Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with GPD Group to provide architectural and engineering services for the Whetstone Field Improvements Project. The contract amount is $224,009.97, with a contingency of $50,990.03, for a total of $275,000.00 being authorized by this ordinance.
This project involves the preparation of construction documents for grading, drainage, and turf improvements to address ponding of water in the existing sports fields at Whetstone Park. By improving these fields it will allow for the fields to be used as intended with no flooding interruptions or safety concerns during the sports season. Wells and irrigation are also included in the improvements planned for these fields.
GPD Group will also conduct an assessment for the casting pond and adjacent shelter to determine future improvements and renovations. At that time, a determination will be made as to include additional work in this project or to have a separate project to address the needs of the pond and shelter.
There is a desire to have this project completed in 2023 so that the fields can be back in use for the 2024 sports seasons as this is a very busy park for programming. Though a final construction estimate will be created as part of the project, the estimated construction budget is approximately $1,500,000.00 to $2,000,000.00.
Vendor Bid/Proposal Submissions (ODI designation status):
Proposals were advertised through Vendor Services, in accordance with City Code Section 329, on August 2, 2022 and received by the Recreation and Parks Department on August 23, 2022 Proposals were received from the following companies:
GPD Group (MAJ)
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 GPD Group be selected to perform the work. The firm was chosen based on their referenced projects, experience, qualifications, availability, timeline, and project approach.
Principal Parties:
Glaus, Pyle, Schomer, Burns and Dehaven DBA GPD Group
1801 Watermark Drive, Suite 210
Columbus, Ohio 43215
Angela Short, Project Manager, (614) 588-8955
Contract Compliance Number, Tax ID: 006560, 34-1134715
Contract Compliance Expiration Date: May 20, 2023
Emergency Justification: Emergency action is requested to minimize the impacts to the daily operations of sports programs at Whetstone Community Center and Park. It is the goal of the Department to complete construction in 2023 so that the fields can be used for programming by the time the 2024 sports season starts. It is also the goal of the Department to minimize the time of disturbance to the area under construction for public benefit and use. This project timeline is extremely sensitive as it relates to the permitting required for work in the floodplain and floodway. Construction must also be complete prior to the 2023 fall planting season. Starting as soon as possible gives the Department the greatest opportunity to achieve these goals.
Benefits to the Public: This project will improve and provide high quality sports fields for traveling teams and leagues. Needed improvements have been identified by both staff and the community.
Community Input/Issues: The community has expressed the desire for well-kept and user friendly facilities through public workshops, social media, and direct contact with City staff. The Clintonville Community and traveling soccer teams that utilize these fields have requested grading and drainage improvements to the sports fields due to continual flooding and poor quality of the sports fields. Irrigation is also being added to address the turf conditions of the fields themselves.
Area(s) Affected: Clintonville (39)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by helping to improve the safety standards of these fields and updating five neighborhood parks per year.
Fiscal Impact: $275,000.00 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 GPD Group to provide architectural and engineering services for the Whetstone Field Improvements Project; to authorize the transfer of $275,000.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2022 Capital Improvements Budget; to authorize the expenditure of $275,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($275,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into contract with GPD Group to provide architectural and engineering services for the Whetstone Field Improvements Project; and
WHEREAS, it is necessary to authorize the transfer of $275,000.00 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 $275,000.00 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 GPD Group to allow for construction to be complete prior to the 2023 fall planting season, to account for the time sensitive floodplain and floodway permitting work required for the project, and so that construction can be completed in 2023 in order to minimize impacts to sports programs and public use at Whetstone Park, 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 GPD Group to provide architectural and engineering services for the Whetstone Field 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 transfer of $275,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Voted 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 / P517000-100000; Opportunity Projects - Misc. (Voted Carryover); $640,706 / ($275,000) / $365,706
Fund 7702; P517003-100000; Whetstone Field Improvements (Voted Carryover) / $0 / $275,000 / $275,000
SECTION 7. For the purpose stated in Section 1, the expenditure of $275,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks 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.