Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with BBCO Design, LLC, for facility condition assessment phase 2 services, capital planning services, and capital planning software. BBCO will process facilities condition assessments, provide facilities condition assessors, implement/train/support an existing capital planning software platform and import data collected into the City’s software-Asset Planner. BBCO will assess and analyze the condition of twenty-seven (27) City facilities that will include, but is not limited to the condition of the façade, roof, structure, interior architecture, as well as mechanical, electrical, and plumbing (MEP) components. BBCO will also determine the life cycle and replacement/repair cost for all assessed components. Additionally, BBCO will work with the City to determine a feasible Capital Plan to properly maintain all facilities.
The Department of Finance and Management, Office of Construction Management, solicited a Request for Proposals for facility condition assessment phase 2 services, capital planning services and capital planning software. This project was formally advertised on the Vendor Services website. On April 4, 2020 the city received three (3) responses (1 WBE, 1 MBE) as listed. All proposals were deemed responsive and were fully evaluated by the Evaluation Committee:
|
Bidder/Consultant |
City |
FBE/MBE |
|
BBCO Design, LLC |
Columbus |
WBE |
|
CTL Engineering, Inc. |
Columbus |
MBE |
|
Bureau Veritas Technical Assessment, LLC |
Columbus |
EBOCC |
BBCO Design, LLC, received the highest score by the evaluation committee and therefore the Office of Construction Management is recommending that they be awarded the Facility Condition Assessment Phase 2, Capital Planning and Capital Planning Software contract.
BBCO Design, LLC. Contract Compliance No. 27-1134922, expiration date March 31, 2022.
Emergency action is requested so that the building assessments may begin as soon as practical.
Fiscal Impact: This legislation authorizes an appropriation and expenditure of $451,992.00 from the General Permanent Improvement Fund. It is necessary to transfer $451,992.00 between projects within the General Permanent Improvement Fund for facility assessment services of 27 city buildings. These funds are budgeted within the General Permanent Improvement Fund for this project.
Title
To amend the 2020 Capital Improvement Budget; to authorize the Director of Finance and Management to enter into a contract on behalf of the Office of Construction Management with BBCO Design, LLC, for facility condition assessment services; to authorize the transfer of $451,992.00 between projects within the General Permanent Improvement Fund; to authorize the appropriation and expenditure of $451,992.00 from the General Permanent Improvement Fund; and to declare an emergency. ($451,992.00)
Body
WHEREAS, it is necessary to amend the 2020 Capital Improvement Budget and to authorize the transfer between projects within the General Permanent Improvement Fund; and
WHEREAS, the Finance and Management Department, Office of Construction Management , desires to enter into a contract with BBCO Design, LLC, for facility condition assessment services; and
WHEREAS, it is necessary for the Construction Management Division to contract for facility assessment services for twenty-seven (27) City buildings; and
WHEREAS, three firms submitted bids and BBCO Design, LLC, received the highest score from the evaluation committee; and
WHEREAS, it is necessary to authorize the appropriation of $451,992.00 within the General Permanent Improvement Fund; and
WHEREAS, it is necessary to authorize the expenditure of up to $451,992.00 from the General Permanent Improvement Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director to enter into a contract with BBCO Design, LLC for services related to facility assessment so that the building assessments may begin as soon as practical, 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 Finance and Management Director is hereby authorized to enter into a contract on behalf of the Office of Construction Management with BBCO Design, LLC, for facility condition assessment services.
SECTION 2. That the 2020 Capital Improvement Budget authorized by ordinance 2521-2020 be amended as follows to establish sufficient authority for this project:
Project Name/ Project Number /Current Authority /Revised Authority /Difference
Fund 7748
45-01 Unallocated Balance/P748999-100000 / $6,978,430.00 / $6,526,438.00/ ($451,992.00)
Facility Condition Assessment Phase 2 / P570030-100214 / $0 / $451,992.00 / $451,992.00
SECTION 3. That appropriation and transfer of $451,992.00, or so much thereof as may be needed, is hereby authorized within Fund 7748 (General Permanent Improvement Fund), Dept-Div 4550 (Finance) Project P570030-100214 Facility Condition Assessment Phase 2, Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $451,992.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in Fund 7748 (General Permanent Improvement Fund), in Dept-Div 4550, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. 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 7. 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 8. 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 9. 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.