080-89 Ordinance
RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
Ordinance No, m__~9~~.8.9._ m _ Passed mmm. mmum.m mm~~ n m19
AN ORDINANCE ACCEPTING THE LOWEST
AND BEST BID FOR THE MUNICIPAL
BUILDING RENOVATION PROJECT,
AUTHORIZING AND DIRECTING THE
CITY MANAGER TO EXECUTE A CONTRACT
GOVERNING THE COMPLETION OF SAID
PROJECT, AMENDING THE ANNUAL
APPROPRIATIONS, AND DECLARING AN
EMERGENCY
WHEREAS, after advertising and receiving bids for the Municipal Building
Renovation Project; and,
WHEREAS, Council has qetermined that the lowest and best bid$\%3 ~~bd
project is from Funct10nal Development, Inc.in the amount of ' .00 .
NOW, THEREFORE BE IT ORDAINED by the Council of the City of Dublin, State
of Ohio, 6 of the elected members concurring:
Section 1. That the bid from Functional Development Inc. th t f
In e amoun 0
$165,500.00 for the renovation of the Dublin Municipal Building be,
and hereby is, accepted.
Section 2. That the City Manager be, and hereby is, authorized and
directed to execute a contract with Functional Development,~erning the
completion of said renovations pursuant to the bid documents, plans, and
specifications on file in the Office of Personnel and Purchasing.
Section 3. That there be appropriated from the unappropriated balance
in the GENERAL FUND the sum of $90,500.00 to account A07-07-7E-2340
to cover the cost of the aforementioned project.
Section 4. That this ordinance be, and the same hereby is, declared to
be an emergency measure necessary for the preservation of the public
health, safety, and welfare, and therefore, this Ordinance shall take
effect and be in force immediately upon its passage.
Passed this lltlrlay of September , 1989.
f)Jrf ~
VICE Mayor - Presiding Officer
Attest:
/J
'0 ~1t~kJ 7'~ ( ~~
Clerk of Co ncil
Sponsors: City Manager
Director of Personnel and Purchasing
I hereby wtify that copies of this O;d'nnmc/R'l501'JrOll "me posted in thn
City of Dublin in a(~ordance w;th Section 731.25 cf the .lio Revised Code,
~~/4~~ '"
Clerk of Council, ublin, Ohio
". -....,... ' -
.
ADMINISTRATIVE REPORT
TO: Members of Dublin City Council
FROM: Timothy C. Hansley, City Manager ~~
SUBJECT: Municipal Building Renovation Bids
DATE: September 7, 1989
Report Initiated By: David L. Harding, Director of Personnel & Purchasing
Summary and Action Recommended
After advertising and receiving bids for the Municipal Building Renovation
Project, said bids were opened at 10:00 A.M. on Thursday, August 31, 1989.
Attached for your consideration please find the bid tabulation and
Ordinance No. 80-89 accepting the lowest and best bid. After the opening
and initial evaluation of the bids, Staff determined that the lowest bid
was submitted by M & P Construction Co., Inc. in the amount of $115,000.
However, Staff also noted that the other bids received were substantially
higher, ranging from $165,500 to $216,324.
On Friday, September I, 1989, a letter was delivered to the City from M & P
Construction Co. , Inc. notifying the City that the reason their bid was
substantially lower than the other bids submitted was due to a clerical and
arithmetical error on the part of M & P Construction. The letter continued
to notify the City that M & P Construction omitted the sum of $42,800 from
their bid and, therefore, their bid should have been $157,800 instead of
$115 ,000 as submitted. M & P Construction further advised the City that
they would not enter into a contract with the City at the $115,000 price
and would formally withdraw their bid.
This matter has been referred to the Law Director's office for advise and
direction. Therefore, Staff, at this point in time, has no specific
recommendation regarding a desired course of action. Please note, there-
fore, that Ordinance No. 80-89 contains no reference to a specific contrac-
tor or a bid amoun t . Staff will continue to consult with the Law
Director's office and should be in a position to furnish a recommendation
to Council at the Monday, September 11, 1989 Council Meeting.
Please note that Ordinance No. 80-89 contains language to amend the annual
appropriations. The 1989 Operating Budget contained $75,000 for this
renovation project and, in order to complete the project as specified in
the bid documents, an appropriations amendment would be required. No
specific figure has been referenced in Section 3. of Ordinance No. 80-89
due to the problem discussed previously. Once the Staff and Law Director
have identified an appropriate resolution, a recommendation will be fur-
nished regarding the dollar amount required in Section 3. Staff should be
in a position to offer such a recommendation at the Monday, September ll,
1989 Council Meeting.
.
. .
In Addition, please note that Staff is recommending that Ordinance No.
80-89 be adopted as emergency legislation. With the revised time frame for
project completion of ninety (90) days and, with the increasing demand for
office space due to ever increasing staffing levels, Staff believes it is
imperative that the construction/renovation process begin as soon as
possible.
Background on Project
As Council is aware, the concept of renovating the Municipal Building was
initially proposed in late 1988. With the Division of Police relocating to
a new facility and, with the anticipated increased demand for general
administrative office space due to ever increasing staffing levels, Staff
formulated a plan to relocate the Offices of the City Manager, Personnel &
Purchasing, the Clerk of Council, and the Clerk of Court to other areas of
the Municipal Building which would allow for the anticipated growth in
programs and staffing within the Finance Department and Division of Parks &
Recreation.
The firm of Karlsberger & Associates was then hired to assist Staff in
assessing the space needs and layout & design concerns regarding respective
Departments/Divisions involved. Drawings were formulated by Karlsberger
and reviewed by principal Staff Members whose Departments/Divisions were
directly impacted by the renovation project. Said Staff Members were
encouraged to provide input regarding the layout & design phase directly to
the architect. In addition, Mayor Rozanski was instrumental in the process
of providing the architect and Staff with valuable input regarding renova-
tions to the Council Chambers. (Renovations to the Council Chambers will
consist of new carpeting, the opening of the northern closet into a portal
to the east wing of the building, and a realigned Council bench in order to
enhance the interaction between Council Members.) Once the drawings were
approved by Staff, Karlsberger prepared the required bid documents in
consultation with the Director of Personnel & Purchasing. The City then
advertised for bids in August, 1989.
Conclusion
Staff believes that the completion of this project will enhance the opera-
tional efficiency and effectiveness of the Offices of the City Manager,
Personnel & Purchasing, the Department of Finance, the Division of Parks &
Recreation, the Clerk of Council and the Clerk of Court. Completion of
this project will allow for the anticipated growth in programs and staff-
ing. Staff therefon recommends that, upon presentation of an effective
resolution to the af rementioned problem regarding the award of contract,
Ordinance No. 80-89 bt adopted.
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