Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend two (2) existing Universal Term Contracts (UTC) for the option to obtain Crushed Limestone & Gravel Aggregates with Shelly Materials, Inc., CC#005586 expires 1/29/2026 and The Olen Corporation, CC#006147 expired 3/18/2022 (Pending). The Department of Public Service is the primary user. These contracts provide crushed limestone, rock fill, gravel and sand used to repair and build various construction and road projects throughout the City. This modification is necessary to ensure the contracts are available so that Crushed Limestone & Gravel Aggregates are supplied without interruption.
These contracts, PO322876 (Shelly Materials, Inc.) and PO323026 (The Olen Corporation) were established in accordance with Request for Quotation RFQ020729 and authorized under Ordinance Number 0599-2022 and will expire June 30, 2025.
There are no changes in the type of products being procured. The original contract was formally bid. The original terms and conditions of the contract remain in effect. The contracts will expire on June 30, 2025 and there is not enough time to do a formal bid process to award a new contract. The City cannot go without crushed limestone and gravel aggregates that is used for various road construction projects throughout the City. It is therefore imperative that the contracts be modified to allow for an extension through June 30, 2026 to ensure these products are readily available through these suppliers.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation be considered an emergency because the current contract expires June 30, 2025 and crushed limestone and gravel aggregates are needed so roadway projects can continue to ensure safety throughout the City,
FISCAL IMPACT: No funding is required to modify and extend the option contracts. Citywide agencies must set aside their own funding for their estimated expenditures.
Title
To authorize the Finance and Management Director to modify and extend two (2) Universal Term Contracts for the option to purchase Crushed Limestone & Gravel Aggregates with Shelly Materials, Inc., and The Olen Corporation, and to declare an emergency. ($0.00)
Body
WHEREAS, the Purchasing Office entered into two (2) Universal Term Contracts for Crushed Limestone & Gravel Aggregates for use by the Department of Public Service; and,
WHEREAS, it is necessary to modify and extend the existing Universal Term Contracts with Shelly Materials, Inc., and The Olen Corporation, and, to ensure Crushed Limestone & Gravel Aggregates are readily available for various construction and road projects needed throughout the City;
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, as the current contracts expire on June 30, 2025, in that it is necessary to authorize the Finance and Management Director to immediately modify and extend two (2) Universal Term Contracts to maintain a continual supply of crushed limestone, rock fill, gravel and sand needed to build and repair various construction and road projects, all 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 Finance and Management Director is hereby authorized to modify and extend the option contracts to obtain Crushed Limestone & Gravel Aggregates with Shelly Materials, Inc., and The Olen Corporation for a period of one (1) year, from July 1, 2025 to and including June 30, 2026.
SECTION 2. 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.