Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract on behalf of the Office of Construction Management, with Setterlin Building Co., for the Construction Services - Task Order Basis project.
Two contracts will be established for the Department of Finance and Management and for the Department of Public Safety. The term of each contract is one year from the date of issuance of the purchase order, with the option for up to three (3) annual renewals.
Tasks under this contract would include, but not limited to, small-scale renovation projects for City facilities that may include electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window and door installation. The intent of the contract is to provide both Departments contractual resources to respond to needs quickly, as well as provide technical expertise to implement projects for various City of Columbus departments.
2. CONTRACT AWARD: The Department of Finance and Management solicited Requests for Proposals via Bonfire. Of the 444 vendors solicited, 146 were Minority-owned, 4 were Veteran-owned, 97 were Woman-owned, and 255 were Small Business-owned.
The Department received one proposal on August 17, 2022, from Setterlin Building Co., a Majority-owned company.
An evaluation committee reviewed and scored the proposal based on the criteria included Columbus City Code, Section 329 and recommends an award be made to Setterlin Building Co.,
3. CONTRACT COMPLIANCE INFO: DAX No. 4372, expires 9/19/24, Majority
4. SUBCONTRACTOR PARTICIPATION: Two of the five subcontractors Setterlin Building Co. proposed hold Minority-designated status:
Company Name City/State ODI Designation
Lawhon & Associates Columbus/OH WBE
Hina Environmental Solutions Columbus/OH MBE & WBE
Minority vendor certifications are in good standing at this time.
5. FUTURE RENEWALS: The term of each contract allows for up to three (3) annual renewals. The first renewal will occur in 2024.
6. FISCAL IMPACT: There are sufficient funds within the Construction Management Capital Improvement Fund - Fund No. 7733 and the Safety G.O. Bonds Fund - Fund No. 7701, however, an amendment to the 2022 Capital Improvements Budget will be necessary.
Title
To authorize the Director of Finance and Management to enter into a contract with Setterlin Building Co. for the Construction Services - Task Order Basis project; on behalf of the Office of Construction Management; to authorize an expenditure up to $750,000.00 from the Construction Management Capital Improvement Fund; to authorize an expenditure up to $500,000.00 from the Safety General Obligations Bonds Fund; and to authorize an amendment to the 2022 Capital Improvements Budget. ($1,250,000.00)
Body
WHEREAS, one proposal for the Construction Services - Task Order Basis project was received and publicly opened in the office of the Director of Finance and Management on August 17, 2022, from Setterlin Building Co.; and
WHEREAS, the Department of Finance and Management deemed the proposal responsive and wishes to establish contracts for the Department of Finance and Management and for the Department of Public Safety; and
WHEREAS, it is necessary to authorize expenditures within the Construction Management Capital Improvement Fund and the Safety G.O. Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, three future renewals are expected and were included as a provision in the RFP; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management to enter into a contract with Setterlin Building Co. for the Construction Services - Task Order Basis project; for the preservation of the public health, 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 be and is hereby authorized to award and execute a contract for the Construction Services - Task Order Basis project with Setterlin Building Co. (FID #31-0836188), 560 Harmon Avenue, Columbus, Ohio 43223; in an amount up to $1,250,000.00; in accordance with the terms and conditions of the contract on file in the Department of Finance and Management.
SECTION 2. That the 2022 Capital Improvements Budget is hereby amended per the accounting codes in the attachment to this ordinance.
SECTION 3. Three future renewals are expected and were included as a provision in the RFP.
SECTION 4. That the expenditure of $750,000.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvement Fund - Fund No. 7733, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. That an expenditure up to $500,000.00, or so much thereof as may be needed, is hereby authorized from the Safety G.O. Bonds Fund - Fund No. 7701, per the accounting codes in the attachment to this ordinance.
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 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 8. 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 9. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 10. 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 11. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.