Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement, with BBCO Design LLC, for the CDBG Facilities Renovation Phase 2 - 2025 project, in the amount of $35,500.00.
Work under the original contract, PO519330, included design services for improvements to the Franklinton Community Hub located at 89 West Park Ave., Columbus OH 43222.
Modification No. 1, under Contract No. PO556279, established funding for design and permitting of an elevator. Construction administration services were not included due to funding issues.
Since construction bids came in less than anticipated, funding is now available for construction administration services, thus, Modification No. 2 (current) is now needed.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $35,500.00
Original Contract Amount: $498,810.00 (PO519330)
Modification No. 1: $ 35,000.00 (PO556279)
Modification No. 2 (current): $ 35,500.00
Total (Original and Mods 1-2): $569,310.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
Available funding for the elevator to be installed in 2026 was unknown. Since construction bids came in lower than anticipated, funding is now available for construction administration services.
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 needs completed by October 2026 in order to meet requirements of the grant. Advertising/contracting for a new vendor would not allow us to meet these requirements.
D. How the price for the additional goods or services which are subject of the modification was determined.
The price was determined by the length of time it will take for the installation of the new elevator.
3. CONTRACT COMPLIANCE INFO: BBCO Design LLC, DAX No. 19748, expires 11/19/27, WBE & SRBE -designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against BBCO Design LLC.
4. FUTURE MODIFICATION(S): Future modifications are not expected at this time.
5. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to comply with expenditure deadlines for CDBG funding.
6. FISCAL IMPACT: Funding for this project will come from the Community Development Block Grant (CDBG) under the U.S. Department of Housing and Urban Development (HUD). The Community Development Block Grant (CDBG) Entitlement Program provides annual grants on a formula basis to cities and counties to develop viable urban communities. An appropriation of funds will be needed to align this Ordinance with the Draft FY 2025 Annual Action Plan as approved by City Council through the adoption of Ordinance No. 2968-2024.
An appropriation and expenditure up to $35,500.00 will be needed within the Community Development Block Grant (CDBG) Fund.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement with BBCO Design LLC; for the CDBG - Facilities Renovation Phase 2 - 2025 project; to authorize the appropriation and expenditure of funds in an amount up to $35,500.00 within the Community Development Block Grant Fund (CDBG); and to declare an emergency. ($35,500.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into an architectural / engineering services agreement with BBCO Design LLC for the CDBG - Facilities Renovation Phase 2 - 2025 project, under Contract No. PO519330, authorized by Ordinance No. 2198-2025, and approved by City Council on September 8, 2025; and
WHEREAS, Modification No. 1 under Contract No. PO556279, authorized by Ordinance No. 0239-2026, and approved by City Council on February 9, 2026, provided funding for design and permitting services for a new elevator at the Franklinton Community Hub; and
WHEREAS, Modification No. 2 (current) is needed to procure funding for construction administration services for said elevator, in the amount of $35,500.00; and
WHEREAS, it is necessary to authorize an appropriation and expenditure up to $35,500.00 from the Community Development Block Grant Fund included in the Draft FY 2025 Annual Action Plan adopted under Ordinance No. 2968-2024; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director of Finance and Management to modify and increase the architectural / engineering services agreement with BBCO Design LLC, for the CDBG - Facilities Renovation Phase 2 - 2025 project, in an emergency in order to comply with expenditure deadlines for CDBG funding, for the immediate preservation of the public safety, peace, property and safety; 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 modify and increase the architectural / engineering services agreement, on behalf of the Office of Construction Management, with BBCO Design LLC, for the CDBG - Facilities Renovation Phase 2 - 2025 project, in the amount of $35,500.00.
SECTION 2. That an appropriation and expenditure up to $35,500.00, or so much thereof as may be needed, is hereby authorized within the Community Development Block Grant Fund - Fund No. 2248, per the account codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
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 and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. 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 10. That for reasons stated 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.