Explanation
1. Background
This legislation authorizes the Director of Development to enter into multiple service contracts for the Division of Housing’s Roof Replacement Program, in an amount up to $445,000.00 for all contracts, using U.S. Department of Housing and Urban Development Community Development Block Grant funds.
The department advertised RFQ019058 on Vendor Services seeking contractors to provide roof replacement services on June 18, 2021, with bids being due on July 12, 2021. Since the department is in the middle of the procurement effort for these services and the procurement and contracting process will not be fully completed before Council break in August, the Director is asking for authority to enter into contracts with to-be-determined bidders awarded contracts under RFQ019058 and in accordance with City Code Chapter 329. In years past, the director has entered into three to five contracts for this program each year.
The Roof Replacement Program is a home repair program operated by the Housing Division. The program was established to assist low and moderate-income homeowners with replacement of roof and roof elements that constitute a critical condition, and when such condition is not corrected, could cause the homeowner to vacate their home.
This legislation represents expenditure for a part of the CDBG portion of the 2021 Action Plan, per Ordinance 2345-2020.
Emergency action is requested to encumber the funds before Council break in order to expend the grant funds before the end of the fiscal year.
2. FISCAL IMPACT
Funds in the amount of $445,000.00 is available in the Division of Housings 2021 CDBG budget (Fund 2248).
Title
To authorize the Director of Development to enter into multiple contracts, with a total amount up to $445,000.00, with to-be-determined contractors to provide roof replacement services in accordance with RFQ019058 for the Division of Housing’s Roof Replacement program; to authorize the expenditure of up to $445,000.00 from the Division of Housing’s 2021 CDBG budget; and to declare an emergency. ($445,000.00)
Body
WHEREAS, the Department of Development has advertised RFQ019058 seeking contractors to provide roof replacement services on Vendor Services on June 18, 2021, and bids are due on July 12, 2021; and
WHEREAS, because the department is in the middle of the procurement effort for these services and the procurement and contracting process will not be fully completed before Council break, the Director is asking for authority to enter into contracts with to-be-determined bidders awarded contracts under RFQ019058 and in accordance with City Code Chapter 329; and
WHEREAS, the Roof Replacement Program was established to assist low and moderate-income homeowners with roof repairs that constitute a critical condition, and when such condition is not corrected, could cause the homeowner to vacate their home; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Development in that it is immediately necessary to encumber the funds before Council break in order to expend the grant funds before the end of the fiscal year, thereby preserving 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 Development is authorized to enter into multiple contracts, with a total amount up to $445,000.00, with to-be-determined contractors to provide roof replacement services in accordance with RFQ019058 for the Division of Housing’s Roof Replacement program.
SECTION 2. That the expenditure of $445,000.00 or so much thereof as may be needed, is hereby authorized in fund 2248 (CDBG), Dept-Div 44-10 (Housing), in object class 03 (Services) per the account codes in the attachment to this ordinance.
SECTION 3. That this Council recognizes that this ordinance does not identify all contractors that will be awarded contracts and understands that its passage will give the Director the discretion and final determination regarding such awards. All contracts will be awarded in accordance with City Code Chapter 329.
SECTION 4. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. At the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 7. 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.