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 $192,883.00.
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. (Note: Fire Station #22 was shelved to perform work on Fire Station #12 due to its poor condition; FS #12 was initially an assessment only but design was also completed.)
Modification No. 1, under Contract No. PO584298, Ordinance No.1960-2026, passed August 24, 2026, provided construction administration services for roofs at Police Substation #19 and Fire Station #11.
Modification No. 2, under Contract No. PO590101, Ordinance No. 2356-2026, passed September 28, 2026, provided roof assessment services for the Columbus West Family Health and Wellness Center.
Modification No. 3 (current) is needed for design services for Fire Stations #22 and #24, and construction administration services for Fire Stations #12, #22, and #24.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $192,883.00
Original Contract Amount: $498,810.00 (PO519330)
Modification No. 1: $ 56,264.00 (PO584298)
Modification No. 2: $ 26,300.00 (PO590101)
Modification No. 3 (current): $192,883.00
Total (Original & Mods 1-3): $774,257.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
Fire Station #12 was initially included in the original contract as an assessment but was in such poor condition funds were pulled from Fire Station #22 for repairs to be designed. This funding will replenish funds pulled from #22 for design.
Fire Station #24 was deemed to be in poor condition and design is needed for those repairs. Fire Station #24 is at the top of the list for roofs that need replaced.
Construction administration services were originally included in the original contract for Fire Station #22 but funds were diverted for design of repairs for #12.
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. Roof repairs need to be performed expeditiously to uphold the integrity of the building. Bidding and awarding to a different vendor would cause a delay in repairs and increase in cost bringing them up to speed.
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: It is requested that this Ordinance be handled in an emergency manner in order for repairs to be designed and construction be formally advertised with an executed contract ready for the construction season.
6. FISCAL IMPACT: There are sufficient funds within the Construction Management Capital Improvement Fund - Fund No. 7733.
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 $192,883.00 within the Construction Management Capital Improvement Fund; and to declare an emergency. ($192,883.00)
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, under Contract No. PO519330, authorized by Ordinance No. 1356-2025, and approved by City Council on June 2, 2025; and
WHEREAS, Modification No. 1, under Contract No. PO584298, 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, under Contract No. PO590101, provided 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, Modification No. 3 (current) will provide funding for design services for Fire Stations #22 and #24, and construction administration services for Fire Stations #12, #22, and #24; and
WHEREAS, it is necessary to authorize an expenditure of $192,883.00 within the Construction Management Capital Improvement Fund - Fund No. 7733; 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 repairs to be designed and construction be formally advertised with an executed contract ready for the construction season; 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 $192,883.00.
SECTION 2. That an expenditure of $192,883.00, 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 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.