Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend an existing Universal Term Contract (UTC) for the option to obtain Thermoplastic Glass Beads with Potters Industries, LLC. This contract provides for Ohio Type C glass beads used by the Division of Traffic Management for road striping to provide thermoplastic reflection. This modification is necessary to ensure these items are readily available to enhance visibility to increase driver safety. The contract, PO244415 was established in accordance with Request for Quotation RFQ016262 and will expire October 31, 2025. It is in the best interest of the City that the contract be modified to allow for an extension for a period of five (5) months to and including March 31, 2026, allowing sufficient time to establish a new contract(s) through using a formal bid process.
Pursuant to Section 329.09(a) of Columbus City Codes:
(1) Amount of additional funds to be expended under the modification: No additional funding is necessary to modify the option contract.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: N/A
(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: N/A
(4) How the price for the additional goods or services which are the subject of the modification was determined: N/A
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation be considered an emergency to maintain an uninterrupted supply of the goods provided by the UTC, as the current contract expires on October 31, 2025 and time is needed to allow for a formal bid process.
FISCAL IMPACT: No funding is required to modify the option contract. The Department of Public Service must set aside their own funding for their estimated expenditures.
Title
To authorize the Finance and Management Director to modify and extend the contract for the option to purchase Thermoplastic Glass Beads with Potters Industries LLC, and to declare an emergency. ($0.00)
Body
WHEREAS, the Purchasing Office entered into a Universal Term Contract for Thermoplastic Glass Beads for use by the Division of Traffic Management; and
WHEREAS, it is necessary to modify and extend the existing Universal Term Contract with Potters Industries, LLC, to ensure these items are available for road striping to enhance visibility to increase driver safety; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, and the current contract expires October 31, 2025, in that it is necessary to authorize the Finance and Management Director to immediately modify and extend an existing Universal Term Contract with Potters Industries, LLC for the option to obtain Thermoplastic Beads needed for road striping to provide thermoplastic reflection and to allow time for a formal bid process, thereby preserving the public health, property, safety, and welfare; 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 a contract for the option to obtain Thermoplastic Glass Beads with Potters Industries LLC, PO244415, for a period of five (5) months, from November 1, 2025 to and including March 31, 2026.
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.