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File #: 1086-2025    Version: 1
Type: Ordinance Status: Passed
File created: 4/15/2025 In control: Public Service & Transportation Committee
On agenda: 5/12/2025 Final action: 5/14/2025
Title: To authorize the Finance and Management Director to establish purchase orders and contracts with multiple vendors for the purchase of various Pavement Materials & Aggregates for the Department of Public Service; to authorize the Director of Finance and Management to utilize State of Ohio and Ohio Department of Transportation contracts; to authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreements and State of Ohio and Ohio Department of Transportation contracts for Pavement Materials & Aggregates; to authorize the expenditure of up to $450,000.00 from the Street Construction, Maintenance, and Repair Fund; to authorize the expenditure of up to $650,000.00 from the Municipal Motor Vehicle Tax Fund; and to declare an emergency. ($1,100,000.00)
Attachments: 1. ORD 1086-2025 - Financials.pdf, 2. Ohio SOS Business Verification - Crafco.pdf, 3. Ohio SOS Business Verification - Decker Construction Company.pdf, 4. Ohio SOS Business Verification - Hei-Way LLC.pdf, 5. Ohio SOS Business Verification - Kokosing Construction Company Inc.pdf, 6. Ohio SOS Business Verification - Kokosing Industrial Inc.pdf, 7. Ohio SOS Business Verification - Kokosing Materials Inc.pdf, 8. Ohio SOS Business Verification - Mar-Zane Inc.pdf, 9. Ohio SOS Business Verification - Shelly Materials Inc.pdf, 10. Ohio SOS Business Verification - The National Lime & Stone Company.pdf, 11. Ohio SOS Business Verification - The Olen Company.pdf

Explanation

1. BACKGROUND

This ordinance authorizes the Director of Finance and Management to associate all general budget reservations resulting from this ordinance with the current, pending, and future Universal Term Contract Purchase Agreements listed below, or per the terms and conditions of informal or formal bids conducted for one-time buys as necessary, or to utilize current, pending and future State of Ohio and ODOT contracts for Pavement Materials & Aggregates for the Department of Public Service, Division of Infrastructure Management.

 

The Department of Public Service, Division of Infrastructure Management utilizes Pavement Materials & Aggregates (MAT) commodities to maintain and repair roadways and rehabilitate alleys through the city.  Universal term contracts have been or will be completed for these commodities, and one-time bids and ODOT contracts can also be utilized for the purchase of these commodities as necessary. 

 

The dollar amount of purchases that may need to be made against individual universal term contracts is unknown at this time as it depends upon weather, level of usage of roadways and alleys, and other factors.  It is anticipated the Department of Public Service will need to expend more than $100,000.00 in a fiscal year to purchase from some universal term contracts established for Pavement Materials & Aggregates (MAT) commodities for the Department of Public Service.  Per City Code 329.19(g), City Council approval is required for the expenditure of $100,000.00 or more from universal term contracts.

 

Current and Future State of Ohio and ODOT contracts and Universal Term Contract Purchase Agreements:

Asphalt Concrete, Bituminous Mixes ODOT, Shelly Materials Inc., Decker Materials Co., Kokosing Materials Inc., Hei-Way LLC, Crafco Inc., Mar Zane Inc., National Lime & Stone

Liquid Emulsions ODOT, vendors TBD

Crushed Limestone & Gravel Agg., City UTCs, Shelly Materials Inc., Olen Corporation

Ready Mix Concrete, City UTCs, Anderson Concrete Corp., Decker Construction Co.

Various Forms Asphalt Concrete, City UTCs, Hei-Way LLC, Decker Construction Co.

Winter Asphalt, vendors TBD

 

2. FISCAL IMPACT

These are budgeted expenses within the Street Construction Maintenance and Repair Fund ($450,000.00) and the Municipal Motor Vehicle Tax Fund ($650,000.00).

 

3.  EMERGENCY DESIGNATION

The division requests emergency designation for the legislation so as to avoid any delays in repairing critical transportation infrastructure, which would endanger the traveling public.

 

Title

To authorize the Finance and Management Director to establish purchase orders and contracts with multiple vendors for the purchase of various Pavement Materials & Aggregates for the Department of Public Service; to authorize the Director of Finance and Management to utilize State of Ohio and Ohio Department of Transportation contracts; to authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreements and State of Ohio and Ohio Department of Transportation contracts for Pavement Materials & Aggregates; to authorize the expenditure of up to $450,000.00 from the Street Construction, Maintenance, and Repair Fund; to authorize the expenditure of up to $650,000.00 from the Municipal Motor Vehicle Tax Fund; and to declare an emergency.  ($1,100,000.00)

 

Body

WHEREAS, the Pavement Materials & Aggregates Purchase Agreements are used to purchase materials and supplies to maintain and repair roadways and rehabilitate alleys through the city; and

 

WHEREAS, these items can be purchased per the terms and conditions of existing, pending and future citywide universal term contracts established by the Purchasing Office; and

 

WHEREAS, purchases may also need to be made from one-time bids or State of Ohio or Ohio Department of Transportation contracts; and

 

WHEREAS, the Purchasing Office has established, pending, and future Universal Term Contract Purchase Agreements for Pavement Materials & Aggregates; and

 

WHEREAS, the Director of Finance and Management needs to be authorized to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreements and State of Ohio or Ohio Department of Transportation contracts for Pavement Materials & Aggregates for the Department of Public Service, Division of Infrastructure Management; and

 

WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Infrastructure Management, in that it is immediately necessary to authorize the Director of Finance and Management to establish contracts and purchase orders with multiple vendors and associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreements and State of Ohio or Ohio Department of Transportation contracts for Pavement Materials & Aggregates and to establish an encumbering document in order to repair critical transportation infrastructure, for the immediate preservation of the public health, peace, property, safety, and welfare; and now, therefore,

 

BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:

 

SECTION 1.  That the Director of Finance and Management be and is hereby authorized to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreements for the purchase of Pavement Materials & Aggregates from established, pending and future universal term contracts and State of Ohio or Ohio Department of Transportation contracts for the Department of Public Service.

 

SECTION 2.  That the Director of Finance and Management be and hereby is authorized to establish multiple purchase orders totaling $1,100,000.00 or so much thereof as may be needed, per the terms and conditions of current, pending and future citywide universal term contracts or per the terms and conditions of informal or formal bids conducted for one-time buys for Pavement Materials & Aggregates (MAT) commodities as necessary, or to utilize current, pending and future State of Ohio or Ohio Department of Transportation contracts.

 

SECTION 3.  That the expenditure of $450,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 5911 (Division of Infrastructure Management), Object Class 02 (Materials and Supplies) per the accounting codes in the attachment to this ordinance.

 

SECTION 4.  That the expenditure of $650,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5911 (Division of Infrastructure Management), Object Class 02 (Materials and Supplies) per the accounting codes in the attachment to this ordinance.

 

SECTION 5.  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 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 10 days after its passage if the Mayor neither approves nor vetoes the same.