Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with R.W. Setterlin in an amount up to $820,000.00 for Construction Services - Task Order Basis contract. This would include small-scale renovation projects for City facilities that may include electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window and door installation.
The Department of Finance and Management (DOFM) initiated a procurement effort that will result in the award and execution of a contract for small-scale renovation projects completed on a task order basis. The intent of the contract is to provide the Office of Construction Management with contractual resources to respond to needs quickly, as well as provide technical expertise to implement projects for various City of Columbus departments.
The Department of Finance and Management solicited Requests for Proposals for the Construction Services - Task Order Basis contract. The project was formally advertised on the Vendor Services website. On December 27, 2018, the city received six (6) responses (0 FBE, 1 MBE) as listed. All proposals were deemed responsive and were fully evaluated by the Evaluation Committee:
Company City ASN/FBE/MBE
2K General Company Delaware EBOCC
Bomar Construction Company Grove City EBOCC
Elford, Inc. Columbus EBOC
McDaniel’s Corporation Columbus MBE
Righter Company Columbus EBOCC
R.W. Setterlin Building Company Columbus EBOCC
R.W. Setterlin Building Company received the highest score by the evaluation committee and will be awarded the Construction Services - Task Order Basis contract.
R.W. Setterlin Building Company Contract Compliance No. 31-0836188, expiration date January 21, 2021.
Fiscal Impact: This ordinance authorizes the expenditure of $700,000.00 from the Construction Management Capital Improvement Fund and $120,000.00 from the Public Safety Voted Bond Fund with R.W. Setterlin Building Company for small-scale Construction Services. This ordinance also authorizes an amendment to the 2018 Capital Improvement budget (CIB) and the transfer of funds within Safety's Capital Improvement Funds.
Emergency action is requested so that work may begin as soon as practical.
Title
To amend the 2018 Capital Improvement Budget; to authorize the transfer of funds between projects within Public Safety's Capital Improvement Funds; to authorize the Director of Finance and Management to enter into a contract on behalf of the Office of Construction Management with the R.W. Setterlin Building Company for Construction Services - Task Order Basis; to authorize the expenditure of $700,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $120,000.00 from the Public Safety Voted Bond Fund; and to declare an emergency. ($820,000.00)
Body
WHEREAS, it is necessary to amend the 2018 Capital Improvement Budget and authorize the transfer of funds between projects within the Public the Safety Voted Bond Fund; and,
WHEREAS, the Department of Finance and Management solicited Requests for Proposals (RFP's) for small-scale construction services for City departments; and,
WHEREAS, after evaluating the RFP's and negotiating costs of services, the Finance and Management Director is recommending a contract award to R.W. Setterlin Building Company; and,
WHEREAS, it is necessary to authorize the expenditure of $700,000.00 from the Construction Management Capital Improvement Fund and $120,000.00 from the Public Safety Voted Bond Fund; and,
WHEREAS, these services would include small-scale renovation projects for City facilities that may include electrical, plumbing, concrete/asphalt replacement, roof renovations, HVAC replacement, fire suppression systems, and window/door installation; 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 enter into a contract with R.W. Setterlin Building Company so that small-scale renovation projects can proceed on behalf of City departments, 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 be amended as follows to establish sufficient authority for this project:
Project Name | Project Number | Current Authority | Revised Authority | Difference
Fund 7701
Police Facility Renovation - Voted Carryover | P330021-100000 | $0 | $4,964 | $4,964 (establish authority to match cash)
Professional Arch. Services - Voted Carryover | P310004-100000 | $0 | $2,162 | $2,162 (establish authority to match cash)
Police Facility Renovation - Voted 2016 SIT Supported | P330021-100008 | $1,000,000 | $887,126 | ($112,874)
Police Facility Renovation - Voted Carryover | P330021-100000 | $4,964 | $0 | ($4,964)
Professional Arch. Services - Voted Carryover| P310004-100000 | $2,162 | $7,126 | $4,964
Professional Arch. Services - Voted 2016 SIT Supported| P310004-100000 | $0 | $112,874 | $112,874
SECTION 2. That the transfer of $117,837.61, or so much thereof as may be needed is hereby authorized within Fund 7701, Safety Voted Bond Fund in Object Class 06 - Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 3. That the Finance and Management Director is hereby authorized to enter into a contract, on behalf of the Office of Construction Management, with R.W. Setterlin Building Company for small-scale Construction Services.
SECTION 4. That the expenditure of $700,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 3, is hereby authorized in the Construction Management Capital Improvement Fund 7733, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $120,000.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 3, is hereby authorized in the Public Safety Voted Bond Fund 7701, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. 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 9. 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 10. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared 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.