Explanation
BACKGROUND: This ordinance authorizes the Public Service Director to enter into contract with Messer Construction Company for the construction of the new fleet maintenance facility for the Fleet Management Division and enter into a professional services contract for construction management services pending negotiations on price with the firms who submitted formal proposals on May 17, 2006. The Public Service Department is committed to building a new fleet maintenance facility to conduct vehicle repairs and service the needs of the city fleet. The existing maintenance facility at 423 Short Street was originally constructed as a vehicle storage building for refuse collection vehicles and retrofitted in the early 1970's for repairing vehicles and administrative offices. The existing facility is spatially inadequate to handle the maintenance of a large and modern city fleet. The construction of a new maintenance facility will provide a 150,000 square ft. building specifically designed for fleet maintenance operations and will be large enough to consolidate several current maintenance garages including 270 Greenlawn Avenue, the Short Street facilities, the motorcycle shop, and East 25th Avenue. The new maintenance facility will also be large enough to accomodate all manner of Fire, Police, Refuse Collection, and Transportation Division vehicles and with enough space to service the City's fleet well into the twenty-first century. In addition, the new maintenance facility will include the Police Division Traffic Bureau (Motorcycle Unit) and Fire Maintenance 34. Vacating the Short Street location as well as the Greenlawn facilities will present opportunities for future riverfront and/or Brewery District and Whittier Peninsula development.
Council passed Ordinance 0469-2005 on July 11, 2005 to complete the design of the new maintenance facility by DLZ in the amount of $725,000.00. Council also passed Ordinance 0933-2005 on June 13, 2005 to purchase nearly 28 acres of land on Groves Road (near Hamilton Road) in the amount of $775,000.00 as the location of the new maintenance facility. The Groves Road location will also include a Transportation Outpost facility in the future.
The Public Service Department advertised formal bids for the new fleet maintenance facility in the City Bulletin. Four bids were received on July 13, 2006, as follows:
Firm Bid Status
Messer Construction $25,741,000.00 Majority
Corna/Kokosing $26,919,800.00 Majority
Albert Higley $28,646,500.00 Majority
Setterlin $29,638,000.00 Majority
After review of the bids received the Public Service Department, Fleet Management Division, recommends acceptance of the best and most responsive bid submitted by Messer Construction Company, CC# 310740877, in the amount of $25,527,000.00 (the total bid less Bid Alternate #2- Vehicle Wash Bay, $214,000.00).
The Public Service Department does not maintain staff to complete a project of this magnitude without the services of a construction manager. A construction manager is necessary to provide project oversight during construction to include full-time monitoring of construction activities and progress, provide construction administration including but not limited to construction planning, communication, coordination of all aspects of the construction process and acting as a liason between the general contractor and the City of Columbus.
A Request for Proposal (RFP) for construction management services was advertised in the City Bulletin from May 2, 2006 through May 17, 2006. Six (6) proposals were received from the following firms:
Firm Status
DLZ Ohio, Inc. MBR
G. Stephens MBE
H.R. Gray Majority
Miles/McClellan MBE
Resource International FBE
Smoot Construction MBE
Upon review of the proposals by an evaluation committee, the firms were ranked by the quality of their proposals using criteria specified in the Columbus City Code 329.14, "Awarding professional service contracts through requests for proposals." The criteria used is as follows: firm location, firm size, current workload with the Public Service Department, understanding of the project, competence to perform, past performance, project tasks defined, proposed schedule, innovative approach, and cost containment. Based upon the aforementioned criteria, oral interviews were conducted with the top three ranked firms: Smoot Construction, DLZ Ohio, and Miles/McClellan. Negotiations on price remain incomplete at the time of this ordinance. This ordinance will, however, authorize the Director of Public Service to enter into a professional services contract for construction management services pending negotiations on price with the firms on file (and listed above) in the Public Service Department as a result of the RFPs received on May 17, 2006.
FISCAL IMPACT: The Fleet Management Division budgeted $23,815,000.00 in the 2006 Capital Improvements Budget (CIB) for this project. This ordinance authorizes a total expenditure of $26,740,000.00. The additional cost of the new fleet maintenance facility is due to inflation on construction materials and the inclusion of the Police Traffic Bureau (approximately $1.5 million), which was not part of the original building plan. The additional funding will come from the Special Income Tax Fund (SIT) and $925,000.00 from the Public Safety Voted Bond Fund as a partial committment from Public Safety for the construction of the Police Traffic Bureau and Fire Maintenance 34.
Messer Construction Company's bid totals $25.5 million. A total of $7 million will be certified from the SIT as a temporary measure until bonds are sold at which time the Fleet Management Division will begin paying for the additional debt via the operating budget. The entire debt cost of the new fleet maintenance facility and the construction management contract, will be paid from fees charged to Fleet Management customers.
Emergency legislation is requested so that construction can proceed as soon as possible to ensure sufficient progress during the 2006 construction season and keep the project on-schedule. A delay in awarding the contract will delay the completion of the project for approximately three months.
Title
To amend the 2006 Capital Improvements Budget; to authorize and direct the City Auditor to appropriate and transfer $7,000,000.00 from the Special Income Tax Fund to the Fleet Management Services Fund; to authorize the transfer of $925,000.00 within the Public Safety Voted Bond Fund, to authorize the Public Service Director to enter into contract with Messer Construction Company for construction of the new fleet maintenance facility for the Fleet Management Division, to authorize the Public Service Director to enter into a professional services contract for construction management services based upon formal proposals on file with the Public Service Department, to authorize the expenditure of $25,815,000.00 from the Fleet Management Services Fund and $925,000.00 from the Public Safety Voted Bond Fund; and to declare an emergency. ($26,740,000.00)
Body
WHEREAS, the Fleet Management Division has a need to replace its current fleet maintenance facilities and is intending to construct a new fleet maintenance facility on Groves Road beginning in the late summer 2006, and
WHEREAS, bids for a new fleet maintenance facility were formally advertised and received by the Fleet Management Division on July 13, 2006, and
WHEREAS, after review of the bids, the Public Service Department, Fleet Management Division, recommends acceptance of the best and most responsive bid submitted by Messer Construction Company, and
WHEREAS, proposals for construction management services for construction of the new fleet maintenance facility were formally advertised and received by the Fleet Management Division on May 17, 2006, and
WHEREAS, the Public Service Director will enter into a professional services contract for construction management services pending completion of negotiations on price with the firms who submitted proposals on May 17, 2006, and
WHEREAS, it is necessary to amend the 2006 Capital Improvements Budget, and
WHEREAS, this ordinance authorizes the City Auditor to transfer $7,000,000.00 from the Special Income Tax Fund to the Fleet Management Services Fund, and
WHEREAS, this ordinance authorizes the City Auditor to transfer $925,000.00 within the Public Safety Voted Bond Fund, and
WHEREAS, the City will sell notes or bonds to fund a portion of this project and will reimburse the Special Income Tax Fund and this transfer should be considered as a temporary funding method, and
WHEREAS, the aggregate principal amount of obligations which the City will issue to finance this project is presently not expected to exceed $7,000,000.00, and
WHEREAS, am emergency exists in the usual daily operation of the Public Service Department, Fleet Management Division, in that it is immediately necessary for the Director of Public Service to enter into contract with Messer Construction Company for the construction of the new fleet maintenance facility and a professional services contract for construction management services pending negotiations on price, in order to begin the project during the 2006 construction season and keep the project on-schedule, 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 2006 Capital Improvements Budget be amended as follows:
Project Name Project No. Dept/Div. Fund# Existing Budget Revised Budget CIB as Amended
Fleet Management Facility 550001 5905 513 $23,815,000.00 $2,000,000.00 $25,815,000.00
SECTION 2. That from the unappropriated monies in the Special Income Tax Fund, Fund 430, and from the 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, 2006, the sum of $7,000,000.00 be and hereby is appropriated to the City Auditor, Department No. 22-01, Object Level One Code 10, Object Level Three Code 5500 and OCA Code 920023.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Fleet Management Services Fund, Fund 513, Project 550001, at such time as it is deemed necessary by the City Auditor and to expend said funds or so much therof as may be necessary.
SECTION 4. That the amount of $7,000,000.00 is hereby appropriated within Fund 513, Sub-Fund 002, Fleet Management Services Fund, Department 59-05, Fleet Management Division, Object Level One Code 06, Object Level Three Code 6604, OCA Code 642454, Project 550001, to enter into a contracts for construction management services and to construct a new fleet maintenance facility for the Fleet Management Division.
SECTION 5. That the monies appropriated in the foregoing SECTION 4 shall be paid upon order of the Public Service Director 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 6. That upon obtaining other funds for this capital improvement, the City Auditor is hereby authorized to repay the Special Income Tax Fund the amount transferred under SECTION 3 above and said funds are hereby deemed appropriated for such purpose.
SECTION 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract(s) or contract modification(s) associated with the expenditure of the funds transferred under SECTION 3 above.
SECTION 8. That the City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 9. That the City Auditor is hereby authorized to transfer $925,000.00 within the Public Safety Voted Bond Fund, Fund 701, Department No. 30-04, Object Level One Code 06, Object Level Three Code 6600, as follows:
Transfer From: Project 340119 - Community Safety Center, OCA Code 644518
Transfer To: Project 550001 - Fleet Managment Facility, OCA Code 701551
SECTION 10. That the Public Service Director be and hereby is authorized to enter into a contract with Messer Construction Company, 5158 Fishwick Drive, Cincinnati, Ohio 45216, for construction of the new fleet maintenance facility for the Fleet Management Division.
SECTION 11. That the Public Service Director be and hereby is authorized to enter into a professional services contract for construction management services pending negotiations on price with the firms on file in the Public Service Department as a result of Request for Proposals (RFPs) received on May 17, 2006, and
SECTION 12. That the expenditure of $25,815,000.00, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Fleet Management Services Fund, Fund 513, Sub-Fund 002, Department No. 59-05, Object Level One Code 06, Object Level Three Code 6604, OCA Code 642454, Project 550001 to pay the cost thereof.
SECTION 13. That the expenditure of $925,000.00, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Public Safety Voted Bond Fund, Fund 701, Department No. 30-04, Fire Division, Object Level One Code 06, Object Level Three Code 6604, OCA Code 701551, Project 550001 to pay the cost thereof.
SECTION 14. 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.