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HomeMy WebLinkAbout230-16 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 230-16 File Number: 2016-0551 CITY HALL AUDIO-VISUAL RENOVATION: A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $5,921.00 CONSOLIDATING THREE PROJECT ACCOUNTS RELATED TO THE CITY HALL AUDIO-VISUAL RENOVATION PROJECT AND TO APPROVE A CHANGE ORDER FOR ACCOUNTING PURPOSES. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, in the amount of $5,921.00 consolidating three project accounts related to the City Hall Audio -Visual Renovation Project and further approves a change order for accounting purposes allowing the funds to be drawn from the consolidated master project account. PASSED and APPROVED on 12/20/2016 Page 1 Sondra E. Smith, City Clerk Treasurer Printed on 12121116 ,tN%kI(f;rlli" IAYETTFVidI F _'_ w �°• r �_ • �--, •CA� d 1 "dilEllN1����,1 Sondra E. Smith, City Clerk Treasurer Printed on 12121116 f City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File — File Number: 2016-0551 Agenda Date: 12/20/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 13 CITY HALL AUDIO-VISUAL RENOVATION: A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $5,921.00 CONSOLIDATING THREE PROJECT ACCOUNTS RELATED TO THE CITY HALL AUDIO-VISUAL RENOVATION PROJECT AND TO APPROVE A CHANGE ORDER FOR ACCOUNTING PURPOSES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, in the amount of $5,921.00 consolidating three project accounts related to the City Hall Audio -Visual Renovation Project and further approves a change order for accounting purposes allowing the funds to be drawn from the consolidated master project account. City of Fayetteville, Arkansas Page 1 Printed on 1212112016 Doug Bankston Submitted By City of Fayetteville Staff Review Form 2016-0551 Legistar File ID 12/20/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/1/2016 Submitted Date Communications & Marketing / Communications & Marketing Department Division / Department Action Recommendation: The City Hall Audio -Visual Renovation project, specified by RFP 15-09 that was approved by City council in December 2015, as a whole and absorbed several projects that had been set up independently because of technology advancements over the five-year CIP period. Staff recommends moving funds from remaining projects into the master project 13004 City Hall Audio -Visual Renovation and requests a P.O. change order to include a miscellaneous line item to simplify the payment and accounting process. 4470.9470.5315.00 Account Number 13004 Project Number Budgeted Item? No Does item have a cost? No Budget Adjustment Attached? Yes Budget Impact: Sales Tax Capital Improvements Fund City Hall A-V Upgrade Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment $ 262,643.00 $ 260,492.10 $ 5,921.00 Remaining Budget V20140710 Previous Ordinance or Resolution # 240-15 Original Contract Number: Approval Date: Comments: $1,994 from 14005 Media Location Production System and $3,927 from 15007 Digital Signage Implementation for a total of $5,921 will be moved into Master Project 13004 City Hall Audio -Visual Renovation. CITY OF Oray• P ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: December 1, 2016 STAFF MEMO SUBJECT: Resolution to Approve Moving Project Remaining Funds into the Master Project City Hall Audio -Visual Renovation and a Contract P.O. Change Order RECOMMENDATION: Staff recommends moving funds from previous projects into the master project 13004 City Hall Audio -Visual Renovation and approving a Field Shop, Inc. contract change order to encompass the remainder items so as to simplify the payment and accounting process. BACKGROUND: The City Hall Audio -Visual Renovation project, specified by RFP 15-09 that was approved by City Council in December 2015, as a whole absorbed several projects that had been set up independently. DISCUSSION: At the beginning of the current CIP cycle, several smaller projects for City Hall audio-visual improvements were set up as independent projects. These include: 14005 Media Location Production System and 15007 Digital Signage Implementation. A master audio-visual renovation project was also set up: 13004 City Hall Audio -Visual Renovation. Rather than breaking payments for services across multiple projects, moving remaining project funds into the master project 13004 and creating a change order for a miscellaneous line item of $8,068 for some remaining equipment/installation would simplify the payment and accounting process by pulling from one account, instead of several. BUDGET/STAFF IMPACT: Total unchanged. Only consolidates individual projects into a master project. Attachments: Staff Review Form, Staff Review Memo, Budget Adjustment Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 MEDIA SERVICES (060) 2016 Requestor: Doug Bankston BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: The City Hall Audio -Visual Renovation project, specified by RFP 15-09 that was approved by City council in December 2015, as a whole absorbed several sub -projects that had been set up independently because of technology advancements over the five-year CIP period. Staff recommends moving funds from remainder sub -projects into the master project 13004 City Hall Audio -Visual Renovation for miscellaneous installation and equipment, requests approval of a budget adjustment and requests a change order to include a miscellaneous line item to simplify the payment and accounting process. RESOLUTION/ORDINANCE TOTAL Account Number 4470.900.9470-5210.00 4470.900.9470-5210.00 4470.900.9470-5315.00 Increase / (Decrease) Expense Revenue (3,927) (1,994) 5,921 COUNCIL DATE: 12/20/2016 LEGISTAR FILE ID#: 2015-0551 13 aXUaXa, Fe,LL 12/6/2016 3:57 PM Budget Director Date TYPE: DESCRIPTION: GLDATE: POSTED: Project.Sub# Project Sub AT Account Name 15007 1 EX Minor Equipment - 14005 1 EX Minor Equipment - 13004 1 EX Contract Services - C:\USerS\1SrnW1\ AppDatal\Rocrn;ng\L5\Tempi48b76eaf-8,7cf-41c2-a0d0-7393eWaO1b9 v.20161021