Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Advanced Engineering Consultants to provide design services for the HVAC Upgrades 2020-2022 Project. The contract amount is $319,742.03, with an allowance of $20,000.00 and a contingency of $37,257.97, for a total of $375,000.00 being authorized by this ordinance.
The Columbus Recreation and Parks Department is responsible for the operation of 46 buildings which contain mechanical HVAC systems. These buildings include community centers, athletic complexes, golf course clubhouses, and cultural arts centers.
Many of these systems are failing and at the end of their useful life. This project will replace air handlers, boilers, condensers, furnace units, fans, ductwork, and associated systems that are identified as failure critical and in poor condition.
A summary of the work needed and locations is as follows:
Barack Community Center - Replace boxing room air handler and two condensing units
Beatty Community Center - Replace auditorium air handler and rooftop condensing unit
Blackburn Community Center - Replace two roof-mounted exhaust fans
Carriage Place Community Center - Replace five classroom HVAC units and condensing units
Cleo Dumaree Athletic Complex - Replace boiler plant
Dodge Community Center - Clean, insulate, and jacket ductwork
Feddersen Community Center - Replace boiler plant
Holton Community Center - Replace two electric furnaces with gas furnace and new condensing units
Howard Community Center - Replace five classroom HVAC units and condensing units
Raymond Memorial Golf Course Clubhouse - Replace six furnaces and condensing units
Schiller Community Center - Replace two roof-mounted exhaust fans
Vendor Bid/Proposal Submissions (ODI designation status):
Proposals were advertised to three firms that were pre-qualified through the bi-annual Request for Statement of Qualification (RFSQ) process, in accordance with City Code Section 329, on March 3, 2022 and received by the Recreation and Parks Department on March 18, 2022. Request for proposals were sent to the following companies:
Advanced Engineering Consultants (WBE)
Fishbeck (MAJ)
Kramer Engineers (MAJ)
Of note, professional services contracts are quality based selections and not based on price. Costs were not requested nor where they part of this evaluation.
In accordance with City Code, a selection team evaluated the proposals and recommended Advanced Engineering Consultants be selected to perform the work. The firm was chosen based on their referenced projects, experience, qualifications, availability, timeline, and project approach.
Principal Parties:
Advanced Engineering Consultants Ltd
1405 Dublin Road
Columbus, Ohio 43215
Sam Reed, 614-486-4778
Contract Compliance Number, Tax ID: 005665, 31-1612308
Contract Compliance Expiration Date: April 8, 2024
Emergency Justification: Emergency action is requested to allow for the prompt execution of this contract, immediately improving the operational efficiency and occupant experience at these facilities.
Benefits to the Public: This project will improve the quality of these systems and improve their reliability for the benefit of visitors and staff who spend time in these facilities. The reduction in building energy use enabled by this project will also have an environmental impact as well, helping the City meet its climate goals which will have an impact on current and future generations of residents.
Community Input/Issues: The community has expressed the desire for well-kept and user friendly facilities through public workshops, social media, and direct contact with City staff.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by helping to improve operations and services to the citizens of Columbus.
Fiscal Impact: $375,000.00 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 and 7712 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with Advanced Engineering Consultants to provide design services for the HVAC Upgrades 2020-2022 Project; to authorize the transfer of $375,000.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2021 Capital Improvements Budget; to authorize the expenditure of $375,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($375,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with Advanced Engineering Consultants to provide design services for the HVAC Upgrades 2020-2022 Project; and
WHEREAS, it is necessary to authorize the transfer of $375,000.00 within the Recreation and Parks Voted Bond Fund 7702 and 7712; 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 $375,000.00 from the Recreation and Parks Voted Bond Fund 7702 and 7712; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is necessary to authorize the Director to enter into contract with Advanced Engineering Consultants to allow for the prompt execution of this contract, immediately improving the operational efficiency and occupant experience at these facilities, 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 enter into contract with Advanced Engineering Consultants to provide design services for the HVAC Upgrades 2020-2022 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 $375,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 and 7712 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); $1,490,492 / ($355,000) / $1,135,492
Fund 7712 / P511000-100000; Renovation - Misc. (Voted Carryover); $70,007 / $20,000 / $50,007
Fund 7702 / P511040-202102; HVAC Upgrades 2020-2022 (Voted Carryover); $0 / $355,000 / $355,000
Fund 7712 / P511040-202102; HVAC Upgrades 2020-2022 (Voted Carryover); $0 / $20,000 / $20,000
SECTION 7. For the purpose stated in Section 1, the expenditure of $375,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the and Parks Voted Bond Fund 7702 and 7712 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.