Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a professional architectural / engineering services agreement, with PRIME AE Group, Inc., for the Roof Restoration and Replacement on City Buildings 2023 project, in an amount up to $922,680.00.
The project scope includes design of new roofing systems for the following buildings: SWAT Building, Fire Station 1/9, Fire Station 7, Fire Station 8, Fire Station 8, Fire Station 13, Fire Station 26, Fire Station 28, Fire Training Academy, Police Substation 13, and East Central Health. Engineering and construction administration services will also be included in the scope for a total amount of $833,478.00 and will be funded via Finance and Management.
The project will also include design of a new roofing system at the 1601 Arlingate Lane facility in the amount of $89,202.00 and will be funded via Department of Technology (DOT).
2. BID INFORMATION: The selection of the firm providing the professional architectural / engineering services has been performed in accordance with the procedures set forth in Columbus City Code, Section 329, "Awarding professional service contracts through requests for proposals." The project was let by the Office of Construction Management through Vendor Services and Bonfire. Of the 575 vendors solicited, 182 were Minority-owned, 4 were Veteran-owned, 313 were Small Business-owned, and 122 were Women-owned.
Six Requests for Proposals (RFP’s) were opened on May 12, 2023. Three firms were designated as Minority-owned firms:
1. PRIME AE Group
2. Abbot Studios
3. Dynotec, Inc. (MBE)
4. Star Consultants (MBE)
5. CTL Engineering (MBE)
6. Walker Consultants
An evaluation committee reviewed and scored the proposals based on the criteria included Columbus City Code, Section 329. The Department of Finance and Management recommends an award be made to PRIME AE Group.
3. CONTRACT COMPLIANCE INFO: DAX No. 2102, expires 2/24/25, MAJ
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group.
4. SUBCONTRACTOR PARTICIPATION: The ODI-assigned goal for this project was 15%. PRIME AE Group proposed two firms to meet this goal:
Company Name City/State ODI Designation
Lawhon & Associates Columbus/OH WBE
G. Stephens Columbus/OH MBE
Minority vendor certification was in good standing at the time the bid was awarded.
5. EMERGENCY DESIGNATION: Emergency legislation is being requested in order to have design completed with a fully executed construction contract ready for the 2024 construction season.
6. FISCAL IMPACT: There are sufficient funds within the Construction Management Capital Improvement Fund - Fund No. 7733 and Information Services Capital Projects Fund - Fund No. 5105 for these expenditures, however, an amendment to the 2023 Capital Improvements Budget will be necessary.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a professional architectural / engineering services agreement with PRIME AE Group, for the Roof Restoration and Replacement on City Buildings 2023 project; to authorize an expenditure up to $833,478.00 within the Construction Management Capital Improvement Fund; to authorize an expenditure up to $89,202.00 within the Information Services Capital Projects Fund; to authorize an amendment to the 2023 Capital Improvements Budget; and to declare an emergency. ($922,680.00)
Body
WHEREAS, six technical proposals for the Roof Restoration and Replacement on City Buildings 2023 project were received on May 12, 2023; and
WHEREAS, the Department of Finance and Management recommends the agreement be awarded to PRIME AE Group; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Construction Management Capital Improvement Fund - Fund No. 7733 and within the Information Services Capital Projects Fund - Fund 5105; and
WHEREAS, it is necessary to authorize an amendment to the 2023 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a professional architectural / engineering services agreement, with PRIME AE Group, for the Roof Restoration and Replacement on City Buildings 2023 project, in an emergency manner in order to have design completed with a fully executed construction contract ready for the 2024 construction season; all for the immediate preservation of the public Safety, peace, property and safety; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to enter into a professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with PRIME AE Group, Inc. for the Roof Restoration and Replacement on City Buildings 2023 project, in an amount up to $922,680.00.
SECTION 2. That an expenditure of $833,478.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvement Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 3. That an expenditure of $89,202.00, or so much thereof as may be needed, is hereby authorized in the Information Services Capital Projects Fund - Fund No. 5105, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the 2023 Capital Improvements Budget is hereby amended, in the Information Services Capital Projects Fund - Fund No. 5105, per the accounting codes in the attachment to this ordinance.
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 hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.