Explanation
1. BACKGROUND
This ordinance authorizes the Chief Innovation Officer, on behalf of the Department of Public Service, to enter into contract with Proline Electric, Inc., for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 Project and to provide payment for construction, construction administration and inspection services.
The fleet vehicles that will be using these chargers are being partially funded by the Paul G. Allen Family Foundation (Vulcan) grant. As with prior phases of electric vehicle purchases funded by this grant, the City must provide the infrastructure to charge the vehicles at various locations across the City. This contract constructs the infrastructure necessary to provide approximately 46 charging ports to be used by these City of Columbus fleet vehicles.
The estimated Notice to Proceed date is October 28, 2019. The project was let by the Office of Support Services through Vendor Services and Bid Express. Two bids were received on August 13, 2019, (both majority) and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Proline Electric, Inc. $435,133.60 Lancaster, OH Majority
Roberts Service $798,799.69 Columbus, OH Majority
Award is to be made to Proline Electric, Inc., as the lowest responsive and responsible and best bidder for their bid of $435,133.60. The amount of construction administration and inspection services will be $34,810.69. The total legislated amount is $469,944.29.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Proline Electric, Inc.
Ordinance Number 1901-2017 authorized the Public Service Director to transfer signature authority to the Chief Innovation Officer or the Chief Innovation Officer's designee for all past, present and future Smart Columbus, Smart City Challenge, and Paul G Allen Family Foundation contracts, documents, and projects. This is a Smart Columbus project and the Chief Innovation Officer will sign this contract on behalf of the City.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Proline Electric, Inc., is CC005491 and expires 1/3/21.
3. PRE-QUALIFICATION STATUS
Proline Electric, Inc., and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. FISCAL IMPACT
Funding in the amount of $469,944.29 is available within the Streets and Highways Bond Fund, Fund 7704. It is necessary to amend the 2019 Capital Improvement Budget to transfer budget authority from Fund 7704, P530163-100000 (Smart City Challenge), to P530163-100032 (Smart City Challenge - Fleet Electric Vehicle Charging Phase 3) to establish budget authority within the proper project.
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time to have the vehicle charging infrastructure in place when the electric vehicles are delivered.
Title
To amend the 2019 Capital Improvement Budget; to authorize the Chief Innovation Officer to enter into contract with Proline Electric in connection with the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 Project; to authorize the expenditure of up to $469,944.29 the for the project; and to declare an emergency. ($469,944.29)
Body
WHEREAS, the Department of Public Service is engaged in the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 project; and
WHEREAS, the work for this project consists of constructing the infrastructure necessary to provide approximately 46 charging ports to be used by the City of Columbus fleet vehicles and other work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents; and
WHEREAS, Proline Electric, Inc., will be awarded the contract for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 project; and
WHEREAS, the Department of Public Service requires funding to be available for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 project for construction expense along with construction administration and inspection services; and
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget to provide budget authority for the project; and
WHEREAS, Ordinance Number 1901-2017 authorized the Public Service Director to transfer signature authority to the Chief Innovation Officer or the Chief Innovation Officer's designee for all past, present, and future Smart Columbus, Smart City Challenge, and Paul G Allen Family Foundation contracts, documents, and projects; and
WHEREAS, an emergency exists in the usual daily operation of the Smart City Program Management Office in that it is immediately necessary to enter into contract with Proline Electric, Inc., to to have the vehicle charging infrastructure in place when the electric vehicles are delivered, 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 2019 Capital Improvement Budget authorized by ordinance 1326-2019 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704 / P530163-100000 / Smart City Challenge (Voted Carryover) / $1,110,340.00 / ($469,944.00) / $640,396.00
7704 / P530163-100032 / Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 (Voted Carryover) / $0.00 / $469,944.00 / $469,944.00
SECTION 2. That the City’s Chief Innovation Officer, on behalf of the Department of Public Service, be and is hereby authorized to enter into a construction services contract with Proline Electric Inc., 301 Cedar Hill Road, Lancaster, Ohio, 43130, for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 Project in the amount of up to $435,133.60 in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to pay for necessary construction administration and inspection costs associated with the project up to a maximum of $34,810.69.
SECTION 3. That the expenditure of $469,944.29, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Division of Design and Construction), Project P530163-100032 (Smart City Challenge - Fleet Electric Vehicle Charging Phase 3), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.