Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish five (5) Universal Term Contracts (UTC) for the option to purchase Asphalt & Concrete with Decker Construction Co., Shelly Materials Inc., Hei-Way LLC, Kokosing Materials Inc., and Rap Management LLC The Division of Infrastructure Management is the primary user for Asphalt & Concrete mixes. Asphalt & Concrete are used to patch and repair streets and alleys throughout the City. The term of the proposed option contracts would be approximately two (2) years expiring October 31, 2027, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 9, 2025. In addition, the expenditure of $5.00 is hereby authorized from General Budget Reservation BRPO003264.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of section 329 relating to competitive bidding (Request for Quotation No. RFQ031189). Five (5) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Decker Construction Co., Items# 1-3, 5-10, $1.00
Shelly Materials Inc., Items# 1 - 4, $1.00
Hei-Way LLC, Items# 6, 8, $1.00
Kokosing Materials Inc., Items# 1- 4, $1.00
Rap Management LLC., Items# 1-7, 10, $1.00
Total Estimated Annual Expenditure: $600,000.00, Division of Infrastructure Management, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the contract expired October 31, 2025 and it is necessary to maintain an uninterrupted supply of asphalt and concrete mixes.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $5.00 is hereby authorized from General Budget Reservation BRPO003264. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into five (5) contracts for the option to purchase Asphalt & Concrete with Decker Construction Co,. Shelly Materials Inc., Hei-Way LLC; Kokosing Materials Inc., and Rap Management LLC. to authorize the expenditure of $5.00 from General Budget Reservation; and to declare an emergency. ($5.00)
Body
WHEREAS, the Asphalt & Concrete UTC will provide for the purchase of various mixes of asphalt & concrete with Decker Construction Co., Shelly Materials Inc., Hei-Way LLC., Kokosing Materials Inc., and Rap Management LLC. Asphalt concrete paving mixes and bituminous cold mixes which are used to repair and patch streets and alleys throughout the City of Columbus; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 9, 2025 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Finance and Management Director to enter into five (5) Universal Term Contracts for the option to purchase Asphalt & Concrete mixes because the previous contract expired October 31,2025 and it is necessary to maintain an uninterrupted supply of asphalt and concrete mixes, 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 enter into the following five (5) contracts for the option to purchase Asphalt & Concrete in accordance with Request for Quotation RFQ031189 for a term of approximately two (2) years, expiring October 31, 2027, with the option to renew for one (1) additional year, as follows:
Decker Construction Co., Items# 1-3, 5-10, $1.00
Shelly Materials Inc., Items# 1 - 4, $1.00
Hei-Way LLC, Items# 6, 8, $1.00
Kokosing Materials Inc., Items# 1- 4, $1.00
Rap Management LLC., Items# 1-7, 10, $1.00
SECTION 2. That the expenditure of $5.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.