Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with M&D Blacktop for the 2021 CDBG Hard Surface Improvements Project. The contract amount is $148,940.80, with a contingency of $10,000.00, for a total of $158,940.80 being authorized by this ordinance.
Each year, the Recreation and Parks Department allocates a portion of their Capital Improvements Budget for improvements to existing hard surfaces and the installation of new hard surfaces. This work includes improvements to asphalt, concrete, and sports courts. Additional hard surface projects will be constructed in 2021 due to CDBG funds being available for park improvements. This particular contract focuses on the removal and replacement of existing hard surfaces within CDBG neighborhoods. Millbrook Park will have improvements to two sports courts and a parking lot performed. Kobacher Park will have improvements to a sports court and nearby fence constructed. Sullivant Gardens will receive improvements to a sports court as well as an adjacent parking lot and alleyway.
Vendor Bid/Proposal Submissions (ODI designation status):
Proposals were advertised through Vendor Services and Bid Express, in accordance with City Code Section 329, on February 26, 2021 and received by the Recreation and Parks Department on March 18, 2021. This project was also picked up by various local and regional plan rooms and distributed to their membership. Bids were received from the following companies:
M&D Blacktop (MAJ): $148,940.80
After reviewing the bids that were submitted, it was determined that M&D Blacktop was the sole lowest and most responsive bidder. M&D Blacktop and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
Principal Parties:
Pavement Protectors DBA M&D Blacktop
2020 Longwood Avenue, Grove City, OH, 431123
Mark Nance; (614) 875-9989
Contract Compliance Number, Tax ID: 004731, 31-1131599
Contract Compliance Expiration Date: February 1, 2023
Emergency Justification: Emergency action is requested so that the work can begin in May 2021 and paid out by November 2021 in order to meet the CDBG funding obligations. There is also a limited window of time for proper installation of hard surfaces, considering temperature and weather factors.
Benefits to the Public: This project aims to provide accessible and usable asphalt, concrete, and sport court improvements throughout our park properties.
Community Input/Issues: Needed improvements were identified by both CRPD staff and from community requests. Community requests for improvements come straight from the community, through 311 and direct contact with the department. The community has expressed the desire for well-kept parks and amenities through public workshops, social media, and direct contact with City staff.
Area(s) Affected: Franklinton (54) - Sullivant Gardens, South Side (63) - Millbrook Park and Kobacher Park
Master Plan Relation: This project supports the department’s Master Plan by removing access and circulation barriers to city parks. It also helps meet the goal of improving at least five neighborhood parks per year.
Fiscal Impact: $158,940.80 is budgeted and available from within the CDBG Fund 2248 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with M&D Blacktop for the 2021 CDBG Hard Surface Improvements Project; to authorize the appropriation of $158,940.80 within the CDBG Fund in accordance with the 2021 Annual Action Plan as approved by Council, to authorize the expenditure of $158,940.80 from the CDBG Fund; and to declare an emergency. ($158,940.80)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with M&D Blacktop for the 2021 CDBG Hard Surface Improvements Project; and
WHEREAS, it is necessary to authorize the appropriation of $158,940.80 within the CDBG Fund 2248 and in accordance with the 2021 Annual Action Plan as approved by Council; and
WHEREAS, it is necessary to authorize the expenditure of $158,940.80 from the CDBG Fund 2248; 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 M&D Blacktop so the work can begin in May 2021 and paid out by November 2021 in order to meet the CDBG funding obligations, 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 M&D Blacktop for the 2021 CDBG Hard Surface Improvements 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 appropriation of $158,940.80 is authorized within the CDBG Fund 2248 per the accounting codes in the attachment to this ordinance and in accordance with the 2021 Annual Action Plan as approved by Council.
SECTION 6. For the purpose stated in Section 1, the expenditure of $158,940.80 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the CDBG Fund 2248 in object class 06 Capital Outlay per the accounting codes in the attachments to this ordinance.
SECTION 7. 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.