Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into contract for the construction of the UIRF - Bar Harbor Road Sidewalks, UIRF - Brentnell Avenue Phase 1, and UIRF - Woodland Park project and to provide payment for construction administration and inspection services.
The scope of services for this project consists of pedestrian safety improvements in the Woodland Park area, along Brentnell Avenue and Bar Harbor Road, to include new sidewalks, curb ramps, and curb replacement, 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 is June 8, 2015. The Office of Support Services let the project through Vendor Services and Bid Express. Five bids were received on April 23, 2015 (five majority) as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Newcomer Concrete Services, Inc. $1,008,960.08 Norwalk, OH Majority
Shelly and Sands, Inc. $1,015,608.00 Columbus, OH Majority
G&G Cement Contractors $1,017,890.86 Columbus, OH Majority
Columbus Asphalt Paving Inc. $1,074,461.35 Gahanna, OH Majority
Decker Construction Company $1,182,434.33 Columbus, OH Majority
2. LOCAL PREFERENCE
An examination of those bids showed that the three lowest bids were separated by a margin of less than 1% and the apparent low bidder, Newcomer Concrete Services, Inc., was a non-local entity. Pursuant to relevant sections of Columbus City Code Chapter 329, local preference provisions were applicable to this bid, and Shelly and Sands, Inc. and G & G Cement Contractors were given the opportunity to match the bid price of lowest, responsive, responsible, non-local bidder in accordance with said provisions. It was subsequently determined that contract award shall be made to Shelly and Sands, Inc. as the lowest, responsive, responsible, and best bidder.
The contract amount will be $1,008,960.08. The amount for construction administration and inspection services will be $100,896.01. The total legislated amount is $1,109,856.09.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Shelly and Sands, Inc.
3. PRE-QUALIFICATION STATUS
Shelly and Sands, Inc. and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. CONTRACT COMPLIANCE
The contract compliance number for Shelly and Sands, Inc. is 31-1364209 and expires 3/3/16.
5. FISCAL IMPACT
Funds in the amount of $1,109,856.09 are available for this project in the Streets and Highways Bond Fund within the Department of Public Service. An amendment to the 2015 Capital Improvements fund is necessary for the purpose of providing sufficient spending authority for the aforementioned project expenditure.
6. EMERGENCY DESIGNATION
The Department of Public Service requests emergency designation so as to prevent delays in its Capital Improvements Program.
Title
To amend the 2015 Capital Improvements 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., in connection with the UIRF - Bar Harbor Road Sidewalks, UIRF - Brentnell Avenue Phase 1, and UIRF - Woodland Park project; to authorize the expenditure of up to $1,109,856.09 from the Streets and Highways Bonds Fund; and to declare an emergency. ($1,109,856.09)
Body
WHEREAS, the City of Columbus Department of Public Service is engaged in the UIRF - Bar Harbor Road Sidewalks, UIRF - Brentnell Avenue Phase 1, and UIRF - Woodland Park project; and
WHEREAS, the scope of services for this project consists of pedestrian safety improvements in the Woodland Park area, along Brentnell Avenue and Bar Harbor Road, to include new sidewalks, curb ramps, and curb replacement, 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 Document; and
WHEREAS, it is necessary to enter into contract with Shelly and Sands, Inc., for the aforementioned project; and
WHEREAS, it is necessary to provide for construction administration and inspection services; and
WHEREAS, it is necessary to authorize an amendment to the 2015 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize this contract in order to prevent delays in the Capital Improvements Program and to facilitate the completion of necessary improvements, 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 Improvements Budget authorized by Ordinance 0557-2015 be amended to provide sufficient authority in the appropriate project detail number for this project as follows:
Fund / Project / Project Name / Current C.I.B. / Change / C.I.B. as amended
704 / 440005-100000 / UIRF - Urban Infrastructure Recovery Fund (Voted 2013) / $5,451,813.00 / ($1,109,857.00) / $4,341,956.00
704 / 440005-100041 / UIRF - Brentnell Avenue Phase 1 (Voted 2013) / $0.00 / $885,561.00 / $885,561.00
704 / 440005-100045 / UIRF - Woodland Park (Voted 2013) / $0.00 / $224,296.00 / $224,296.00
SECTION 2. That the transfer of cash and appropriation within the Streets and Highways G.O. Bond Fund, 704 be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 440005-100000 / UIRF - Urban Infrastructure Recovery Fund / 06-6600 / 590050 / $1,109,856.09
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 440005-100041 / UIRF - Brentnell Avenue Phase 1 / 06-6600 / 745041 / $885,560.16
704 / 440005-100045 / UIRF - Woodland Park / 06-6600 / 745045 / $224,295.93
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, OH 43215, for the UIRF - Bar Harbor Road Sidewalks, UIRF - Brentnell Avenue Phase 1, and UIRF - Woodland Park project in in the amount of $1,008,960.08 or so much thereof as may be needed in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to obtain and pay for the necessary inspection costs associated with the project up to a maximum of $100,896.01.
SECTION 4. That for the purpose of paying the cost of the contract and inspection, the sum of up to $1,109,856.09 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
Contract - $1,008,960.08
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 440005-100041 / UIRF - Brentnell Avenue Phase 1 / 06-6631 / 745041 / $805,055.23
704 / 440005-100045 / UIRF - Woodland Park / 06-6631 / 745045 / $203,904.85
Inspection - $100,896.01
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 440005-100041 / UIRF - Brentnell Avenue Phase 1 / 06-6687 / 745041 / $80,504.93
704 / 440005-100045 / UIRF - Woodland Park / 06-6687 / 745045 / $20,391.08
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.