Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into a contract for the construction of the Resurfacing - Resurfacing 2014 Project 4 project and to provide payment for construction administration and inspection services.
This contract consists of repairing and resurfacing 10 city streets and constructing 255 ADA curb ramps along those streets, milling the existing pavement, overlaying with new asphalt concrete, minor curb replacement, and replacing curb and sidewalk associated with installing ADA wheelchair ramps. Where warranted the plans also call for areas of full depth pavement repair and other such work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents.
The estimated Notice to Proceed date is August 11, 2014. The project was let by the Office of Support Services through Vendor Services and Bid Express. Four bids were received on June 19, 2014 (four majority) and tabulated on June 20, 2014 as follows:
Company Name Bid Amt City/State Majority/MBE/FBE
Shelly and Sands, Inc. $2,166,899.16 Columbus, OH Majority
Strawser Paving Company, Inc. $2,218,464.14 Columbus, OH Majority
The Shelly Company $2,283,648.22 Columbus, OH Majority
Kokosing Construction Company $2,294,820.72 Columbus, OH Majority
Award is to be made to Shelly and Sands, Inc. as the lowest responsive and responsible and best bidder. The contract amount will be $2,548,000.00 in accordance with Special Provision 146 of the bid documents, which states, "It is the City's intent to fully utilize the available funding provided to its Resurfacing Program within the approved Capital Improvements Budget. Therefore, the City reserves the right to increase or decrease the base bid amount, up to or down to a maximum of $2,548,000.00. The total amount of the work and other incidentals will not exceed the total amount of the contract (maximum of $2,548,000.00). In the event that the City does add streets to the original list in order to use the remaining available funds, the contractor shall be bound by all bid specifications and other terms and conditions contained in this contract document. The contract will be awarded to the lowest (determined by the base bid, not including additional funds to equal the maximum of $2,548,000.00), responsive and responsible and best bidder per Columbus City Code Section 329." The amount for construction administration and inspection services will be $252,000.00. The total legislated amount is $2,800,000.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Shelly and Sands, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Shelly and Sands, Inc. is 31-4351261 and expires 1/6/16.
3. FISCAL IMPACT
Funding for this project is budgeted within the 2014 Capital Improvements Budget. Amendment to the 2014 Capital Improvements Budget is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested in order for the 2014 Resurfacing Program to begin as early as possible and perform necessary reconstruction to city streets in need of rehabilitation.
Title
To amend the 2014 Capital Improvement Budget; to authorize the City Auditor to transfer cash and appropriation within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into contract with Shelly and Sands, Inc. to provide for the payment of the contract and construction administration and inspection services, in connection with the Resurfacing Program; to authorize the expenditure of $2,800,000.00 from the Streets and Highways Bonds Fund; and to declare an emergency. ($2,800,000.00)
Body
WHEREAS, the City of Columbus Department of Public Service is engaged in the Resurfacing - Resurfacing 2014 Project 4 project; and
WHEREAS, work on this contract consists of repairing and resurfacing 10 city streets and constructing 255 ADA curb ramps along those streets, milling the existing pavement, overlaying with new asphalt concrete, minor curb replacement, and replacing curb and sidewalk associated with installing ADA wheelchair ramps. Where warranted the plans also call for areas of full depth pavement repair and other such work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents; and
WHEREAS, Shelly and Sands, Inc. will be awarded the contract for the Resurfacing - Resurfacing 2014 Project 4 project; and
WHEREAS, it is necessary to provide for construction administration and inspection services; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Design and Construction in that this project should proceed immediately for the rehabilitation of this road to ensure the safety of the travelling public, 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 2014 Capital Improvement Budget authorized by ordinance 0683-2014 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / Amended
704 / 530282-100107 / Resurfacing - Urban Paving - U.S. 23 (Voted 2008) / $2,052,220 / ($2,052,220) / $0
704 / 530282-100051 / Resurfacing - Resurfacing Contracts (Voted 2013) / $500,011 / ($500,011) / $0
704 / 530282-100069 / Resurfacing - Urban Paving - SR 33 - Dublin Road to Spring Street (Voted Carryover) / $321,603 / ($247,771) / $73,832
704 / 530282-100093 / Resurfacing - Eastmoor/Walnut Ridge (Voted 2008) / $2,911,390 / $380,607 / $3,291,997
704 / 530282-100094 / Resurfacing - Far East (Voted 2008) / $173,485 / $12,488 / $185,973
704 / 530282-100092 / Resurfacing - Near East (Voted 2008) / $3,757,703 / $1,270,528 / $5,028,231
704 / 530282-100101 / Resurfacing - Citywide (Voted 2008) / $1,553,538 / $388,599 / $1,942,137
704 / 530282-100101 / Resurfacing - Citywide (Voted 2013) / $0 / $500,011 / $500,011
704 / 530282-100101 / Resurfacing - Citywide (Voted Carryover) / $303 / $247,769 / $248,072
SECTION 2. That the City Auditor is hereby authorized to transfer and appropriate said funds to the Streets and Highways G.O. Bonds Fund, Fund 704 as follows:
Transfer from:
Fund / Project / Project Name / CPA / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100107 / Resurfacing - Urban Paving - U.S. 23 / 11 / 06-6600 / 748217 / $2,052,220.00
704 / 530282-100051 / Resurfacing - Resurfacing Contracts / 99 / 06-6600 / 748251 / $500,011.00
704 / 530282-100069 / Resurfacing - Urban Paving - SR 33 - Dublin Road to Spring Street / 09 / 06-6600 / 748569 / $247,769.00
Transfer to:
Fund / Project / Project Name / CPA / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100093 / Resurfacing - Eastmoor-Walnut Ridge / 20 / 06-6600 / 748293 / $380,606.90
704 / 530282-100094 / Resurfacing - Far East / 21 / 748294 / $12,487.30
704 / 530282-100092 / Resurfacing - Near East / 19 / 06-6600 / 748292 / $1,270,527.50
704 / 530282-100101 / Resurfacing - Citywide / 99 / 06-6600 / 704101 / $1,136,378.30
SECTION 3. That the Director of Public Service be and is hereby authorized to enter into contract with Shelly and Sands, Inc., 1515 Harmon Avenue, Columbus, Ohio 43215, for the construction of the Resurfacing - Resurfacing 2014 Project 4 project in an amount up to $2,548,000.00 or so much thereof as may be needed, for the Division of Design and Construction in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to pay for the necessary inspection costs associated with the project up to a maximum of $252,000.00.
SECTION 4. That for the purpose of paying the cost of the contract and inspection, the sum of $2,800,000.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, for the Division of Design and Construction, Dept.-Div. 59-12, as follows:
Contract ($2,548,000.00)
Fund / Project / Project Name / CPA / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100093 / Resurfacing - Eastmoor-Walnut Ridge / 20 / 06-6631 / 748293 / $347,605.90
704 / 530282-100094 / Resurfacing - Far East / 21 / 06-6631 / 748294 / $11,404.30
704 / 530282-100092 / Resurfacing - Near East / 19 / 06-6631 / 748292 / $1,160,364.50
704 / 530282-100101 / Resurfacing - Citywide / 99 / 06-6631 / 704101 / $1,028,625.30
Inspection ($252,000.00)
Fund / Project / Project Name / CPA / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100093 / Resurfacing - Eastmoor-Walnut Ridge / 20 / 06-6687 / 748293 / $33,001.00
704 / 530282-100094 / Resurfacing - Far East / 21 / 06-6687 / 748294 / $1,083.00
704 / 530282-100092 / Resurfacing - Near East / 19 / 06-6687 / 748292 / $110,163.00
704 / 530282-100101 / Resurfacing - Citywide / 99 / 06-6687 / 704101 / $107,753.00
SECTION 5. 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 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 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 8. 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.