Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to modify and increase the construction contract with Elford, Inc., for the CDBG Neighborhood Facilities Renovation - All THAT Teen Center project, in the amount of $396,386.19.
Work under the original construction contract (PO449206) included roof repairs, minor plumbing, mechanical and electrical work, and partial pavement/curbing/apron repairs.
Modification No. 1 (current) is needed to upgrade the facility with a new fire alarm system and fire rate doors as per the Department of Building and Zoning’s suggestion.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $396,386.19
Original Contract Amount: $1,268,300.00 (PO449206)
Modification No. 1 (current): $ 396,386.19
Total (Original and Mod 1): $1,664,686.19
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The Department of Building and Zoning recommended a new fire alarm system and fire rate doors for additional safety.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
The current contractor is familiar with the project and has completed all work to-date. Bringing on a new contractor would further delay the project and result in higher costs bringing them up to speed.
D. How the price for the additional goods or services which are subject of the modification was determined.
The contractor submitted a cost proposal and was accepted by the Office of Construction Management.
3. CONTRACT COMPLIANCE INFO: DAX No. 6059, expires 12/28/25, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Elford, Inc.
4. FUTURE MODIFICATION(S): Future modifications are not expected at this time.
5. EMERGENCY DESIGNATION: Emergency designation is being requested in order to have the materials ordered and installed by November 2025 in order to meet the requirements of the CDBG grant.
6. FISCAL IMPACT: Funding for this project will come from the Community Development Block Grant under the U.S. Department of Housing and Urban Development. The Community Development Block Grant 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 2023 Annual Action Plan as approved by City Council through the adoption of Ordinance No. 3353-2022.
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 construction contract with Elford, Inc.; for the Community Development Block Grant CDBG Neighborhood Facilities Renovation - All THAT Teen Center project; to authorize an appropriation and expenditure of $396,386.19 within the Community Development Block Grant Fund; and to declare an emergency. ($396,386.19)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into a construction contract, with Elford, Inc. for the CDBG Neighborhood Facilities Renovation - All THAT Teen Center project, authorized by Ordinance No. 1280-2024, and approved by City Council on May 20, 2024; and
WHEREAS, Modification No. 1 (current) is needed to upgrade the facility with a new fire alarm system and fire rate doors as per the Department of Building and Zoning’s suggestion, in an amount up to $396,386.19; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to award and execute a modification to the construction contract for the CDBG Neighborhood Facilities Renovation - All THAT Teen Center project; and
WHEREAS, it is necessary to authorize an appropriation and expenditure up to $396,386.19 from the Community Development Block Grant Fund included in the Draft 2023 Annual Action Plan adopted under Ordinance No. 3353-2022; 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 construction contract with Elford, Inc., for the CDBG Neighborhood Facilities Renovation - All THAT Teen Center project, in an emergency manner in order to have materials ordered and installed by November 2025 in order to meet the requirements of the CDBG grant, for the immediate preservation of the public safety, 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 modify and increase the construction contract, on behalf of the Office of Construction Management with Elford, Inc., for the CDBG Neighborhood Facilities Renovation - All THAT Teen Center project, in an amount up to $396,386.19.
SECTION 2. That an appropriation and expenditure of $396,386.19, 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 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.