Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Builderscape, Inc. for the installation of plant material at the Eastmoor Broad Street Park Islands.
The project location is part of three street islands on East Broad Street between Eastmoor Boulevard and Kellner Road that were deeded by the subdivision to be parkland. The Eastmoor Civic Association worked with the Recreation and Parks Forestry Section to remove invasive honeysuckle and dying or dead ash trees in 2012. At the time, the community also applied and received funding from the Urban Infrastructure Recovery grant program for neighborhood park projects. Phase One Improvements were completed in 2014 which landscaped the west island and completed invasive removal on the other islands. The Eastmoor Community Association applied for a second round of funding from the UIRF and was approved to complete the final two islands.
The costs for this project will be $41,400.00 with a contingency of $4,140.00 for a total of $45,540.00.
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on August 29, 2016 and received by the Recreation and Parks Department on September 8, 2016. Bids were received from the following companies:
Company Amount
Builderscape (MAJ) $41,400
Greenscapes (MAJ) $150,000
After reviewing the proposals that were submitted, it was determined that Builderscape, Inc. was the lowest and most responsive bidder. The considerable variance between the prices was explained post bid opening by the representative from Greenscapes to be due to their interpretation of the amount of soil that would be needed for the project and was considerably over the amount that was estimated by the designer.
Principal Parties:
Builderscape, Inc.
7500 Industrial Parkway, Plain City, OH 43064
Ron Matthews 614-889-2533
20-0537419
Exp. Date: 4/15/17
Emergency Justification: An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract due to no responses being received on the original invitation for bid that was sent out in early August so that the planting can be completed this fall. No bids were received and it was rebid. By needing to rebid the project, the schedule is now 6 weeks delayed to meet CRPD October Commission and 30 day legislation will put the planting and acquisition of material into December and higher risk of frozen conditions.
Benefits to the Public: This project benefits the City with the removal of invasive species and the reforestation of trees as part of the beautification as desired by the community.
Community Input Issues: The Eastmoor Community Association received information from the community during association meetings and distributed the information through their newsletter.
Area(s) Affected:
Planning Area 20
Master Plan Relation: This project will support the mission of the Recreation and Parks Master Plan by removing invasive plants and help in re-establishing the urban canopy.
Fiscal Impact: $45,540.00 is budgeted and available in the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with Builderscape, Inc. for the installation of plant material at the Eastmoor Broad Street Park Islands; to authorize the expenditure of $45,540.00 from the Recreation and Parks Voted Bond Fund 7702; and to declare an emergency. ($45,540.00)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into contract with Builderscape, Inc. for the installation of plant material at the Eastmoor Broad Street Park Islands.
WHEREAS, it is necessary to authorize the expenditure of $45,540.00 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Director of Recreation and Parks to enter into said contract with Builderscape, Inc. so that the planting can be completed this fall; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Builderscape, Inc. for the installation of plant material at the Eastmoor Broad Street Park Islands.
SECTION 2. 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 3. 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 4. 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 5. For the purpose stated in Section 1, the expenditure of $45,540.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachment.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or 10 days after passage if the Mayor neither approves nor vetoes the same.