Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with Shelly & Sands, Inc. for the Intersection Improvements - Hilliard Rome Road at Feder Road project and to provide payment for construction, construction administration and inspection services.
This contract includes the widening and resurfacing of Hilliard Rome Road, Feder Road, and Fisher Road, adding turn lanes at the intersection of Hilliard Rome Road and Feder Road, the installation of sidewalk, ADA curb ramps, storm water basin, new storm sewer, curb and gutter, street lighting, and mast arm traffic signal at Hilliard Rome Road and Feder Road, 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 June 14, 2021. The project was let by the Office of Support Services through Vendor Services and Bid Express. Four bids were received on March 25, 2021, and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Shelly & Sands, Inc. $ 9,609,811.09 Columbus, OH Majority
Complete General Construction $ 9,626,760.04 Columbus, OH Majority
Double Z Construction Company $ 9,898,219.60 Columbus, OH Majority
Trucco Construction Co., Inc. $10,566,132.68 Delaware, OH Majority
Award is to be made to Shelly & Sands, Inc. as the lowest responsive and responsible and best bidder for their bid of $9,609,811.09. The amount of construction administration and inspection services will be $960,981.11. The total legislated amount is $10,570,792.20.
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 2/21/2022.
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
Funding for this project is as follows:
This project is a reimbursable budgeted expense of $6,366,817.46 within the Federal Transportation Grant fund, Fund 7765, Grant #G591806 (Hilliard Rome Road at Feder Road 98557) from the Ohio Department of Transportation. The entire amount of $6,366,817.46 will need to be appropriated within the grant.
This project is a reimbursable budgeted expense of $3,171,237.66 within the Transportation Grants Fund, Fund 7763, Grant #G591907 (Hilliard-Rome at Feder DCW2). The entire amount of $3,171,237.66 will need to be appropriated within the grant.
The remaining balance of $1,032,737.08 is available within the Streets and Highways Bond Fund, Fund 7704. An amendment to the 2020 Capital Improvement Budget is necessary to align spending with the proper project. The funds are appropriated.
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time to ensure the safety of the travelling public.
Title
To amend the 2020 Capital Improvement Budget; to appropriate funds within the Federal Transportation Grants Fund and the Transportation Grants Fund; to authorize the Director of Public Service to enter into contract with Shelly & Sands for the Intersection Improvements - Hilliard Rome Road at Feder Road project; to authorize the expenditure of funds from the Streets and Highways Bond Fund, the Federal Transportation Grants Fund, and the Transportation Grants Fund for the project; to authorize the Director of Public Service to repay any unused grant funds at the end of the grant period; and to declare an emergency. ($10,570,792.20)
Body
WHEREAS, the Department of Public Service is engaged in the Intersection Improvements - Hilliard Rome Road at Feder Road project; and
WHEREAS, the work for this project consists of widening and resurfacing of Hilliard Rome Road, Feder Road, and Fisher Road, adding turn lanes at the intersection of Hilliard Rome Road and Feder Road, the installation of sidewalk, ADA curb ramps, storm water basin, new storm sewer, curb and gutter, street lighting, and mast arm traffic signal at Hilliard Rome Road and Feder Road, 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 - Hilliard Rome Road at Feder Road project; and
WHEREAS, the Department of Public Service requires funding to be available for the Intersection Improvements - Hilliard Rome Road at Feder Road project for construction expense along with construction administration and inspection services; and
WHEREAS, the Federal Transportation Grants Fund and Transportation Grant Fund will be used to pay for a portion of this project; and
WHEREAS, it is necessary to amend the 2020 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, funds must be appropriated within the Federal Transportation Grants Fund, and the Transportation Grants Fund; 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 ensure the safety of the traveling public, 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 2020 Capital Improvements Budget authorized by ordinance 2521-2020 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / C.I.B. as Amended
7704 / P530086-100029 / Intersection Improvements - Main Street at McNaughten Road (Voted Carryover) / $12,571.00 / ($5,138.00) / $7,433.00
7704 / P530086-100027 / Intersection Improvements - Hilliard Rome Road at Feder Road (Voted Carryover) / $1,095,650.00 / $5,138.00 / $1,100,788.00
SECTION 2. 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, 2021, the sum of $6,366,817.46 is appropriated in Fund 7765 (Federal Transportation Grant Fund), Dept-Div 5912 (Design and Construction), Grant #G591806 (Hilliard Rome Road at Feder Road 98557), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. 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, 2021, the sum of $3,171,237.66 is appropriated in Fund 7763 (Transportation Grants Fund), Dept-Div 5912 (Design and Construction), Grant #G591907 (Hilliard-Rome at Feder DCW2), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Public Service be and is hereby authorized to enter into a construction services contract with Shelly & Sands, Inc., 1515 Harmon Ave., Columbus, OH 43223, for the Intersection Improvements - Hilliard Rome Road at Feder Road project in the amount of up to $9,609,811.09 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 $960,981.11.
SECTION 5. That the expenditure of $1,032,737.08, 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 P530086-100027 (Intersection Improvements - Hilliard Rome Road at Feder Road), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $6,366,817.46, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grant Fund), Dept-Div 5912 (Design and Construction), Grant #G591806 (Hilliard Rome Road at Feder Road 98557), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 7. That the expenditure of $3,171,237.66, or so much thereof as may be needed, is hereby authorized in Fund 7763 (Transportation Grants Fund), Dept-Div 5912 (Design and Construction), Grant #G591907 (Hilliard-Rome at Feder DCW2), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 8. 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 9. 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 10. 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 11. That, 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 12. 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.