Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a construction contract, on behalf of the Office of Construction Management, with C.D. Whitfield Company LLC, for the Reeb Avenue Center Boiler Replacement Project, in the amount of $127,646.00. The City will complete an Environmental Review Record and obtain an Authorization to Utilize Grant Funds from the U.S. Department of Housing and Urban Development for the project prior to the execution of the construction contract.
The scope of work includes the replacement of the boiler in the mechanical room at the Reeb Avenue Center. The contractor will also provide all testing and training for maintenance personnel.
2. CONSTRUCTION CONTRACT AWARD: The project was let by the Office of Construction Management via Vendor Services and Bid Express. Two bids were opened on April 7, 2023 from the following Majority-designated vendors:
1. C.D. Whitfield Company LLC $127,646.00
2. General Temperature Control $193,000.00
C.D. Whitfield’s bid was deemed the lowest, best, most responsive and responsible bid in the amount of $127,646.00. Their Contract Compliance Number is 2105 (in process of updating), Majority-owned firm. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against C.D. Whitfield Company.
3. MINORITY CONTRACT PARTICIPATION: Of the 436 vendors solicited, 159 were Minority-owned, 2 Veteran-owned, 270 Small Business-owned, and 100 Women-owned. C.D. Whitfield Company did not propose any minority designated subcontractors. A goal was not assigned by the Office of Diversity and Inclusion due to the low estimated amount of the project.
4. EMERGENCY DESIGNATION: Construction needs to be finished by December 31, 2023 in order to meet the requirements of the CDBG grant. Emergency designation will eliminate 6 weeks of downtime. Materials should be ordered as soon as possible due to current supply-chain issues. Having the necessary materials on order will enable the contractor to mobilize and finish construction by the December 31, 2023 deadline.
5. FISCAL IMPACT: Funding for this project will come from the Community Development Block Grant (CDBG) under the U.S. Department of Housing and Urban Development (HUD). The Community Development Block Grant (CDBG) Entitlement Program provides annual grants on a formula basis to cities and counties to develop viable urban communities. An appropriation of funds will be needed to align this Ordinance with the Draft FY 2023 Annual Action Plan as approved by City Council through the adoption of Ordinance No. 3353-2022.
The appropriation and expenditure of $127,646.00 will be needed within the Community Development Block Grant (CDBG) Fund.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a construction contract with C.D. Whitfield Company LLC for the Reeb Avenue Center Boiler Replacement Project; to authorize the appropriation and expenditure of funds in an amount up to $127,646.00 within the Community Development Block Grant Fund (CDBG); and to declare an emergency. ($127,646.00)
Body
WHEREAS, two bids for the Reeb Avenue Center Boiler Replacement Project were received and publicly opened in the office of the Director of Finance and Management on April 7, 2023; and
WHEREAS, the lowest, best, most responsive and responsible bid was from C.D. Whitfield Company LLC in the amount of $127,646.00; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to award and execute a construction contract for the Reeb Avenue Center Boiler Replacement Project; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of $127,646.00 from the Community Development Block Grant Fund included in the Draft 2023 Annual Action Plan adopted under Ordinance No. 3353-2022; and
WHEREAS, The City will complete an Environmental Review Record and obtain an Authorization to Utilize Grant Funds from the U.S. Department of Housing and Urban Development for the project prior to the execution of the construction contract; 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 of Finance and Management to enter into a construction contract for the Reeb Avenue Center Boiler Replacement Project, with C.D. Whitfield Company LLC; in an emergency manner in order to reduce project down time and expedite material orders thereby enabling construction to be completed by the December 31, 2023 deadline of the CDBG grant; for the immediate preservation of the public, health, peace, property and safety; now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to enter into a construction contract, on behalf of the Office of Construction Management, with C.D. Whitfield Company LLC, for the Reeb Avenue Center Boiler Replacement Project, in an amount up to $127,646.00.
SECTION 2. That the appropriation and expenditure up to $127,646.00, or so much thereof as may be needed, is hereby authorized within the Community Development Block Grant Fund - Fund No. 2248, per the account codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.