Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into contract with HNTB Ohio, Inc., in the amount of up to $250,000.00 for the development of project and program work plans for the Second Round Application for the USDOT Smart City Challenge Grant Program.
On December 7, 2015, the US Department of Transportation (USDOT) announced the Smart City Challenge. The USDOT will make an award of up to $40 Million in federal funding over four years to one mid-sized city that can demonstrate how advanced data and intelligent transportation systems (ITS) technologies and applications can be used to reduce congestion, keep travelers safe, protect the environment, respond to climate change, connect underserved communities, and support economic vitality.
On January 11, 2016, Columbus City Council passed Ordinance 0064-2016 supporting the City’s first round application to the Smart City Challenge.
The USDOT notified the City on March 12, 2016 of its selection as one of seven Smart City Challenge Finalists. Each Finalist will receive $100,000 in federal funding to support concept development and planning activities. The second round application is due in May. Up to $40 Million in federal funds will be awarded the winner, along with $10 million each in matching funding from Vulcan, Incorporated and MobilEye to assist in implementing the winning city’s proposal. The Smart City Challenge winner will be announced in June 2016.
A bidding waiver is requested for this contract. HNTB is under contract with the City providing consultant and design work on the ongoing Columbus Traffic Signal System project (CTSS), which is a foundational project to the City’s Smart City project approach. The innate knowledge HNTB has about the CTSS project and City procurement and project management processes saves the time and expense of a knowledge transfer between consultants and allows the Smart City Challenge Second Round application to be completed within the timeframe available from USDOT.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against GPD Associates.
2. CONTRACT COMPLIANCE
The contract compliance number HNTB Ohio, Inc. is 43-1628397 (Vendor 008025) and expires 4/15/16.
3. FISCAL IMPACT
Funding in the amount of $250,000.00 is available for the project as follows: $150,000.00 from the Street and Highway Improvements Fund, Fund 7766, within the Department of Public Service; $100,000.00 in Federal grant funds from the USDOT to be deposited within the Smart City Challenge Grant Funds, Fund 7765. Amendment to the 2015 Capital Improvements Budget ordinance 0557-2015 is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow the Department of Public Service ample time to apply for the USDOT Smart City Challenge Grant, and to accept, enter into agreement and expend those funds in accordance with the conditions of that award.
Title
To amend the 2015 Capital Improvements Budget; to authorize the City Auditor to transfer cash and appropriation within the Street and Highway Improvements Fund, within the Department of Public Service; to waive the competitive bidding provisions of Columbus City Code for this project; to authorize the Director of Public Service to enter into contract with HNTB Ohio, Inc. for engineering, technical, and surveying services in connection with the Smart City Challenge project; to authorize the expenditure of up to $150,000.00 from the Street and Highway Improvements Fund and the Smart City Challenge grant fund of up to $100,000.00; and to declare an emergency. ($250,000.00)
Body
WHEREAS, the United States Department of Transportation (USDOT) announced on December 7, 2015, the Smart City Challenge, which is a grant program to be awarded on a competitive basis; and
WHEREAS, the purpose of the Smart City Challenge award is for a mid-sized city that can demonstrate how advanced data and intelligent transportation systems (ITS) technologies and applications can be used to reduce congestion, keep travelers safe, protect the environment, respond to climate change, connect underserved communities, and support economic vitality; and
WHEREAS, the Department of Public Service applied for the Smart City Challenge from USDOT to fund capital improvements and operations that will demonstrate advanced data and ITS meeting the stated goals of the Smart City Challenge; and
WHEREAS, on March 12, 2016, the USDOT announced the City of Columbus as one of seven Smart City Challenge Finalists; and
WHEREAS, the deadline for the second round of applications for the Smart City Challenge is in May 2016 on a date yet to be announced; and
WHEREAS, the Director of Public Service has identified the need to enter into a professional service contract to provide for engineering and technical services for the Smart City Challenge project; and
WHEREAS, this ordinance authorizes the Director of Public Service to enter into contract with HNTB Ohio, Inc. for the provision of engineering and technical services described above in the amount of up to $250,000.00; and
WHEREAS, this ordinance authorizes the acceptance of Grant funds from the USDOT in the amount of $100,000.00 with the award announcement from the USDOT; and
WHEREAS, it is necessary to authorize an amendment to the 2015 Capital Improvement Budget and a transfer of cash within the Street and Highway Improvements Fund, Fund 7766, for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary to waive the competitive bidding requirements of Chapter 329 in order to contract with HNTB Ohio, Inc.; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to enter into contract in order to provide necessary engineering and design funding to prevent unnecessary delays in the department's Smart City Challenge Second Round grant application thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: The Director of Public Service be and hereby is authorized to enter into a contract with HNTB Ohio, Inc. for the provision of engineering and technical services described above in the amount of up to $250,000.00; and
SECTION 2. That the 2015 Capital Improvement Budget authorized by ordinance 0557-2015 be amended to establish sufficient authority for this project:
Fund / Project / Project Name / Current C.I.B. / Amendment Amount / C.I.B. as amended
7766 / P766999-100000 / Unallocated Balance Fund (Streets & Highway Imp Carryover) / $2,425,604.00 / ($150,000.00) / $2,275,604.00
7766 / P530163-100000 / Smart City Challenge (Streets & Highway Imp Carryover) / $0.00 / $150,000.00 / $150,000.00
SECTION 3. That the transfer of $150,000 or so much thereof as may be needed, is hereby authorized between projects within Fund 7766 Street and Highway Improvements Fund per the account codes in the attachment to this ordinance:
SECTION 4. That this Council finds it to be in the best interest of the City to waive the competitive bidding requirements of Chapter 329 to enter into said contract.
SECTION 5. That the acceptance of $100,000.00 in grant money from the USDOT shall be provided for on the basis of the award notification from the USDOT.
SECTION 6. That the expenditure of $250,000 or so much thereof as may be needed, is hereby authorized in Fund 7766 Street and Highway Improvements Fund in object class 06 Capital Outlay and in Fund 7765 Smart City Challenge Grant Fund in object class 06 CAPITAL Outlay per the accounting codes in the attachment to this ordinance.
SECTION 7. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. That appropriation is contingent upon receipt of an executed agreement or Notice of Award from the USDOT
SECTION 9. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 10. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 11. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 12. 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.