Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Pavement Protectors DBA M&D Blacktop and Anser Advisory for the Hard Surface Improvements 2022-2023 Project. The contract amount for M&D Blacktop, for the construction portion of this project, is $1,425,165.20, with a contingency of $72,834.80, for a total of $1,498,000.00. The contract amount for Anser Advisory, for the construction management and inspection services portion of this project, is $99,725.63. An additional $2,000.00 is being authorized for interdepartmental inspections and fees for a total of $1,599,725.63 being authorized by this ordinance.
Each year, the Recreation and Parks Department allocates a portion of the Capital Improvements Budget for the improvement of existing hard surfaces and new installations of hard surfaces. This particular contract focuses on the improvement of asphalt and concrete surfaces that are highly used by the public and includes entry drives, parking lots, trails, sidewalks, and sport courts. By improving these surfaces, safe and easy access can be ensured to the parks and facilities. Areas for improvement were initially considered through recommendations from internal staff and public involvement. All requests were assessed through a Pavement Condition Rating (PCR) form and were given a rating from 0, meaning the worst condition, to 100, meaning the best condition. All requests were prioritized for action based on their respective PCR scores. From there, staff confirmed which projects to move forward with.
This project provides improvements at locations throughout the City of Columbus, including Greene Countrie Park, Stoneridge Park, Joan Park, Cremeans Park, Karns Park, Parkridge Park, Amvet Village Park, Holton Park, Three Creeks Park, Big Walnut Park, Wolfe Park, Carriage Place Park, Franklin Park and Krumm Park.
Vendor Bid/Proposal Submissions (ODI designation status):
Construction:
Bids were advertised through Vendor Services, in accordance with City Code Chapter 329, on March 27, 2023 and received by the Recreation and Parks Department on April 18, 2023. Bids were received from the following companies:
M&D Blacktop (MAJ): $724,112.70 (Base bid, prior to alternates and contingency being added)
After reviewing the bids that were submitted, it was determined that M&D Blacktop was the lowest and most responsive bidder. M&D Blacktop and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
Construction Management and Inspection Services:
Proposals were advertised to four pre-qualified Construction Management and Inspection firms that were pre-qualified through the bi-annual Request for Statement of Qualification (RFSQ) process through Vendor Services, in accordance with City Code Section 329, on April 19, 2022 and received by the Recreation and Parks Department on April 26, 2023. Request for proposals were sent to the following companies:
Anser Advisory (MAJ)
CTL Engineering, Inc. (MBE)
ms consultants ( MAJ)
Robertson Construction Services, Inc. (MAJ)
Of note, professional services contracts are quality based selections and not based on price. Costs were not requested nor where they part of this evaluation.
In accordance with City Code, a selection team evaluated the proposals and recommended Anser Advisory be selected to perform the work. The firm was chosen based on their referenced projects, experience, qualifications, availability, timeline, and project approach.
Principal Parties:
Pavement Protectors DBA M&D Blacktop
2020 Longwood Avenue
Grove City, Ohio 43123
Mark Nance, (614) 875-9989
Contract Compliance Number: 004731
Contract Compliance Expiration Date: January 26, 2025
Anser Advisory
3770 Ridge Mill Drive
Columbus, Ohio 43026
Thomas Merritt, (614) 554-0008
Contract Compliance Number: 041113
Contract Compliance Expiration Date: March 3, 2024
Emergency Justification: Emergency action is requested in order to complete this hard surface work prior to November 2023 due to weather related constraints that are needed for proper installation and pavement painting.
Benefits to the Public: This annual hard surface improvement program provides accessible and usable asphalt, concrete, and sport court improvements throughout our park properties.
Community Input/Issues: The community has expressed the desire for well-kept facilities and amenities through public workshops, social media, and direct contact with staff. Hard surface improvement needs are gathered through direct contact with the community, 311 submissions, and staff recommendations. These improvements have been identified by both staff and from community requests.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by removing access and circulation barriers to city parks. It also helps meet the goal of improving at least five neighborhood parks per year.
Fiscal Impact: $1,599,725.63 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract.
Title
To authorize the Director of the Department of Recreation and Parks to enter into contract with Pavement Protectors DBA M&D Blacktop and Anser Advisory for the Hard Surface Improvements 2022-2023 Project; to authorize the transfer of $1,599,725.63 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2022 Capital Improvements Budget; to authorize the expenditure of $1,599,725.63 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($1,599,725.63)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into contract Pavement Protectors DBA M&D Blacktop and Anser Advisory for the Hard Surface Improvements 2022-2023 Project; and
WHEREAS, it is necessary to authorize the transfer of $1,599,725.63 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2022 Capital Improvements Budget Ordinance 1896-2022 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $1,599,725.63 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 Pavement Protectors DBA M&D Blacktop and Anser Advisory in order to complete this hard surface work prior to November 2023 due to weather related constraints that are needed for proper installation and pavement painting, all for the preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Pavement Protectors DBA M&D Blacktop and Anser Advisory for the Hard Surface Improvements 2022-2023 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 transfer of $1,599,725.63 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2022 Capital Improvements Budget Ordinance 1896-2022 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 / P511007-100000 / Hard Surface Improvements (Voted Carryover) / $0 / $0 / $4 / $4 / $4 (to match cash)
Fund 7702 / P511007-100000 / Hard Surface Improvements (Voted Carryover) / $4 / $4 / ($4) / $0 / $0
Fund 7702 / P511000-100000 / Renovation - Misc. (Voted 2019 SIT Supported) / $6,406,800 / $5,956,800 / ($1,479,722) / $4,927,078 / $4,477,078
Fund 7702 / P511007-100000 / Hard Surface Improvements (Voted 2019 SIT Supported) / $120,000 / $120,000 / ($120,000) / $0 / $0
Fund 7702 / P511007-202201 / Hard Surface Improvements 2022-2023 (Voted Carryover) / $96,978 / $0 / $4 / $96,982 / $4
Fund 7702 / P511007-202201 / Hard Surface Improvements 2022-2023 (Voted 2019 SIT Supported) / $0 / $0 / $1,599,722 / $1,599,722 / $1,599,722
SECTION 7. For the purpose stated in Section 1, the expenditure of $1,599,725.63 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks and Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
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.