Explanation
Background
This legislation authorizes the Director of Development to enter into a service contract with Freedom Roofing, Windows and Siding LLC for the Division of Housing’s Roof Replacement Program, in an amount up to $100,000.00; requests that Columbus City Council waive the provisions of Columbus City Codes Sections 111.14 and 329.09 for the Roof Replacement Program; and authorizes the Director of the Department of Development to enter into grant agreements, including modifications if necessary, with homeowner participants in the Roof Replacement Program if the total grant amount is greater than $5,000.00, all without having to return to City Council for each project under the Roof Replacement Program.
The department advertised RFQ028880 on Vendor Services and Bonfire seeking contractors to provide roof replacement services for the Roof Replacement Program. The effort was advertised from October 4, 2024, to October 25, 2024. The department notified 158 registered vendors and three (3) bids were received.
The Director of the Department of Development requests to enter into contract with the three lowest, responsive, responsible, and best bidders as multiple contractors are needed for this program. Each contract will be under a separate ordinance.
|
Offeror |
MWBE Status |
Evaluation |
Subcontractor |
|
Freedom Roofing Windows and Siding LLC |
not registered |
contract |
no |
|
Mann Roofing Construction, LLC |
MBE |
contract |
no |
|
Revere Roofing Company |
not registered |
contract |
yes |
The Roof Replacement Program is a home repair program operated by the Division of Housing. The program was established to assist low and moderate-income homeowners with replacement of roof and roof elements that constitute a critical condition, and when such condition is not corrected, could cause the homeowner to vacate their home.
The Roof Replacement Program requires two different types of agreements: a grant agreement with the participant homeowner and a contract with the contractor. Once a participant is approved for the program, the Director enters into a grant agreement with the participant that outlines the scope of work to be performed and the value of the grant (the cost of work to be performed by the contractor). While the cost of work includes a contingency, there are occasionally unforeseen circumstances that may increase the cost. If this were to occur, a grant agreement modification would be required to increase the value of the grant. The waiver of Columbus City Codes Sections 111.14 (requiring City Council approval for a grant agreement over $5,000) and 329.09 (requiring City Council approval for contract [grant] modification) for each project will allow the work to be done in a timely and efficient manner.
Emergency action is requested in order to continue correct roof conditions that may cause homeowners to vacate their property.
FISCAL IMPACT
Funding in the amount of $100,000.00 is available and appropriated within the Affordable Housing Taxable Bond Fund, (Fund 7779). An amendment to the 2024 Capital Improvement Budget and a transfer of funds and appropriation within the fund is required to establish sufficient budget authority for the project. The funding will be authorized for expenditure from Fund 7779.
CONTRACT COMPLIANCE: The vendor number is 050774 and expires 10/25/2026.
Title
To amend the 2024 Capital Improvement Budget; to authorize the transfer of funds within the Affordable Housing Taxable Bond Fund; to authorize the Director of Development to enter into a service contract with Freedom Roofing, Windows and Siding LLC for the Division of Housing’s Roof Replacement Program, in an amount up to $100,000.00, using Affordable Housing Taxable Bond funds; to waive the provisions of Columbus City Codes Sections 111.14 and 329.09 for the Roof Replacement Program; to authorize the expenditure of $100,000.00; to authorize the Director of the Department of Development to enter into grant agreements, including modifications if necessary, with homeowner participants in the Roof Replacement Program if the total grant amount is greater than $5,000.00, all without having to return to City Council for each project under the Roof Replacement Program; and to declare an emergency. ($100,000.00).
Body
WHEREAS, the Department of Development advertised RFQ028880 for the Roof Replacement Program seeking contractors to provide roof replacement services on Vendor Services and Bonfire from October 4, 2024, to October 25, 2024, and three bids were received; and
WHEREAS, the Roof Replacement Program was established to assist low and moderate-income homeowners with roof repairs that constitute a critical condition, and when such a condition is not corrected, could cause the homeowner to vacate their home; and
WHEREAS, the Director of the Department of Development desires to enter into a service contract with Freedom Roofing Windows and Siding LLC to perform roof replacement services for the program; and
WHEREAS, the Director of the Department of Development desires to enter into grant agreement with homeowner participating in the Roof Replacement Program; and
WHEREAS, it is in the best interest of the City to waive the requirements in Columbus City Codes Sections 111.14 and 329.09, pursuant to Columbus City Codes Section 329.15, and authorize the Director of the Department of Development to enter into grant agreements with an amount over $5,0000, including modifications as necessary, with participant homeowners of the Roof Replacement program without having to return to City Council for each project; and
WHEREAS, it is necessary to amend the 2024 Capital Improvement Budget, to transfer funds within the Affordable Housing Taxable Bond Fund, and to authorize the expenditure of $100,000.00; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Development to enter into a service contract with Freedom Roofing, Windows and Siding LLC in order to continue correcting roof conditions that may cause the homeowner to vacate their property, 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. The Director of the Department of Development is authorized to enter into a service contract with Freedom Roofing, Windows and Siding LLC for an amount up to $100,000.00 to provide roof replacement services in accordance with RFQ028880 for the Division of Housing’s Roof Replacement Program.
SECTION 2. That the 2024 Capital Improvements Budget be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7779 / P782012-100000 / Affordable Housing Funds (Voted Carryover) / $18,338,598.00/ ($100,000.00) / $18,238,598.00
7779 / P782001-100002 / Roof Program (Voted Carryover) / $400,000.00 / $100,000.00 / $500,000.00
SECTION 3. That the transfer of $100,000.00 or so much thereof as may be needed, is hereby authorized within Fund 7779 (Affordable Housing Taxable Bond Fund), Dept-Div 44-10 (Housing) per the account codes in the attachment to this ordinance.
SECTION 4. That for the purpose as stated in Section 1, the expenditure of $100,000.00, or so much thereof as may be necessary, is hereby authorized in fund 7779 (Affordable Housing Taxable Bond Fund), Project P782001-100002, Dept. 44-10 (Housing), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. That City Council finds that is in the best interest of the City to waive the provisions in Columbus City Codes Sections 111.14 and 329.09 pursuant to Columbus City Codes Section 329.15, and does hereby waive the same.
SECTION 6. That the Director of the Department of Development is authorized to enter into grant agreements, including modifications, with participant homeowners of the Roof Replacement Program if the grant amount is greater than $5,000.00, without having to return to City Council for each 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.