Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a professional architectural / engineering services agreement, with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in an amount up to $498,810.00.
The project scope includes design, bidding services, and construction administration services for the following 9 roofs: Fire Stations #5, #12, #18, #19, #22, #27; Police Substation #2; 1393 E. Broad Street, and the Groves Road Warehouse (design only).
2. BID INFORMATION: The selection of the firm providing the professional architectural / engineering services has been performed in accordance with the procedures set forth in Columbus City Code, Section 329, "Awarding professional service contracts through requests for proposals." The project was let by the Office of Construction Management through Vendor Services and Bonfire.
Four Requests for Proposals (RFP’s) were opened on July 31, 2024.
1. PRIME AE Group, Inc.
2. Schooley Caldwell Associates (MBE)
3. CTL Engineering (MBE)
4. Star Consultants (MBE)
An evaluation committee reviewed and scored the proposals based on the criteria included Columbus City Code, Section 329. The Department of Finance and Management recommends an award be made to PRIME AE Group, Inc.
3. CONTRACT COMPLIANCE INFO: DAX No. 2102, expires 2/25/27, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
4. SUBCONTRACTOR PARTICIPATION: PRIME AE Group, Inc. proposed using four firms to meet this goal:
Company Name City/State
Lawhon & Associates Columbus/OH
G. Stephens Columbus/OH
Resource International Columbus/OH
K & W Roofing, Inc. Columbus/OH
5. EMERGENCY DESIGNATION: Emergency legislation is being requested in order to have design completed with a fully executed construction contract ready for the 2026 construction season.
6. FISCAL IMPACT: A transfer of funds within the Construction Management Capital Improvement Fund - Fund No. 7733 will be necessary, as well as an amendment to the 2024 Capital Improvements Budget.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Office of Construction Management, to enter into a professional architectural / engineering services agreement with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project; to authorize a transfer of $498,810.00 and an expenditure up to $498,810.00 within the Construction Management Capital Improvement Fund; to authorize an amendment to the 2024 Capital Improvements Budget; and to declare an emergency. ($498,810.00)
Body
WHEREAS, four technical proposals for the Roof Restorations and Replacements Phase 2 (2024) project were received on July 31, 2024; and
WHEREAS, the Department of Finance and Management recommends the agreement be awarded to PRIME AE Group, Inc.; and
WHEREAS, it is necessary to authorize a transfer of $498,810.00 and an expenditure up to $498,810.00 within the Construction Management Capital Improvement Fund - Fund No. 7733; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; 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 professional architectural / engineering services agreement, with PRIME AE Group, Inc., for the Roof Restorations and Replacements Phase 2 (2024) project, in an emergency manner in order to have design completed with a fully executed construction contract ready for the 2026 construction season; for the immediate preservation of 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 the Department of Finance and Management is hereby authorized to enter into a professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with PRIME AE Group, Inc., Inc. for the Roof Restorations and Replacements Phase 2 (2024) project, in an amount up to $498,810.00.
SECTION 2. That a transfer of $498,810.00 and an expenditure up to $498,810.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvement Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2024 Capital Improvements Budget is hereby amended, in the Construction Management Capital Improvement Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
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.