Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with Roger D. Fields Associates, Inc. for design of the HVAC System Upgrade at the Central Safety Building facility located at 120 Marconi Boulevard.
This renovation project will include a comprehensive assessment of the entire HVAC system for 170,000 sqf building and incorporate equipment performance, operational reliability, energy consumption, replacement of the direct digital control system, replacement of variable air volume terminals, replacement of hot and chilled water valves, duct cleaning, air balance and any other deficiencies found. There will also be a need for a commissioning agent and construction administration. These upgrades are necessary as the HVAC system is past its useful life expectancy and it has become necessary to replace it.
The Department of Finance and Management, Office of Construction Management, solicited Request for Proposals for design of the HVAC upgrade at Central Safety Building. The project was formally advertised on Vendor Services website. On February 25, 2020 the City received seven (7) responses (0 AS1, 1 F1, 3 MBE,) as listed. All proposals were deemed responsive and were fully evaluated by the Evaluation Committee:
Company City AS1/FBE/MBE
Advanced Engineering Consultants Columbus F1
AECCOM Technical Columbus EBOCC
Dynamix Engineering Columbus MBE
Kramer Engineer Columbus EBOCC
Prime AE Group, LLC. Columbus MBE
Roger D. Fields Associates, Inc. Columbus EBOCC
Star Consultants, Inc. Columbus MBE
Roger D. Fields Associates, Inc. received the highest score by the evaluation committee. The Office of Construction Management is recommending the contract be awarded to Roger D. Fields Associates, Inc.
Roger D. Fields Associates, Inc. Contract Compliance No. 47-3594698, expiration date April 18, 2020.
Emergency Request: Emergency action is requested so that design of the HVAC System renovations at the Central Safety Building can continue as soon as practical.
Fiscal Impact: It necessary to certify the required funds against the Special Income Tax Fund. This transfer is a temporary funding method. The City will sell notes for bonds to fund this project and will reimburse the Special Income Tax fund accordingly.
Title
To amend the 2019 Capital Improvement Budget; to authorize the Director of Finance and Management to enter into a contract, on behalf of the Office of Construction Management, with Roger D. Fields Associates, Inc. for design of the HVAC System Upgrades at the Central Safety Building; to authorize and direct the City Auditor to appropriate and transfer $848,182.00 from the Special Income Tax Fund to the Construction Management Capital Improvement Fund; to authorize the expenditure of $848,182.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($848,182.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and to authorize transfers between projects within the Construction Management Capital Improvement Fund; and
WHEREAS, a transfer of funds from the Special Income Tax Fund to the Construction Management Capital Improvement Fund is necessary to fund this project; and
WHEREAS, the City will sell notes or bonds to fund this project and will then reimburse the Special Income Tax fund accordingly; and
WHEREAS, this transfer should be considered a temporary funding method; 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”); and
WHEREAS, the aggregate principal amount of obligations which the City will issue to finance this purchase is presently expected not to exceed $848,182.00; and
WHEREAS, the Office of Construction Management solicited Request for Proposals for design of the HVAC System upgrades at the Central Safety Building and Roger D. Fields Associates, Inc. received the highest score by the evaluation committee; 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 immediately necessary to authorize the Director of Finance and Management to enter into a contract with Roger D. Fields Associates, Inc. for design of the HVAC System upgrades so that these necessary upgrades can be implemented as soon as possible, 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 enter into a contract, on behalf of the Office of Construction Management, with Roger D. Fields Associates, Inc. for the HVAC System upgrades at the Central Safety Building facility located at 120 Marconi Boulevard.
SECTION 2. That the 2019 Capital Improvement Budget be amended as follows:
Fund/Project Name / Project Number / Current Authority/ Revised Authority/ Difference
7733/Central Safety Building HVAC - Design/570099-100000/$0/$848,182.00/$848,182.00
SECTION 3. That the sum of $848,182.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 4430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2020 to the City Auditor, Department 2201, Object Class 10 Transfer out Operating.
SECTION 4.That the transfer of $848,182.00, or so much thereof as may be necessary, is hereby authorized between the Special Income Tax Fund 4430, and the Construction Management Capital Improvement Fund 7733 per the accounting codes in the attachment to this ordinance.
SECTION 5. That the sum of $848,182.00 be and is hereby appropriated from the unappropriated balance of the Construction Management Capital Improvement Fund 7733, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2020 per the account codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $848,182.00, or so much thereof as may be needed, is hereby authorized in Fund 7733 Construction Management Capital Improvement Fund Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 7. That upon obtaining other funds for this project for the Department of Finance and Management, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 4 above, and said funds are hereby deemed appropriated for such purpose.
SECTION 8. That the City intends that this ordinance constitute an “official intent” for the 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 $848,182.00 (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 the Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds for such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
SECTION 9. 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 10. 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 11. 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 12. 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 13. 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.,