Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract on behalf of the Office of Construction Management with PK Builders, LLC, for the renovation of six salt barn roofs (500 Scherers Court, 650 West Nationwide Boulevard, 2260 Lockbourne Road, 4380 Currency Drive, 1850 East 25th Avenue [east and west barns], and 25th Avenue west barn south elevation total re-roof. The renovations are necessary due to windstorm damage. Salt barns are used by the Division of Planning and Operations to store snow and ice melting material for use during winter weather events.
Formal bids were solicited and five companies submitted bids on June 10, 2009 as follows (0 FBE, 0 MBE):
Nesser $116,230.00
PK Builders, LLC $182,375.00
General Maintenance and Engineering $290,650.00
K & W $291,978.00
Fields $323,685.00
The bid submittal of the apparent low bidder, Nesser, was incomplete as they failed to include Alternate #1. Furthermore, Nesser withdrew its bid after discovery on its part that it failed to account for all project expenses. PK Builders, LLC bid contained a clerical error in bidding Alternate #1. PK Builders, LLC bid is technically non-responsive. However, PK Builders, LLC can perform the work at the best price. Therefore, it is in the best interest of the City to waive the competitive bidding provisions of the Columbus City Codes and to accept the bid submitted by PK Builders, LLC.
The City has received $52,307.00 for repairs from the Federal Emergency Management Agency (FEMA), and $44,911.52 from insurance due to the damage caused by the windstorm in September 2008. Additionally, $41,205.48, will be received from the insurance company once the contract(s) for this project is submitted indicating that the repairs are being completed.
PK Builders, LLC. Contract Compliance #31-1630301 Expiration date January 11, 2011
Emergency action is requested to allow this project to proceed as quickly as possible, thereby preventing further damage to the facilities.
FISCAL IMPACT: The cost of this ordinance is $192,875.00 for the contract with PK Builders, LLC and $7,700.00 for administrative fees for the Office of Construction Management, for a total of $200,575.00. Funding for this Project is available within the General Permanent Improvement Fund.
Title
To authorize the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with PK Builders, LLC for the renovation of six salt barn roofs used by the Division of Planning and Operations; to authorize the transfer of monies within the General Permanent Improvement Fund; to authorize the expenditure of $200,575.00 from the General Permanent Improvement Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($200,575.00)
Body
WHEREAS, it is necessary to renovate six salt barn roofs at various City-owned facilities due to windstorm damage; and
WHEREAS, formal bids were solicited and five companies responded; and
WHEREAS, PK Builders, LLC is the most responsive, responsible and best bidder to complete the renovations; and
WHEREAS, it is necessary to waive the competitive bidding requirements of the Columbus City Codes because of a clerical error on the bid submission; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management, in that it is immediately necessary to authorize the Finance and Management Director to enter into a contract for the renovation of six salt barn roofs at various City-owned facilities in order to prevent further damage to the facilities, 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 Director of Finance and Management is hereby authorized to enter into a contract for the Office of Construction Management for the renovation of six salt barns at various City-owned facilities.
SECTION 2. That the sum of $164,912.00 be and hereby is appropriated from the unappropriated balance of Fund 748, the General Permanent Improvement Fund, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2009 as follows:
Dept-Div / Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
59-11 / 748 / 590132 / Facility Improvements / 06-6600 / 748132 / $120,000.00
45-01 / 748 / 748999 / Unallocated Balance / 06-6600 / 643114 / $44,912.00
SECTION 3. That the transfer of cash and appropriation between projects within the General Permanent Improvement Fund be authorized as follows:
Transfer From:
Dept-Div / Fund / Project Number / Project Name / O.L. 01-03 Codes / OCA / Amount
59-12 / 748 / 537650 / General Roadway Street Improvement / 06-6600 / 591266 / $35,663.00
45-01 / 748 / 748999 / Unallocated Balance / 06-6600 / 643114 / $44,912.00
Transfer To:
Dept-Div / Fund / Project Number / Project Name / O.L. 01-03 Codes / OCA / Amount
59-11 / 748 / 590132 / Facility Improvements / 06-6600 / 748132 / $80,575.00
SECTION 4. That the expenditure of $200,575.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Dept-Div / Fund / Project Number / Project Name / O.L. 01-03 Codes / OCA / Amount
59-11 / 748 / 590132 / Facility Improvements / 06-6621 / 748132 / $200,575.00
SECTION 5. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements be and hereby are waived for the action authorized in SECTION 1.
SECTION 6. That for the reasons state 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.