Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract with Lincoln Construction, Inc. in the amount of up to $1,261,964.00 for the Columbus Public Health Porch & Exterior Improvements Project.
The existing sandstone porch in front of the Health Department Building located at 240 Parsons Avenue is currently shored up because it has begun to deteriorate due to its age. This project will renovate and make the porch and its columns safe and will do so respecting the original styling including sandstone columns.
The project scope will also include window and roof repairs at the North Dorm to stop water infiltration. It is necessary to replace the failing steel support lintels above the window openings along with the affected brick facade.
The Department of Finance and Management, Office of Construction Management solicited bids for the Columbus Public Health Porch & Exterior Improvements Project. The project was formally advertised on Vendor Services from July 14, 2015, to August 6, 2015. The city received two (2) bids. After alternates were chosen, the final bid amounts are:
Lincoln Construction, Inc. $1,261,964.00
2K General Company $1,292,004.00
The City advertised the project on Vendor Services and received two bids. Both bids had errors, resulting in the Director of the Department of Finance and Management requesting a waiver of Columbus City Code Chapter 329 for the selection of construction services for this project.
The lowest bidder is Lincoln Construction, Inc. City Code, Chapter 329.20(h)(1) states that bidders shall, “Provide a list with its bid submission of all subcontractors the bidder intends to utilize for the project….” Lincoln Construction stated in their bid that they would perform all the work and not employ any subcontractors. During the bid evaluation process, Lincoln Construction indicated that they will be subcontracting about 44% of the work.
2K General Company included a list of subcontractors in their bid, however, they did not list one of the three approved masonry subcontractors included in the Invitation for Bid (IFB). Due to the complexity of the masonry work on the project, the city stated in the IFB that one of the approved subcontractors must be used on the project. Instead, they listed a subcontractor not on the list. Additionally, they did not request that the company they listed be added to the approved list while the project was advertised. Since the city did not have an opportunity to evaluate 2K General’s masonry subcontractor and possibly add them to the list, other bidders did not have the opportunity to possibly consider this additional subcontractor.
All other portions of Lincoln Construction, Inc.’s bid conformed to the requirements of Chapter 329 of Columbus City Code except their listing of subcontractors, therefore, competitive bidding must be waived.
Emergency action is requested in order to expedite remediating these existing safety concerns as identified above.
Lincoln Construction, Inc. Contract Compliance No. 31-0803712, expiration date October 6, 2017.
Fiscal Impact: The cost of this contract is $1,261,964.00. This legislation will also amend the 2015 Capital Improvement Budget and transfer funds between projects within the Safety Voted Bond Fund, Construction Management Capital Improvement Fund, the Gov’l B.A.B.’s (Build America Bonds) Fund, and the General Permanent Improvement Fund.
Title
To amend the 2015 Capital Improvement Budget; to authorize the City Auditor to transfer funds within the Safety Voted Bond Fund, Construction Management Capital Improvement Fund, the Gov’l B.A.B.’s (Build America Bonds) Fund; to authorize the Finance and Management Director to enter into a contract, on behalf of the Office of Construction Management, with Lincoln Construction, Inc. for renovations to Columbus Public Health, 240 Parsons Avenue; to authorize the total expenditure of $1,261,964.00 from the Safety Voted Bond Fund, Construction Management Capital Improvement Fund, the Gov’l B.A.B.’s (Build America Bonds) Fund; to waive the competitive bidding provisions of Columbus City Code Chapter 329; and to declare an emergency. ($1,261,964.00)
Body
WHEREAS, it is necessary to amend the 2015 Capital Improvement Budget and to transfer cash between projects within the Safety Voted Bond Fund, Construction Management Capital Improvement Fund, the Gov’l B.A.B.’s (Build America Bonds) Fund, and the General Permanent Improvement Fund; and
WHEREAS, the Department of Finance and Management, Office of Construction Management desires to enter into a contract to renovate the existing sandstone porch in front of the Health Department Building located at 240 Parsons Avenue; and
WHEREAS, this renovation contract will also include window and roof repairs at the North Dorm to stop water infiltration and to replace the failing steel support lintels above the window openings along with the affected brick façade; and
WHEREAS, formal bids were solicited and the City received two bids; and
WHEREAS, for the reasons outlined in the background section of this ordinance, it is in the best interest of the city to waive the competitive bidding provisions of Columbus City Code Chapter 329; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management, in that it is immediately necessary to authorize the Director to enter into a contract with Lincoln Construction, Inc. for various renovations at Columbus Public Health, 240 Parsons Avenue, thereby preserving 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 2015 Capital Improvement Budget be amended due to cancellation of encumbrances from completed projects and to provide sufficient authority for this project as follows:
Fund 701
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570030-100015 Health: 240 Parsons Ave - Various/Voted Carryover/$816,776/($4,240)/$812,536
Fund 707
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570030 - 100120 Facility Renovations - Various/Unvoted Carryover/$3,903/$965/$4,868
570030 - 100204 Architectural & Engineering Various/Unvoted Carryover/$22,374/$2/$22,376
570043 - 100001 Municipal Court Renovations - Various/Unvoted Carryover/$3,094/$5,704/$8,798
570056 - 100000 59-07 Old Police Headquarters/Unvoted Carryover/$0/$66,036/$66,036
SECTION 2. That the 2015 Capital Improvement Budget be amended as follows:
Fund 707
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570030 - 100120 Facility Renovations - Various/Unvoted Carryover/$4,868/($4,868)/$0
570030 - 100204 Architectural & Engineering Various/Unvoted Carryover/$22,376/($22,376)/$0
570031 - 100002 City Hall Renovations - HVAC/Unvoted Carryover/$15,695/($15,695)/$0
570043 - 100001 Municipal Court Renovations - Various/Unvoted Carryover/$8,798/($8,798)/$0
570056 - 100000 59-07 Old Police Headquarters/Unvoted Carryover/$66,036/($66,036)/$0
570030 - 100015 Health: 240 Parsons Ave - Various/Unvoted Carryover/$0/$117,773/$117,773
Fund 733
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570030 - 100120 Facility Renovations - Various/Councilmanic SIT Supported/$2,568,000/($234,869)/$2,333,131
570030 - 100015 Health:240 Parsons Ave - Various/Councilmanic SIT Supported/$0/$234,869/$234,869
Fund 746
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
570030 - 100120 Facility Renovations - Various/Unvoted Carryover/$12,566/($12,566)/$0
570030 - 100015 Health: 240 Parsons Ave - Various/Unvoted Carryover $46,176/$12,566/$58,742
SECTION 3. That the transfer of cash and appropriation within the Gov’l Super B.A.B.’s (Build America Bonds) Fund be authorized as follows:
FROM:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
707/570030-100120/Facility Renovations - Various/06-6620/773120/$4,867.58
707/570030-100204/Architectural & Engineering Various/06-6620/773204/$22,375.67
707/570031-100002/City Hall Renovations - HVAC/06-6620/770002/$15,694.65
707/570043-100001/Municipal Court Renovations - Various/06-6620/774301/$8,797.17
707/570056-100000/59-07 Old Police Headquarters/06-6620/775600/$66,035.69
TO:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
707/570030-100015/Health: 240 Parsons Ave. - Various/06-6620/773015/$117,770.76
SECTION 4. That the transfer of cash and appropriation within the Construction Management Capital Improvement Fund be authorized as follows:
FROM:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
733/570030 - 100120 Facility Renovations - Various /06-6620/733120/$234,867.75
TO:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
733/570030 - 100015 Health:240 Parsons Ave - Various /06-6620/733015/$234,867.75
SECTION 5. That the transfer of cash and appropriation within the Gov’l B.A.B.’s (Build America Bonds) Fund be authorized as follows:
FROM:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
746/570030 - 100120 Facility Renovations - Various /06-6620/733030/$12,565.76
TO:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
746/570030-100015 Health: 240 Parsons Ave. - Various/06-6620/746315/$12,565.76
SECTION 5. That the Finance and Management Director is hereby authorized and directed to enter into a contract, on behalf of the Office of Construction Management, with Lincoln Construction, Inc. for renovations to Columbus Public Health, 240 Parsons Avenue.
SECTION 6. That the expenditure of $1,261,964.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 5, be and is hereby authorized and approved as follows:
Division: 45-50
Fund: 701
Project: 570030-100015
OCA Code: 713015
Object Level 1: 06
Object Level 3: 6620
Amount: $812,535.83
Division: 45-50
Fund: 707
Project: 570030-100015
OCA Code: 773015
Object Level 1: 06
Object Level 3: 6620
Amount: $117,770.76
Division: 45-50
Fund: 733
Project: 570030-100015
OCA Code: 733015
Object Level 1: 06
Object Level 3: 6620
Amount: $272,915.75
Division: 45-50
Fund: 746
Project: 570030-100015
OCA Code: 746315
Object Level 1: 06
Object Level 3: 6620
Amount: $58,741.66
SECTION 7. 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 8. That this Council finds it in the best interests of the City to waive the competitive bidding provisions of Columbus City Code Chapter 329.
SECTION 9. 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 10. 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 11. 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 12. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.