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113-03 Ordinance RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 113-03 Passed , 20 An Ordinance Amending The Annual Appropriations Ordinance For The Fiscal Year Ending December 31, 2003 WHEREAS, Section 5705.40 of the Ohio Revised Code allows for supplemental appropriations to be made provided sufficient resources are available; and WHEREAS, the Ohio R evised Code requires, when necessary, amendments to the annual appropriations ordinance be .made in order that appropriations are not over expended; and WHEREAS, it is necessary to amend the annual appropriations ordinance to provide funding for various projects, NOW, THEREFORE, be it ordained by the Council of the City of Dublin, State, of Ohio, ~ of the elected members concurring; Section 1. That there be appropriated from the unappropriated balance in the Street Maintenance Fund the amount of $30,000 to account 210-0320-770-2430 for the purchase of light-emitting diode (LED) retrofit kits for traffic signals from the state purchasing contract prior to expiration of that contract. Section 2. That there be appropriated from the unappropriated balance in the Capital Improvements Tax Fund the amount of $95,000 to account 401-0314-780-2572 to provide funding for renovation of City Council Chambers. Section 3. That there be appropriated from the unappropriated balance in the Community Center Construction Fund the amount of $60,000 to account 411-0314- 780-2530 to provide funding for architectural and structural design work for modifications at the Dublin Community Recreation Center. Section 4. That there be appropriated from the unappropriated balance in the Swimming Pool Constniction Fund the amount of $454,995 to account 438-0314- 780-2511 to provide funding for the installation of water and sewer lines associated with construction of the City pool at Woerner Temple Road. Section 5. That the public hearing be waived to provide immediate funding authorization for these projects. Section 6. That this ordinance shall take effect and be in force in accordance with Section 4.04(a) of the Dublin City Charter. Passed this day of Detab er , 2003. Mayor -Presiding Officer ATTEST: I hereby certify that copies of this Clerk of Council Ordinance/Resolution were posted in the City of Dublin in accordance with Section 731.25 of the Ohio Revised Code. Jerk of Council, Dublin, Ohio City Manager 5200 Emerald Parkway • Dublin, OH 43017 Phone: 614-410-4400 • Fax: 614-410-4490 f,ITI OE DUBLIN M e m o To: Members of Dublin City Council From: Jane S. Brautigam, City Manager ~~c~„~..-- 5 ~ ~J~-ati~ Date: October 6, 2003 =1~-'`~ Initiated By: Michele M. Hoyle, Director of Fiscal Administration~~'~-~~J, Re: Ordinance No. 113-03, An Ordinance Amending the Annual Appropriations SUMMARY: Ordinance No.113-03 provides additional appropriations for various projects as described below. Funds appropriated in Section 1 will allow for the purchase of light-emitting diode (LED) retrofit kits for the conversion of traffic signals to LED technology. This funding completes the purchase of these kits for all traffic signals at a favorable price through the State of Ohio term contract, which expires on October 15, 2003. The 2003 budget originally contemplated conversion of one-third of the city's signals, completing the process over three years. However, lower conversion costs than originally estimated have reduced the timeframe significantly, and will allow the completion of citywide conversion to this more visible and more energy-efficient technology over two years. The funding of this purchase in 2003 will reduce funds needed for this purpose in the 2004 budget. Section 2 appropriates funding for renovations of the City Council Chambers. These renovations will include HVAC, sound, lighting and presentation capability improvements, as well as furniture and fixtures. These renovations are funded by combining $50,000 allocated for Council Chamber renovations in a prior year capital budget with savings of $87,400 from the 5800 building remodeling project as outlined in a previous memo dated March 17, 2003 (attached). Section 3 provides appropriations within the Community Center Construction fund for architectural and design consultation associated with needed air quality system modifications in the two indoor pool areas at the Dublin Community Recreation Center. These design modifications are needed to remediate ventilation, circulation and humidity problems at the facility. Litigation resulted in a financial settlement which will partially fund this project. Section 4 provides funding for sewer and water line improvements necessitated by the construction of the community pool on Woerner-Temple Road. Bids for these improvements were accepted in ordinance 111-03 passed on September 15, 2003. This project was budgeted at $5,456,000. To date, $456,000 has been expended for architectural and engineering fees, and $4,105,000, encumbered or expended for construction, for a total of $4,561,000 prior to this appropriation. This increase brings total project costs to date to $5,106,000. RECOMMENDATION: We recommend passage of Ordinance 113-03 (Amending the Annual Appropriations.) ~ 11? -C3 DECLARA""^"T ~'F nFFICIAL INTENT For Reimburserr - This is a Declaration of Official II ~U~v .i- 8. ....Z,O 1. The City of Dublin (tlle . j~~ __C 3 ;capital expenditures described in 2 w ,notes, certificates, or obligations un~ or loan agreement, representing a borrc punt, for such reimbursements, of $454,9 2. The capital expenditure facilities. The specific project is the cons necessary utility service to the new outs •ea of the City. 3. This Declaration of Official Intent is cu„~.~~,,..~ 3 financial circumstances of the City of this Declaration, in that no money (including the money advanced to make the expenditures that are to be reimbursed) is, or is reasonably, allocated on a long-term basis, or otherwise set aside by the Ciry or any other entity, with respect to the expenditures described in 2. 4. Within 30 days from this date this Declaration of Official Intent shall be made available as a public record subject to inspection by the general public or at the main administrative office of the Issuer for reasonable public inspection during all normal business hours. The undersigned has been authorized by the City to make and sign this Declaration on behalf of the City. Date of Declaration: By (Signature) r~ cha T C_. ,rigch,T, T)epi~~ C'i T Ma~gPr/l~irectnr of FinanrP (Name and Title) Caution: This Declaration of Official Intent will not be effective unless the notes, bonds or other obligations providing moneys for the reimbursement are issued and the reimbursement is made (by an allocation on the books and records identifying the expenditure as in 2 above) by the later of (a) one year after the date of payment of the expenditure or (b) one year after the date the property with respect to which the expenditure is made was placed in service. P:\DATA\FINANCE\FORMS\Declaration of Official Intent.doc Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 Phone: 614-410-4400 • Fax: 614-410-4490 f,[TY QF DUBLIN Mem o To: Members of the Dublin City Council From: Jane S. Brautigam, City Manager~'~~ 5. ~ Date: March 17, 2003 Re: Council Chambers Remodel Summary: At the March 3, 2003 City Council meeting, staff presented several options for the remodeling of the City Council Chambers. After discussion by Council, staff agreed to provide additional information concerning funding options to maximize the positive changes to the space. Discussion: As Council will recall, the bids to remodel the 5800 Building were quite favorable. The project had been budgeted for $500,000 and the low bid for the project was $227,600. With phone and cable hookups ($30,000 estimate); reimbursement of architectural fees ($55,000) and a contingency ($50,000), the total cost to construct the remodel, as currently bid, would be $362,600. One of the needed improvements that was cut from the remodel due to budgetary concerns was a large conference room. This feature is one which the Department has desperately needed for a long time and it should be added back into the project. The estimated cost for this addition is $50,000 (based on $30.00 per square foot), placing the total for the 5800 Building at $412,600, with a total savings of $87,400. The Council Chambers remodel project as discussed at last week's meeting would total $120,250 after deleting the glass backdrop. With the savings from the 5800 building ($87,400) and the $50,000 budgeted for the project, the funds available total $137,400, more than enough to complete the project. Staff would like to hold any amounts remaining from these two projects (approximately $17,000, plus any unused contingency) for the possible relocation of the city manager's office to the first floor of City Hall. More information will be forthcoming in future weeks. Recommendation: That Council authorize staff to add the large conference room to the 5800 building remodel and to proceed with remodel plans for the Council Chambers. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 111-03 Passed . 2~ AN ORDINANCE TO ACCEPT THE LOWEST/BEST BID FOR THE PUBLIC WATER AND SANITARY SEWER IMPROVEMENTS -CITY POOL AT WOERNER TEMPLE ROAD, AND DECLARING AN EMERGENCY WHEREAS, after advertising, receiving and opening three (3) bids on August 29, 2003 for the Public Water and Sanitary Sewer Improvements -City Pool at Woerner Temple Road Project, Council has determined that the lowest and best b id for said project is from the George J. Igel Company in the amount of $ 454,995.00; and WHEREAS, Council has determined that there may be a legitimate need to declare the relocation of the utilities in connection with the above-referenced project as a "single source" procurement, for reason that the company owning the utilities in question has the exclusive rights to relocate such utilities; and WHEREAS, it is in the best interest of the City to execute this contract as soon as possible so that construction may commence immediately, NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, Ohio, of the elected members concurring: Section 1. That the bid from the George J. Igel Company in the amount of $454,995.00 be, and hereby is, accepted. Section 2. That the City Manager is hereby authorized and directed to execute a contract with the George J. Igel Company for completion of said project pursuant to the bid specifications and documents on file in the office of the City Engineer. Section 3. That this Ordinance be, and the same hereby is, declared to be an emergency measure for the preservation of the public peace, health or welfare of the residents of this City, and, therefore, this Ordinance shall take effect and be in force immediately upon its passage. Passed this ~ f , 2003. Mayor -Presiding Officer ATTEST: Clerk of Council I hereby certify that copies of this Ordinance/Resolution were posted in the City of Dublin in accordance with Section 731.25 of the Ohio Revised Code. Dep y Clerk of Council, Dublin, Ohio Office of the City Mana er 5200 Emerald Parkway • Dubin, OH 43017 CITY OF DUBLIN Phone: 614-410-4400 • Fax: 614-410-4490 Memo To: Members of the Dublin City Council From: Jane S. Brautigam, City Manager; Date: September 10, 2003 Initiated By: Paul A. Hammersmith, P.E., Director ofEngineering/City Engineer/ lh Jay Herskowitz, P.E., Assistant Director of Engineering -Utilities , Re: Public Water and Sanitary Sewer Improvements -City Pool at Woerner Temple Road Ordinance No. 111-03 -Bid Acceptance Summary: On August 29, 2003 three (3) bids were received and publicly opened and read for the Public Water and Sanitary Sewer Improvements project necessary to provide utility service to the new City Pool located along Woerner Temple Road, across from Ballantrae Park. A summary of the bids is shown on the attached bid tabulation. All bids have been reviewed by Division of Engineering staff. The engineer's estimate for this project is $470,000. These improvements, as depicted on the attached exhibit, consist of constructing approximately 1,500 feet of 15-inch PVC sanitary sewer and 1,000 feet of 12-inch ductile iron water main. The George J. Igel Company of Columbus, Ohio submitted the lowest and best bid of $454,995.00, which is $15,000 less than the engineer's estimate. The George J. Igel Company has performed well on previous projects with the City, most recently the annual storm sewer maintenance program for 2003. Additionally, they are quite familiar with the project area as a result of constricting Woerner Temple Road, and the public storm sewers located within the adjacent right-of--way associated with the development of Ballantrae in 2001. Thus, there are no concerns with them performing this project. Recommendation: Staff recommends Council adopt this ordinance accepting the bid of the George J. Igel Company, the lowest and best bidder. Emergency action upon adoption is requested to allow the work to commence immediately, and thus have all utilities complete and in place by the final project completion date of December 20, 2003, and be available in advance of the completion and opening of the new City pool on Memorial Day next year. Attached is an emergency ordinance for approval by City Council prior to awarding the contract to George J. Igel Company. 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