Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to modify an existing contract with Ironsite, Inc. for the Whetstone Sports Field Improvements Project. The modification amount is $1,297,000.00, with a contingency of $200,000.00, for a total of $1,497,000.00. An additional $3,000.00 is being authorized for interdepartmental inspections and fees for a total of $1,500,000.00 being authorized by this ordinance.
As part of this modification, the pond liner will be replaced, the stone edging around the pond will be reset, and the stream culvert to where the pond overflow is directed will be renovated. The open air shelter will also be replaced, a new well will be drilled, and the old well will be renovated. Additionally, this modification will create an interactive play area and a designated hammock grove. The well will also require Columbus Recreation and Parks to supply additional electrical feed to the back side of the pond from the existing transformer behind the maintenance facility located at the park. The sports fields, expected to open in fall 2025, will be accessed through the pond area in the park. The goal is to complete the pond improvements prior to the sports fields opening.
Amount of Additional Funds: $1,500,00.00
Why Additional Services Were Not Foreseen: This modification is needed because, during summer of 2024 after the project was already underway, it was discovered that the pond liner was cracked and the pond will currently not stay at its normal capacity, creating an urgent need to replace this liner. It was not anticipated at the time this contract was started that additional services would be necessary as it was unknown that the liner was cracked until the pond was evaluated during the project.
Why It Is Not In The Best Interest For The City To Award Additional Services Through Another Procurement Process: A separate procurement process would be detrimental to the project as it is in progress. The contractor is already mobilized on-site and has completed the seeding of the sports fields, making the drilling of a new well to supply water to the newly seeded sports fields by April of 2025 crucial to the survival of the seed. These urgent needs make this modification necessary
How The Price For the Additional Services Was Determined: Pricing was determined using existing unit pricing from the original contract.
Principal Parties:
Ironsite, Inc.
72 Holmes Street
Galena, Ohio 43021
Chris Allen, (380) 234-9550
Contract Compliance Number: 005926
Contract Compliance Expiration Date: July 16, 2025
Emergency Justification: Emergency action is requested because the pond liner was cracked during the summer of 2024 and it will currently not stay at its normal capacity, creating an urgent need to replace the liner and drill a new well to supply water to the newly seeded sports fields.
Benefits to the Public: This project will improve the existing fields, creating high quality sports fields for community leagues and tournaments.
Community Input/Issues: The residents and soccer leagues that utilize these fields have requested that the flooding problems that have impacted play be eliminated through direct contact with departmental staff. Adding new amenities to this area were also requested.
Area(s) Affected: Clintonville (39)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by improving sports fields and improving five neighborhood parks per year.
Fiscal Impact: The expenditure of $1,645,471.55 was legislated for the Whetstone Field Improvements Project contract by Ordinance 1029-2024. This ordinance will provide funding that will modify the previously authorized amount by $1,500,000.00. $1,500,000.00 is budgeted and available from within the Recreation and Parks Permanent Improvement Fund 7747 to meet the financial obligations of this contract modification. The aggregate total amount authorized, including this modification, is $3,145,471.55.
Title
To authorize the Director of Recreation and Parks to modify an existing contract with Ironsite, Inc. for the Whetstone Sports Field Improvements Project; to authorize the appropriation of $1,500,000.00 within the Recreation and Parks Permanent Improvement Fund; to authorize the transfer of $1,500,000.00 within the Recreation and Parks Permanent Improvement Fund; to authorize the amendment of the 2024 Capital Improvements Budget; to authorize the expenditure of $1,500,000.00 from the Recreation and Parks Permanent Improvement Fund; and to declare an emergency. ($1,500,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to modify an existing contract with Ironsite, Inc. to provide professional services associated with the Whetstone Sports Field Improvements - Construction - Modification Project; and
WHEREAS, it is necessary to authorize the appropriation of $1,500,000.00 within the Recreation and Parks Permanent Improvement Fund 7747; and
WHEREAS, it is necessary to authorize the transfer of $1,500,000.00 within the Recreation and Parks Permanent Improvement Fund 7747; and
WHEREAS, it is necessary to authorize the amendment of the 2024 Capital Improvements Budget Ordinance 1907-2024 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $1,500,000.00 from the Recreation and Parks Permanent Improvement Fund 7747; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to modify an existing contract with Ironsite, Inc. because the pond liner was cracked during the summer of 2024 and it will currently not stay at its normal capacity, creating an urgent need to replace the liner and drill a new well to supply water to the newly seeded sports fields, all for the preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to modify an existing contract with Ironsite, Inc. for the Whetstone Sports Field Improvements Project. The modification amount being authorized by this ordinance is $1,500,000.00.
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 appropriation of $1,500,000.00 is authorized within the Recreation and Parks Permanent Improvement Fund 7747 per the accounting codes in the attachment to this ordinance.
SECTION 6. That the transfer of $1,500,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Permanent Improvement Fund 7747 per the account codes in the attachment to this ordinance.
SECTION 7. That the 2024 Capital Improvements Budget Ordinance 1907-2024 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 7747 / P512004-100000 / Community Sports Park (Carryover) / $2,597,807 / $2,597,807 / ($1,500,000) / $1,097,807 / $1,097,807
Fund 7747 / P517003-100000 / Whetstone Field Improvements (Carryover) / $0 / $0 / $1,500,000 / $1,500,000 / $1,500,000
SECTION 8. That for the purpose stated in Section 1, the expenditure of $1,500,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Permanent Improvement Fund 7747 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 9. That this ordinance, for the reasons stated in the preamble, which are made a part of this ordinance and fully incorporated for reference as if rewritten, is declared to be an emergency measure and shall take effect and be in force from and after this ordinance’s passage and approval by the Mayor or ten (10) days after its adoption if the Mayor neither approves nor vetoes the same.