Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a construction contract, on behalf of the Office of Construction Management, with Miles-McClellan Construction Company, Inc., for the CDBG - Rickenbacker Woods Foundation North Parcel Playground project, in the amount of $608,746.91 and to encumber funds with the Department of Public Service for prevailing wage services in the amount of $2,000.00.
This project will repurpose .347 acres to a playground / park with parking for the Rickenbacker Woods Foundation. Work includes removal of existing asphalt, fence, stumps and clearing of vegetation, excavation and grading of existing soil, planting of new trees and vegetations, installation of playground structures and parks amenities, placement of concrete and gravel walkways, installation of concrete pad and pavement for parking, and other such work as may be necessary to complete the contract in accordance with the bidding documents.
2. CONSTRUCTION CONTRACT AWARD: The project was let by the Office of Construction Management through Vendor Services and Bid Express. Of the 524 vendors solicited, 193 were Minority-owned, 2 were Veteran-owned, 312 were Small Business-owned, and 108 were Women-owned.
The Director of Finance and Management publicly opened two (2) bids on October 12, 2024. Neither bidder held Minority-designated status.
Bid Alt. Bid
Total Total
1. Miles-McClellan Construction Co. $169,270.40 $608,746.91
2. Setterlin Building Co. $294,300.00 $1,007,300.00
Miles-McClellan Construction Company’s bid was deemed the lowest, best, most responsive and responsible bid in the amount of $608,746.91. Their Contract Compliance Number is 4557 (exp. 1/9/27, Majority-designated).
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Miles-McClellan Construction Co.
3. MINORITY CONTRACT PARTICIPATION: The ODI-assigned goal for this project is 10%. Miles-McClellan Construction Co. proposed using the following subcontractor to meet this goal:
Company Name City/State ODI Designation
Pummell Construction Services Columbus/OH WBE
4. EMERGENCY DESIGNATION: Construction needs to be finished by November 2, 2025 in order to meet the requirements of the CDBG grant. Emergency designation will eliminate 6 weeks of downtime. Materials should be ordered as soon as possible due to current supply-chain issues. Having the necessary materials on order will enable the contractor to mobilize and finish construction by the November 2, 2025 deadline.
5. FISCAL IMPACT: Funding for this project will be split between the Community Development Block Grant (CDBG) and Coronavirus Aid, Relief, and Economic Secturity Act (CARES Act) supplemental Community Development Block Grant Coronavirus (CDBG-CV) funds under the U.S. Department of Housing and Urban Development (HUD), the Development Taxable Fund, and the General Permanent Improvements Fund.
The Community Development Block Grant (CDBG) Entitlement Program provides annual grants on a formula basis to cities and counties to develop viable urban communities. An appropriation of funds will be needed to align this Ordinance with the Draft FY 2024 Annual Action Plan as approved by City Council through the adoption of Ordinance No’s 2993-2023 and 2995-2023, and with the 2020 Annual Action Plan as approved by Council through adoption of Ordinance 2162-2019 and 1637-2022.
An appropriation and expenditure up to $483,424.16 will be needed within the Community Development Block Grant (CDBG) Fund.
An expenditure up to $126,322.75 will be needed within the Development Taxable Fund.
A transfer, appropriation, and expenditure up to $1,000.00 will be needed within the General Permanent Improvements Fund.
An amendment to the 2024 Capital Improvements Budget will also be necessary.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Office of Construction Management, to enter into a construction contract with Miles-McClellan Construction Co., Inc., for the CDBG - Rickenbacker Woods Foundation North Parcel Playground project; to authorize an appropriation and expenditure of $483,424.16 within the Community Development Block Grant Fund (CDBG); to authorize an expenditure of $126,322.75 within the Development Taxable Fund; to authorize a transfer, appropriation, and expenditure of $1,000.00 within the General Permanent Improvements Fund; to authorize an amendment to the 2024 Capital Improvements Budget; and to declare an emergency. ($610,746.91)
Body
WHEREAS, two (2) bids for the CDBG - Rickenbacker Woods Foundation North Parcel Playground project were received and publicly opened in the office of the Director of Finance and Management on October 12, 2024; and
WHEREAS, the lowest, best, most responsive and responsible bid was from Miles-McClellan Construction Co., Inc. in the amount of $608,746.91; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to award and execute a construction contract for the CDBG - Rickenbacker Woods Foundation North Parcel Playground project in the amount of $608,746.91; and
WHEREAS, the City was awarded $9,357,365.00 in CDBG-CV funding from HUD for community development projects or programs that prevent, prepare for, and respond to the COVID-19 pandemic; and
WHEREAS, the new outdoor play area will provide a safe and open-air play environment, promote physical activity, improve public health and reduce spread of Coronavirus; and
WHEREAS, the city intends to spend $79,548.33 of CDBG-CV funds on the CDBG - Rickenbacker Woods Foundation North Parcel Playground project; and
WHEREAS, it is necessary to authorize the Director of the Department of Finance and Management to encumber and expend funds up to $2,000.00 to provide for payment of prevailing wage services associated with said project; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of $483,424.16 from the Community Development Block Grant Fund included in the Draft FY 2024 Annual Action Plan adopted under Ordinance No’s 2993-2023 and 2995-2023; and
WHEREAS, it is necessary to authorize an expenditure up to $126,322.75 within the Development Taxable Fund; and
WHEREAS, it is necessary to authorize a transfer, appropriation, and expenditure up to $1,000.00 will be needed within the General Permanent Improvements Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; 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 enter into a construction contract for the CDBG - Rickenbacker Woods Foundation North Parcel Playground project, with Miles-McClellan Construction Co.; in an emergency manner in order to reduce project down time and expedite material orders thereby enabling construction to meet the November 2, 2025 deadline of the CDBG grant; all for the immediate preservation of the public health, safety, peace, and property; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into a construction contract, on behalf of the Office of Construction Management, with Miles-McClellan Construction Co., Inc. for the CDBG - Rickenbacker Woods Foundation North Parcel Playground project, in an amount up to $608,746.91, and to obtain the necessary prevailing wage services from the Department of Public Service and to pay up to a maximum amount of $2,000.00.
SECTION 2. That the appropriation and expenditure up to $483,424.16, or so much thereof as may be needed, is hereby authorized within the Community Development Block Grant Fund - Fund No. 2248, per the account codes in the attachment to this ordinance.
SECTION 3. That an expenditure up to $126,322.75, or so much thereof as may be needed, is hereby authorized within the Development - Taxable Fund.
SECTION 4. That a transfer, appropriation, and expenditure up to $1,000.00, or so much thereof as may be needed, is hereby authorized within the General Permanent Improvements Fund.
SECTION 5. That the 2024 Capital Improvements Budget is hereby amended, in the General Permanent Improvements Fund - Fund No. 7748, per the accounting codes in the attachment to this ordinance.
SECTION 6. That the monies in the foregoing sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
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 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.