Explanation
1. BACKGROUND: This Ordinance authorizes the Finance and Management Director to enter into a professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with BBCO Design LLC, for the CDBG Facilities Renovation Phase 2 - 2025 project, in the amount of $180,895.00.
The project's scope includes designing improvements such as roofing, paving, security systems, elevator, interior remodeling, plumbing, drywall, electrical, and HVAC adjustments, to three community buildings, chosen by the Grants Management section, as follows:
• Maryhaven Addiction Center, 1791 Alum Creek Dr., Columbus, OH 43207
• Church & Community Development For All People (CD4AP), 946 Parsons Ave, Columbus, OH 43206
• Franklinton Community Hub, 89 West Park Ave., Columbus OH 43222
Funding for this project will come from the Community Development Block Grant (CDBG) under the U.S. Department of Housing and Urban Development (HUD). The Community Development Block Grant (CDBG) Entitlement Program provides annual grants on a formula basis to cities and counties to develop viable urban communities. An appropriation of funds will be needed to align this Ordinance with the Draft FY 2025 Annual Action Plan as approved by City Council through the adoption of Ordinance No. 2968-2024.
The Director of Finance and Management will also enter into agreements with various agencies, to define responsibilities regarding the planned improvements to said facilities, as approved by City Council through the adoption of Ordinance No. 2969-2024.
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." Four hundred seventeen (417) vendors were solicited via Vendor Services portal.
Two (2) Requests for Proposals (RFP’s) were opened on January 14, 2025:
1. BBCO Design LLC
2. Star Consultants
An evaluation committee reviewed and scored the proposals based on the criteria included in Columbus City Code, Section 329. The Department of Finance and Management recommends an agreement be awarded to BBCO Design LLC.
3. CONTRACT COMPLIANCE INFO: BBCO Design LLC, Vendor No. 19748, expires 2/23/26
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against BBCO Design LLC.
4. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to comply with expenditure deadlines for CDBG funding.
5. FISCAL IMPACT: The appropriation and expenditure of $180,895.00 will be needed within the Community Development Block Grant (CDBG) Fund.
Title
To authorize the Director of the Department of Finance and Management to enter into a professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with BBCO Design LLC, for the CDBG Facilities Renovation Phase 2 - 2025 project; to authorize an appropriation and expenditure of funds in an amount up to $180,895.00 within the Community Development Block Grant Fund (CDBG); and to declare an emergency. ($180,895.00)
Body
WHEREAS, the Director of the Department of Finance and Management, Office of Construction Management, desires to enter into a professional architectural / engineering services agreement for the CDBG Facilities Renovation Phase 2 - 2025 project; and
WHEREAS, two firms submitted proposals and BBCO Design LLC received the highest overall score from the evaluation committee and as such is recommended for project award; and
WHEREAS, it is necessary to authorize an appropriation and expenditure up to $180,895.00 from the Community Development Block Grant Fund included in the Draft FY 2025 Annual Action Plan adopted under Ordinance No. 2968-2024; 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 Finance and Management Director to enter into a professional architectural / engineering services agreement with BBCO Design LLC, for the CDBG Facilities Renovation Phase 2 - 2025 project, in an emergency manner in order to comply with expenditure deadlines for CDBG funding; and for the immediate preservation of 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 is hereby authorized to enter into a professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with BBCO Design LLC for the CDBG Facilities Renovation Phase 2 - 2025 project, in an amount up to $180,895.00.
SECTION 2. That an appropriation and expenditure up to $180,895.00, or so much thereof as may be needed, is hereby authorized within the Community Development Block Grant Fund - Fund No. 2248, per the account codes in the attachment to this ordinance.
SECTION 3. 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 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 at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
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 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 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 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.