Explanation
1. BACKGROUND: This Ordinance authorizes the Finance and Management Director, on behalf of the Office of Construction Management, to enter into a contract with Elford, Inc., for Construction Manager at Risk (CMaR) services for the new Columbus Police Substation #6 (Easton) facility (hereinafter designated “Easton Police Substation”) located at 3395 Easton Way, Columbus, Ohio 43219, for the Department of Public Safety, in an amount up to $10,000,000.00.
The new facility will support Columbus Police Patrol Operations, a Community Response Team (CRT), a Detective Unit, a Zone Commander, and includes a garage / sallyport space, interrogation rooms, bicycle patrol storage, a secure police parking lot with covered cruiser parking, locker room space, and a physical fitness center for police personnel. A community meeting room for neighborhood events, classes, and department training that doubles as an ICC-500 compliant storm shelter is also included.
This Ordinance will provide funding for pre-construction services, mobilization, and initial construction costs. Once final construction costs are determined, the contract will be modified for the remainder of the Guaranteed Maximum Price for the project.
2. BID INFORMATION: The project is being managed by the Department of Finance and Management, on behalf of the Office of Construction Management, and used a combined RFSQ/RFP process to ultimately determine the “Best Value” for the project, as described under Columbus City Codes Section 329.23 (B)(f). With respect to the RFSQ/RFP process the City received eight (8) responses and were short-listed to the following 3 firms:
Elford, Inc.
Smoot Construction Company of Ohio
Ascension Construction Solutions
The review committee evaluated these three firms based upon criteria related to location, experience/organization plan, experience on similar projects, capabilities, and project management and understanding. The respondents were also asked to supply a price proposal and deliver a presentation.
At the conclusion of scoring and presentations Elford, Inc. received the highest overall score of 165.7. Ascension Construction Solutions ranked second at 156.9, and Smoot Construction Co. ranked third at 154.4. Elford, Inc. also submitted the lowest price proposal of all respondents.
It is the determination of the Department of Finance and Management that the RFSQ/RFP submittal and proposal submitted by Elford, Inc. represents the best value for the City of Columbus.
The initial amount to be legislated with Elford, Inc. is $10,000,000.00. The contract will be modified for the Guaranteed Maximum Price (GMP).
3. CONTRACT COMPLIANCE INFO: Elford, Inc., CC# 006059, expires 3/4/28, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Elford, Inc.
4. FUTURE MODIFICATION(S): Once final construction costs are determined, the contract will be modified for the remainder of the Guaranteed Maximum Price for the project.
5. EMERGENCY DESIGNATION: Emergency designation is being requested in order for construction to begin no later than June 2026 in order to maintain the current schedule and minimize project delays.
6. FISCAL IMPACT: There are sufficient funds and budgetary authority within the Safety G.O. Bonds Fund - Fund No. 7701 for this expenditure.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Office of Construction Management, to enter into a contract with Elford, Inc. to provide Construction Manager at Risk (CMaR) services for the Department of Public Safety’s Easton Police Substation project; to authorize an expenditure up to $10,000,000.00 within the Safety G.O. Bonds Fund; and to declare an emergency. ($10,000,000.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, used a combined RFSQ/RFP process to procure a vendor for Construction Manager at Risk (CMaR) services for the Department of Public Safety’s Easton Police Substation project; and
WHEREAS, three (3) firms were shortlisted to provide a cost proposal and presentation; and
WHEREAS, Elford, Inc. received the highest overall score and lowest price proposal of all respondents and the Department determines they represent the best value for the City of Columbus; and
WHEREAS, it is necessary to authorize the Director of the Finance and Management to enter into a Construction Manager at Risk (CMaR) contract with Elford, Inc. for the Department of Public Safety’s Easton Police Substation project in an amount up to $10,000,000.00; and
WHEREAS, it is necessary to authorize an expenditure up to $10,000,000.00 from the Safety G.O. Bonds Fund - Fund No. 7701; 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 Manager at Risk (CMaR) contract with Elford, Inc. for the Department of Public Safety’s Easton Police Substation project, in an emergency in order for construction to begin no later than June 2026 in order to maintain the current schedule and minimize project delays, 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, on behalf of the Office of Construction Management, is hereby authorized to enter into a Construction Manager at Risk (CMaR) contract, with Elford, Inc. for the Department of Public Safety’s Easton Police Substation project, in an amount up to $10,000,000.00.
SECTION 2. That an expenditure of $10,000,000.00, 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 a future modification(s) for the Guaranteed Maximum Price is expected.
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 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 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.