Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance to enter into a contract with Vaisala Inc. for the purchase of Mobile Road Weather Information Sensors for the Department of Public Service, Division of Infrastructure Management. This ordinance also authorizes expending grant funds within the Federal Transportation Grants Fund, Fund 7765, and city funds within the Municipal Motor Vehicle Tax Fund, Fund 2266. The Division of Infrastructure Management will use Mobile Road Weather Information Sensors on snow and ice equipment to monitor weather and to aid in decision making during snow and ice events. These sensors take different types of readings, including the level of friction and grip in real time during snow and ice events. This provides critical data to allow better decisions on salt and material usage, plowing effectiveness, roadway safety, and speed recovery. This information can be used to save time and material costs, redirecting resources to where they are needed most.
The grant funding from the Ohio Department of Transportation (ODOT) is related to the Federal Highway Administration's (FHWA) State Transportation Innovation Council (STIC) Incentive grant program for the Department of Public Service. Through this program, grant funding up to $100,000 per State per Federal fiscal year is made available to support or offset the costs of standardizing innovative practices in a State transportation agency (STA) or other public sector STIC stakeholder. The program is administered by FHWA’s Center for Accelerating Innovation (CAI). The Department of Public Service was awarded up to $100,000 of said grant monies to fund the purchase of Mobile Road Weather Information Sensors and the grant agreement has been fully executed.
Ordinance 2007-2024 authorized the Director of Public Service to formally apply for funding from ODOT for the FHWA STIC Incentive program grant funds and, if awarded, to accept the award on behalf of the Department of Public Service, to execute those documents necessary to accept the grant, to administer the grant funds, and to refund any unused funds to ODOT after the grant period ends if final accounting determines a refund is owed.
Ordinance 0197-2025 authorized the Director of Finance to enter into a contract with Vaisala Inc. for the purchase of Mobile Road Weather Information Sensors for the Department of Public Service, Division of Infrastructure Management, the appropriation and expending of grant funds within the Federal Transportation Grants Fund, Fund 7765 and city funds within the Municipal Motor Vehicle Tax Fund, Fund 2266.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Vaisala Inc.
2. CONTRACT COMPLIANCE.
The contract compliance number for Vaisala Inc. is CC-048643 and expires on 03/04/2028.
3. FISCAL IMPACT
The remainder of grant funds from the Federal Highway Administration's (FHWA) State Transportation Innovation Council (STIC) Incentive grant program administered by the Ohio Department of Transportation (ODOT) in Federal Transportation Grants Fund, Fund 7765, will partially fund the purchase of this equipment. Public Service is required to contribute a minimum 20% local share in an amount of up to $2,802.00 from the Municipal Motor Vehicle Tax Fund, Fund 2266.
4. REQUEST FOR WAIVER OF FORMAL COMPETITIVE BIDDING REQUIREMENTS
A request for waiver of the formal competitive bidding requirements of Columbus City Code Chapter 329 is requested for this purchase so that the Division of Infrastructure Management can purchase this equipment before the current winter season begins and the grant deadline, as required by the grant agreement. This falls under the simplified acquisition threshold noted as an exception under CFR 200.320(c) and is detailed in the bid waiver.
5. EMERGENCY DESIGNATION
Emergency action is requested to allow the Department of Public Service to expend funds from the Municipal Motor Vehicle Tax and expend grant funds from Federal Transportation Grants Fund in relation to the FHWA STIC Grant Program, and contract with Vaisala Inc. so purchase of the Mobile Road Weather Information Sensors can be installed before the current winter season and the grant deadline.
Title
To authorize the Director of Finance and Management to enter into contract with Vaisala Inc. to purchase Mobile Road Weather Information Sensors to monitor weather and to aid in decision making during snow and ice events; to authorize the waiver of the competitive bidding provisions of Columbus City Code; to authorize the expenditure of up to $25,530.40 from and the Federal Transportation Grants Fund and up to $2,802.00 from the Municipal Motor Vehicle Tax Fund; and to declare an emergency. ($28,332.40)
Body
WHEREAS, Ordinance 2007-2024 authorized the Department of Public Service to apply for and accept a Federal Highway Administration's (FHWA) State Transportation Innovation Council (STIC) Incentive grant through the Ohio Department of Transportation (ODOT) for purchase of Mobile Road Weather Information Sensors to assist with monitoring weather and to aid in decision making during snow and ice events; and
WHEREAS, Ordinance 2007-2024 authorized the execution of the grant agreement and other requisite agreements related to the grant and refund of any unused funds; and
WHEREAS, Ordinance 0197-2025 authorized the Director of Finance and Management to enter into a contract with Vaisala Inc. for purchase of Mobile Road Weather Information Sensors for the Department of Public Service, Division of Infrastructure Management, the appropriation of grant funds, and the expending of grant and city funds; and
WHEREAS, funds for this purchase are available in the Federal Transportation Grants Fund, Fund 7765 and the Municipal Motor Vehicle Tax Fund, Fund 2266; and
WHEREAS, it is necessary to expend current year city funds in the Municipal Motor Vehicle Tax Fund, Fund 2266; and
WHEREAS, it is necessary to expend grant funds in the Federal Transportation Grants Fund, Fund 7765; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 to procure this equipment due to the grant agreement requirement to be able to utilize the equipment in the current winter season and before the grant deadline; and
WHEREAS, the Director of Finance and Management is authorized to enter into a contract with Vaisala Inc. for purchase of Mobile Road Weather Information Sensors for the Department of Public Service, Division of Infrastructure Management; and
WHEREAS, an emergency exists within the Department of Public Service in that it is immediately necessary to authorize the Director of the Department of Public Service to expend city and grant monies to purchase of Mobile Road Weather Information Sensors from Vaisala Inc. before the 2026/2027 snow and ice season and before the grant deadline, all 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 the Director of Finance and Management be and is hereby authorized to establish a contract with Vaisala Inc. for the purchase of Mobile Road Weather Information Sensors for the Department of Public Service.
SECTION 2. That the expenditure of up to $25,530.40 or as much thereof as may be needed, has been previously authorized in Ordinance 0197-2025 from Fund 7765 (Federal Transportation Grants Fund), Dept-Div 5911 (Division of Infrastructure Management) in Object Class 06 (Capital Outlay) per the approved accounting code attached to Ordinance 0197-2025, ACPR003429.
SECTION 3. That the expenditure of up to $1,169.73 or as much thereof as may be needed, has been previously authorized in Ordinance 0197-2025 from Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5911 (Division of Infrastructure Management) in Object Class 06 (Capital Outlay) per the approved accounting code attached to Ordinance 0197-2025, ACPR003429.
SECTION 4. That the expenditure of up to $1,632.27 or as much thereof as may be needed, is hereby authorized in Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5911 (Division of Infrastructure Management) in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. That City Council finds it is in the best interest of the City of Columbus to waive the formal competitive bidding requirements of City Code Chapter 329.
SECTION 5. 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 6. 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.