Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a construction contract with Elford, Inc., via the City’s Invitation For Bid process, for the Parsons Avenue Water Plant (PAWP) - Control Room and Laboratory Renovations, CIP No. 690291-100009, in an amount up to $2,826,985.00, and to encumber funds with the Department of Public Service for Bacon Davis prevailing wage services in an amount up to $2,000.00, for a total expenditure of $2,828,985.00.
Work consists of renovations and commissioning of the Parsons Avenue Water Plant Control Room and Laboratory including, but not limited to, lighting, electrical systems, countertops, casework, sinks and fixtures, and other laboratory systems such as refrigeration, fume hoods, and DI water systems, and other such work as may be necessary to complete the contract, in accordance with the drawings, technical specifications, special provisions, and City of Columbus Construction and Material specifications set forth in this Invitation For Bid (IFB).
This project is located within the following Community Planning Area: Citywide (99)
TIMELINE:
All work shall be substantially complete within 450 calendar days of the Notice to Proceed, with the Final Completion to occur within 480 calendar days. The City anticipates issuing a Notice to Proceed in 2nd quarter 2025.
ESTIMATED COST OF PROJECT:
The bid amount and proposed award amount is $2,826,985.00, includes a 15% construction contingency amount that will be utilized to fund needed and approved changes in the work. No contract modifications are anticipated at this time; however, construction exigency might later compel modification of this contract, if unforeseen difficulties are encountered.
Cost summary:
Original Contract $ 2,826,985.00
Future Anticipated Needs $ 0.00
CONTRACT TOTAL $ 2,826,985.00
Davis Bacon (PW) Charges $ 2,000.00
TOTAL LEGISLATION: $ 2,828,985.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The control room and laboratory of the PAWP do not meet functional or ergonomic needs associated with current design practices for layouts, lighting, and modern operator interface equipment. The PAWP control room is the primary location where plant staff monitor and control the water treatment process. The instrumentation and controls housed in the control room are vital to the treatment and supply of safe drinking water to the Columbus and the Central Ohio area. The laboratory is an essential part of the plant that monitors water quality throughout the treatment process and ensures regulatory compliance. Safe, compliant water quality and quantity are necessary for community economic growth.
The majority of the work will occur within areas that are not accessible to the public, so no community outreach is anticipated.
3. CONSTRUCTION CONTRACT AWARD
An Invitation for Bids for the Parsons Avenue Water Plant (PAWP) - Control Room and Laboratory Renovations was advertised on the Vendor Services and Bid Express websites from September 26, 2024 through November 6, 2024. Two bids were received for the project and opened on November 6, 2024. The following companies submitted bids:
Company Bid Amount ODI Status
Elford, Inc. $2,826,985.00 MAJ
Setterlin Building Co. $3,554,650.00 MAJ
Elford, Inc.'s bid was deemed the lowest, best, most responsive and responsible bid in the amount of $2,826,985.00.
The certification of Elford, Inc. was in good standing at the time the bid was awarded.
4. CONTRACT COMPLIANCE INFORMATION
Elford, Inc.’s contract compliance number is CC006059 and expires 12/28/25.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Elford, Inc. or their subcontractors.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 12% as assigned by the City’s Office of Diversity and Inclusion (ODI). The MBE/WBE program goal has been met by the use of MBE/WBE subcontractors. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the bid documents for this contract.
As part of their proposal, Elford, Inc., has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Access Flooring Hudson, Ohio MAJ
Anderson Decorating Westerville, Ohio WBE
Claypool Electric Lancaster, Ohio WBE
Hina Environmental Columbus, Ohio MBE
Imperial HVAC Solon, Ohio UNK
Pummell Construction Columbus, Ohio WBE
Radico Inc. Columbus, Ohio MAJ
Spencer-Virnoche Clay, New York MAJ
The Ardit Company Columbus, Ohio WBE
TP Mechanical Columbus, Ohio MAJ
The certification of Elford, Inc., and all proposed subcontractors were in good standing at the time the bid was awarded.
6. PRE-QUALIFICATION STATUS
Elford, Inc. and all subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329. The exception is Imperial HVAC which does not have a current, valid contract compliance number and will need to complete the registration process on Vendor Services.
7. EMERGENCY DESIGNATION
The instrumentation and controls housed in the control room are vital for the supply of safe drinking water and are beyond their useful life. Emergency designation is requested to expedite the replacement of this aged equipment.
8. FISCAL IMPACT
The construction portion of this project is anticipated to be financed with a loan from the Water Supply Revolving Loan Account (WSRLA), a program jointly administered by the Ohio EPA's Division of Environmental and Financial Assistance and the Ohio Water Development Authority (OWDA). City Council authorized this loan application and acceptance of funding via Ordinance 0859-2024, passed by Council on April 19, 2024. The loan is expected to be approved in February, 2025. This ordinance is contingent upon the OWDA Board approving the loan application.
Funds in the amount of $2,000.00 are available within the Water Bond Fund, Fund 6006, to pay the Department of Public Service to perform construction administration for the project. These funds are appropriated. The 2024 Capital Improvement Budget must be modified to align budget authority with the proper project.
Title
To authorize the Director of the Department of Public Utilities to enter into a construction contract with Elford, Inc., for the Parsons Avenue Water Plant - Control Room and Laboratory Renovations; to amend the 2024 Capital Improvement Budget; to authorize the appropriation and expenditure of $2,826,985.00 from the Water Supply Revolving Loan Account Fund for the contract; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; to authorize the transfer of cash and appropriation within the Water Bond Fund; to authorize the expenditure of $2,000.00 from the Water Bond Fund to pay for construction administration and inspection expenses for the project; and to declare an emergency. ($2,828,985.00).
Body
WHEREAS, the Department of Public Utilities is engaged in the Parsons Avenue Water Plant - Control Room and Laboratory Renovations project; and
WHEREAS, two bids for the Parsons Avenue Water Plant - Control Room and Laboratory Renovations project were received and opened on November 6, 2024; and
WHEREAS, the lowest, best, most responsive and responsible bid was from Elford, Inc.; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a construction contract with Elford, Inc. for the Parsons Avenue Water Plant - Control Room and Laboratory Renovations project; and
WHEREAS, Ordinance 0859-2024, passed April 19, 2024 authorized this project to be funded by a loan to be obtained through the Water Supply Revolving Loan Account (WSRLA); and
WHEREAS, this ordinance is contingent upon that loan being approved; and
WHEREAS, the 2024 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to appropriate and expend funds from the Water Supply Revolving Loan Account Fund to pay for the construction of this project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund to pay the Department of Public Service for prevailing wage services for this project;
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to enter into contract with Elford, Inc.to ensure the safety of the public by providing a supply of safe drinking water, all for the immediate 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 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6011 / P690291-100009 / PAWP Control Room and Laboratory Renovation (WSRLA Loan) / $0.00 / $2,826,985.00 / $2,826,985.00 (To match the loan amount)
6006 / P690291-100000 / PAWP Facility Miscellaneous Improvements (Voted Water Carryover) / $319,000.00 / $317,000.00 / ($2,000.00)
6006 / P690291-100009 / PAWP Control Room and Laboratory Renovation (Voted Water Carryover) / $423,200.00 / $425,200.00 / $2,000.00
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 ending December 31, 2025, the sum of $2,826,985.00 is appropriated in the Water Supply Revolving Loan Account Fund, Fund 6011, per the account codes in the funding attachment to this ordinance.
SECTION 3. That the transfer of cash between projects within the Water Bond Fund, Fund 6006, is authorized per the account codes in the funding attachment to this ordinance.
SECTION 4. That the Director of the Department of Public Utilities is hereby authorized to enter into a construction contract for the Parsons Avenue Water Plant - Control Room and Laboratory Renovations project with Elford, Inc., 1220 Dublin Road, Columbus, OH 43215, in an amount up to $2,826,985.00, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities, and to obtain the necessary construction prevailing wage services for this project from the Department of Public Service in an amount up to $2,000.00.
SECTION 5. That the expenditure of $2,828,985.00, or so much thereof as may be needed, is hereby authorized to pay for this contract per the accounting codes in the attachment to this ordinance.
SECTION 6. This ordinance is contingent upon the Ohio Water Development Authority's Board approving the loan for this project.
SECTION 7. That 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 8. 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 9. 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 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.