Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to renew 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.
This indefinite quantity contract provides 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 were established under Ordinance No. 1445-2023 and approved by City Council on July 10, 2023. The original term was one year from the date of issuance of the purchase orders, with the option for up to three (3) annual renewals. The expiration date of those contracts was September 15, 2024, however, Modification No. 1, under Ordinance No. 1624-2024, passed July 21, 2024, extended the expiration date through “September 15, 2025, or, until all funds are depleted”.
Renewal No. 1 (current) is needed to establish funding for the first renewal to the contract for task-oriented projects for the Department of Public Safety. The term of the Contract under Renewal No. 1 will omit an expiration date but will be in full force until delivery of the entire Scope of Services are complete and accepted by the City.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $32,211.85
Original Contract: $1,250,000.00 (PO400345 & PO400350)
Modification No. 1: $ 0.00
Renewal No. 1 (current): $ 32,211.85
New Contract Amount: $1,282,211.85
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 could was foreseen and mentioned in the original authorizing legislation under Ordinance No. 1445-2023.
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 with the option of three (3) annual renewals. 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 modification was determined.
$32,211.85 is the amount remaining in closed purchase orders and can be used towards small, task-oriented projects for the Department of Public Safety.
3. CONTRACT COMPLIANCE INFO: Setterlin Building Company, Vendor No. 004372, expires 4/9/27, Majority-designated
4. FUTURE RENEWALS: Future annual renewals may be needed and would be processed via legislative process.
5. FISCAL IMPACT: A transfer of funds within the Safety 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 renew and increase the contract with Setterlin Building Company, for the Professional Construction Services - Task Order Basis project; for various Department of Public Safety tasks; to authorize a transfer and expenditure up to $32,211.85 within the Safety G.O. Bonds Fund; and to authorize an amendment to the 2025 Capital Improvements Budget. ($32,211.85)
Body
WHEREAS, the Finance and Management Department, Office of Construction Management, desires to renew 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, updated the expiration terms of the original contracts; and
WHEREAS, Renewal No. 1 (current) is needed to establish funding the first renewal to the contract for task-oriented projects for the Department of Public Safety; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Safety G.O. Bonds Fund - Fund No. 7701; 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, 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 renew 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 renew 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 Public Safety, in an amount up to $32,211.85.
SECTION 2. That a transfer and expenditure up to $32,211.85, or so much thereof as may be needed, is hereby authorized in the Safety G.O. Bonds Fund - Fund No. 7701, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2025 Capital Improvements Budget is hereby amended in the Safety G.O. Bonds Fund - Fund No. 7701 per the accounting codes in the attachment to this ordinance.
SECTION 4. Future renewals may be needed and would be processed via legislative process.
SECTION 5. 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 6. 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 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 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.