Preparing document for print. Please wait.
State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
CAPITAL REQUEST Controlling Board No.
DMH0101093
Status:  Approved
Meeting Date:  6/15/2020

GENERAL INFORMATION

Agency
Department of Mental Health & Addiction Services


Division/Institution
Capital

Eligible for Local Administration?
No
Real Estate Acquisition
    Release of Capital Funds(R.C.Sec. 127.14G) and/or R.C.126.14
    Transfer of Capital Funds (R.C.Sec. 127.14G and/or Sec. 127.15)
    Higher Education Authorization Request (Sec. 3333.071)
    Other Statutory Authority/Bill Section:
Fiscal Year(s)
2020-2021
Bill No.
H.B. 529
Eligible for OBM
Director Approval?
No
Capital Request
    Release of Capital Funds (R.C.Sec. 127.14G)
    Transfer of Capital Funds (R.C.Sec. 127.14G and/or Sec. 127.15)
    Waiver of Competitive Selection (R.C.Sec. 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
    Agency Released Competitive Opportunity (R.C.Sec. 127.162)
    Release Percent for Arts (R.C.Sec. 3379.10)
    Other Statutory Authority/Bill Section:
    Other:

VENDOR INFORMATION
For FYAmountNameAddressCounty
DMH01 2021 $16,090,000.00 Elford Inc. 1220 Dublin Road
Columbus, OH 43215
Franklin
DMH01 2020 $290,000.00 Hasenstab Architects, Inc. 190 N Union St. #400
Akron, OH 44304
Summit
DMH01 2021 $.00 Hasenstab Architects, Inc. 190 N Union St. #400
Akron, OH 44304
Summit

TRANSFER INFORMATION
FromToFYFund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameTransfer AmountPrev Rel Amount
DMH01 2020 7033 C58010 Campus Consolidation $1,300,000.00 $1,300,000.00
DMH01 2020 7033 C58001 Community Assistance Projects $11,000,000.00 $0.00
DMH01 2020 7033 C58048 Community Resiliency Projects $4,200,000.00 $0.00
DMH01 2020 7033 C58047 TVBH Campus Redevelopment $16,500,000.00 $0.00

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameTotal Amount
7033 C58047 TVBH Campus Redevelopment $16,500,000.00

SIGNATURES
     
Lori Criss 06/15/2020
   
Agency Director or Authorized Agent On The Date Of
   
05/28/2020 W. Fletch Zimpher
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Jonathan Baker Title:  Assistant Director
Phone:  (614) 216 - 0646 Fax:  (614) 644 - 5621 E-Mail:  Jonathan.Baker@mha.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Department of Mental Health & Addiction Services respectfully requests Controlling Board approval to transfer appropriation from Fund 7033, ALI C58001, C58010, and C58048 to Fund 7033, ALI C58047 (TVBH Campus Redevelopment) and an agency released competitive opportunity in the amount of $16,090,000 to contract with Elford, Inc, Columbus, OH and $290,000 to contract with Hasenstab Architects, Inc, Akron, OH for Project DMH-180008, Twin Valley Hospital Replacement in Columbus, Franklin County, Ohio.  
  Project DMH-180008, Twin Valley Hospital Replacement, involves the construction of a new 208 bed behavioral healthcare facility on the grounds of Twin Valley Behavioral Healthcare campus in Columbus, Ohio and the eventual demolition of the existing facility. This Ohio Facilities Construction Commission (OFCC) managed project has completed design and is entering the negotiation phase where OFCC and OhioMHAS will negotiate with Elford Inc. on the final cost of the facility. Elford Inc. and Hasenstab Architects have both been previously contracted to serve as the Construction Manager at Risk and Architect, respectively, and so this request also contains a request for an Agency Released Competitive Opportunity from the Controlling Board.

Project DMH-180008 has completed the design phase and is currently working through the submission and negotiation of the construction cost estimate, which is expected to be completed this July. The availability of funds must be assured as part of the negotiation process. This project was budgeted tightly at the outset, and additional costs due to higher than expected construction costs and existing conditions have driven the estimate higher. The Department and Ohio Facilities Construction Commission implemented multiple cost containment strategies, including reducing the size of the facility by roughly 20,000 square feet and working through over 100 options to reduce project costs. This request to transfer and release $16.5M represents the current project funding scenario in terms of additional funding required. The design and construction teams are currently working under a directive to locate additional cost savings.

With the FY 21-22 capital budget still under development, a cash management strategy is being pursued to avoid a costly delay on this project. A delay of more than a month at this point in time would likely result in a costly construction shut down over the winter months or push the groundbreaking to April of 2021 at the estimated additional cost of $2M-$3M. We desire to both keep the project on schedule and avoid this potential additional cost.

$1.3M in appropriation is requested to be transferred from ALI C58010 (Campus Consolidation). These previously released but unencumbered funds remain from completed hospital projects and represent a permanent transfer to this project. Temporary transfers of appropriation of $11M from C58001 (Community Assistance Projects) and $4.2M from C58048 (Community Resiliency Projects) represent a cash flow management decision required due to the unknown completion date of the state capital budget. In both line items, following the transfer, sufficient funds will remain to operate for an estimated 6-8 months. We do expect our Community focused projects to slow due the impact of COVID-19, so these funds may stretch out longer. Following the enactment of a favorable capital budget, these funds would be returned to the appropriate line items in order to fully restore these community focused line items. We do not expect this short term transfer to negatively impact any community projects.

This request will release $16,090,000 in favor of Elford Inc., $290,000 in favor of Hasenstab Architects, and requests an agency Released Competitive Opportunity waiver for these two vendors. Finally, an additional $120,000 in project management fees is requested for the Ohio Facilities Construction Commission.
 
  DMH0100873
DMH0100911
DMH0100918
DMH0100981
 
Attachments Controlling Board Request No.: DMH0101093
Attachment TypeAttachment Description
No attachments found.
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Elford Inc. 2021 $16,090,000.00
Hasenstab Architects, Inc. 2020 $290,000.00
Hasenstab Architects, Inc. 2021 $0.00

Capital Request Required Information
Amendments to Architect, Engineering or Other Professional Service Contracts/ Construction Manager at Risk or Design-Build Contracts including Guaranteed Maximum Price Amendments - Elford Inc.
Controlling Board Request No.: DMH0101093
1.
Type of service to be provided:  Construction Manager at Risk services.
   
2. Identify the supplier and location of supplier's principal place of business.
Elford Inc.
1220 Dublin Road
Columbus, OH 43215
County: Franklin
3. Explain why the contract is being amended.
  Change in the amount of Service Required.
4. What is the effect of the contract amendment on the project?
This amendment would allow the project to move forward and reflects the expected fees for the current construction cost.
5. Provide the dates of previous Controlling Board approvals for this contract. Indicate whether the approvals were for the initial contract or previous amendments to this contract. In addition, provide the information regarding the contract amount(s) depending upon the type of contract previously approved by the Controlling Board.
 
CB Approval DateType of ContractAmount per FY# of HoursRate per Hour per FY
02/11/2019 Initial $96,745,775.80 0.00 $0.00
   
6. In addition to the revised project budget, provide a revised fee analysis which includes the following:
   
Fee Analysis Previous Contract Amount Previous Percent of Total Construction Cost Revised Contract Amount Revised Percent of Total Construction Cost
Professional Design Services and/or Construction Management Services/Design-Build   $2,373,965.80   2.52%   $2,788,253.45   2.52%
Personnel Cost   $3,041,798.00   3.4%   $3,041,798.00   2.79%
Testing & Special Instructions   $0.00   0%   $0.00   0%
General Conditions   $1,164,579.00   1.3%   $1,164,579.00   1.07%
Design Services Fees(A/E of Record in Design-Build Contract only)   $0.00   0%   $0.00   0%
OtherCMR Construction Contingency   $1,392,192.00   1.5%   $1,365,987.38   1.25%
Refer to the requirements of Revised Code Sections 153.65-153.70.
7.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 260    260   
Percentage of Women 19% 19%
Percentage of Minorities 10% 10%

Capital Request Required Information
Amendments to Architect, Engineering or Other Professional Service Contracts/ Construction Manager at Risk or Design-Build Contracts including Guaranteed Maximum Price Amendments - Hasenstab Architects, Inc.
Controlling Board Request No.: DMH0101093
1.
Type of service to be provided: Professional Design Services for Twin Valley Hospital Replacement.
   
2. Identify the supplier and location of supplier's principal place of business.
Hasenstab Architects, Inc.
190 N Union St. #400
Akron, OH 44304
County: Summit
3. Explain why the contract is being amended.
  Change in Scope of work, Change in Amount of service required, and Change in deliverables.
4. What is the effect of the contract amendment on the project?
The project timeline was extended during the required work to cut project costs. Additionally, a Phase II limited environmental assessment was required.
5. Provide the dates of previous Controlling Board approvals for this contract. Indicate whether the approvals were for the initial contract or previous amendments to this contract. In addition, provide the information regarding the contract amount(s) depending upon the type of contract previously approved by the Controlling Board.
 
CB Approval DateType of ContractAmount per FY# of HoursRate per Hour per FY
02/11/2019 Initial $7,313,030.00 0.00 $0.00
   
6. In addition to the revised project budget, provide a revised fee analysis which includes the following:
   
Fee Analysis Previous Contract Amount Previous Percent of Total Construction Cost Revised Contract Amount Revised Percent of Total Construction Cost
Professional Design Services and/or Construction Management Services/Design-Build   $6,160,030.00   6%   $6,240,030.00   5.25%
Personnel Cost   $0.00   0%   $0.00   0%
Testing & Special Instructions   $988,000.00   1.06%   $1,198,000.00   1.01%
General Conditions   $0.00   0%   $0.00   0%
Design Services Fees(A/E of Record in Design-Build Contract only)   $0.00   0%   $0.00   0%
OtherReimbursables   $165,000.00   0.18%   $165,000.00   0.14%
Refer to the requirements of Revised Code Sections 153.65-153.70.
7.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 50    50   
Percentage of Women 36% 36%
Percentage of Minorities 4% 4%