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
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Sondra E. Smith, City Clerk Treasurer
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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 -
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