Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Pavement Protectors, Inc. DBA M&D Blacktop for the Hard Surfaces Program 2024 Phase 1 Project. The contract amount is $1,039,147.60, with alternates of $221,899.00 and a contingency of $126,000.00, for a total of $1,387,046.60 being authorized by this ordinance.
This project will provide improvements to existing and needed new hard surface areas throughout the city. This particular contract focuses on the improvement of asphalt and concrete surfaces that are highly used by the public and include entry drives, parking lots, paths, sidewalks, and ramps. Making improvements to these surfaces ensures safe and easy access to the parks and facilities. Areas for improvement were initially considered through recommendations from within the Department and public input. All requests were assessed through a Pavement Condition Rating (PCR) form and were given a rating from 0 (worst condition) to 100 (best condition). All requests were prioritized for action based on their respective PCR scores. From there, staff confirmed which projects will move forward.
This project provides improvements at locations throughout the City of Columbus, including Portman Park, Walnut Hill Park, Lincoln Park, Brentnell Park, Whetstone Park, Lazelle Woods Park, Schiller Park, Spindler Dog Park, and Franks Park.
Vendor Bid/Proposal Submissions (Office of Diversity and Inclusion designation status):
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on October 26, 2023 and received by the Recreation and Parks Department on November 21, 2023. Bids were received from the following companies:
Pavement Protectors, Inc. DBA M&D Blacktop (MAJ): $1,039,147.60
George J. Igel & Co (MAJ): $1,250,899.25
CAP-STONE & Associates, Inc. (WBE): $1,262,891.21
Fillmore Construction (MAJ): $1,473,897.00
After reviewing the bids that were submitted, it was determined that Pavement Protectors, Inc. DBA M&D Blacktop was the lowest and most responsive bidder. Pavement Protectors, Inc. DBA M&D Blacktop and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
As part of their bid, Pavement Protectors, Inc. DBA M&D Blacktop has proposed the following vendors to fulfill the Office of Diversity and Inclusion project goal:
CAP-STONE & Associates, Inc. (WBE)
Certification of the MBE’s and WBE’s being proposed are in good standing at the time the bid is being awarded.
Principal Parties:
Pavement Protectors, Inc. DBA M&D Blacktop
2020 Longwood Avenue
Grove City, Ohio 43123
Mark Nance, (614) 875-9989
Contract Compliance Number: 004731
Contract Compliance Expiration Date: January 26, 2025
Benefits to the Public: This annual hard surface improvement program provides continual, accessible, and usable hard surfaces throughout our park properties. These needed improvements have been identified by both CRPD staff and from community requests. A total of 34,465 residents are served by this project within a 10 minute walk pedestrian service area, with hundreds of thousands within a 10 minute drive.
Community Input/Issues: The improvements included in this project are based off of community requests and staff reports.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by helping to remove barriers that the community encounters as they visit the parks and facilities.
Fiscal Impact: $1,387,046.60 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract.
Title
To authorize the Director of the Recreation and Parks Department to enter into contract with Pavement Protectors, Inc. DBA M&D Blacktop for the Hard Surfaces Program 2024 Phase 1 Project; to authorize the transfer of $1,387,046.60 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2023 Capital Improvements Budget; and to authorize the expenditure of $1,387,046.60 from the Recreation and Parks Voted Bond Fund. ($1,387,046.60)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks Department to enter into contract with Pavement Protectors, Inc. DBA M&D Blacktop for the Hard Surfaces Program 2024 Phase 1 Project; and
WHEREAS, it is necessary to authorize the transfer of $1,387,046.60 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2023 Capital Improvements Budget Ordinance 1711-2023 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $1,387,046.60 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it has become necessary in the usual daily operations of the Recreation and Parks Department in that it is necessary to authorize the Director to enter into contract with Pavement Protectors, Inc. DBA M&D Blacktop for the Hard Surfaces Program 2024 Phase 1 Project; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Recreation and Parks Department be and is hereby authorized to enter into contract with Pavement Protectors, Inc. DBA M&D Blacktop, Inc. for the Hard Surfaces Program 2024 Phase 1 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 $1,387,046.60 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 2023 Capital Improvements Budget Ordinance 1711-2023 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 / P511002-100000 / Facility Assessment Implementation (Voted Carryover) / $2,668,789 / $1,669,359 / ($1,387,047) / $1,281,742 / $282,312
Fund 7702 / P511007-202301 / Hard Surface Improvements 2023-2024 (Voted Carryover) / $306,797 / $0 / $1,387,047 / $1,693,844 / $1,387,047
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 purpose stated in Section 1, the expenditure of $1,387,046.60 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 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.