Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a construction contract, on behalf of the Office of Construction Management, with Servant’s Heart General Contracting, LLC, for the CDBG Neighborhood Facilities Renovation - The Refuge Phase 2 project, in the amount of $107,400.00, and to encumber funds with the Department of Public Service for prevailing wage services in the amount of $375.00.
The Refuge, located at 1601 Sullivant Avenue, Columbus, Ohio 43223, is 3-story 6,200 SF non-profit facility that provides residential addiction recovery services. The scope of work for this project includes improvements to doors, interior and exterior lights, sinks and mirrors in the bathrooms, as well as alternate flooring work, painting work, and other such work as may be necessary to complete the contract in accordance with the bidding documents.
2. CONSTRUCTION CONTRACT AWARD: The project was let by the Office of Construction Management through Vendor Services and Bid Express. Of the 535 vendors solicited, 193 were Minority-owned, 2 were Veteran-owned, 321 were Small Business-owned, and 112 were Women-owned.
The Director of Finance and Management publicly opened four bids on January 14, 2025. Two of the four bidders held Minority-designated status.
Bid Total
Servant’s Heart Gen’l Contracting, LLC (WBE) $107,400.00
Black Bronco Construction (MBE) $117,000.00
Setterlin Building Company $211,342.00
t-built construction services $216,400.00
Servant’s Heart General Contracting, LLC’s bid was deemed the lowest, best, most responsive and responsible bid in the amount of $107,400.00. Their Contract Compliance Number is 44621 (expires 10/2/26, Woman-owned designation).
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Servant’s Heart General Contracting.
3. MINORITY CONTRACT PARTICIPATION: There was no ODI-assigned goal for the project, however, Servant’s Heart General Contracting, LLC holds WBE-designated status and intends to self-perform the entire project.
4. EMERGENCY DESIGNATION: Construction needs to be finished by November 2025 in order to meet the requirements of the CDBG grant. Emergency designation will eliminate 6 weeks of downtime. Materials should be ordered as soon as possible due to current supply-chain issues. Having the necessary materials on order will enable the contractor to mobilize and finish construction by the November 2025 deadline.
5. FISCAL IMPACT: Funding will come from the Community Development Block Grant (CDBG) Entitlement Program which provides annual grants on a formula basis to cities and counties to develop viable urban communities. All City CDBG expenditures must be consistent with the community needs, priorities, and strategies stated in the City’s 2020-2024 Consolidated Plan, as approved by HUD.
An appropriation of funds will be needed to align this Ordinance with the Draft FY 2024 Annual Action Plan as approved by City Council through the adoption of Ordinance No. 2995-2023, and with the 2020 Annual Action Plan as approved by Council through adoption of Ordinance 2162-2019 and 1637-2022.
A transfer, appropriation, and expenditure up to $375.00 will be needed within the General Permanent Improvements Fund for prevailing wage services, as well as an amendment to the 2024 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a construction contract with Servant’s Heart General Contracting, LLC for the CDBG Neighborhood Facilities Renovation - The Refuge Phase 2 project; to authorize the appropriation and expenditure of funds in an amount up to $107,400.00 within the Community Development Block Grant Fund (CDBG); to authorize a transfer, appropriation and expenditure up to $375.00 within the General Permanent Improvements Fund; to authorize an amendment to the 2024 Capital Improvements Budget; and to declare an emergency. ($107,775.00)
Body
WHEREAS, four bids for the CDBG Neighborhood Facilities Renovation - The Refuge Phase 2 project were received and publicly opened in the office of the Director of Finance and Management on January 14, 2025; and
WHEREAS, the lowest, best, most responsive and responsible bid was from Servant’s Heart General Contracting, LLC in the amount of $107,400.00; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to award and execute a construction contract for the CDBG Neighborhood Facilities Renovation - The Refuge Phase 2 project in the amount of $107,400.00; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of $107,400.00 from the Community Development Block Grant Fund included in the Draft 2024 Annual Action Plan adopted under Ordinance No. 2995-2023; and
WHEREAS, it is necessary to authorize the Director of the Department of Finance and Management to encumber and expend funds up to $375.00 to provide for payment of prevailing wage services associated with said project; and
WHEREAS, it is necessary to authorize a transfer of funds within the General Permanent Improvement Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvements Budget; 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 enter into a construction contract for the CDBG Neighborhood Facilities Renovation - The Refuge Phase 2 project, in an emergency manner in order to reduce project down time and expedite material orders thereby enabling construction to be completed by the November 2025 deadline of the CDBG grant; all for the immediate preservation of the public health, safety, peace, property and welfare; and 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 construction contract, on behalf of the Office of Construction Management, with Servant’s Heart General Contracting, LLC, for the CDBG Neighborhood Facilities Renovation - The Refuge Phase 2 project, in an amount up to $107,400.00, and to obtain the necessary prevailing wage services from the Department of Public Service and to pay up to a maximum amount of $375.00.
SECTION 2. That an appropriation and expenditure up to $107,400.00, 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 a transfer, appropriation, and expenditure up to $375.00, or so much thereof as may be needed, is hereby authorized within the General Permanent Improvements Fund.
SECTION 4. That the 2024 Capital Improvements Budget is hereby amended, in the General Permanent Improvements Fund - Fund No. 7748, per the accounting codes in the attachment to this ordinance.
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 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 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 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.