Fund), from Dept-Div 4550, Project P570036-100000 (City Hall Plaza East Renovations), Object Class 06 (Capital Outlay) to Dept-Div 4550 (Construction Management Capital Improvement Bond Fund), Project P570030-100208 (Construction Management-Design Services), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $300,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in Fund 7733 (Construction Management Capital Improvement Fund), in Dept-Div 4550, P570030-100208 (Construction Management-Design Services), in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $42,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in Fund 7701 (Public Safety Voted Bond Fund), in Dept-Div 3003, P330021-100008 (Police Concrete Asphalt Repair/Replacement), 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.