Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with M&D Blacktop for the Hard Surface Improvements 2021-2022 Project. The contract amount is $931,079.25, with a contingency of $193,920.75, for a total of $1,125,000.00. An additional $2,000.00 is being authorized for interdepartmental inspections and fees for a total of $1,127,000.00 being authorized by this ordinance.
Each year, the Recreation and Parks Department allocates a portion of the Capital Improvements Budget for the improvement of existing hard surfaces and new installations of hard surfaces. This particular contract focuses on the improvement of asphalt and concrete surfaces that are highly used by the public and includes entry drives, parking lots, trails, sidewalks, and sport courts. By improving these surfaces, safe and easy access can be ensured to the parks and facilities. Areas for improvement were initially considered through recommendations from internal staff and public involvement. All requests were assessed through a Pavement Condition Rating (PCR) form and were given a rating from 0, meaning the worst condition, to 100, meaning the best condition. All requests were prioritized for action based on their respective PCR scores. From there, staff confirmed which projects to move forward with.
The Hard Surface Improvements 2021-2022 Project includes the following locations:
Berliner Park
Anheuser Busch Park
Cooper Park
Kilbourne Run Park
Rhodes Park
Sammons Park
McFerson Commons Park
Far East Park
Tuttle Park
Millbrook Park
Westgate Park
Moeller Park
Various Sites (Parking Lot Catch Basins)
Vendor Bid/Proposal Submissions (ODI designation status):
Bids were advertised through Vendor Services, in accordance with City Code Chapter 329, on June 1, 2022 and received by the Recreation and Parks Department on June 22, 2022. 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): $723,690.25 (Base bid, prior to alternates and contingency being added)
CAP STONE and Associates Inc. (WBE): $1,039,995.30
After reviewing the bids that were submitted, it was determined that M&D Blacktop was the 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 as there is a limited window for temperature and weather appropriate construction of hard surface improvements prior to the end of 2022.
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 internal staff and from community requests. The community has expressed the desire for well-kept facilities and amenities through public workshops, social media, and direct contact with staff.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks 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: $1,127,000.00 is budgeted and available from within the Recreation and Parks Special Purpose Fund 2223 and 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 M&D Blacktop for the Hard Surface Improvements 2021-2022 Project; to authorize the transfer of $1,102,000.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2022 Capital Improvements Budget; to authorize the expenditure of $1,127,000.00 from the Recreation and Parks Special Purpose Fund and Voted Bond Fund; and to declare an emergency. ($1,127,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with M&D Blacktop for the Hard Surface Improvements 2021-2022 Project; and
WHEREAS, it is necessary to authorize the transfer of $1,102,000.00 within the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, it is necessary to authorize the amendment of the 2022 Capital Improvements Budget Ordinance 1896-2022 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $1,127,000.00 from the Recreation and Parks Special Purpose Fund 2223 and 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 M&D Blacktop as there is a limited window for temperature and weather appropriate construction of hard surface improvements prior to the end of 2022, 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 Hard Surface Improvements 2021-2022 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 $1,102,000.00 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 2022 Capital Improvements Budget Ordinance 1896-2022 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. (Voted Carryover) / $1,550,074 / $234,922 / $1,784,996 (to match cash)
Fund 7702; P511000-100000; Renovation - Misc. (Voted Carryover) / $1,784,996/ ($191,055) / $1,593,941
Fund 7702; P511007-100000; Hard Surface Improvements 2021-2022 (Voted Carryover) / $800,000 / ($800,000) / $0
Fund 7702; P514003-100000; Program Projects (Small) - Sports Misc. (Voted Carryover) / $469,897 / ($100,000) / $369,897
Fund 7702; P517000-100000; Opportunity Projects - Misc. (Voted Carryover) / $1,349,206 / ($10,945) / $1,338,261
Fund 7702; P511007-202103; Hard Surface Improvements 2021-2022 (Voted Carryover) / $0 / $1,102,000 / $1,102,000
SECTION 7. For the purpose stated in Section 1, the expenditure of $1,127,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Special Purpose Fund 2223 and 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.