Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with Shelly & Sands, Inc., for the Intersection Improvements - Main Street at McNaughten Road PID 97197 project and to provide payment for construction, construction administration and inspection services.
This contract provides for improvements to the intersection of East Main Street (US40) and McNaughton Road to include turn lanes, sidewalks, traffic signals, street lighting, and other 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 May 13, 2019. The project was let by the Office of Support Services through Vendor Services and Bid Express. Three bids were received on March 19, 2019, and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Shelly & Sands, Inc. $2,366,669.80 Columbus, Ohio Majority
Complete General Construction $2,816,407.63 Columbus, Ohio Majority
Trucco Construction Co., Inc. $3,015,252.74 Delaware, Ohio Majority
Award is to be made to Shelly & Sands, Inc., as the lowest responsive and responsible and best bidder for their bid of $2,366,669.80. The amount of construction administration and inspection services will be $236,666.98. The total legislated amount is $2,603,336.78.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Shelly & Sands, Inc.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Shelly & Sands, Inc., is CC006043 and expires 3/1/2020.
3. PRE-QUALIFICATION STATUS
Shelly & 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. FISCAL IMPACT
Grant G591410 (Main St @ McNaughten PID 97197), Fund 7765 (Federal Transportation Grant Fund), from the Ohio Department of Transportation will partially fund construction for this project. This is a reimbursable grant with a 90/10 split. ODOT will pay 90% of eligible construction expenses and the City will pay 10%. This grant is capped at $1,283,600.00 for construction, meaning the City will be responsible for 100% of all construction costs after ODOT has reached $1,283,600.00 in reimbursements.
Public Service will contribute a local share amount of $1,083,069.80 for construction and $236,666.98 for inspection, for a total of $1,319,736.78 from the Streets and Highway Bonds Fund, Fund 7704. This is a budgeted expense in Project P530086-100029 (Intersection Improvements - Main Street at McNaughten Road).
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete these safety improvements at the earliest possible time.
Title
To appropriate funds within the Federal Transportation Grants Fund; to authorize the Director of Public Service to enter into contract with Shelly & Sands for the Intersection Improvements - Main Street at McNaughten Road project; to authorize the expenditure of up to $2,603,336.78 from the Federal Transportation Grants Fund and the Streets and Highway Bonds Fund for the project; and to declare an emergency. ($2,603,336.78)
Body
WHEREAS, the Department of Public Service is engaged in the Intersection Improvements - Main Street at McNaughten Road PID 97197 project; and
WHEREAS, the work for this project consists of improvements to the intersection of Main Street (US40) and McNaughton Road to include turn lanes, sidewalks, traffic signals, street lighting, and other 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 & Sands, Inc., will be awarded the contract for the Intersection Improvements - Main Street at McNaughten Road PID 97197 project; and
WHEREAS, the Department of Public Service requires funding to be available for the Intersection Improvements - Main Street at McNaughten Road PID 97197 project for construction expense along with construction administration and inspection services; and
WHEREAS, Federal Transportation grant funds will be used to pay for a portion of this project; and
WHEREAS, funds must be appropriated within the Federal Transportation Grants Fund; and
WHEREAS, the Streets and Highways Bond Fund will provide the City portion of funding needed for the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to enter into contract with Shelly & Sands, Inc., to complete these safety improvements at the earliest possible time, 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 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, 2019, the sum of $1,283,600.00 is appropriated in Fund 7765 (Federal Transportation Grants Fund), Dept-Div 5912 (Design and Construction), Grant G591410 (Main St @ McNaughten PID 97197), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of Public Service be and is hereby authorized to enter into a construction services contract with Shelly & Sands, Inc., 1515 Harmon Avenue, Columbus, Ohio, 43223, for the Intersection Improvements - Main Street at McNaughten Road PID 97197 project in the amount of up to $2,366,669.80 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 $236,666.98.
SECTION 3. That the expenditure of $1,283,600.00, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grants Fund), Dept-Div 5912 (Design and Construction), Grant G591410 (Main St @ McNaughten PID 97197), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $1,319,736.78, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P530086-100029 (Intersection Improvements - Main Street at McNaughten Road), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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. 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 9. 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.