Explanation
1. BACKGROUND
The City of Columbus Department of Public Service, Division of Design and Construction recently completed the Columbus Traffic Signal System(CTSS) Phase A project.
The purpose of the project was to install conduit, pullboxes, fiber optic cable, and communication cabinets for a communication network, in order to begin migrating the Columbus traffic signal system to an open architecture, which will serve Central Ohio stakeholders with system connectivity and interoperability. The project also allows for an interagency data exchange for the Departments of Public Service and Technology, as part of the Citywide Connectivity goal.
This project was awarded a Federal Congestion Mitigation Air Quality (CMAQ) grant and received grant disbursements throughout the project for funds expended.
The City of Columbus was inadvertently reimbursed over the allowable amount for several reference items included in the project and must return funding in the amount of $688,165.44 to the Ohio Department of Transportation. This amount has been reviewed and confirmed by the Auditor's Office.
Also, as part of this project the Department of Technology contributed funding to the project for interconnect cable. Not all of the cable that was estimated to be used was installed and it is necessary to return the unused funds to the Department of Technology. The amount to be returned is $18,942.00.
3. EMERGENCY DESIGNATION
Emergency action is requested to allow for the reimbursement of these funds and maintain proper accounting practices.
4. FISCAL IMPACT
The funding to reimburse the Ohio Department of Transportation for amount reimbursed over the allowable amount and to reimburse the Department of Technology is available within the Fed-State Highway Engineering Fund.
Title
To authorize the Director of Public Service to reimburse the Ohio Department of Transportation in the amount of $688,165.44 for a grant disbursement which mistakenly exceeded the allowable amount; to authorize the transfer of funds between the Fed-State Highway Engineering Fund and the Information Services Capital Improvement Fund; to appropriate and authorize the expenditure of Funds from the Fed-State Highway Engineering Fund and appropriation and transfer of Funds from the Fed-State Highway Engineering Fund to the Information Services Capital Improvement Fund for the Division of Design and Construction; and to declare an emergency. ($707,107.44)
Body
WHEREAS, the Department of Public Service recently concluded the Columbus Traffic Signal System Phase A project; and
WHEREAS, this project consisted of the installation of conduit, pullboxes, fiber optic cable, and communication cabinets for a communication network, in order to begin migrating the Columbus traffic signal system to an open architecture, which will serve Central Ohio stakeholders with system connectivity and interoperability; and
WHEREAS, the Department of Public Service was awarded a grant in Federal Congestion Mitigation Air Quality (CMAQ) funds for this project; and
WHEREAS, the Department of Technology contributed funding for the purpose of upgrading fiber optic cable; and
WHEREAS, the Ohio Department of Transportation mistakenly reimbursed the City for expenses that were not reimbursable by the grant; and
WHEREAS, it is necessary for the City to reimburse the Ohio Department of Transportation for this over-reimbursement; and
WHEREAS, the full amount that The Department of Technology contributed to the project was not needed and the unused amount needs to be reimbursed; and
WHEREAS, this ordinance returns these monies to the Ohio Department of Transportation and City of Columbus Department of Technology; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Design and Construction, in that this legislation should go forth immediately to return this funding and maintain proper accounting practices, 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 the sum of $241,012.87 be and hereby is appropriated from the unappropriated balance of the Fed-State Highway Engineering Fund, Fund 765, 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, 2010, as follows:
59-12
Fund / Grant / Grant Name / O.L. 01-03 Code / OCA / Amount
765 / 598007-100000 / Columbus Traffic Signal System Phase A / 05-5512 / 598007 / $222,070.87
47-02
Fund / Grant / Grant Name / O.L. 01-03 Code / OCA / Amount
765 / 598007-100000 / Columbus Traffic Signal System Phase A / 10-5501 / 598117 / $18,942.00
SECTION 2. That the transfer of appropriation within the Fed-State Highway Engineering Fund, Fund 765, be authorized as follows:
Transfer from:
Fund / Grant / Grant Name / O.L. 01-03 Code / OCA / Amount
765 / 598007-100000 / Columbus Traffic Signal System Phase A / 06-6600 / 598007 / $466,094.57
Transfer to:
Fund / Grant / Grant Name / O.L. 01-03 Code / OCA / Amount
765 / 598007-100000 / Columbus Traffic Signal System Phase A / 05-5000 / 598007 / $466,094.57
SECTION 3. That the Transfer of Monies between Fund 765, the Fed-State Highway Engineering Fund and the Information Service Capital Improvements Fund, Fund 514, be authorized as follows:
Transfer from:
Fund / Grant / Grant Name / O.L. 01-03 Codes / OCA / Amount
765 / 598007-100000 / Columbus Traffic Signal Phase A / 10-5501 / 598117 / $18,942.00
Transfer to:
Dept-Div 47-02
Fund / Subfund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
514 / 002 / 470046-100000 / Connectivity Project / 80-0886 / 514046 / $18,942.00
SECTION 4. That for the purpose of reimbursing the Ohio Department of Transportation for over-reimbursement from this grant, the sum of $688,165.44, or so much thereof as may be needed, is hereby authorized to be expended from the Fed-State Highway Engineering Fund as follows:
59-12
Fund / Subfund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
765 / 598007-100000 / Columbus Traffic Signal System Phase A / 05-5512 / 598007 / $688,165.44
SECTION 5. 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 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 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 8. 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. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.