Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement, with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in the amount of $26,300.00.
Scope under the original contract, PO519330, Ordinance No. 1356-2025, passed June 2, 2025, included design, bidding services, and construction administration services for Fire Stations #5, #12, #18, #19, #22, #27; Police Substation #2; 1393 E. Broad Street; and the Groves Road Warehouse.
Modification No. 1 (Contract and Ordinance in process), was issued under Ordinance No. 1960-2026, and provides Construction Administration services for repair of roofs at Police Substation #19 and Fire Station #11.
In Spring 2026, repairs were made at the Columbus West Family Health and Wellness Center, located at 2300 W. Broad St., Columbus, OH 43204, however, the roof kept leaking in several areas. Modification No. 2 (current) is needed for PRIME AE Group, Inc. to provide architectural/engineering services to assess existing conditions and deliver a report of findings and remediation recommendations for the clinic.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $26,300.00
Original Contract Amount: $498,810.00 (PO519330)
Modification No. 1: $ 56,264.00 (PO in process)
Modification No. 2 (current): $ 26,300.00
Total (Original & Mods 1-2): $581,374.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
Leaks were found in Spring 2026 and continued after repairs were made. PRIME AE Group, Inc. is the consultant on board for the Roof Restorations and Replacements Phase 2 (2024) project and were asked to provide an initial assessment of the leaking roof.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
PRIME AE Group, Inc. is the consultant on board for the Roof Restorations and Replacements Phase 2 (2024) project and has already been performing roof assessments for other City buildings. The initial assessment performed by PRIME was essential as water was leaking into the building causing patients and staff to be moved to other facilities.
D. How the price for the additional goods or services which are subject of the modification was determined.
PRIME submitted a proposal and was deemed acceptable by the Office of Construction Management.
3. CONTRACT COMPLIANCE INFO: PRIME AE Group, Inc., DAX No. 002102, expires 2/25/27, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
4. FUTURE MODIFICATION(S): Future modifications are not expected at this time.
5. EMERGENCY DESIGNATION: A scan of the walls indicate the interior of the EIFS (Exterior Insulation and Finish System) walls are wet, which could lead to rotting of the wood frame, toxic mold growth, and structural decay. It is requested that this Ordinance be handled in an emergency manner in order for the project to be expedited to uphold the structural integrity of the building.
6. FISCAL IMPACT: Funding and budgetary authority are available within the Neighborhood Health Center Capital Reserve Fund - Fund No. 7784.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement with PRIME AE Group, Inc.; for the Roof Restorations and Replacements Phase 2 (2024) project; to authorize an expenditure up to $26,300.00 within the Neighborhood Health Center Capital Reserve Fund; and to declare an emergency. ($26,300.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into an architectural / engineering services agreement with PRIME AE Group, Inc. for the Roof Restorations and Replacements Phase 2 (2024) project, authorized by Ordinance No. 1356-2025, and approved by City Council on June 2, 2025; and
WHEREAS, Modification No. 1 provided funding for construction administration services for roofs for Police Substation #19 and Fire Station #11, in the amount of $56,264.00; and
WHEREAS, Modification No. 2 (current) will provide funding for PRIME AE Group to perform a building envelope assessment at the Columbus West Family Health and Wellness Center, in the amount of $26,300.00; and
WHEREAS, it is necessary to authorize an expenditure of $26,300.00 within the Neighborhood Health Center Capital Reserve Fund - Fund No. 7784; 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 modify and increase the architectural / engineering services agreement with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in an emergency manner in order for the project to be expedited to uphold the structural integrity of the building; 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 modify and increase the architectural / engineering services agreement, on behalf of the Office of Construction Management, with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in the amount of $26,300.00.
SECTION 2. That an expenditure of $26,300.00, or so much thereof as may be needed, is hereby authorized in the Neighborhood Health Center Capital Reserve Fund - Fund No. 7784, per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 6. 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 7. 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.