Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Archer Corporation and authorizes the Director of Finance and Management to enter into contract with Red Vest Supply, LLC, on behalf of the Recreation and Parks Department, for the Main Entry Signage Program 2023 Project. The Archer Corporation contract amount is $22,391.55, with a contingency of $27,608.45, for a total of $50,000.00 for the service portion of this project. The Red Vest Supply contract amount is $22,196.80 and is for the supply portion of this project. There is a total of $72,196.80 being authorized by this ordinance.
The Recreation and Department has over 400 parks and facilities combined, which include main park entry signs that greet residents into the parks and facilities. Main park entry signs are essential in strengthening the Recreation and Parks Department’s identity. These signs also help residents and emergency services locate parks and facilities. Staff have identified at least 12 park entry signs in critical need of replacement due to various types of damage or being at the end of their useful service life. Currently, most existing main park signs do not include a park or facility address, which presents an issue for emergency situations. This phase of the project is proposed to replace the 12 signs, all of which will include the park or facility address. Replacing damaged signs with new signs containing the park and facility addresses will enhance the public’s ability to understand park locations and communicate that information with other residents and emergency services. Archer Corporation will replace damaged and aged signs with new ones. The raw sign material is being procured for sign installations, separate from the service contract, for cost savings. The procurement for the sign panel material was bid through the Purchasing Office.
Vendor Bid/Proposal Submissions (ODI designation status):
Sign Replacement Services:
Proposals were advertised through Vendor Services, in accordance with City Code Section 329 via RFQ025461, on July 20, 2023 and received by the Recreation and Parks Department on August 15, 2023. Bids were received from the following companies:
Archer Corporation (MAJ): $22,391.55
DaNite Sign Company (MAJ): $38,427.00
After reviewing the bids that were submitted, it was determined that Archer Corporation was the lowest and most responsive bidder. Archer Corporation and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
Raw Sign Material:
Bids were advertised through Vendor Services, in accordance with City Code Section 329 via RFQ025536, on July 28, 2023 and received by the Finance and Management Department on August 15, 2023. Bids were received from the following companies:
Red Vest Supply Inc. (MAJ): $22,196.80
After reviewing the bids that were submitted, it was determined that Red Vest Supply was the lowest and most responsive bidder that did meet specifications.
Principal Parties:
Archer Corporation
1917 Henry Ave SW
Canton, Ohio 44706
Gina Cope, (330) 455-9995
Contract Compliance Number: 045772
Contract Compliance Expiration Date: June 20, 2025
Red Vest Supply LLC
604 Jett Street
West Portsmouth, Ohio 45663
Michael Lackey, (740) 357-7375
Contract Compliance Number: 041570
Contract Compliance Expiration Date: April 18, 2024
Benefits to the Public: Main park entry signs serve an important role in strengthening the Columbus Recreation and Parks Department’s identity and in helping residents locate parks and facilities. Main park signs are often the first amenity that residents see when entering a park and set the tone for the experience the resident can expect. Main park signs that are warped, faded, and/or damaged do not set the best tone for a park user’s experience. Replacing critically damaged signs with new signs enhance park user’s ability to communicate that information with other residents and/or emergency service providers.
Community Input/Issues: Community members have shared main park sign concerns and replacement requests through 311 calls and through other forms of communication. Staff have also visually inspected all main park signs and have prioritized the top 24 signs that are in most need of replacement.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by removing access and circulation barriers to City parks by improving main park sign design. It also improves overall maintenance, safety, and design standards.
Fiscal Impact: $72,196.80 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of these expenditures.
Title
To authorize the Director of Recreation and Parks to enter into contract with Archer Corporation and the Director of Finance and Management to enter into contract with Red Vest Supply, LLC, on behalf of the Recreation and Parks Department, for the Main Entry Signage Program 2023 Project; to authorize the transfer of $72,196.80 within the Recreation and Parks Voted Bond Fund; to authorize the amendment of the 2023 Capital Improvements Budget; and to authorize the expenditure of $72,196.80 from the Recreation and Parks Voted Bond Fund. ($72,196.80)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into contract with Archer Sign Corporation and the Director of Finance and Management to enter into contract with Red Vest Supply, on behalf of the Recreation and Parks Department, for the Main Entry Signage Program 2023; and
WHEREAS, it is necessary to authorize the transfer of $72,196.80 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2023 Capital Improvements Budget Ordinance 1711-2023 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $72,196.80 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it has become necessary in the usual daily operations of the Recreation and Parks Department in that it is necessary to authorize the Director to enter into contract with Archer Corporation and the Director of Finance and Management to enter into contract with Red Vest Supply on behalf of the Recreation and Parks Department for the Main Entry Signage Program 2023 Project, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Archer Corporation and the Director of Finance and Management is hereby authorized to enter into contract with Red Vest Supply, on behalf of the Recreation and Parks Department, for the Main Entry Signage Program 2023 Project.
SECTION 2. 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 3. 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 4. 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 5. That the transfer of $72,196.80 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2023 Capital Improvements Budget Ordinance 1711-2023 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current Revised Authority / Current Remaining Authority / Change / Amended Revised Authority / Amended Remaining Authority
Fund 7702 / P510029-100000 / Facility Upgrades (Voted Carryover) / $0 / $0 / $17,058 / $17,058 / $17,058 (to match cash)
Fund 7702 / P510035-100004 / Facility Improvements, Contingencies (Voted Carryover) / $0 / $0 / $9,485 / $9,485 / $9,485 (to match cash)
Fund 7702 / P510035-100271 / Facility Imps - Recreation Center Improvements (Voted Carryover) / $0 / $0 / $3,000 / $3,000 / $3,000 (to match cash)
Fund 7702 / P510038-100000 / Linden Community Recreation Center (Voted Carryover) / $0 / $0 / $159,811 / $159,811 / $159,811 (to match cash)
Fund 7702 / P510029-100000 / Facility Upgrades (Voted Carryover) / $17,058 / $17,058 / ($17,058) / $0 / $0
Fund 7702 / P510035-100004 / Facility Improvements, Contingencies (Voted Carryover) / $9,485 / $9,485 / ($9,485) / $0 / $0
Fund 7702 / P510035-100271 / Facility Imps - Recreation Center Improvements (Voted Carryover) / $3,000 / $3,000 / ($3,000) / $0 / $0
Fund 7702 / P510038-100000 / Linden Community Recreation Center (Voted Carryover) / $159,811 / $159,811 / ($42,654) / $117,157 / $117,157
Fund 7702 / P511034-202301 / Main Entry Signage Program 2023 (Voted Carryover) / $0 / $0 / $72,197 / $72,197 / $72,197
SECTION 7. For the purpose stated in Section 1, the expenditure of $72,196.80 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 8. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.