Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Setterlin Building Company for the Frank Fetch Park Improvements Project. The contract amount is $264,105.00, with a contingency of $35,895.00, for a total of $300,000.00 being authorized by this ordinance.
Frank Fetch Park, a neighborhood park in the heart of German Village, was built in 1962. This park was originally constructed in the style of a “Bier Garten” with brick paving and brick walls used as a backdrop for the extensive landscaping. The variety of lush plants and large planters are maintained by the German Village Society Garten Club for all residents in Columbus to enjoy. A wood pergola is the focal point of the park and was originally intended for use as a picnic spot. It has also grown to be used a seasonal structure for summer concerts, reunions, and as a wedding venue. This pergola is in need of replacement prior to it becoming a safety concern for the park users.
This work includes removal and replacement of the wood pergola that is long past its service life. The new pergola will provide a metal roof to offer overhead cover from weather as an upgrade to the open canopy that is currently in place. The work also includes installing conduits for future electrical service to the pergola in a future phase.
Vendor Bid/Proposal Submissions (ODI designation status):
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on September 8, 2022 and received by the Recreation and Parks Department on September 29, 2022. This project was also picked up by various local and regional plan rooms and distributed to their membership. Bids were received from the following companies:
Setterlin Building Company (MAJ): $264,105.00
After reviewing the bids that were submitted, it was determined that Setterlin Building Company was the lowest and most responsive bidder. Setterlin Building Company and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
Principal Parties:
R W Setterlin Building Company
560 Harmon Avenue
Columbus, Ohio 43223
Mark Setterlin, (740) 417-9195, m.setterlin@setterlin.com
Contract Compliance Number, Tax ID: 004372, 31-0836188
Contract Compliance Expiration Date: September 19, 2024
Emergency Justification: Emergency action is requested in order to minimize the impacts to a highly visible, highly used park in the heart of German Village. It is immediately necessary to begin the procurement of roofing and lumber materials so that the project does not interrupt the operation of this park during the peak season, including scheduled events starting in May of 2023.
Benefits to the Public: This project includes removing equipment and structures that are badly damaged and at the end of their expected life cycle. Work will include replacing existing materials and equipment, repairing the existing pavement, and electrical connections as needed, making the park safer for everyone using the space.
Community Input/Issues: Needed improvements were identified by both internal staff and from community requests. The community has expressed the desire for well-kept facilities and amenities through public workshops, social media, and direct contact with staff.
Area(s) Affected: German Village (61)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by participating in partnerships with public and private entities. Frank Fetch Park area originally became a park as a joint effort between the German Village Society to identify the purchase of the property and agreed to assist in the maintenance of the public parkland. The Society has had continued to partner with the Columbus Recreation and Parks Department through ongoing fundraising efforts for site furnishings and moveable planters.
When the German Village Society Garten Club identified that the pergola was in need of more than maintenance, they conducted a fundraising effort to design and to provide funding to leverage the Department’s capital improvement budget. The location of the current pergola continues to be used for community events and the improvements have been designed to include a roof overhead and electrical service in the future, providing a more user friendly site for the community.
Fiscal Impact: $300,000.00 is budgeted and available from within the Recreation and Parks Special Purpose Fund 2223 and Voted Bond Fund 7702 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with Setterlin Building Company for the Frank Fetch Park Improvements Project; to authorize the transfer of $238,000.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2022 Capital Improvements Budget; to authorize the expenditure of $300,000.00 from the Recreation and Parks Special Purpose Fund and Voted Bond Fund; and to declare an emergency. ($300,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into contract with Setterlin Building Company for the Frank Fetch Park Improvements Project; and
WHEREAS, it is necessary to authorize the transfer of $238,000.00 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2022 Capital Improvements Budget Ordinance 1896-2022 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $300,000.00 from the Recreation and Parks Special Purpose Fund 2223 and Voted Bond Fund 7702; 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 enter into contract with Setterlin Building Company in order to minimize the impacts to a highly visible, highly used park in the heart of German Village, and it is immediately necessary to begin the procurement of roofing and lumber materials so that the project does not interrupt the operation of this park during the peak season, including scheduled events starting in May of 2023, 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 enter into contract with Setterlin Building Company for the Frank Fetch Park Improvements 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 $238,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Voted Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2022 Capital Improvements Budget Ordinance 1896-2022 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current / Change / Amended
Fund 7702 / P517000-100000; Opportunity Projects - Misc. (Voted Carryover); $365,706 / ($238,000) / $127,706
Fund 7702; P517004-100000; Frank Fetch Park Improvements (Voted Carryover) / $0 / $238,000 / $238,000
SECTION 7. For the purpose stated in Section 1, the expenditure of $300,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Special Purpose Fund 2223 and Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 8. 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.