Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with XYZ Professional Services, LTD for the Gym Dividers Improvements 2020-2021 Project. The contract amount is $115,882.00, with an allowance of $7,150.00 and a contingency of $10,000.00, for a total of $133,032.00 being authorized by this ordinance.
The Recreation and Parks Department has a total of sixteen locations that need room divider systems to accommodate the ability to safely host multiple activities at the same time in their gymnasiums or multipurpose rooms. As a result of this project, the Community Centers and Athletic Complexes involved will be improved to allow them to host several different activities at once in these spaces. The intent is to provide vertical dividers and associated electric motorized devices to lower and raise the room dividers to separate large areas and allow for multiple users to safely use the space, especially during this time of social distancing due to the COVID-19 public health emergency. Five of the locations need in-kind replacement of existing dividers that are in disrepair, one location is in need of a different type of room divider since the existing is no longer manufactured, and the remaining ten facilities have no existing dividers.
The following locations are part of this project:
In-Kind Replacement - Gym Dividers:
Berliner Athletic Complex - 1300 Deckenbach Rd, Columbus, OH 43223
Big Run Athletic Complex - 4205 Clime Rd, Columbus, OH 43228
Bill McDonald Athletic Complex - 4990 Olentangy River Rd, Columbus, OH 43214
Cleo Dumaree Athletic Complex - 276 S. Nelson Road, Columbus, OH 43205
Willis Athletic Complex - 2520 Mock Rd, Columbus, OH 43219
New Replacement - Multi-Purpose Room Divider:
Tuttle Park Community Recreation Center - 240 W. Oakland Ave., Columbus, OH 43201
New (No Existing Divider) - Gym Dividers:
William H. Adams Community Recreation Center - 854 Alton Ave., Columbus, OH 43219
Dodge Community Recreation Center - 667 Sullivant Ave, Columbus, OH 43215
Douglas Community Recreation Center - 1250 Windsor Ave., Columbus, OH 43211
Far East Community Recreation Center - 1826 Lattimer Dr., Columbus, OH 43227
Fedderson Community Recreation Center - 3911 Dresden St, Columbus, OH 43224
Howard Community Recreation Center - 2505 N. Cassady Ave, Columbus, OH 43219
Scioto Southland Community Recreation Center - 3901 Parsons Ave, Columbus, OH 43207
Westgate Community Recreation Center - 455 S Westgate Ave, Columbus, OH 43204
Whetstone Community Recreation Center - 3923 N High St, Columbus, OH 43214
Woodward Park Community Recreation - 5147 Karl Rd, Columbus, OH 43229
Vendor Bid/Proposal Submissions (ODI designation status):
Proposals were advertised through Vendor Services, in accordance with City Code Section 329, on January 19, 2021 and received by the Recreation and Parks Department on February 11, 2021. Proposals were received from the following companies:
BSHM Architects, Inc. (MAJ)
XYZ Professional Services, LTD (MBE)
Legat Architects (MAJ)
Star Consultants, Inc. (MBE)
Of note, professional services contracts are quality based selections and not based on price. Costs were not requested nor where they part of this evaluation.
In accordance with City Code, a selection team evaluated the proposals and recommended XYZ Professional Services, LTD be selected to perform the work. The firm was chosen based on their referenced projects, experience, qualifications, availability, timeline, and project approach.
Principal Parties:
XYZ Professional Services, LTD
166 Mayfair Blvd.
Melva Williams, 614-238-9080
Contract Compliance Number, Tax ID: 000301, 04-3846618
Contract Compliance Expiration Date: November 2, 2022
Emergency Justification: Emergency action is requested so the design and resulting construction can be completed as soon as possible in 2021, allowing these spaces to operate with improved safety.
Benefits to the Public: Adding these dividers to the sixteen locations noted will allow more user groups to utilize the spaces safely at the same time.
Community Input/Issues: These dividers will allow for the expanded safe use of these facilities during this time of social distancing due to the COVID-19 public health emergency.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project supports the department’s Master Plan by improving safety and maximizing the use of existing recreational facilities.
Fiscal Impact: $133,032.00 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with XYZ Professional Services, LTD for the Gym Dividers Improvements 2020-2021 Project; to authorize the transfer of $1,733,032.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2020 Capital Improvements Budget; to authorize the expenditure of $133,032.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($133,032.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with XYZ Professional Services, LTD for the Gym Dividers Improvements 2020-2021 Project; and
WHEREAS, it is necessary to authorize the transfer of $1,733,032.00 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2020 Capital Improvements Budget Ordinance 2521-2020 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $133,032.00 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to enter into contract with XYZ Professional Services, LTD so the design and resulting construction can be completed as soon as possible in 2021, allowing these spaces to operate with improved safety, all for the preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with XYZ Professional Services, LTD for the Gym Dividers Improvements 2020-2021 Project.
SECTION 2. 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 3. 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 4. 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 5. That the transfer of $1,733,032.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Fund 7702 per the account codes in the attachment to this ordinance.
SECTION 6. That the 2020 Capital Improvements Budget Ordinance 2521-2020 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current / Change / Amended
Fund 7702; P511000-100000; Renovation - Misc. (SIT Supported) / $2,732,956 / ($133,032) / $2,599,924
Fund 7702; P511019-100000; Glenwood and Windsor Pool Design (SIT Supported) / $1,000,000 / ($1,000,000) / $0
Fund 7702; P511021-100000; Martin Janis and Golden Hobby Design (SIT Supported) / $600,000 / ($600,000) / $0
Fund 7702; P511031-100000; Gym Dividers Improvements 2020-2021 (SIT Supported) / $0 / $133,032 / $133,032
Fund 7702; P511012-100001; Urban Forestry Master Plan (SIT Supported) / $1,000,000 / $500,000 / $1,500,000
Fund 7702; P512005-100000; Community Creative Campus (SIT Supported) / $0 / $1,100,000 / $1,100,000
SECTION 7. For the purpose stated in Section 1, the expenditure of $133,032.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
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.