Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a construction contract, on behalf of the Office of Construction Management, with R.W. Setterlin Building Co., for the Council Chambers Renovation Phase 2 Project, in the amount of $407,437.00.
This project consists of various construction services to City Council chambers including the rearrangement and addition of two council desks to allow for all members to be represented on one stage. Work also includes replacing five existing cameras, replacing two existing lights, and installing new fiber lines from the chambers to the CCTV control room. Care will be taken to preserve the historic features of the chambers.
2. CONSTRUCTION CONTRACT AWARD: The Director of Finance and Management publicly opened two (2) bids on February 2, 2023:
1. R.W. Setterlin Building Co. $407,437.00
2. 2K General Co. $479,085.00
*Bid amounts include alternates
R. W. Setterlin Building Co.’s bid was deemed the lowest, best, most responsive and responsible bid in the amount of $407,437.00. Their Contract Compliance Number is 31-0836188 (expires 9/19/24, Majority) and their DAX Vendor Account No. is 4372.
3. EMERGENCY DESIGNATION: Renovations will occur during Council’s summer recess. Emergency designation is requested in order for all materials to be ordered and on hand by August 1, 2023.
4. FISCAL IMPACT: A transfer within the Construction Management Capital Improvement Fund - Fund No. 7733 will be necessary as well as an amendment to the 2022 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a construction contract with R.W. Setterlin Building Co. for the Council Chambers Renovation Phase 2 Project; to authorize a transfer and expenditure up to $407,437.00 within the Construction Management Capital Improvement Fund; to authorize an amendment to the 2022 Capital Improvements Budget; and to declare an emergency. ($407,437.00)
Body
WHEREAS, two (2) bids for Council Chambers Renovation Phase 2 Project were received and publicly opened in the office of the Director of Finance and Management on February 2, 2023; and
WHEREAS, the lowest, best, most responsive and responsible bid was from R.W. Setterlin Building Co. in the amount of $407,437.00 (including alternates); and
WHEREAS, it is necessary to authorize the Director of Finance and Management to award and execute a construction contract for the Council Chambers Renovation Phase 2 Project; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Construction Management Capital Improvement Fund - Fund No. 7733; and
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; 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 construction contract for the Council Chambers Renovation Phase 2 Project, with R.W. Setterlin Building Co., in order for material to be ordered and on hand at commencement of Council’s summer recess; now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to enter into a construction contract, on behalf of the Office of Construction Management, with R.W. Setterlin Building Co., for the Council Chambers Renovation Phase 2 Project, in an amount up to $407,437.00.
SECTION 2. That the transfer of $407,437.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvement Fund - Fund No. 7733, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2022 Capital Improvements Budget is hereby amended, in the Construction Management Capital Improvement Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $407,437.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvement Fund - Fund No. 7733, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.