Explanation
BACKGROUND: This ordinance authorizes the Executive Director of the Civil Service Commission to enter into a contract modification for Hotel/Lodging services with Aloft Columbus Easton/Columbus Easton Hotel IV, LLC to add an additional week of service in February 2026. No additional funding is needed as there is already enough funds on the original contract. This contract is used for hotel accommodation for the assessors and subject matter experts who assist the Commission in the uniformed promotional exam process.
CONTRACT AMOUNTS/ TIMELINE:
The contract term was for one year from date of execution by the City of Columbus to February 28, 2026. This modification is necessary to add hotel accommodation for the subject matter experts who will be in Columbus working on developing the next promotional test for Fire Battalion Chief and Deputy Chief during the week of February 9-13, 2026. This proposed modification #1 will be through the original contract ending date of February 28, 2026.
The billing rate for each room will decrease to $159.50 for modification #1. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
The Ordinance is being submitted in accordance with the relevant provisions of Chapter 329.09 (a) of City Code pertaining to contract modifications.
Cost Summary:
Original Contract $42,000.00
Modification #1 $ 0.00
Contract Total to Date: $42,000.00
1. Amount of additional funds: No additional funds are needed for contract modification #1. Total contract amount including this renewal is $42,000.00.
2. Reason additional funds were not foreseen: No additional funds are needed. The Commission is in the process of preparing a formal bid for the Hotel/Lodging services needed for March 2026 through February 2027. This modification will allow the Commission to proceed with the necessary accommodation for February 2026 while the bid process proceeds.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The hotel provided a lower rate for the accommodation needed in February 2026. All other terms and conditions are in accordance with the original agreement.
SUPPLIER:
Aloft Columbus Easton/Columbus Easton Hotel IV, LLC, vendor #052046 expires 3/17/2027, majority status.
The certification of Aloft Columbus Easton/Columbus Easton Hotel IV, LLC was in good standing at the time of the contract award. The company is 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: No additional funds are needed for this modification No. 1.
$39,336.00 has been spent year-to-date in 2025
$29,849.10 was spent in 2024
EMERGENCY DESIGNATION: The Civil Service Commission respectfully requests this legislation be considered for emergency action to allow for the addition of the necessary services that will need to be secured in order to provide accommodations for the subject matter experts who will be in Columbus working on developing the next promotional test for Fire Battalion Chief and Deputy Chief during the week of February 9-13, 2026.
Title
To authorize the Executive Director of the Civil Service Commission, on behalf of the Department of Public Safety, to modify the contract with Aloft Columbus Easton/Columbus Easton Hotel IV, LLC for additional Hotel/Lodging Services, and to declare an emergency. ($0.00)
Body
WHEREAS, the Civil Service Commission, on behalf of the Department of Public Safety, entered into a contract for Hotel/Lodging Services to provide hotel accommodation for the assessors and subject matter experts who assist the Commission in the uniformed promotional exam process; and
WHEREAS, the contract term was for one year from date of execution by the City of Columbus to February 28, 2026; and
WHEREAS, the Civil Service Commission is in need of modifying the contract to add hotel accommodation for the subject matter experts who will be in Columbus working on developing the next promotional test for Fire Battalion Chief and Deputy Chief during the week of February 9-13, 2026. This proposed modification #1 will be within the original contract term ending date of February 28, 2026; and
WHEREAS, the contract language allows for a modification decrease of the room rate and to add additional accommodations upon mutual agreement, availability of funds, and approval of Columbus City Council; and
WHEREAS, the vendor has agreed to decrease the billing rate and add the additional week of accommodation from February 9-13, 2026, to contract No. PO498069; and
WHEREAS, the Ordinance is being submitted in accordance with the relevant provisions of Chapter 329.09 (a) of City Code pertaining to contract modifications; and
WHEREAS, an emergency exists in the usual daily operation of the Civil Service Commission, in that it is necessary to authorize the Executive Director, on behalf of the Department of Public Safety, to exercise an option to modify an existing contract with Aloft Columbus Easton/Columbus Easton Hotel IV, LLC, to allow for an additional week of accommodation for the preservation of the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Executive Director of the Civil Service Commission, on behalf of the Department of Public Safety, be and is hereby authorized to modify an existing contract with Aloft Columbus Easton/Columbus Easton Hotel IV, LLC, to add an additional week of hotel/lodging services, in accordance with the terms and conditions as shown in the agreement on file in the office of the Civil Service Commission. Total amount of this modification No. 1 is to ADD $0.00. Total contract amount including this modification is $42,000.00
SECTION 2. That this modification and billing rate decrease is in accordance with the relevant provisions of Chapter 329.09 (a) of City Code relating to contract modifications.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications/renewals associated with the Ordinance.
SECTION 4. 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.