Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into contract through the bid process for the construction of the UIRF - Clintonville project and to provide payment for construction administration and inspection services.
The scope of services for this project consists of: installing a 100 foot long planted median on North High Street between West Orchard Lane and East Dunedin Road; installing a 140 foot long planted median on Indianola Avenue between Melrose Avenue and Milford Avenue; brick crosswalks at the following intersections: North High Street at West Rathbone Avenue/Morse Road; North High Street at Hollenback Road/Acton Road; Henderson Road at North High Street; and East Dominion Boulevard at North High Street; and other such work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents.
The estimated Notice to Proceed is February 7, 2018. The Office of Support Services let the project through Vendor Services and Bid Express. Four bids (three majority) were received on November 7, 2017, and tabulated on November 8, 2017, as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Shelly and Sands, Inc. $646,903.65 Columbus, OH Majority
Strawser Paving Company $746,944.76 Columbus, OH Majority
Facemyer Company $818,995.82 Sunbury, OH FBE
Columbus Asphalt Paving Inc. $891,477.34 Gahanna, OH Majority
Award is to be made to Shelly and Sands, Inc. as the lowest responsive and responsible and best bidder for their bid of $646,903.65. The amount of construction administration and inspection services will be $64,690.37. The total legislated amount is $711,594.02.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Shelly and Sands, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Shelly and Sands, Inc. is CC51261-135227 and expires 12/23/17.
3. PRE-QUALIFICATION STATUS
Shelly and Sands, Inc. and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. FISCAL IMPACT
Funds in the amount of $711,594.02 are available for this project in the Streets and Highways Bond Fund, Fund 7704, within the Department of Public Service. An amendment to the 2017 Capital Improvements fund is necessary for the purpose of providing sufficient spending authority for the aforementioned project expenditure.
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time to ensure the safety of the travelling public.
Title
To amend the 2017 Capital Improvements Budget; to authorize the transfer of cash and appropriation within the Streets and Highways Bond fund; to authorize the Director of Public Service to enter into contract with Shelly and Sands, Inc., in connection with the UIRF - Clintonville project; to authorize the expenditure of up to $711,594.02 from the Streets and Highways Bonds Fund; and to declare an emergency. ($711,594.02)
Body
WHEREAS, the City of Columbus, Department of Public Service, is engaged in the UIRF - Clintonville project; and
WHEREAS, the work for this project consists of: installing a 100 foot long planted median on North High Street between West Orchard Lane and East Dunedin Road; installing a 140 foot long planted median on Indianola Avenue between Melrose Avenue and Milford Avenue; brick crosswalks at the following intersections: North High Street at West Rathbone Avenue/Morse Road; North High Street at Hollenback Road/Acton Road; Henderson Road at North High Street; and East Dominion Boulevard at North High Street; and other such work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents; and
WHEREAS, Shelly and Sands, Inc. will be awarded the contract for the UIRF - Clintonville project; and
WHEREAS, the Department of Public Service requires funding to be available for the UIRF - Clintonville project for construction expense along with construction administration and inspection services; and
WHEREAS, it is necessary to amend the 2017 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, it is necessary to authorize a transfer of funds within Fund 7704, the Streets and Highways Bond Fund, to establish sufficient cash to pay for the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to enter into contract with Shelly and Sands, Inc. to ensure the safety of the travelling public, 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 2017 Capital Improvements Budget authorized by Ordinance 1124-2017 be amended to provide sufficient authority in the appropriate project as follows:
Fund / Project / Project Name / Current / Change / C.I.B. as amended
7704 / P440005-100000 / UIRF - Urban Infrastructure Recovery Fund (59-12) (Voted 2016 Debt SIT Supported) / $3,001,813.00 / ($711,595.00) / $2,290,218.00
7704 / P440005-100004 / UIRF - Clintonville (Voted 2016 Debt SIT Supported) / $0.00 / $711,595.00 / $711,595.00
SECTION 2. That the transfer of $711,594.02, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P440005-100000 (UIRF-Urban Infrastructure Recovery Fund), object class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P440005-100004 (UIRF - Clintonville), object class 06 (Capital Outlay).
SECTION 3. That the Director of Public Service be and is hereby authorized to enter into contract with Shelly and Sands, Inc., 1515 Harmon Avenue, Columbus, Ohio, 43223, for the UIRF - Clintonville project in the amount of $646,903.65, or so much thereof as may be needed, in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to pay for the necessary construction administration and inspection costs associated with the project up to a maximum of $64,690.37.
SECTION 4. That the expenditure of $711,594.02, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P440005-100004 (UIRF - Clintonville), in object class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. 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 7. 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 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.