Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement, with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in the amount of $56,264.00.
Scope under the original contract included design, bidding services, and construction administration services for Fire Stations #5, #12, #18, #19, #22, #27; Police Substation #2; 1393 E. Broad Street, and the Groves Road Warehouse.
The Department used contingency to address roofs for Police Substation #19 and Fire Station #11, as part of the ongoing Roof Restorations and Replacement project. Design has been completed and a modification (current) to the agreement is needed to add funding for construction administration services. It is imperative these roofs be addressed immediately due to their deteriorating conditions.
2. MODIFICATION INFO:
A. The amount of additional funds to be expended under the modification: $56,264.00
Original Contract Amount: $498,810.00 (PO519330)
Modification No. 1 (current): $ 56,264.00
Total (Original and Mod 1): $555,074.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The Department used contingency to review two roofs not in the original agreement as part of the ongoing Roof Replacement and Restorations project. Funding was available for design but not for construction administration.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
This is a continuation of services already performed by the vendor. It would not be economically feasible to bring on a new vendor as services would be finished before a new vendor could be brought on board.
D. How the price for the additional goods or services which are subject of the modification was determined.
The Department will pay the vendor based on pricing from their original fee proposal plus 5%.
3. CONTRACT COMPLIANCE INFO: PRIME AE Group, Inc., DAX No. 002102, expires 2/25/27, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
4. FUTURE MODIFICATION(S): Future modifications are not expected at this time.
5. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order for services to be ready when construction commences.
6. FISCAL IMPACT: A transfer of funds within the Safety Taxable G.O. Bonds Fund will be necessary as well as an amendment to the 2025 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement with PRIME AE Group, Inc.; for the Roof Restorations and Replacements Phase 2 (2024) project; to authorize a transfer of $56,264.00 and an expenditure up to $56,264.00 within the Safety Taxable General Obligations Bond Fund; to authorize an amendment to the 2025 Capital Improvements Budget; and to declare an emergency. ($56,264.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into an architectural / engineering services agreement with PRIME AE Group, Inc. for the Roof Restorations and Replacements Phase 2 (2024) project, authorized by Ordinance No. 1356-2025, and approved by City Council on June 2, 2025; and
WHEREAS, Modification No. 1 (current) is needed to procure additional funding for construction administration services for roofs for Police Substation #19 and Fire Station #11, in the amount of $56,264.00; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation of $56,264.00 and an expenditure of $56,264.00 within the Safety Taxable General Obligations Bond Fund - Fund No. 7705; and
WHEREAS, it is necessary to authorize an amendment to the 2025 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; 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 modify and increase the architectural / engineering services agreement with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in an emergency manner in order for services to be ready when construction commences, for the immediate preservation of the public safety, peace, property and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to modify and increase the architectural / engineering services agreement, on behalf of the Office of Construction Management, with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in the amount of $56,264.00.
SECTION 2. That a transfer of cash and appropriation of $56,264.00 and expenditure of $56,264.00, or so much thereof as may be needed, is hereby authorized in the Safety Taxable G.O. Bonds Fund - Fund No. 7705, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2025 Capital Improvements Budget is hereby amended, in the Safety Taxable G.O. Bonds Fund - Fund No. 7705, per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 8. 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.