Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to modify and increase Contract Numbers PO400345 & PO400350, on behalf of the Office of Construction Management, with Setterlin Building Company, for the Professional Construction Services - Task Order Basis project, in an amount up to $257,500.00.
These indefinite quantity contracts provide the Office of Construction Management with continual, contractual access to resources that are necessary to perform Professional Construction services as well as provide technical expertise for the Department of Finance and Management to implement projects for various City of Columbus departments.
The original contracts, PO400345 & PO400350, were established under Ordinance No. 1445-2023 and approved by City Council on July 10, 2023.
Modification No. 1 (no new contract numbers) under Ordinance No. 1624-2024 and approved by City Council on July 21, 2024 extended the expiration date through September 15, 2025, or, until all funds are depleted. There are currently funds remaining on said contracts.
Renewal No. 1, (contract currently in process), under Ordinance No. 3258-2025 and approved by City Council on January 26, 2026, establishes funding for task-oriented projects for the Department of Public Safety. Renewal No. 1 also omits an expiration date to the contracts and will be in full force until delivery of the entire Scope of Services is complete and accepted by the City.
Modification No. 2 (current) is needed to increase funding for the Department of Finance and Management.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $257,500.00
Original Contract: $1,250,000.00 (PO400345 & PO400350)
Modification No. 1: $ 0.00 (extended expiration date)
Renewal No. 1: $ 32,211.85 (CT in process)
Modification No. 2 (current): $ 257,500.00
New Contract Amount: $1,539,711.85
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The need for additional services was foreseen and mentioned in the original authorizing legislation and the contracts included language to provide the option for up to three (3) annual renewals. Renewal No. 1 is already in process and provided funding for the Department of Public Safety.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
The project was bid as a task order basis. Task Order Basis contracts allow the Department to address small-dollar tasks that need responded to quickly.
D. How the price for the additional goods or services which are subject of the renewal was determined.
The Office of Construction Management determines $257,500.00 will be adequate for upcoming projects.
3. CONTRACT COMPLIANCE INFO: Setterlin Building Company, Vendor No. 4372, expires 4/9/27, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Setterlin Building Company.
4. FUTURE RENEWALS: Two future annual renewals are expected and will be processed via legislative process. The first eligible renewal will be January 2027.
5. FISCAL IMPACT: There are sufficient funds and budgetary authority within the Construction Management Capital Improvements Bond Fund for this expenditure.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management; to modify and increase the contracts with Setterlin Building Company, for the Professional Construction Services - Task Order Basis project; and to authorize an expenditure up to $257,500.00 within the Construction Management Capital Improvements Bond Fund. ($257,500.00)
Body
WHEREAS, the Finance and Management Department, Office of Construction Management, desires to modify and increase Contract Numbers PO400345 & PO400350 for the Professional Construction Services - Task Order Basis project with Setterlin Building Company; and
WHEREAS, Contract Numbers PO400345 & PO400350 were originally authorized under Ordinance No. 1445-2023 and approved by City Council on July 10, 2023; and
WHEREAS, Modification No. 1, under Ordinance No. 1624-2024, was a $0 modification and extended the expiration date through September 15, 2025, or, until all funds are depleted; and
WHEREAS, Renewal No. 1, under Ordinance No. 3258-2025, established annual funding for Department of Public Safety task-oriented projects and omitted an expiration date to the contract and will be in full force until delivery of the entire Scope of Services is complete and accepted by the City; and
WHEREAS, Modification No. 2 (current) is needed to increase funding for Department of Finance and Management task-oriented projects; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Construction Management Capital Improvements Bond Fund - Fund No. 7733; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management to modify and increase the contracts with Setterlin Building Company, for the Professional Construction Services - Task Order Basis project; for the 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 Finance and Management Director is hereby authorized to modify and increase Contract Numbers PO400345 & PO400350, on behalf of the Office of Construction Management, with Setterlin Building Company for the Professional Construction Services - Task Order Basis project, for the Department of Finance and Management, in an amount up to $257,500.00.
SECTION 2. That an expenditure up to $257,500.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvements Bond Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 3. That this contract modification is in compliance with Chapter 329 of Columbus City Codes. Two future annual renewals are expected and will be processed via legislative process. The first eligible renewal will be January 2027.
SECTION 4. That the monies in the foregoing sections shall be paid upon order of the Director of Finance and Management, 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 5. 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.