Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the contract with K & W Roofing, Inc., for the City Facilities Roof Repairs 2023 project, in the amount of $50,000.00.
This modification (#1) will authorize additional scope and funding to remove and replace the entire roofing system at Police Substation #9 located at 3022 Winchester Pike, Columbus, OH 43232. The original scope for Police Substation #9 was to only perform minor repairs but excessive repairs warranted the need for the roof to be completely removed and replaced.
The original contract (PO422531) was authorized by Ordinance No. 3060-2023 and approved by City Council on December 4, 2023.
1.1 The amount of additional funds to be expended under the modification: $50,000.00.
1.2 Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded. The original scope of Police Substation #9 was to only do minor repairs but excessive repairs warranted the need for the building to be completely re-roofed which requires additional funding.
1.3 Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes? The roof actively leaks when it rains and immediate repairs should be performed to prevent further damage and safety concerns to the building. Procuring another vendor would add at least 3+ months for repairs to be performed.
1.4 How the price for the additional goods or services which are the subject of the modification was determined. The City received a quote from K & W Roofing for this additional scope and was approved by the project manager.
2. CONTRACT COMPLIANCE INFO: DAX #5659, expires 2/8/26, WBE/EBE- certified
3. EMERGENCY DESIGNATION: Emergency designation is requested in order to compensate the contractor in the shortest amount of time for this additional work.
4. FISCAL IMPACT: This ordinance authorizes an expenditure of $50,000.00 from the General Fund with K & W Roofing, for roof repair services at Police Substation #9 as part of the Office of Construction Management’s City Facilities Roof Repairs 2023 project.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the contract with K & W Roofing, Inc. for the City Facilities Roof Repairs 2023 project; to authorize an expenditure of $50,000.00 from the General Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, Contract No. PO422531 was authorized by Ordinance No. 3060-2023 and approved by City Council on December 4, 2023, for the City Facilities Roof Repairs 2023 project; and
WHEREAS, it is necessary to modify and increase the contract with K & W Roofing, Inc., in an amount up to $50,000.00, to compensate for additional scope of work involving the removal and replacement of the roofing system at Police Station #9; and
WHEREAS, it is necessary to authorize an expenditure up to $50,000.00 within the General Fund; 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 contract for the City Facilities Roof Repairs 2023 project, in an emergency manner in order to compensate the contractor in the shortest amount of time for the additional work; for the immediate preservation of the public health, peace, property, and safety; 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, on behalf of the Office of Construction Management, is hereby authorized to modify and increase the contract, with K & W Roofing, Inc., for the City Facilities Roof Repairs 2023 project, in an amount up to $50,000.00.
SECTION 2. That the expenditure of $50,000.00, or so much thereof as may be necessary, in regards to the action authorized in SECTION 1, be and is hereby authorized and approved from the General Fund 1000, in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 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.