Title
Approval on First and Final Reading of an Ordinance Appropriating Funding of the Washington Center for the Performing Arts HVAC Upgrades Project
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to suspend the rules and approve the appropriation ordinance on first and final reading for funding of the Washington Center for the Performing Arts HVAC Upgrades Project.
Report
Issue:
Whether to approve an ordinance to appropriate funds from the Equipment & Facilities Replacement Reserve Fund and transfer funds from the Justice Center Infrastructure Improvement Project in order to fully fund the Washington Center for the Performing Arts HVAC Upgrades Project.
Staff Contact:
Rick Dougherty, Project Manager, Public Works Engineering, 360.753.8485
Presenter(s):
None - Consent Calendar Item.
Background and Analysis:
This project was originally planned for construction in 2017. On May 13, 2016, the large commercial air conditioning unit at the Washington Center for the Performing Arts (WCPA) failed. The Public Works Department quickly put together a project to install a rental unit until we could complete the design and install the new permanent replacement.
Working with WCPA staff, we identified a construction window of December 20, 2016, through January 12, 2017, when no performances are scheduled. If we do not construct in this window, the next available date would be July 2017, and we would incur an additional cost of over $90,000 in rental fees. Because of the condensed schedule we are requesting a suspension of the rules. This will allow us to move the funds necessary to award the contract.
The design is complete and bids have been received. This request is to appropriate the balance of funds needed to move forward with the project. $700,000 is needed from the Equipment & Facilities Replacement Reserve Fund balance. $620,000 is needed from the Justice Center Infrastructure Improvement Project, which we plan to construct in 2017. Funds will be available to complete the Justice Center Project from the 2017 Capital Facilities Plan.
Neighborhood/Community Interests (if known):
By moving forward with the project now, we will not incur additional rental fees. This money will be available for other planned Facilities projects.
Options:
1) Suspend the rules and approve the appropriation ordinance on first and final reading. Note: A 2/3 majority vote of the Council is required in order to suspend the rules.
This allows us to move forward with the project as planned and on schedule.
2) Do not suspend the rules to pass on first and final reading.
a. This delays the award of contract.
b. This will affect the delivery date to the point that the equipment, which requires a 12 week period to manufacture and deliver, may not be available on time.
3) Do not approve the appropriation ordinance.
a. This will require a continued payment of over $11,000 a month in rental fees for the air conditioning unit until it can be replaced with a permanent air conditioner.
b. We will not be able to take advantage of the window of opportunity in the WCPA performance schedule.
c. The construction in summer 2017 may cause disruption to the performance schedule.
Financial Impact:
WCPA Total Budget:
1. $700,000 Appropriation: Equip. & Facilities Replacement Reserve Fund
2. $620,000 Transfer from Justice Center Project
3. $244,975 CFP Funds already in the WCPA Project Budget
$1,564,975 Total Project Budget
Use of fund balance and transfer of project funds will not impact other planned Facilities projects.
Attachments:
Appropriation Ordinance