Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with General Maintenance and Engineering Co. for the Roof Improvements 2024-2025 Project. The contract amount is $340,000.00, with alternates of $357,950.00 and a contingency of $52,050.00, for a total of $750,000.00. An additional $2,000.00 is being authorized for interdepartmental inspections and fees for a total of $752,000.00 being authorized by this ordinance.
Each year, the Columbus Recreation and Parks Department works to improve facility roofs and exteriors that are no longer able to be repaired. This program makes sure our buildings are kept in good condition and safe from the elements. It also ensures that roofing systems remain under warranty.
This year's project includes work at the Whetstone Park of Roses Shelterhouse, the maintenance garage at Mentel Memorial Golf Course, the maintenance garage at Three Creeks Park, and the Holton Community Center.
Vendor Bid/Proposal Submissions (Office of Diversity and Inclusion designation status): Proposals were advertised to firms that were pre-qualified through the bi-annual Request for Statement of Qualification (RSFQ) process, in accordance with City Code Section 329, on October 29, 2024 and received by the Recreation and Parks Department on November 21, 2024. Request for proposals were received by the following companies:
General Maintenance & Engineering Co (MAJ)
JB Roofing (MAJ)
Harold J Becker Company, Inc (MAJ)
Of note, professional services contracts are quality based selections and not based on price. Costs were not requested nor were they part of this evaluation.
In accordance with City Code, a selection team evaluated the proposals and recommended General Maintenance and Engineering Co. be selected to perform the work. The firm was chosen based on their referenced projects, experience, qualifications, availability, timeline and project approach.
Principal Parties:
General Maintenance and Engineering Co.
1231 McKinley Avenue
Columbus, Ohio 43222
Greg Hilling, (614) 279-8611
Contract Compliance Number: 006022
Contract Compliance Expiration Date: January 3, 2025
Emergency Justification: Emergency action is requested as the state of the roofs and exteriors continues to degrade daily, allowing water into the facilities and presenting a safety risk for occupants.
Benefits to the Public: The project will continue the Recreation and Parks Department’s long range plan to improve departmental facilities for continued use and enjoyment by the public for many years.
Community Input/Issues: The community has expressed the desire for well-kept facilities and amenities through public workshops, social media, and direct contact with City staff. Numerous community members have complained of interior conditions related to moisture intrusion at Whetstone Park of Roses Shelterhouse.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by helping to ensure that facilities remain safe and user friendly.
Fiscal Impact: $752,000.00 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this expenditure.
Title
To authorize the Director of Recreation and Parks to enter into contract with General Maintenance and Engineering Co. for the Roof Improvements 2024-2025 Project; to authorize the transfer of $752,000.00 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2024 Capital Improvements Budget; to authorize the expenditure of $752,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($752,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with General Maintenance and Engineering Co. for the Roof Improvements 2024-2025 Project; and
WHEREAS, it is necessary to authorize the transfer of $752,000.00 within the Recreation and Parks 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 $752,000.00 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 enter into contract with General Maintenance and Engineering Co. as the state of the roofs and exteriors continues to degrade daily, allowing water into the facilities and presenting a safety risk for occupants, all for the immediate 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 General Maintenance and Engineering Co. for the Roof Improvements 2024-2025 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 $752,000.00, 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 / P514019-100000 / Raymond Golf Course Irrigation and Pond System Improvements (Voted Carryover) / $209,968 / $209,968 / ($209,968) / $0 / $0
Fund 7702 / P514021-100000 / Mentel Golf Course Stormwater, Drainage, and Pond Improvements (Voted Carryover) / $132,242 / $132,242 / ($132,242) / $0 / $0
Fund 7702 / P514022-100000 / Champions Golf Course Stormwater and Pond Improvements (Voted Carryover) / $145,550 / $145,550 / ($25,940) / $119,610 / $119,610
Fund 7702 / P514024-100000 / Berliner Sports Park Improvements 2023-2024 (Voted Carryover) / $157,616 / $157,616 / ($157,616) / $0 / $0
Fund 7702 / P517007-100000 / Priscilla R. Tyson Cultural Arts Center - Interior Improvements (Voted Carryover) / $259,855 / $143,234 / ($143,234) / $116,621 / $0
Fund 7702 / P517011-100000 / Woodward Park Square Improvements (Voted Carryover) / $83,000 / $83,000 / ($83,000) / $0 / $0
Fund 7702 / P511008-202410 / Mentel Maintenance Garage Roof Improvements (Voted Carryover) / $0 / $0 / $88,000 / $88,000 / $88,000
Fund 7702 / P511008-202412 / Three Creeks Maintenance Facility Roof Improvements (Voted Carryover) / $0 / $0 / $265,000 / $265,000 / $265,000
Fund 7702 / P511008-202413 / Whetstone Shelterhouse Roof Improvements (Voted Carryover) / $0 / $0 / $340,000 / $340,000 / $340,000
Fund 7702 / P511008-202425 / Roof and Building Envelope Program 2024-2025 (Voted Carryover) / $0 / $0 / $59,000 / $59,000 / $59,000
SECTION 7. That for the purpose stated in Section 1, the expenditure of $752,000.00 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 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.