Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with DaNite Sign Company and authorizes the Director of Finance and Management to enter into contract with Red Vest Supply, on behalf of the Recreation and Parks Department, for the Main Park Sign Replacement - Phase 2 Project. This ordinance also authorizes the City Auditor to set up an auditor’s certificate in the amount of $15,000.00 for the purchase of sign materials in conjunction with this project. Contracts will be entered into in compliance with the procurement provisions of the Columbus City Codes Chapter 329. The DaNite Sign Company contract amount is $49,168.00, with a contingency of $832.00, for a total of $50,000.00 for the service portion of this project. The Red Vest Supply contract amount is $11,527.20 and is for the supply portion of this project. The Red Vest Supply contract will come from the auditor’s certificate for sign materials, leaving a small portion, in the amount of $3,472.80, for future bidding of additional sign material. There is a total of $65,000.00 being authorized by this ordinance.
The Recreation and Department has over 400 parks and facilities combined, most of which include main park entry signs that greet residents into the parks and facilities. Main park entry signs serve an important role in strengthening the Recreation and Parks Department’s identity. These signs also help residents and emergency services locate parks and facilities. Staff have identified at least 24 signs that are in critical need of replacement due to various types of damage or due to being at the end of their useful service life. This phase of the project proposed to replace 14 of these signs and it is anticipated that we will be replacing the remaining signs in a phase scheduled for next year. DaNite Sign Company will remove and replace the damaged and aged signs with new signs and the raw sign material is being procured for sign installations, separate from the service contract, for cost savings. The procurement for the first portion of sign material was bid through the Purchasing Office via RFQ023206 and future bidding will procure additional sign material as needed.
All new signs will include the park and/or facility address. Replacing damaged signs with new signs containing the park and facility addresses will enhance the public’s ability to understand park locations and communicate that information with other residents as well as emergency services. This project will replace signs at Brownlee Park, Driving Park, Nafzger Park, Harrison Smith Park, Northtowne Park, Pingue Park, Walden Park, Wexford Green Park, Wolfe Park, Brookside Woods Park, Canini Park, Clinton Como Park, Cody Park, and Deshler Park.
Vendor Bid/Proposal Submissions (ODI designation status):
Sign Replacement Services:
Proposals were advertised through Vendor Services, in accordance with City Code Section 329, on October 10, 2022 and received by the Recreation and Parks Department on October 24, 2022. The bid document established unit prices for eight (8) different sign types that the department uses. These unit prices were used for evaluating who the lowest and most responsible bidder was. The unit price per sign multiplied by the number of each established the base bid for the project. Bids were received from the following companies:
DaNite Sign Company (MAJ): $21,782.00
MP Dory (MAJ): $35,500.00
Blink Signs (MAJ): $38,630.55
Park Companies Inc. (MAJ): $40,000.00
After reviewing the bids that were submitted, it was determined that DaNite Sign Company was the lowest and most responsive bidder. DaNite Sign Company and all proposed subcontractors have met code requirements with respect to prequalification, pursuant to relevant sections of Columbus City Code Chapter 329.
Raw Sign Material:
Bids were advertised through Vendor Services, in accordance with City Code Section 329 via RFQ023206, on October 18, 2022 and received by the Finance and Management Department on October 26, 2022. Bids were received from the following companies:
Red Vest Supply Inc. (MAJ): $11,527.20
Laird Plastics (MAJ): $12,714.30
After reviewing the bids that were submitted, it was determined that Red Vest Supply was the lowest and most responsive bidder that did meet specifications.
Principal Parties:
DaNite Holdings DBA DaNite Sign Company
1640 Harmon Avenue
Columbus, Ohio 43223
Tim McCord, (614) 444-3333
Contract Compliance Number, Tax ID: 002078, 26-0309868
Contract Compliance Expiration Date: July 1, 2023
Red Vest Supply LLC
604 Jett Street
West Portsmouth, Ohio 45663
Michael Lackey, (740) 357-7375
Contract Compliance Number, Tax ID: 041570, 81-4853413
Contract Compliance Expiration Date: April 18, 2024
Emergency Justification: Emergency action is requested in order to complete sign replacements before the main park season in spring of 2023, so that damaged signs can be replaced in a timely manner in an effort to assist emergency services in locating parks and facilities.
Benefits to the Public: Main park entry signs serve an important role in strengthening the Columbus Recreation and Parks Department’s identity and in helping residents locate parks and facilities. Main park signs are often the first amenity that residents see when entering a park and set the tone for the experience the resident can expect. Main park signs that are warped, faded, and/or damaged do not set the best tone for a park user’s experience. Replacing critically damaged signs with new signs containing the location’s address will also enhance park user’s ability to communicate that information with other residents and/or emergency service providers.
Community Input/Issues: Community members have shared main park sign concerns and replacement requests through 311 calls and through other forms of communication. Staff have also visually inspected all main park signs and have prioritized the top 24 signs that are in most need of replacement.
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 by improving main park sign design to include addresses. It also improves overall maintenance, safety, and design standards.
Fiscal Impact: $65,000.00 is budgeted and available from within the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of these expenditures.
Title
To authorize the Director of Recreation and Parks to enter into contract with DaNite Sign Company and the Director of Finance and Management to enter into contract with Red Vest Supply, on behalf of the Recreation and Parks Department, for the Main Park Sign Replacement - Phase 2 Project; to authorize and direct the City Auditor to establish an auditor’s certificate in the amount of $15,000.00 for the purchase of sign materials in conjunction with this project; to authorize the transfer of $119,831.75 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2022 Capital Improvements Budget; to authorize the expenditure of $65,000.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($65,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into contract with DaNite Sign Company and the Director of Finance and Management to enter into contract with Red Vest Supply, on behalf of the Recreation and Parks Department, for the Main Park Sign Replacement - Phase 2 Project; and
WHEREAS, it is necessary that the City Auditor establish an auditor’s certificate in the amount of $15,000.00 for the purchase of sign materials in conjunction with this project; and
WHEREAS, funding is budgeted and available from within the Voted Recreation and Parks Bond Fund 7702 to meet the financial obligations of these expenditures; and
WHEREAS, it is necessary to authorize the transfer of $119,831.75 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 $65,000.00 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 Directors to enter into contracts with DaNite Sign Company and Red Vest Supply in order to complete sign replacements before the main park season in spring of 2023, so that damaged signs can be replaced in a timely manner in an effort to assist emergency services in locating parks and facilities, all for the preservation of 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 Director of Recreation and Parks be and is hereby authorized to enter into contract with DaNite Sign Company and the Director of Finance and Management is hereby authorized to enter into contract with Red Vest Supply, on behalf of the Recreation and Parks Department, for the Main Park Sign Replacement - Phase 2 Project.
SECTION 2. That the City Auditor is authorized and directed to establish an auditor’s certificate in the amount of $15,000.00 for the purchase of sign materials in conjunction with this project.
SECTION 3. 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 4. 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 5. 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 6. That the transfer of $119,831.75 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 7. 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 / P510023-100000 / Franklin Park Cascades (Voted Carryover) / $0 / $119,832 / $119,832 (to match cash)
Fund 7702 / P511000-100000 / Renovation - Misc. (Voted Carryover) / $447,873 / $19,683 / $467,556 (to match cash)
Fund 7702 / P510023-100000 / Franklin Park Cascades (Voted Carryover) / $119,832 / ($119,832) / $0
Fund 7702 / P511000-100000 / Renovation - Misc. (Voted Carryover) / $467,556 / $46,419 / $513,975
Fund 7702 / P511034-202201 / Main Park Sign Replacement - Phase 2 (Voted Carryover) / $0 / $65,000 / $65,000
Fund 7702 / P517000-100000 / Opportunity Projects - Misc. (Voted Carryover); $127,706 / $8,413 / $136,119
SECTION 8. For the purpose stated in Section 1, the expenditure of $65,000.00 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 9. 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.