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 Roberts Service Group, Inc. in an amount up to $750,000.00 for the Construction Services - Task Order Basis contract. Due to significant unplanned, high priority work being required for the Accident Investigations Unit - Emergency Relocation Project, other activities planned to be completed using the original contract value have been delayed. These activities include, but are not limited to, smaller scale matters such as renovation projects for City facilities that may include electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window and door installation. This contract modification will permit completion of these planned activities.
The original contract was authorized by Ordinance No. 3046-2021 and approved by City Council on December 8, 2021. The modification of the contract is to provide the Office of Construction Management with contractual resources to respond to needs quickly, as well as provide technical expertise to implement projects for various City of Columbus departments.
In addition to adding funds, this modification will also extend the contract to April 30, 2024.
Prices already established in the contract were used to determine the cost of this modification.
The contract compliance number for Roberts Service Group, Inc. is 31-4371060 and expires on January 31, 2024.
Emergency action is requested in order to prevent additional delays resulting from supply chain issues and certain projects need to be addresses in a timely manner.
Fiscal Impact: This ordinance authorizes an expenditure of $750,000.00 from the Safety Voted Capital Fund with Roberts Service Group, Inc. for modification of Construction Services - Task Order Basis contract. It is necessary to certify the requisite funds for $750,000.00 against the Special Income Tax Fund.
|
Original Purchase Order Amount (3046-2021): |
$ 1,175,000.00 |
|
Modification No. 1 (current): |
$ 750,000.00 |
|
Total (Original and Modification): |
$ 1,925,000.00 |
Title
To authorize the appropriation of funds from the Special Income Tax Fund to the Safety Voted Capital Fund; to authorize the Director of Finance and Management to execute a contract modification with Roberts Service Group, Inc. for the modification of Construction Services - Task Order Basis contract; to authorize the expenditure of up to $750,000.00 from the Safety Voted Capital Fund; and to declare an emergency. ($750,000.00)
Body
WHEREAS, it is necessary to modify and extend a contract with Roberts Service Group, Inc. in an amount up to $750,000.00 for Construction Services - Task Order Basis contract; and
WHEREAS, the original contract was authorized by Ordinance No. 3046-2021 and approved by City Council on December 8, 2021; and
WHEREAS, this modification for additional work is necessary to provide small-scale renovation projects for City facilities that may include electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window and door installation; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of $750,000.00 to provide small-scale renovation projects for City facilities; and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to fund this project; 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 $750,000.00; and
WHEREAS, the City anticipates incurring 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, 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 Finance and Management Director to modify and extend a contract with Roberts Service Group, Inc. so that additional small projects and services can proceed on behalf of City departments in a timely manner, 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 with Roberts Service Group, Inc. for Construction Services - Task Order Basis contract
SECTION 2. That the transfer of $375,000.00, or so much thereof as may be needed, is hereby authorized from Fund 4430 (Special Income Tax Fund), Dept-Div 2201 (City Auditor) to Fund 7701 (Safety Voted Capital Fund), Dept-Div 3003 per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $375,00.00, or so much thereof as may be needed, is hereby authorized from Fund 4430 (Special Income Tax Fund), Dept-Div 2201 (City Auditor) to Fund 7701 (Safety Voted Capital Fund), Dept-Div 3004 per the account codes in the attachment to this ordinance.
SECTION 4. That from the unappropriated monies 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 ended December 31, 2022, the sum of $375,000.00 is appropriated in Fund 4430 (Special Income Tax), Dept-Div 2201 (City Auditor) in Object Class 10 (Transfer Out Operating) and in Fund 7701 (Safety Voted Capital Fund), Dept-Div 3003 (Police Facility Renovation), Project P330021 -100000 in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 5. That from the unappropriated monies 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 ended December 31, 2022, the sum of $375,000.00 is appropriated in Fund 4430 (Special Income Tax), Dept-Div 2201 (City Auditor) in Object Class 10 (Transfer Out Operating) and in Fund 7701 (Safety Voted Capital Fund), Dept-Div 3004 (Fire Facility Renovation), Project P340103 -100000 in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $375,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in Fund 7701 Public Safety Capital Improvement Fund, Dept-Div 3003, Project 330021-100000 (30-03 Police Facility Renovation), in Object Class 06 (Capital Outlay), per the accounting codes in the attachment to this ordinance.
SECTION 7. That the expenditure of $375,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in Fund 7701 Public Safety Capital Improvement Fund, Dept-Div 3004, Project 340103-100000 (30-03 Fire Facility Renovation), in Object Class 06 (Capital Outlay), per the accounting codes in the attachment to this ordinance.
SECTION 8. 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 9. That upon obtaining other funds for this project for the Office of Construction Management, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 4.
SECTION 10. 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 $750,000.00 (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 11. 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 12. 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 13. 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 14. 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.