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 expired 1/29/2026 (Pending) and The Olen Corporation, CC#006147 expired 3/18/2022 (Pending). These contracts provide crushed limestone, rock fill, gravel and sand used to repair and build various construction and road projects throughout the City. The Department of Public Service is the primary user, and other agencies use the UTCs as well. This modification is necessary to ensure the contracts are available so that Crushed Limestone & Gravel Aggregates are supplied without interruption. The contracts, PO323026 and PO322876 were established in accordance with Request for Quotation RFQ020729 and will expire June 30, 2026.
Pursuant to Section 329.09(a) of Columbus City Codes:
(1) Amount of additional funds to be expended under the modification: No additional funding will be immediately necessary for a modification.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: No additional goods or services are being ordered at this time.
(3) Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: The Purchasing Office will complete a formal bid process for new UTCs for Crushed Limestone & Gravel Aggregates prior to the new expiration date for these UTCs. At this time, there is not enough time available to complete a new bid prior to expiration, and these materials are vital to certain City operations.
(4) How the price for the additional goods or services which are the subject of the modification was determined: Pricing remains the same, subject to the terms of the UTCs.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation be considered an emergency because the current contract expires June 30, 2026 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 the option contract. 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 citywide; and
WHEREAS, it is necessary to modify the existing Universal Term Contracts with Shelly Materials, Inc. and The Olen Corporation to extend the contract expiration to ensure Crushed Limestone & Gravel Aggregates are readily available for various construction and road projects needed throughout the City; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Finance and Management Director to 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 as the current contracts expire on June 30, 2026, all for the immediate preservation of the public health, 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, 2026 up to and including June 30, 2027.
SECTION 2. That this modification is in accordance with relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. 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.