Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Pavement Protectors DBA M&D Blacktop Company for the Hard Surface Program 2024 - Phase 2 Project. The contract amount is $1,062,661.25, with alternates of $210,000.00 and a contingency of $120,000.00, for a total of $1,392,661.25 being authorized by this ordinance.
Recreation and Parks allocates a portion of the Capital Improvement Budget (CIB) to improve existing hard surfaces and accessibility every year. This project will construct sites designed as part of the annual hard surface improvements design package. The program focuses on the removal and replacement of existing asphalt and concrete surfaces that are highly used by the public, including parking lots, park drives, sport courts, and walkways. These improvements ensure safe and easy access to parks and facilities. Areas for improvement are determined by requests from internal staff and the public. All requests are then assessed and given a Pavement Condition Rating (PCR), indicating a rank from 0, meaning worst condition, to 100, meaning best condition. Requests are then prioritized for action based on their respective PCR scores and feedback from relevant stakeholders. The anticipated project schedule will begin in the fall of 2024 and finish in the summer of 2025.
Vendor Bid/Proposal Submissions (Office of Diversity and Inclusion designation status):
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on July 30, 2024 and received by the Recreation and Parks Department on August 20, 2024. Bids were received from the following companies:
Pavement Protectors DBA M&D Blacktop Company (MAJ): $1,062,661.25
After reviewing the bids that were submitted, it was determined that Pavement Protectors DBA M&D Blacktop Company was the lowest and most responsive bidder. Pavement Protectors DBA M&D Blacktop Company and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
As part of their bid, Pavement Protectors DBA M&D Blacktop Company has proposed the following vendors to fulfill the Office of Diversity and Inclusion project goal:
CAP-Stone and Associates, Inc. (WBE)
Certification of the MBE’s and WBE’s being proposed are in good standing at the time the bid is being awarded.
Principal Parties:
Pavement Protectors DBA M&D Blacktop Company
2020 Longwood Ave
Grove City, Ohio 43123
Mark Nance, 614-875-9989
Contract Compliance Number: 004731
Contract Compliance Expiration Date: January 26, 2025
Emergency Justification: Emergency action is requested due to public safety concerns at these locations as cracked pavement on sport courts can lead to injury and there is a limited window for weather appropriate construction of hard surface improvements prior to the end of 2024.
Benefits to the Public: This project will provide high quality asphalt, concrete, and sport court surfaces throughout Recreation and Parks’ properties, ensuring a more consistent level of service across the City. These improvements increase accessibility, enjoyment of the parks, and health for residents.
Community Input/Issues: These improvements were identified through 311 community requests and internal staff recommendations.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by removing access barriers to city parks and by updating at least five neighborhood parks per year.
Fiscal Impact: $1,392,661.25 is budgeted and available from within 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 Pavement Protectors DBA M&D Blacktop for the Hard Surface Program 2024 - Phase 2 Project; to authorize the transfer of $1,392,661.25 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2024 Capital Improvements Budget; to authorize the expenditure of $1,392,661.25 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($1,392,661.25)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with Pavement Protectors DBA M&D Blacktop Company for the Hard Surface Program 2024 - Phase 2 Project; and
WHEREAS, it is necessary to authorize the transfer of $1,392,661.25 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2024 Capital Improvements Budget Ordinance 1907-2024 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $1,392,661.25 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to modify the contract with Pavement Protectors DBA M&D Blacktop Company due to public safety concerns at these locations as cracked pavement on sports courts can lead to injury and there is a limited window for weather appropriate construction of hard surface improvements prior to the end of 2024, all for the preservation of the public health, peace, property, safety, and welfare; and, 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 Pavement Protectors DBA M&D Blacktop for the Hard Surface Program 2024 - Phase 2 Project.
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. That the transfer of $1,392,661.25 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2024 Capital Improvements Budget Ordinance 1907-2024 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current Revised Authority / Current Remaining Authority / Change / Amended Revised Authority / Amended Remaining Authority
Fund 7702 / P511007-100000 / Hard Surface Improvements (Voted Carryover) / $1,518,252 / $1,518,252 / ($1,392,661) / $125,591 / $125,591
Fund 7702 / P511007-202302 / Hard Surface Improvements 2023-2024 - Phase 2 (Voted Carryover) / $0 / $0 / $1,392,661 / $1,392,661 / $1,392,661
SECTION 7. For the purpose stated in Section 1, the expenditure of $1,392,661.25 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 attachments to this ordinance.
SECTION 8. 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 ten days after passage if the Mayor neither approves nor vetoes the same.