Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with Shelly & Sands for the Resurfacing - Urban Paving US33D - Spring Street PID 86651 project and to provide payment for construction, construction administration and inspection services.
This contract includes Resurfacing of US33 (City Corporation Limits to Marconi Boulevard) and Spring Street (High Street to Cleveland Avenue), and other work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents.
The estimated Notice to Proceed date is June 26, 2018. The project was let by the Office of Support Services through Vendor Services and Bid Express. Three bids were received on May 8, 2018, and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
|
Shelly and Sands, Inc. |
$1,623,698.48 |
Columbus, OH |
Majority |
|
The Shelly Company |
$1,694,986.92 |
Columbus, OH |
Majority |
|
Strawser Paving Company |
$1,852,335.36 |
Columbus, OH |
Majority |
Award is to be made to Shelly & Sands as the lowest responsive and responsible and best bidder for their bid of $1,623,698.48. The amount of construction administration and inspection services will be $162,369.85. The total legislated amount is $1,786,068.33.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Shelly & Sands, Inc.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Shelly & Sands is CC006043 and expires 3/01/20.
3. PRE-QUALIFICATION STATUS
Shelly & Sands and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. FISCAL IMPACT
Reimbursement grants G591810 and G591811 in the Federal Transportation Grants Fund, Fund 7765, will partially fund this project. Public Service will contribute the local share amount from the Streets and Highways Bond Fund, Fund 7704.
5. EMERGENCY DESIGNATION
Emergency action is requested to meet ODOT’s funding submission deadline so the project funds can be released this year.
Title
To appropriate funds within the Federal Transportation Grant Fund; to amend the 2018 Capital Improvement Budget; to transfer funds within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into contract with Shelly & Sands for the Resurfacing - Urban Paving US33D - Spring Street PID 86651 project; to authorize the expenditure of up to $1,230,075.55 from the Federal Transportation Grant Fund and up to $555,992.78 from the Streets and Highways Bond Fund to pay for the project; and to declare an emergency. ($1,786,068.33)
Body
WHEREAS, the Department of Public Service is engaged in the Resurfacing - Urban Paving US33D - Spring Street PID 86651 project; and
WHEREAS, the work for this project consists of Resurfacing of US33 (City Corporation Limits to Marconi Boulevard) and Spring Street (High Street to Cleveland Avenue), and other work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents; and
WHEREAS, Shelly & Sands will be awarded the contract for the Resurfacing - Urban Paving US33D - Spring Street PID 86651 project; and
WHEREAS, the Department of Public Service requires funding to be available for the Resurfacing - Urban Paving US33D - Spring Street PID 86651 project for construction expense along with construction administration and inspection services; and
WHEREAS, Federal Transportation and ODOT grant funds will be used to pay for a portion of this project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that Council approval must be obtained for ODOT to meet their funding submission deadline so project funds can be released this year, 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 2018 Capital Improvements Budget authorized by ordinance 1010-2018 be amended as follows:
Fund / Project ID | Project Name | Current Authority | Revised Authority | Change
7704 / P530282-100073 / Resurfacing - Preventative Surface Treatments - Slurry Seal (Voted Carryover) / $415,148.00 / ($115,993.00) / $299,155.00
7704 / P530282-100069 / Resurfacing - Urban Paving - US33 Dublin Rd/Spring Street (PID 86651) (Voted Carryover) / $440,000.00 /$115,993.00 / $555,993.00
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $1,200,320.11 is appropriated upon receipt of an executed grant agreement in Fund 7765 (Federal Transportation Grant Fund), Dept-Div 5912 (Design and Construction), G591811 (FHWA Urban Paving US33 PID 86651), in Object Class 06 (Capital Outlay); and the sum of $29,755.44 is appropriated in Fund 7765 (Federal Transportation Grant Fund), Dept-Div 5912 (Design and Construction), G591810 (ODOT Urban Paving US33 PID 86651), in Object Class 06 (Capital Outlay); both per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $115,992.78, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530282-100073 (Resurfacing - Preventative Surface Treatments - Slurry Seal), Object Class 06 (Capital Outlay), to Dept-Div 5912 (Design and Construction), Project P530282-100069 (Resurfacing - Urban Paving - US33 Dublin Rd/Spring Street (PID 86651)), Object Class 06 (Capital Outlay).
SECTION 4. That the Director of Public Service be and is hereby authorized to enter into a construction services contract with Shelly & Sands, 1515 Harmon Avenue, Columbus, Ohio, 43223, for the Resurfacing - Urban Paving US33D - Spring Street PID 86651 project in the amount of up to $1,623,698.48 in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to pay for necessary construction administration and inspection costs associated with the project up to a maximum of $162,369.85.
SECTION 5. That the expenditure of $1,200,320.11, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grants Fund), Dept-Div 5912 (Design and Construction), G591811 (FHWA Urban Paving US33 PID 86651), in Object Class 06 (Capital Outlay); and the expenditure of $29,755.44, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grants Fund), Dept-Div 5912 (Design and Construction), G591810 (ODOT Urban Paving US33 PID 86651), in Object Class 06 (Capital Outlay); and the expenditure of $555,992.78, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), P530282-100069 (Resurfacing - Urban Paving US33D - Spring Street PID 86651), in Object Class 06 (Capital Outlay); all per the accounting codes in the attachment to this ordinance.
SECTION 6. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. 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 8. 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 9. At the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 10. 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.