Explanation
Background: This ordinance authorizes the Director of the Department of Public Utilities to modify an existing service agreement for the Columbus MSA Climate Pollution Reduction Grant (CPRG) Engagement and Plan Development with Planning Communities, LLC to add additional funding. The modification amount being authorized by this ordinance is $15,000.00.
The grant acceptance was authorized by ordinance 2503-2023 and the original contract with Planning Communities, LLC for the grant related work was authorized by Ordinance 0001-2024.
The contractor began work in 2023 and has been engaged in ongoing drafting and review of materials. The current phase, Drafts for Review, will continue through September 30, 2025. Following this, the contractor will shift to the Production of the Final Central Ohio Climate Action Plan Document, which will run through the project’s completion. During this production phase, a Public Meeting is expected to be held to gather feedback and support finalization of the document. The contract is projected to conclude no later than December 1, 2025, in alignment with the EPA’s required submission deadline.
This project advances multiple priorities for the City of Columbus and Central Ohio by strengthening environmental sustainability, economic resilience, and equities across the region. The Central Ohio Climate Action Plan will provide a coordinated pathway to reduce greenhouse gas emissions while supporting workforce development, public health, and long-term cost savings for residents and businesses. By identifying strategies that lower energy use, expand clean energy, and reduce waste, the plan supports both economic competitiveness and environmental stewardship.
Environmental advantages of the project include improving air quality, reducing harmful emissions, and promoting healthier communities through cleaner transportation, energy, and land use practices. Economic advantages include creating new opportunities in clean energy, construction, and sustainable infrastructure, as well as reducing long-term costs for households and businesses through greater efficiency and resilience. Taken together, the CCAP will position Central Ohio as a leader in equitable, sustainable growth while ensuring the region is prepared to meet federal climate targets and protect quality of life for future generations.
The work under this modification includes a deliverable for the Columbus Metropolitan Statistical Area (MSA) Workforce Planning Analysis (WPA). This analysis will cover the ten counties within the Columbus MSA. The primary objectives are to identify workforce gaps, devise strategies to address these gaps, and foster partnerships necessary for achieving the goals of the Comprehensive Climate Action Plan (CCAP) with emphasis on equity. These additional funds are necessary for the Priority Climate Action Plan (PCAP) and the Comprehensive Climate Action Plan (CCAP).
Procurement: Request for proposals (RFQ026245) were formally advertised on the Vendor Services and Bonfire websites in accordance with the procedures set forth in Columbus City Codes, Chapter 329 from October 31, 2023, to December 1, 2023. Five Hundred Thirty-Two (532) vendors were solicited. The city received three (3) responses. The proposals were deemed responsive and were fully evaluated by the Evaluation Committee on December 18, 2023. The committee felt that Planning Communities, LLC submitted the strongest proposal overall for the following reasons:
1.) The team has depth of experience with similar projects.
2.) Demonstrated clear understanding of the tasks related to the project and how to execute the project.
3.) Project manager exhibited a strong with similar work experience
ORD 2503-2023 authorized acceptance of the award for the Climate Pollution Reduction Planning Grant, Catalog of Federal Domestic Assistance (CFDA) 66.046. The grant project period is from June 1 2023 through May 31, 2027. The City grant number is G602301.
The original contract term was from date of execution through March 1, 2025, which was later extended to May 31, 2027 with the adoption of Ordinance No. 0483-2024 on March 18, 2024.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification No. 3 is $15,000.00. The cumulative total contract amounts including this modification No. 3 is $237,000.00.
2. Reason additional funds were not foreseen: The need for additional funds were known at the time of the initial contract. This modification No. 3 is to provide the funding for the Columbus MSA Climate Pollution Reduction Grant (CPRG) Engagement and Plan Development.
3. Reason other procurement processes were not used: Work under this modification No. 3 is a continuation of services included in the scope of the original contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms, and conditions are in accordance with the original agreement. The cost for this modification is $15,000.00.
Principal Party:
Planning Communities LLC
9121 Anson Way, Suite 200
Raleigh, NC 27615
Ann Steedly (919) 803-6927
Contract Compliance Number: 020500
Contract Compliance Expiration Date: February 2, 2026
Emergency Justification: Emergency action is requested to ensure continuity of services without interruption which is necessary to avoid delays in meeting grant deliverables and maintaining compliance with the project grant timelines. The funding being accessed with this amendment is federal project funding required to complete a deliverable that is due to US EPA on December 1st. Planning Communities' efforts are critical to our ability to submit this significant deliverable on time to US EPA. Specifically, PC is performing a required workforce planning analysis for the Central Ohio Climate Action Plan as well as formatting and design of the entire Plan. Without these services, we will not be in compliance with US EPA requirements. The timeline for completing these services to meet the deliverable deadline is now through November.
Fiscal Impact: Funding will come from the grant award. Its appropriation and expenditures were authorized under Ord. 2503-2023.
Title
To authorize the Director of the Department of Public Utilities to modify a service agreement with Planning Communities, LLC for the Columbus MSA Climate Pollution Reduction Grant (CPRG) Engagement and Plan Development to add additional funding; to authorize the expenditure of $15,000.00 from the Electricity Grants Fund; and to declare an emergency. ($15,000.00)
Body
WHEREAS, the Department of Public Utilities wishes to modify and increase PO433908 with Planning Communities LLC for consulting services for the Columbus MSA Climate Pollution Reduction Grant (CPRG) Engagement and Plan Development with Planning Communities, LLC to provide additional funding for the payment of services through May 31, 2027; and
WHEREAS, the vendor has agreed to modify PO433908 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify and increase the current contract for the Columbus MSA Climate Pollution Reduction Grant (CPRG) Engagement and Plan Development with Planning Communities, LLC; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities in that it is immediately necessary to authorize the Director to modify an existing agreement with Planning Communities, LLC to add additional funding to ensure there are no delays in meeting grant deliverables, the timeline for the completion of said deliverables being November, and maintaining compliance with the project grant, all for the immediate 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 Director of the Department of Public Utilities be and is hereby authorized to modify and add additional funding to contract No. PO433908 consulting services for the Columbus MSA Climate Pollution Reduction Grant (CPRG) Engagement and Plan Development with Planning Communities, LLC, in accordance with the terms on file in the office of the Department of Public Utilities. This modification No. 3 is to ADD $15,000.00 to the contract. Total contract amount including this modification is $237,000.00.
SECTION 2. That this modification No. 3 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications.
SECTION 3. That the funds for this contract modification were appropriated under the authority of Ordinance No. 2503-2023.
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.