Explanation
Background:
This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Eramo & Sons, Inc. for the Wilson Road Parkland Athletic Field Grading. This project is for the removal of plant material and debris, grading, and seeding which will create a new athletic field area at the Wilson Road Parkland. The Parkland is not currently open to the public and the athletic field area is being prepared now to give the turf grass time to establish. It is the intent that the athletic field will supplement the use of athletic fields in nearby Westgate Park. Additional complimentary park uses are currently in the design phase for which we will be seeking public input as part of this process. We anticipate that the park will be open to the public within the next three years.
The costs for this project will be $244,000.00 with a contingency of $106,000.00 for a total of $350,000.00. The large contingency amount is being requested in order to accomplish additional grading work under the unit cost provided by the contractor.
Emergency Justification:
An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may proceed during the current construction season. Seeding will need to be completed before winter in order for it to have enough time to establish prior to being used as a sports field.
Fiscal Impact:
$350,000.00 is budgeted and available in the Recreation and Parks Voted Bond Fund 702 and Permanent Improvement Fund 747 to meet the financial obligations of this contract. Contingent upon 214 Bond sale.
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on May 9th, 2014 and received by the Recreation and Parks Department on May 29th, 2014. Bids were received from the following companies:
Status Bid Amount
Eramo & Sons MAJ $244,000.00
The department is requesting the waiver of the formal bidding provisions of the Columbus City Code 329 to negotiate the unit price which was submitted in error and has been changed to reflect the proper unit basis. The bid stated that the price would be $4,000 per square yard and was clarified by the contractor to be $4,000 per acre.
After review the proposals that were submitted, it was determined that Eramo & Sons, Inc. was the lowest and most responsive bidder.
Principal Parties:
Vendor Name: Eramo & Sons, Inc.
Vendor Address: 3670 Lacon Rd., Hilliard, OH 43026
Vendor Contact Name and Phone: Chris Eramo 614-777-0020
Contract Compliance Number: 310724866
Contract Compliance Expiration Date: December 16, 2015
Number of Columbus Based Employees: 25+
Title
To authorize the City Auditor to appropriate $26,110.72 within the Recreation and Parks Permanent Improvement Fund; to authorize and direct the Director of Recreation and Parks to enter into contract with Eramo & Sons, Inc. for the Wilson Road Parkland Athletic Field Grading Project; to authorize the expenditure of $244,000.00 with a contingency of $106,000.00 for a total of $350,000.00 from the Recreation and Parks Voted Bond Fund and Permanent Improvement Fund; and to declare an emergency. ($350,000.00)
Body
WHEREAS, bids were advertised through Vendor Services, in accordance with City Code Section 329, on May 9, 2014 and received by the Recreation and Parks Department on May 29, 2014 for the Wilson Road Parkland Athletic Field Grading Project an will be awarded to Eramo & Sons, Inc. on the basis of lowest and most responsive bidder; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into contract with Eramo & Sons, Inc. for the Wilson Road Parkland Athletic Field Grading Project so that seeding can be completed before winter in order for grass to fully establish in time before the fields are used for sports; and
NOW THEREFORE BE IT ORDAINED BY THE COLUMBUS CITY COUNCIL:
SECTION 1. That the Director of Recreation and Parks is authorized to enter into contract with Eramo & Sons, Inc. for the Wilson Road Parkland Athletic Field Grading 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 City Auditor is hereby authorized to appropriate $26,110.72 within the Recreation and Parks Permanent Improvement Fund 747 for the project listed below:
Project OCA Code Object Level 3 Amount
510025-100013 (Hilltop Parkland Donations) 510913 6621 $26,110.72
SECTION 6. For the purpose stated in Section 1, the expenditure of $350,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Fund 702 and Permanent Improvement Fund 747, as follows:
Voted Recreation and Parks Bond Fund 702:
Project: OCA Code Object Level 3 Amount
510017-100008 (Wilson Rd. Park Development) 721708 6621 $325,000.00
Permanent Improvement Fund 747
Project: OCA Code Object Level 3 Amount
510025-100013 (Hilltop Parkland Donations) 510913 6621 $25,000.00
SECTION 7. That for the 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 ffect and be in force from and after its passage and approval by the Mayor, or 10 days after passage if the Mayor neither approves or vetoes the same.