Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to execute a planned contract modification with Engage Public Affairs, LLC in an amount up to $581,485.00 for the continued provision of various professional services related to the Smart City Challenge, a collaborative effort by the U.S. Department of Transportation (USDOT) and Vulcan, Inc., seeking to “create a fully integrated, first-of-its kind city that uses data, technology and creativity to shape how people and goods move in the future.”
On June 23, 2016, the USDOT awarded the City of Columbus up to $40 million in federal funds and Vulcan awarded the City up to $10 million in funding to assist in implementation of the City’s proposal to 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.
Pursuant to Ordinance 1900-2016, the Department of Public Service initiated a procurement effort that resulted in the award and execution of a professional services contract with Engage Public Affairs, LLC in the amount of up to $125,000.00 for the provision of communication and outreach services related to the Smart City Challenge.
The purpose of this planned contract modification is to allow for the continuation of requisite services by Engage Public Affairs for the next contract task. Due to the nature of the USDOT grant reimbursements, professional support for the Smart City Challenge Program will be awarded in annual funding phases. Additional contract modifications are expected on an annual or task basis throughout the four-year Smart City Challenge funding period.
Original contract amount: $125,000.00 (Ord. 1900-2016, PO021687)
Total of Modification No. 1: $581,485.00
Contract amount including all modifications: $706,485.00
2. CONTRACT COMPLIANCE
The contract compliance number for Engage Public Affairs, LLC is 20-1593274, which expires on October 31, 2017.
3. FISCAL IMPACT
Funding in the amount of $581,485.00 is available in Fund 7768 USDOT Grant - Smart City for this project expenditure.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow for the timely execution of the aforementioned contract modification so as to preclude any disruption in the provision of various professional services related to the Smart City Challenge and to adhere to the terms and conditions of that program.
Title
To authorize the City Auditor to appropriate $581,485.00 within the Smart City grant fund; to authorize the Director of Public Service to execute a contract modification with Engage Public Affairs relative to the Smart City Challenge project; to authorize the expenditure of up to $581,485.00 from the Smart City grant fund; and to declare an emergency. ($581,485.00)
Body
WHEREAS, on December 7, 2015, the U.S. Department of Transportation (USDOT) announced the Smart City Challenge, a collaborative effort by the USDOT and Vulcan, Inc. seeking to “create a fully integrated, first-of-its kind city that uses data, technology and creativity to shape how people and goods move in the future”; and
WHEREAS, on January 11, 2016, Columbus City Council passed Ordinance 0064-2016 supporting the City’s application to the Smart City Challenge; and
WHEREAS, on June 23, 2016, the USDOT awarded the City of Columbus up to $40 million in federal funds and Vulcan awarded the City up to $10 million in funding to assist in implementation of the City’s proposal to 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, on July 18, 2016, City Council passed Ordinance 1900-2016 authorizing the Director of Public Service to enter into multiple contracts totaling $775,000.00 related to the Smart City Challenge; and
WHEREAS, on August 12, 2016, the Director of Public Service executed a professional service contract with Engage Public Affairs, LLC for the provision of communication and outreach services relative to that effort; and
WHEREAS, it is necessary to execute a planned contract modification with Engage Public Affairs, LLC to provide for the continuation of the aforementioned services; 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 execute a contract modification with Engage Public Affairs, LLC authorizing the encumbrance and expenditure of requisite engineering and design funding so as to prevent unnecessary delays in the department's Smart City Challenge, 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. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2016, the sum of $581,485.00 is appropriated in Fund 7768 Smart City in Object Class 06 Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 2. That the Director of Public Service be and is hereby authorized to execute a contract modification with Engage Public Affairs, LLC, 7759 Crawley Drive, Dublin, Ohio 43017, in the amount of up to $581,485.00 related to the Smart City Challenge.
SECTION 3. That the expenditure of $581,485.00, or so much thereof as may be necessary, be and is hereby authorized in Fund 7768 Smart City Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 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 passage if the Mayor neither approves nor vetoes the same.