Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to renew and increase Contract Numbers PO469738, PO469743, and PO469751, on behalf of the Office of Construction Management, with BOMAR Construction Company, Inc., for the Professional Construction Services - Task Order Basis project, in an amount up to $257,500.00.
These indefinite quantity contracts provide the Office of Construction Management with continual, contractual access to resources that are necessary to perform Professional Construction services as well as provide technical expertise for the Department of Finance and Management to implement projects for various City of Columbus departments.
The original contracts were established under Ordinance No. 1892-2024 and approved by City Council on July 29, 2024. The terms of the contracts stated “The term of the contract is one year from the date of issuance of the purchase order, with the option for up to three (3) annual renewals”.
Under Modification No. 1, Ordinance No. 3363-2024, the initial term was revised to read “The term of the contract is one year from the date of issuance of the purchase order, or, until all funds are depleted, with the option for up to three (3) annual renewals.”
Renewal No. 1 (current): The contracts’ initial terms are longer than the one-year period from the date of the purchase orders issued September 25th and 26th, 2024, however, not all funds have been depleted and before all funds are depleted and the contract expires the Department of Finance and Management seeks to exercise the first of the three annual renewals and extend the contract for an additional year.
2. RENEWAL NO. 1 INFO:
A. The amt of additional funds to be expended under the renewal: $257,500.00
Original Contract: $ 1,500,000.00 (PO469738, PO469743, & PO469751)
Modification No. 1: $ 0.00 (no CT No.)
Renewal No. 1 (current): $ 257,500.00
New Contract Amount: $1,757,500.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The need for additional services was foreseen and mentioned in the original authorizing legislation, Ordinance No. 1892-2024, as well as Modification No. 1 under 3363-2024. This is the first renewal to the contract.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
The project was bid as a task order basis with the option of three (3) annual renewals. Task order basis contracts allow the Department to address small-dollar tasks that need responded to quickly.
D. How the price for the additional goods or services which are subject of the renewal was determined.
The Office of Construction Management determines $257,500.00 will be sufficient for upcoming projects.
3. CONTRACT COMPLIANCE INFO: BOMAR Construction Company, Inc., Vendor No. 5362, expires 1/30/28, WBE & SRBE-certified
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against BOMAR Construction Company, Inc.
4. FUTURE RENEWALS: Two future annual renewals are expected and will be processed via legislative process.
5. FISCAL IMPACT: There are sufficient funds and budgetary authority within the Construction Management Capital Improvements Bond Fund for this expenditure.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management; to renew and increase the contracts with BOMAR Construction Company, Inc., for the Professional Construction Services - Task Order Basis project; and to authorize an expenditure up to $257,500.00 within the Construction Management Capital Improvements Bond Fund. ($257,500.00)
Body
WHEREAS, the Finance and Management Department, Office of Construction Management, desires to renew and increase Contract Numbers PO469738, PO469743, and PO469751 for the Professional Construction Services - Task Order Basis project with BOMAR Construction Company, Inc.; and
WHEREAS, Contract Numbers PO469738, PO469743, and PO469751 were originally authorized under Ordinance No. 1892-2024 and approved by City Council on July 29, 2024; and
WHEREAS, Modification No. 1, under Ordinance No. 3363-2024 and approved by City Council on December 16, 2024, was a $0 modification that corrected language in the original contract regarding a contract performance and payment bond and allowed the contract to remain open until all funds were depleted; and
WHEREAS, Renewal No. 1 (current) will establish funding for task-oriented projects for the Department of Finance and Management and will extend the contract an additional year; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Construction Management Capital Improvements Bond Fund - Fund No. 7733; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management to renew and increase the contracts with BOMAR Construction Company, Inc., for the Professional Construction Services - Task Order Basis project; for the preservation of the public health, peace, property and safety; now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to renew and increase Contract Numbers PO469738, PO469743, and PO469751, on behalf of the Office of Construction Management, with BOMAR Construction Company, Inc. for the Professional Construction Services - Task Order Basis project, in an amount up to $257,500.00.
SECTION 2. That an expenditure up to $257,500.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvements Bond Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 3. That this contract renewal is in compliance with Chapter 329 of Columbus City Codes. Two additional renewals may be needed and will be processed via legislative process.
SECTION 4. That the monies in the foregoing sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account 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 are no longer required for said project.
SECTION 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.