Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with M.P. Dory for the Roadway Improvements - Guardrail 2013 Capital project.
The Department of Public Service is responsible for maintaining the City's roadway system in a safe manner. Guardrail reconstruction projects are needed to restore accident damage locations, replace deteriorating structures, and install new structures. This contract will provide for these services.
This project was bid in compliance with the Columbus City Code and let by the Office of Support Services through Vendor Services and Bid Express. One bid was received on December 17, 2013, and tabulated December 18, 2013, by the Office of Support Services. One (1 Majority) bid proposal was received as follows:
Vendor City,State Bid Amount Vendor Status
M. P. Dory Company Columbus, OH $298,944.53 Majority
The bid documents contain Special Provision 146 which states, "It is the City's intent to fully utilize the available funding provided to its Guardrail 2013 Capital Program within the approved Capital Improvements Budget. Therefore, the City reserves the right to increase or decrease the base bid amount, up to or down to a maximum of $350,000.00. The total amount of the work and other incidentals will not exceed the total amount of the contract (maximum of $350,000.00). In the event that the City does add guardrails to the original list in order to use the remaining available funds, the contractor shall be bound by all bid specifications and other terms and conditions contained in this contract document. The contract will be awarded to the lowest (determined by the base bid, not including additional funds to equal the maximum of $350,000.00), responsive and responsible and best bidder per Columbus City Code Section 329."
Award of the contract is recommended to M. P. Dory Company as the lowest responsive, responsible and best bidder. The Notice to Proceed date is estimated to be February 5, 2014.
Searches in the System for Award Management System (Federal) and the Findings for Recovery list (State) produced no findings against M. P. Dory Company.
2. CONTRACT COMPLIANCE
M. P. Dory Company's contract compliance number is 311115885 and expires on October 9, 2015.
3. FISCAL IMPACT:
The contract amount will be for $350,000.00 based on the bid documents allowing the City to award a contract for an amount more or less than the amount bid using the bid prices. Funds for this contract are budgeted and available within the Streets and Highways Bond Fund. An amendment to the 2013 Capital Improvements Budget is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow this work to get underway to eliminate possible safety issues thereby promoting motorist and pedestrian safety.
Title
To amend the 2013 Capital Improvements Budget; to authorize and direct the City Auditor to transfer cash and appropriation within the Streets and Highways Bonds Fund; to authorize the Director of Public Service to enter into contract with M. P. Dory Company for the Roadway Improvements - Guardrail 2013 Capital contract; to authorize the expenditure of up to $350,000.00 from the Streets and Highways Bonds Fund; and to declare an emergency. ($350,000.00)
Body
WHEREAS, the Department of Public Service is responsible for maintaining the City's roadway system in a safe manner; and
WHEREAS, guardrail repair work is needed to restore accident damage, replace deteriorating structures and install new structures; and
WHEREAS, M. P. Dory Company will be awarded the contract for the Roadway Improvements - Guardrail 2013 Capital project; and
WHEREAS, it is necessary to enter into contract with M. P. Dory Company; and
WHEREAS, it is necessary to authorize an amendment to the 2013 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary to transfer funds between projects within the Streets and Highways Bonds Fund so sufficient funds are available for the Roadway Improvements -- Guardrail 2013 Capital project; and
WHEREAS, bids were received on December 17, 2013, and tabulated December 18, 2013, by the Office of Support Services for the Roadway Improvements - Guardrail 2013 Capital project and a satisfactory low bid was received; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that the contract should be awarded so that the work may proceed without delay in order to eliminate existing dangerous conditions thereby promoting motorist and pedestrian safety, 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 2013 Capital Improvements Budget authorized by ordinance 0645-2013 be and is hereby amended as follows to provide sufficient authority for this project:
Fund / Project / Project Name / Current / Change / Amended
704 / 530103-100013 / Arterial Street Rehabilitation - North High Street/Flint Road - County Line (Voted Carryover) / $600,000.00 / ($350,000.00) / $250,000.00
704 / 530161-100092 / Roadway Improvements - Guardrail 2013 Capital / $0.00 / $350,000.00 / $350,000.00
SECTION 2. That the City Auditor be and is hereby authorized to transfer cash and appropriate between projects within the Streets and Highways G.O. Bonds Fund, Fund 704, as follows:
Transfer from:
Fund / Project Number / Project Name / O.L. 01 03 Codes / OCA / Amount
704 / 530103-100013 / Arterial Street Rehabilitation - North High Street/Flint Road - County Line / 06-6600 / 741313 / $350,000.00
Transfer to:
Fund / Project Number / Project Name / O.L. 01 03 Codes / OCA / Amount
704 / 530161-100092 / Roadway Improvements - Guardrail 2013 Capital / 06-6600 /746192 / $350,000.00
SECTION 3. That the Director of Public Service be and is hereby authorized to enter into contract with M.P. Dory Company, 2001 Integrity Drive South, Columbus, Ohio, 43209, for the Roadway Improvements - Guardrail 2013 Capital contract in the amount of $350,000.00 or so much thereof as may be needed in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved.
SECTION 4. That for the purpose of paying the cost of this contract, the sum of $350,000.00, or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways Bonds Fund, No. 704, as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 530161-100092 / Roadway Improvements - Guardrail 2013 Capital / 06-6631 / 746192 / $350,000.00
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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. 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 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.