Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with VS Engineering, Inc. for the Hard Surface Program 2025-2026 Project. The contract amount is $167,954.82, with a contingency of $7,045.18, for a total of $175,000.00 being authorized by this ordinance.
Each year, the Recreation and Parks Department allocates a portion of the Capital Improvement Budget (CIB) to improve existing hard surfaces and accessibility. The hard surfaces program focuses on the removal and replacement of existing asphalt and concrete surfaces that are highly used by the public. These include entry drives, parking lots, park drives, sport courts, walkways, and trails. These improvements ensure safe and easy access to the parks and facilities. Areas for improvement are determined by requests from internal staff and the public. All requests are assessed and given a Pavement Condition Rating (PCR), indicating a rank from 0, meaning the worst condition, to 100, meaning the best condition. Requests are then prioritized for action based on their respective PCR scores and feedback from relevant stakeholders.
In March 2025, the Columbus Recreation and Parks Department issued a competitive request for proposals, using three prequalified architectural firms. In April 2025, VS Engineering, Inc. was selected to provide professional services for this round of the annual hard surface program. This contract will provide engineering services to assess existing hard surface conditions, design improvements, and create complete construction documents for bidding in winter 2025. The anticipated project schedule will have construction starting in spring 2026.
Vendor Bid/Proposal Submissions: Proposals were advertised to firms that were pre-qualified through the bi-annual Request for Statement of Qualification (RFSQ) process, in accordance with City Code Section 329, on March 3, 2025 and received by the Recreation and Parks Department on March 18, 2025. Proposals were received from the following companies:
VS Engineering, Inc.
GPD Group
Evans, Mechwart, Hambleton, & Tilton, Inc. DBA EMH&T
Of note, professional services contracts are quality based selections and not based on price. Costs were not requested nor were they part of this evaluation.
In accordance with City Code, a selection team evaluated the proposals and recommended VS Engineering, Inc. be selected to perform the work. The firm was chosen based on their referenced projects, experience, qualifications, availability, timeline, and project approach.
Principal Parties:
VS Engineering, Inc.
4275 North High School Road
Indianapolis, Indiana 46254
Ameetrice T. Smalls, (317) 293-3542
Contract Compliance Number: 031373
Contract Compliance Expiration Date: November 7, 2026
Emergency Justification: Emergency action is requested to help ensure hard surface improvements are completed prior to spring 2026 in order to address public safety concerns, minimize impacts to programming, and to fulfill community commitments.
Benefits to the Public: This project will provide high quality asphalt, concrete, and sport court surfaces throughout Recreation and Parks’ properties, ensuring a more consistent level of service across the City. These improvements increase accessibility, enjoyment of the parks, and health for residents.
Community Input/Issues: Hard surface improvements are gathered via 311 requests, area commission meetings, and field staff observations.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by removing access and circulation barriers in city parks.
Fiscal Impact: $55,902.25 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of a portion of this expenditure. The remaining funds, in the amount of $119,097.75, will not be available to the Recreation and Parks Department until the proceeds of the 2024-2025 bond sale are available at a future date. Therefore, it is necessary to certify the required funds against the General Fund 1000, Income Tax Set Aside Subfund 100099. Upon the sale of bonds, this will be reimbursed. There is a total of $175,000.00 available for this project.
Title
To authorize the Director of the Recreation and Parks Department to enter into contract with VS Engineering, Inc. for the Hard Surface Improvements 2025-2026 Project; to authorize the transfer of $119,097.75 between the General Fund Income Tax Set Aside Subfund and the Recreation and Parks Bond Fund; to authorize the appropriation of $119,097.75 in the Income Tax Set Aside Subfund and Recreation and Parks Voted Bond Fund; to authorize the appropriation of $7,612.25 within the Recreation and Parks Voted Bond Fund; to authorize the transfer of $55,902.25 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2024 Capital Improvements Budget; to authorize the expenditure of $175,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($175,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with VS Engineering, Inc. for the Hard Surface Improvements 2025-2026 Project; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the construction of the project described in this ordinance (the "Project"); and
WHEREAS, it is necessary to authorize the transfer of $119,097.75 between the General Fund 1000, Income Tax Set Aside Subfund 100099, and the Recreation and Parks Bond Fund, Fund 7702; and
WHEREAS, funds will need to be appropriated within the General Fund 1000, Income Tax Set Aside Subfund 100099 and within the Recreation and Parks Bond Fund, Fund 7702; and
WHEREAS, the City will reimburse the General Fund 1000, Income Tax Set Aside Subfund 100099; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregated principal amount of obligations which the City will issue to finance this project is presently expected not to exceed $119,097.75; and
WHEREAS, it is necessary to authorize the amendment of the 2024 Capital Improvements Budget Ordinance 1907-2024 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the appropriation of $7,612.25 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the transfer of $55,902.25 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the expenditure of $175,000.00 from the Recreation and Parks 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 VS Engineering, Inc. to help ensure hard surface improvements are completed prior to spring 2026 in order to address public safety concerns, minimize impacts to programming, and to fulfill community commitments, all for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Recreation and Parks Department be and is hereby authorized to enter into contract with VS Engineering, Inc. for the Hard Surface Improvements 2025-2026 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 appropriation of $7,612.25 is authorized within the Recreation and Parks Voted Bond Fund 7702 per the accounting codes in the attachment to this ordinance.
SECTION 6. That the transfer of 55,902.25, 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 7. That the 2024 Capital Improvements Budget Ordinance 1907-2024 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects:
Fund / Project / Project Name / Current Revised Authority / Current Remaining Authority / Change / Amended Revised Authority / Amended Remaining Authority
Fund 7702 / P511019-100000 / Glenwood and Windsor Pools (Voted Carryover) / $40,000 / $0 / $9,380 / $49,380 / $9,380 (to match cash)
Fund 7702 / P511020-100000 / Renovation - General Design & Construction Management Services (Voted Carryover) / $375,000 / $0 / $17,100 / $392,100 / $17,100 (to match cash)
Fund 7702 / P511031-100000 / Gym Dividers Improvements 2020-2021 (Voted Carryover) / $0 / $0 / $17,150 / $17,150 / $17,150 (to match cash)
Fund 7702 / P511034-100000 / Main Park Sign Replacement - Phase 2 (Voted Carryover) / $0 / $0 / $3,473 / $3,473 / $3,473 (to match cash)
Fund 7702 / P511036-100000 / Glenwood Park Natural Area Improvements (Voted Carryover) / $0 / $0 / $2,000 / $2,000 / $2,000 (to match cash)
Fund 7702 / P511000-100000 / Renovation - Misc. (Voted Carryover) / $504,518 / $4,518 / ($4,518) / $500,000 / $0
Fund 7702 / P511014-100000 / Security Improvements (Voted Carryover) / $402,519 / $2,519 / ($2,519) / $400,000 /$0
Fund 7702 / P511019-100000 / Glenwood and Windsor Pools (Voted Carryover) / $49,380 / $9,380 / ($9,380) / $40,000 / $0
Fund 7702 / P511020-100000 / Renovation - General Design & Construction Management Services (Voted Carryover) / $392,100 / $17,100 / ($17,100) / $375,000 / $0
Fund 7702 / P511031-100000 / Gym Dividers Improvements 2020-2021 (Voted Carryover) / $17,150 / $17,150 / ($17,150) / $0 / $0
Fund 7702 / P511034-100000 / Main Park Sign Replacement - Phase 2 (Voted Carryover) / $3,473 / $3,473 / ($3,473) / $0 / $0
Fund 7702 / P511036-100000 / Glenwood Park Natural Area Improvements (Voted Carryover) / $2,000 / $2,000 / ($1,762) / $238 / $238
Fund 7702 / P511076-100000 / McFerson Commons Lighting (Voted 2022 ITSA Supported) / $400,000 / $400,000 / ($400,000) / $0 / $0
Fund 7702 / P512003-100000 / West Case Road Park Development (Voted 2022 ITSA Supported) / $12,000,000 / $12,000,000 / ($2,000,000) / $10,000,000 / $10,000,000
Fund 7702 / P511007-202425 / Hard Surface Improvements 2024-2025 (Voted Carryover) / $0 / $0 / $55,902 / $55,902 / $55,902
Fund 7702 / P511007-202425 / Hard Surface Improvements 2024-2025 (Voted 2022 ITSA Supported ) / $0 / $0 / $119,098 / $119,098 / $119,098
Fund 7702 / P511007-202302 / Hard Surface Improvements 2023-2024 - Phase 2 (Voted 2022 ITSA Supported ) / $0 / $0 / $884,402 / $884,402 / $884,402
Fund 7702 / P511092-100000 / Beatty Recreation Center Renovation (Voted 2022 ITSA Supported) / $0 / $0 / $392,000 / $392,000 / $392,000
Fund 7702 / P512004-202201 / Kilbourne Run Sports Park (Voted 2022 ITSA Supported) / $0 / $0 / $1,004,500 / $1,004,500 / $1,004,500
SECTION 8. That the transfer of $119,097.75 or so much thereof as may be needed, is hereby authorized between the General Fund 1000, Income Tax Set Aside Subfund 100099, and the Recreation and Parks Bond Fund, Fund 7702, per the account codes in the attachment to this ordinance.
SECTION 9. That the City Auditor is hereby authorized to transfer said funds to the Recreation and Parks Voted Bond Fund 7702, at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 10. That upon obtaining other funds from the 2024-2025 Bond Sale for the City of Columbus, the City Auditor is hereby authorized and directed to repay the General Fund 1000, Income Tax Set Aside Subfund 100099 the amount transferred under Section 7.
SECTION 11. That the City intends that this ordinance constitutes an "official intent" for purposes of Section 1.150 2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $119,097.75 (the "Obligations"). The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150 2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
SECTION 12. That for the purpose stated in Section 1, the expenditure of $175,000.00, or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 13. That this ordinance, for the reasons stated in the preamble, which are made a part of this ordinance and fully incorporated for reference as if rewritten, is declared to be an emergency measure and shall take effect and be in force from and after this ordinance’s passage and approval by the Mayor or ten (10) days after its adoption if the Mayor neither approves nor vetoes the same.