Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a contract with 2K General for the repair and small-scale renovation of city facilities under the purview of the Facilities Management Division.
Formal bids were solicited and the City received five (5) bids on March 1, 2019. The companies bid on an hourly rate and a mark-up for equipment and materials. Bid submissions were as follows (1 *FBE, 0 MBE):
Company Hourly Rate Equipment Mark Up Material Mark Up
2K General Company $44.10 8% 8%
*Bomar Construction Company $47.00 10% 10%
The Righter Company $47.81 14.9% 14.9%
RW Setterlin Building Company $51.40 10% 10%
Roberts Construction Services $54.00 10% 10%
The Facilities Management Division recommends the bid award be made to the lowest, responsive, and responsible bidder, 2K General Company. The contract is for one (1) year up to an including June 30, 2020 and the contract language allows for three (3) one (1) year renewals on a year to year basis subject to mutual agreement, sufficient appropriations and approval by City Council.
Emergency action is requested to ensure that repairs and small scale renovation projects at various City facilities can continue without interruption.
2K General Company Contract Compliance No. 31-1653018, expiration date August 11, 2020.
Fiscal Impact: This ordinance authorizes an expenditure of $870,000.00 collectively from the General Fund, Construction Management Capital Improvement Fund, and the Public Safety Voted Bond Fund for the repair and small-scale renovation of city facilities under the purview of the Facilities Management. The Department of Finance and Management budgeted $20,000.00 in the General Fund Budget and $650,000.00 from the Construction Management Capital Improvement Fund. The Department of Public Safety has budgeted for and is providing $200,000.00 from the Public Safety Voted Bond Fund for this contract renewal. In 2018, the Facilities Management Division expended $500,000.00 for these services.
Title
To amend the 2019 Capital Improvement Fund; to authorize the transfer of funds between projects within the Construction Management Capital Improvement Fund and the Public Safety’s Capital Improvement Fund; to authorize the Finance and Management Director to enter into a contract on behalf of the Facilities Management Division with 2K General Company for the repair and small scale renovation of City facilities; to authorize the expenditure of $20,000.00 from the General Fund; to authorize the expenditure of $650,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $200,000.00 from the Public Safety Voted Fund; and to declare an emergency. ($870,000.00)
Body
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and authorize the transfer of funds between projects within the Construction Management Capital Improvement Fund and the Public Safety Voted Bond Fund; and
WHEREAS, it is necessary for the Facilities Management Division to contract for the repair and small-scale renovation of facilities under the purview of the Facilities Management Division; and
WHEREAS, formal bids were solicited and five vendors submitted responses; and
WHEREAS, 2K General Company was deemed the lowest, responsive, and responsible bidder; and
WHEREAS, it is necessary to authorize an expenditure of $20,000.00 from the General Fund; and
WHEREAS, it is necessary to authorize an expenditure of $650,000.00 from the Construction Management Capital Improvement Fund; and
WHEREAS, it is necessary to authorize an expenditure of $200,000.00 from the Public Safety Voted Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Finance and Management Director to enter into a contract with 2K General Company to ensure that repairs and small scale renovation projects at various City facilities can continue without interruption, 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 2019 Capital Improvement Budget be amended in Fund 7733 as follows:
Project Name: City Hall Renovations - Various | Project ID Number: 570031-100001 | Current Authority $1,386,348 | Revised Authority: $771,563 | Difference: $(614,785)
Project Name: Facility Renovations - Various | Project ID Number: 570030-100120 | Current Authority $35,215 | Revised Authority: $650,000 | Difference: $614,785
SECTION 2. That the 2019 Capital Improvement Budget be amended in Fund 7701 as follows:
Project Number/Project Name/Current/Change/Revised
P330021-100000/Police Facility Renovations/$958/$100,000/$100,958
P330043-100001/Police Facility- CBS Building Lighting/$430,000/($100,000)/$330,000
P320018-100000/911 system Update/$465,406/($50,553)/$414,853
P320021-100000/Support Services - Facility Renovations/$0/$50,553/$50,553
P340131-100000/Fire Station #35/$3,820/($3,820)/$0
P340151-100000/Fire Apparatus/$4,681/($4,681)/$0
P340154-100000/Fire station #36/$2/($2)/$0
P340152-100001/Fire Apparatus Engines/$3,107/($3,107)/$0
P340101-100000/Fire Apparatus Replacement/$362,897/$11,608/$374,505
SECTION 3. That the Finance and Management Director is hereby authorized enter into a contract, on behalf of the Facilities Management Division, with 2K General for the repair and small-scale renovation of City facilities.
SECTION 4. That the transfer of $614,785, or so much thereof that may be needed is hereby authroized within Fund 7733, Construction Managament Capital Imporvement Fund in Object Class 06 - Capital Outlay, per the accouting codes in the attachment to this ordinance.
SECTION 5. That the transfer of $100,000, or so much thereof that may be needed is hereby authorized within Fund 7701, Safety Voted Bond Fund in Object Class 06 - Capital Outlay, per the accouting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $20,000.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 3, is hereby authorized in the General Fund 1000, in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 7. That the expenditure of $650,000.00, or so much thereof that may be necessary in regard 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 8. That the expenditure of $200,000.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 3, is hereby authorized in the Safety Voted Bond Fund 7701, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 9. 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 10. 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 11. 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 12. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance 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 13. 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 enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.