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File #: 1327-2022    Version: 1
Type: Ordinance Status: Passed
File created: 5/4/2022 In control: Recreation & Parks Committee
On agenda: 6/27/2022 Final action: 6/30/2022
Title: To authorize the Director of Recreation and Parks to modify the total amount authorized for an existing contract with Tyevco, Inc. for the Maintenance Headquarters Annex and Warehouse Upgrades Project; to authorize the transfer of $50,000.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2021 Capital Improvements Budget; to authorize the expenditure of $50,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($50,000.00)
Attachments: 1. Legislation - Maintenance Headquarters Annex and Warehouse Upgrades Modification - FINAL - ATTACHMENT

Explanation

 

Background: This ordinance authorizes the Director of the Recreation and Parks Department to modify the total amount authorized for an existing contract with Tyevco, Inc. for construction of the Maintenance Headquarters Annex and Warehouse Upgrades Project. The modification amount being authorized by this ordinance is $50,000.00.

 

The building attached to the Recreation and Parks Department’s existing warehouse was purchased years ago to allow for a warehouse expansion and to relocate three maintenance zones. Ordinance 2949-2017 authorized a construction contract with Tyevco to complete these improvements. As part of that contract and ordinance, a $50,000.00 contingency amount was authorized and encumbered. Since that time, due to internal miscommunication related to Recreation and Parks personnel changes as well as design changes within the original scope of work causing significant delays in completing the project, the auditor’s certificate holding these contingency funds was mistakenly canceled before the project finished. The purpose of this ordinance is to modify this contract so that the contingency amount can be restored, allowing the Recreation and Parks Department to make final payment to the contractor and close out the project. The costs were determined by already approved change orders for work that was satisfactorily completed by Tyevco. The contract amount and total due to Tyevco will remain the same as the original contract, however, this modification will increase the aggregate amount of the authorization.

 

Principal Parties:

Tyevco Inc.

1678 West Audubon Boulevard

Lancaster, Ohio 43130                                                     

James Boggess, 614-284-0251                                                                                                     

Contract Compliance Number, Tax ID: 005691, 31-1626034

Contract Compliance Expiration Date: July 27, 2023      

 

Emergency Justification: Emergency action is requested as the work on this project was authorized by a change order, the work was satisfactorily completed, and Tyevco needs to be compensated for work completed. 

 

Benefits to the Public: These improvements help the Department improve operations and services to the citizens of Columbus.

 

Community Input/Issues: The community has expressed the desire for well-kept facilities and parks through public workshops, social media, and direct contact with City staff. This project will increase efficiencies that will help achieve these standards.

 

Area(s) Affected: Citywide (99)

 

Master Plan Relation: This project will support the Recreation and Parks Master Plan by helping to ensure that facilities and parks remain safe and user friendly.

 

Fiscal Impact: The expenditure of $1,070,466.00 was legislated for the Maintenance Headquarters Annex and Warehouse Upgrades Project by Ordinance 2949-2017. This ordinance will provide funding that will modify the previously authorized amount by $50,000.00. $50,000.00 is budgeted and available in the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this modification. The aggregate total amount authorized, including this modification, is $1,120,466.00. The original contract amount of $1,070,466.00 will remain the total contract value. This ordinance is restoring $50,000.00 that was cancelled in error and is due to Tyevco for work completed and so the project can be closed out.

 

Title

 

To authorize the Director of Recreation and Parks to modify the total amount authorized for an existing contract with Tyevco, Inc. for the Maintenance Headquarters Annex and Warehouse Upgrades Project; to authorize the transfer of $50,000.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2021 Capital Improvements Budget; to authorize the expenditure of $50,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($50,000.00)

 

Body

 

WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to modify the total amount authorized for an existing contract with Tyevco, Inc. for the Maintenance Headquarters Annex and Warehouse Upgrades Project; and

 

WHEREAS, it is necessary to authorize the transfer of $50,000.00 within the Recreation and Parks Voted Bond Fund 7702; and

 

WHEREAS, it is necessary to authorize the amendment of the 2021 Capital Improvements Budget Ordinance 2707-2021 in order to provide sufficient budget authority for this and future projects; and

 

WHEREAS, it is necessary to authorize the expenditure of $50,000.00 from the Recreation and Parks Voted Bond Fund 7702; and

 

WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to modify the total amount authorized for an existing contract with Tyevco as the work on this project was satisfactorily completed and Tyevco needs to be compensated for work completed, all for the preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE

 

BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:

 

SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to modify the total amount authorized for an existing contract with Tyevco, Inc. for the Maintenance Headquarters Annex and Warehouse Upgrades Project.

 

SECTION 2. 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 3. 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 4. 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 5. That the transfer of $50,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.

 

SECTION 6. That the 2021 Capital Improvements Budget Ordinance 2707-2021 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.

Fund / Project / Project Name / Current / Change / Amended

 

Fund 7702; P511002-100000; Facility Assessment Implementation (Voted Carryover) / $1,540,492 / ($50,000) / $1,490,492

 

Fund 7702; P510125-100000; Alum Creek Facility Improvements (Voted Carryover) / $0 / $50,000 / $50,000

 

SECTION 7. For the purpose stated in Section 1, the expenditure of $50,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance. 

 

SECTION 8. That for the 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 nor vetoes the same.