Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contract for the Facilities Management Division with Flooring Foundations, LLC for the renovation and installation of flooring at City buildings. Formal proposals were solicited on November 15, 2006, and three bids were received on November 28, 2006. The companies that bid were Flooring Foundations, LLC (FBE), All Pro Floor Services of Ohio, Ltd. (Female), and Flooring Logistics. The bids of both All Pro and Flooring Logistics were deemed unresponsive. Flooring Logistics attempted to change its labor pricing after the bidding period was closed. All Pro failed to show a good faith effort to comply with the City's contract compliance certification program by failing to register its subcontractors within seven days after the bid submittal date, as explained explicitly in the bid document.
The Facilities Management Division recommends the contract award to the most responsive and responsible, lowest and best bidder, Flooring Foundations, LLC. Their rates were as follows: Standard Hourly Rate - $44.25, Overtime Rate - $59.50, Premium Rate - $69.00, Standard Hourly Rate for Furniture Moving - $35.40, Overtime Rate for Furniture Moving - $50.75, Premium Rate for Furniture Moving - $68.45, 26 oz. face weight base bid carpet - $12.96/square yard, 30 oz. face weight cut pile carpet - $19.48/square yard if installed over pad and $14.14/square yard if glued down, 1/8" vinyl comp. floor tile - $67.50/carton or $1.50/square foot, upgrade backing - $13.20/square yard, carpet pad - $5.34/square yard, attached cushion in place of pad - $7.14/square yard, 4" vinyl base - $1.41/lineal feet, removal of existing glue down carpet - $2.95/square yard, removal of existing carpet over pd - $3.70/square yard, removal of vinyl base, $0.37/lineal foot, and removal of vinyl comp. tile - $0.70/square foot.
The renovations will consist of the removal of existing carpeting/floor tile and any existing vinyl/rubber cove base, preparation of the floor for installation of new flooring, and the installation of new flooring. The term of the contract is one year upon notification of the award of the contract, with three additional one year renewal options.
This ordinance also cancels the balance of $13,127.00 on EL005509 (AC024591) for Commercial Flooring Solutions. Ordinance 0999-2005, passed June 30, 2005, authorized a contract in the amount of $70,000.00 with Commercial Flooring Solutions for Police Division locations. Commercial Flooring Solutions recently went out of business. Therefore, it is necessary for Flooring Foundations, LLC to complete the work. The ordinance also amends the 2006 Police Division Capital Improvements Budget.
Emergency action is requested in order to update offices in City Hall that are currently uninhabitable.
Fiscal Impact: The Finance and Management Director, Office of Construction Management, budgeted $1,000,000.00 for various renovations in the Capital Improvement Budget. The Police Division has $13,127.00 available from the cancellation of a previous Auditor's Certificate. The cost of this contract is $213,127.00. Flooring Foundations, LLC Contract Compliance Number 80-0083697, expiration date 12/18/2008.
Title
To amend the 2006 Capital Improvements Budget; to authorize the cancellation of $13,127.00 from an existing EL005509 (AC024591) associated with the Safety Voted Bond Fund; to authorize the Finance and Management Director to enter into contract for the Facilities Management Division for flooring renovations of various areas in City buildings with Flooring Foundations, LLC; to authorize the expenditure of $200,000.00 from the Construction Management Capital Improvement Fund, to authorize the expenditure of $13,127.00 from the Safety Voted Bond Fund; and to declare an emergency. ($213,127.00)
Body
WHEREAS, the flooring at various City buildings is in disrepair and in need of renovation, and
WHEREAS, formal competitive bids were advertised and received by the Facilities Management Division for the renovation and installation of flooring at various City buildings, and
WHEREAS, the Facilities Management Division recommends the most responsive and responsible, lowest and best bidder, Flooring Foundations, LLC, for the renovation of flooring in City buildings, and
WHEREAS, it is necessary to amend the 2006 Capital Improvements Budget, and
WHEREAS, it is necessary to reallocate funding by the cancellation of a previous purchase order in the Safety Voted Bond Fund in order to complete flooring projects in Police Division buildings, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to enter into contract for flooring renovations, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2006 Capital Improvement Budget is hereby amended as follows:
CURRENT CIB:
Dept/Div: 30-03|Fund: 701|Project Number 330021|Project Name - Police Facility Renovation|Amount $825,000
REVISED CIB:
Dept/Div: 30-03|Fund: 701|Project Number 330021|Project Name - Police Faciltiy Renovation|Amount $838,127
SECTION 2. That the City Auditor is hereby authorized to cancel the sum of $13,127.00 from an existing EL 005509 (AC024591) originally established in the amount of $70,000.00 with Commercial Flooring Solutions.
SECTION 3. That the Finance and Management Director is hereby authorized to contract with Flooring Foundations, LLC for flooring renovation and installation at various City buildings.
SECTION 4. That the expenditure of $213,127.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 3, be and is hereby authorized and approved as follows:
Division: 45-50
Fund: 733
Project: 570030
OCA Code: 733000
Object Level 1: 06
Object Level 3: 6620
Amount: $200,000.00
Division: 30-03
Fund: 701
Project: 330021
OCA Code: 644476
Object Level 1: 06
Object Level 3: 6620
Amount: $13,127.00
SECTION 5. That for 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 or vetoes the same.