Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with Shelly & Sands for the Roadway Improvements Lazelle Road Phase A PID 95606 and Roadway Improvements Lazelle Road Phase B PID 90406 project and to provide payment for construction, construction administration and inspection services.
The work for Phase A consists of reconstructing, resurfacing and widening of Lazelle Road from High Street to Olenbrook Drive, including side streets. The work for Phase B consists of reconstructing, resurfacing and widening of Lazelle Road from Olenbrook Drive to Sancus Boulevard, work on Flint Road and South Old State.
The estimated Notice to Proceed date is August 10, 2018. The project was let by the Office of Support Services through Vendor Services and Bid Express. Three bids were received on May 31, 2018, and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Shelly & Sands $22,632,959.65 Columbus. OH Majority
Trucco Construction $24,910,642.96 Delaware, OH Majority
Complete General Const. Co. $25,222,269.87 Columbus. OH Majority
Award is to be made to Shelly & Sands as the lowest responsive and responsible and best bidder for their bid of $22,632,959.65. The amount of construction administration and inspection services will be $1,767,958.11. The total legislated amount is $24,400,917.76.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Shelly & Sands.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Shelly & Sands is CC006043 and expires 3/1/20.
3. PRE-QUALIFICATION STATUS
Shelly & Sands and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. FISCAL IMPACT
This is a reimbursable budgeted expense of $15,595,234.22 for this project within the Federal Transportation Grant Fund, Fund 7765. Grant #G591504 (Lazelle Road Phase A 95606) is to reimburse $3,177,019.97; while Grant #G591505 (Lazelle Road Phase B 90406) is to reimburse $12,418,214.25.
This is a reimbursable budgeted expense of $3,177,667.54 for this project within the Transportation Grants Fund, Fund 7763, Grant #G591709 (Lazelle Road DCU03).
The Polaris TIF Fund, Fund 4402, is contributing $1,460,000.00 to the project. It is necessary to transfer the $1,460,000.00 from Fund 4402 to the Polaris Interchange Fund, Fund 7770, to expend the funds.
The remaining balance of $4,168,016.00 is available within the Streets and Highways Bond Fund, Fund 7704. An amendment to the 2018 Capital Improvement Budget and a transfer of cash is necessary to align spending with the proper project.
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time to ensure the safety of the travelling public.
Title
To amend the 2018 Capital Improvement Budget; to appropriate funds within the Polaris TIF Fund, the Polaris Interchange Fund, the Federal Transportation Grants Fund, and the Transportation Grants Fund; to transfer funds within the Streets and Highways Bond Fund; to transfer cash and appropriation between the Polaris TIF Fund and the Polaris Interchange Fund; to authorize the Director of Public Service to enter into contract with Shelly & Sands for the Roadway Improvements Lazelle Road Phase A PID 95606 and Roadway Improvements Lazelle Road Phase B PID 90406 projects; to authorize the expenditure of up to $24,400,917.76 from the Federal Transportation Grants Fund, the Federal Transportation Grants Fund, the Polaris Interchange Fund, and the Streets and Highways Bond Fund for these projects; and to declare an emergency. ($24,400,917.76)
Body
WHEREAS, the Department of Public Service is engaged in the Roadway Improvements Lazelle Road Phase A PID 95606 and Roadway Improvements Lazelle Road Phase B PID 90406 project; and
WHEREAS, the work for this project includes Phase A work and Phase B work. The work for Phase A consists of reconstructing, resurfacing and widening of Lazelle Road from High Street to Olenbrook Drive, including side streets. The work for Phase B consists of reconstructing, resurfacing and widening of Lazelle Road from Olenbrook Drive to Sancus Boulevard, with work on Flint Road and South Old State; and
WHEREAS, Shelly & Sands will be awarded the contract for the Roadway Improvements Lazelle Road Phase A PID 95606 and Roadway Improvements Lazelle Road Phase B PID 90406 project; and
WHEREAS, the Department of Public Service requires funding to be available for Roadway Improvements Lazelle Road Phase A PID 95606 and Roadway Improvements Lazelle Road Phase B PID 90406 projects for construction expense along with construction administration and inspection services; and
WHEREAS, an amendment to the 2018 Capital Improvement Budget is necessary to align budget authority with the proper projects; and
WHEREAS, funds must be appropriated within the Polaris TIF Fund, the Polaris Interchange Fund, the Federal Transportation Grants Fund, and the Transportation Grants Fund; and
WHEREAS, cash and appropriation must be transferred for Department of Public Service use from the Polaris TIF Fund 4402 to the Polaris Interchange Fund 7770 in order to allow Public Service to administer financial requirements of this project within fund 7770; and
WHEREAS, a transfer of cash is required within the Streets and Highways Bond fund to align cash with the proper projects; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into contract with Shelly & Sands to complete the needed improvements at the earliest possible time 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 2018 Capital Improvement Budget authorized by ordinance 1010-2018 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704 / P590416 - 100006 / Poindexter Village Roadways Phase 3 (Voted Carryover) / $6,660,748.00 / ($4,168,016.00) / $2,492,732.00
7704 / P530161 - 100145 / Roadway Improvements - Lazelle Road Phase A (Voted Carryover) / $0.00 / $205,874.00 / $205,874.00
7704 / P530161 - 100081 / Roadway Improvements - Lazelle Road Phase B (Voted Carryover) / $40,000.00 / $3,962,142.00 / $4,002,142.00
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $3,177,019.97 is appropriated in Fund 7765 (Federal Transportation Grants), Dept-Div 5912 (Design and Construction), Grant G591504 (Lazelle Road Phase A 95606), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $12,418,214.25 is appropriated in Fund 7765 (Federal Transportation Grants), Dept-Div 5912 (Design and Construction), Grant G591505 (Lazelle Road Phase B 90406), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $3,177,667.54 is appropriated in Fund 7763 (Transportation Grants), Dept-Div 5912 (Design and Construction), Grant G591709 (Lazelle Road DCU03), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 5. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $1,460,000.00 is appropriated in Fund 4402 (Polaris TIF), Dept-Div 4402 (Economic Development), Project P530161-100145 (Roadway Improvements - Lazelle Road Phase A) and Project P530161-100081 (Roadway Improvements - Lazelle Road Phase B), in Object Class 10 (Transfer Out Operating) per the account codes in the attachment to this ordinance.
SECTION 6. That the transfer of $1,460,000.00, or so much thereof as may be needed, is hereby authorized from Fund 4402 (Polaris TIF), Dept-Div 4402 (Economic Development) to Fund 7770 (Polaris Interchange Fund), Dept-Div 5912 (Design and Construction) per the account codes in the attachment to this ordinance.
SECTION 7. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $1,460,000.00 is appropriated in Fund 7770 (Polaris Interchange Fund), Dept-Div 5912 (Design and Construction), Project P530161-100145 (Roadway Improvements - Lazelle Road Phase A) and Project P530161-100081 (Roadway Improvements - Lazelle Road Phase B), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 8. That the transfer of $4,168,016.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P590416 - 100006 (Poindexter Village Roadways Phase 3), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P530161 - 100145 (Roadway Improvements - Lazelle Road Phase A) and Project P530161 - 100081 (Roadway Improvements - Lazelle Road Phase B), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 9. That the Director of Public Service be and is hereby authorized to enter into a construction contract with Shelly & Sands, 1515 Harmon Avenue, Columbus, Ohio, 43223, for the Roadway Improvements Lazelle Road Phase A PID 95606 and Roadway Improvements Lazelle Road Phase B PID 90406 project in the amount of up to $22,632,959.65 in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to pay for necessary construction administration and inspection costs associated with the project up to a maximum of $1,767,958.11.
SECTION 10. That the expenditure of $3,177,019.97, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grants), Dept-Div 5912 (Design and Construction), Project G591504 (Lazelle Road Phase A 95606), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 11. That the expenditure of $12,418,214.25, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grants), Dept-Div 5912 (Design and Construction), G591505 (Lazelle Road Phase B 90406), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 12. That the expenditure of $3,177,667.54, or so much thereof as may be needed, is hereby authorized in Fund 7763 (Transportation Grants Fund), Dept-Div 5912 (Design and Construction), Grant G591709 (Lazelle Road DCU03), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 13. That the expenditure of $1,460,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7770 (Polaris Interchange Fund), from Dept-Div 5912 (Design and Construction), Project P530161-100145 (Roadway Improvements - Lazelle Road Phase A) and Project P530161-100081 (Roadway Improvements - Lazelle Road Phase B), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 14. That the expenditure of $4,168,016.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530161 - 100145 (Roadway Improvements - Lazelle Road Phase A) and Project P530161 - 100081 (Roadway Improvements - Lazelle Road Phase B), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 15. That the funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 16. 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 17. 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 18. 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 19. 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.