Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department 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 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.
Universal Term Contract Purchase Agreements:
Asphalt Emulsions
Portland Cement, Ready Mix Concrete, Sand
Various Forms Asphalt Concrete
Crushed Limestone & Gravel Agg.
Winter Asphalt
Crack Sealing Product
2. FISCAL IMPACT
These are budgeted expenses within the Street Construction Maintenance and Repair Fund ($415,000.00) and the Municipal Motor Vehicle Tax Fund ($615,000.00).
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 Director of the Department of Finance and Management 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 the Department of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement for Pavement Materials & Aggregates; to authorize the expenditure of $415,000.00 from the Street Construction, Maintenance, and Repair Fund; to authorize the expenditure of $615,000.00 from the Municipal Motor Vehicle Tax Fund; and to declare an emergency. ($1,030,000.00)
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 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 the Department 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 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 the Department 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 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, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That, in accordance with City Code 329.19(g), City Council approves the expenditure of $100,000.00 or more in fiscal years 2024 and 2025 against any Universal Term Contract Purchase Agreements listed in the background section of this ordinance or that will be established for the purchase of Pavement Materials & Aggregates commodities for use by the Department of Public Service.
SECTION 2. That the Director of the Department 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 for the Department of Public Service.
SECTION 3. That the Director of the Department of Finance and Management be and hereby is authorized to establish multiple purchase orders totaling $1,030,000.00 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 ODOT contracts.
SECTION 4. That the expenditure of $415,000.00, 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 5. That the expenditure of $615,000.00, 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 6. That 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 7. 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.