Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with Elford, Inc. for the Facilities - Renovation of Traffic Maintenance Facilities Phase 2 project.
The contract work includes renovating the electronics repair section of the Traffic Operations building located at 1820 East 17th Avenue. This project will remove several walls, create storage, reconfigure work bench areas, add two new offices, and replace antiquated HVAC equipment and controls, reconfiguration of the existing sprinkler system, and other work as may be necessary to complete the contract in accordance with the architectural plans and specifications set forth in the bid submittal documents.
The estimated notice to proceed date is January 21, 2023. The project was bid by the Office of Support Services through Vendor Services and Bid Express. Five bids were received on November 8, 2022, (all majority) and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Elford, Inc. $878,100.00 Columbus, OH MAJ
Setterlin Building Company $974,900.00 Columbus, OH MAJ
Bids were also received from Bomar Construction Co. Inc., Miles-McClellan Construction Co., and 2K General Company but were deemed non-responsive for the following reasons:
• Bomar Construction Co., Inc. was deemed non-responsive due to their electrical subcontractor, Accurate Electric Construction, Inc., not being pre-qualified at the time of bid per City Code.
• Miles-McClellan Construction Co. was deemed non-responsive due to their bid not listing a licensed, prequalified electrical subcontractor at the time of bid per City Code.
• 2K General Company was deemed non-responsive due to their bid not listing a licensed, prequalified electrical subcontractor at the time of bid per City Code.
Award is to be made to Elford, Inc. as the lowest responsive and responsible and best bidder for their bid of $878,100.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Elford, Inc.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Elford, Inc. is CC006059 and expires 1/31/24.
3. FISCAL IMPACT
This is a budgeted project within Fund 2265, the Street Construction Maintenance and Repair Fund. A transfer of budget appropriation is required between object levels.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 9%. Elford, Inc. submitted an acceptable overall utilization plan, which will count toward the City’s overall utilization rate. The approved goal amount (based upon the submitted utilization plan) is 1.79%. The Office of Diversity and Inclusion reviewed Elford, Inc.’s bid submission and agreed with the recommendation of Public Service to move forward with selecting Elford as the awarded bidder for the above referenced project.
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time to ensure the safety of the City employees and any visitors at this facility.
Title
To authorize the City Auditor to transfer appropriation within the Street Construction Maintenance and Repair Fund, Division of Traffic Management; to authorize the Director of Public Service to enter into contract with Elford, Inc. for the Facilities - Renovation of Traffic Maintenance Facilities Phase 2 project; to authorize the expenditure of up to $878,100.00 for the project; and to declare an emergency. ($878,100.00)
Body
WHEREAS, the Department of Public Service is engaged in the Facilities - Renovation of Traffic Maintenance Facilities Phase 2 project; and
WHEREAS, the work for this project consists of renovating the electronics repair section of the Traffic Operations building located at 1820 East 17th Avenue. This project will remove several walls, create storage, reconfigure work bench areas, add two new offices, and replace antiquated HVAC equipment and controls, reconfiguration of the existing sprinkler system, and other work as may be necessary to complete the contract in accordance with the architectural plans and specifications set forth in the bid submittal documents; and
WHEREAS, Elford, Inc. will be awarded the contract for the Facilities - Renovation of Traffic Maintenance Facilities Phase 2 project; and
WHEREAS, the Department of Public Service requires funding to be available for the Facilities - Renovation of Traffic Maintenance Facilities Phase 2 project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into contract with Elford, Inc. to ensure the safety of the City employees and any visitors at this facility, 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 City Auditor is hereby authorized and directed to transfer $178,100.00 in appropriation authority within the Street Construction Maintenance and Repair Fund, Division of Traffic Management, Department of Public Service according to the account codes attached to this ordinance.
SECTION 2. That the Director of Public Service be and is hereby authorized to enter into a contract with Elford, Inc., 1220 Dublin Road, Columbus, OH 43215, for the Facilities - Renovation of Traffic Maintenance Facilities Phase 2 project in the amount of up to $878,100.00 in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved.
SECTION 3. That the expenditure of $878,100.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (the Street Construction Maintenance and Repair Fund), Dept-Div 5913 (Traffic Management), in object class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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.