Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to modify an existing contract with Advanced Engineering Consultants to provide additional design of the HVAC Upgrades 2020-2022 Project. The modification amount being authorized by this ordinance is $55,760.50.
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.
This modification of the design contract will add air conditioning services to Howard Community Center, as recommended by an HVAC feasibility report completed by Star Consultants, Inc. in June 2022. This report estimates design fees for this work as $92,127.27 should a new, independent contract be awarded. However, this additional project scope overlaps with work currently underway by Advanced Engineering Consultants, yielding significant efficiencies. This Center is undesirable with internal sustained temperatures exceeding 100 degrees during the warmest months of the year.
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 so the detailed plans can be completed, allowing construction to be bid for adding air conditioning to Howard Community Center as soon as possible in order to provide an opportunity for residents to use this facility as a cooling center during the warm summer months.
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: The expenditure of $ $375,000.00 was legislated for the HVAC Upgrades 2020-2022 Project by Ordinance 1324-2022. This ordinance will provide funding that will modify the previously authorized amount by $55,760.50. $55,760.50 is budgeted and available in the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract modification. The aggregate total amount authorized, including this modification, is $430,760.50.
Title
To authorize the Director of Recreation and Parks to modify an existing contract with Advanced Engineering Consultants for the HVAC Upgrades 2020-2022 Project; to authorize the transfer of $55,760.50 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2022 Capital Improvements Budget; to authorize the expenditure of $55,760.50 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($55,760.50)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to modify an existing contract with Advanced Engineering Consultants for the HVAC Upgrades 2020-2022 Project; and
WHEREAS, it is necessary to authorize the transfer of $55,760.50 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2022 Capital Improvements Budget Ordinance 1896-2022 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $55,760.50 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 an existing contract with Advanced Engineering Consultants so the detailed plans can be completed, allowing construction to be bid for adding air conditioning to Howard Community Center as soon as possible in order to provide an opportunity for residents to use this facility as a cooling center during the warm summer months, 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 an existing contract with Advanced Engineering Consultants 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 $55,760.50 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 2022 Capital Improvements Budget Ordinance 1896-2022 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 / P511000-100000; Renovation - Misc. (Voted Carryover); $503,634 / ($55,761) / $447,873
Fund 7702 / P511040-202102; HVAC Upgrades 2020-2022 (Voted Carryover); $0 / $55,761 / $55,761
SECTION 7. For the purpose stated in Section 1, the expenditure of $55,760.50 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.