Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Canvaas Consulting, LLC to add additional funds for design of the Vision Zero - Multilingual Outreach, Research and Education project.
Ordinance No. 2767-2024 authorized the Director of Public Service to enter into a professional services contract with Canvaas Consulting, LLC for the Vision Zero - Multilingual Outreach, Research and Education project. The intent of this project is to provide the City of Columbus, Department of Public Service, additional resources for the development of an action plan that includes specific action items focused on increasing awareness of Vision Zero principles and traffic-safety laws, such as the Vision Zero Ambassador Program, installation of Vision Zero safety messaging throughout the city, and paid media strategies. All strategies are to be executed with cultural humility, equitably, and with focus on topics that contribute the most to serious injuries and fatal crashes. Content could be produced in English, Haitian Creole, French, Portuguese, Nepali, and Spanish. The project will include the development of a comprehensive marketing and communications plan and three major components: research, marketing, and community-engagement. The cultural shift necessary to achieve Vision Zero will require an equitable, multilingual approach that brings awareness of traffic violence prevention to our entire Columbus community.
This ordinance authorizes the Director of Public Service to modify the contract in the amount up to $500,000.00 for additional professional services to continue the work of the original contract and to implement the research-informed strategies. Funds will be used for communication to stakeholders directly impacted as roadway safety projects are constructed and once they are completed. Paid media strategies will be geographically targeted to areas around our High Injury Network corridors such as Livingston Avenue, Cassady Avenue, Hamilton Avenue and Roberts Road where new traffic patterns are being constructed. Signs will be installed during construction with Vision Zero branding and a QR code bringing people to the project page describing the Capital improvements. For example, on Livingston Avenue signs will be installed near the extents at 18th Street and Nelson Road to notify users of lane changes and a new separated bikeway. Messaging themes identified by the existing Strategic Communications project will also be used across platforms to both educate users on the installed infrastructure and make a clear connection for the public between constructed projects and their relevance to Vision Zero Columbus.
Ordinance 1918-2023 authorized the Director of Public Service, on behalf of the City of Columbus, to submit applications to and execute grant agreements with the United States Department of Transportation (USDOT) relative to the Safe Streets for All (SS4A) program, accept and expend awarded grant funds, and issue refunds, if necessary, for the Vision Zero - Multilingual Outreach, Research and Education Project.
1.1 Amount of additional funds to be expended: $500,000.00
The original contract amount: $850,000.00 (PO488157, Ord. 2767-2024)
The total of Modification No. 1 $500,000.00 (This Ordinance)
The contract amount including all modifications: $1,350,000.00
1.2 Reasons additional goods/services could not be foreseen:
This is additional funding needed to complete work that was identified by the current consultant during the original contract to support behavior change leading to fewer fatal and serious injury crashes on Columbus roadways.
1.3 Reason other procurement processes are not used:
The consultant is under contract and currently working on designing the project. It would be redundant to have a separate contract to perform this work as the work is a continuation of services and support of work identified by them. The use of the consultants in the original contract eliminates disruptions to the progress of the Vision Zero Columbus initiative, as well as supports a public opinion survey that exceeds the capacity of existing Public Service communications staff. Therefore, it was decided that it is in the best interest of the City to modify the existing contract instead of bidding this part of the work.
1.4 How cost of modification was determined:
These funds are aligned with our citywide Vision Zero Action Plan (2023-2028) and support consistent engagement with the public during development of a Comprehensive Vulnerable Road User Safety Plan.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Canvaas Consulting, LLC
2. CONTRACT COMPLIANCE
The contract compliance number for Canvaas Consulting, LLC is CC031214 and has expired. Contract compliance number will be updated before the contract is fully executed.
3. FISCAL IMPACT
Funding in the amount of $500,000.00 is budgeted and available within the Streets and Highways Bond Fund, Fund 7704 within the Department of Public Service. An amendment to the 2025 Capital Improvement Budget and transfer of funds is necessary to align funding for these project expenditures.
4. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time and meet the deadline of December 31, 2026 per the Safe Streets for All Program funding award to avoid penalty and to ensure the safety of the traveling public.
Title
To amend the 2025 Capital Improvement Budget; to authorize the transfer of funds within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a contract modification with Canvaas Consulting, LLC, in connection with the Vision Zero - Multilingual Outreach, Research and Education project; and to authorize the expenditure of up to $500,000.00 from the Streets and Highways Bond Fund to pay for the project; and to declare an emergency. ($500,000.00)
Body
WHEREAS, contract no. PO488157, with Canvaas Consulting, LLC, in the amount of $850,000.00, was authorized by ordinance no. 2767-2024; and
WHEREAS, it has become necessary to modify the contract in an amount up to $500,000.00 and provide additional funds for the Vision Zero - Multilingual Outreach, Research and Education project; and
WHEREAS, it is necessary to authorize an amendment to the 2025 Capital Improvement Budget to provide sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary to authorize the expenditure of up to $500,000.00 from the Streets and Highways Bond Fund to pay for this contract modification; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into a contract modification with Canvaas Consulting, LLC , to continue detailed design work and prevent delays in the project schedule to meet the deadline of December 31, 2026 per the Safe Streets for All Program funding dates and expeditiously complete the project, to preserve the safety of the traveling public, 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 2025 Capital Improvements Budget authorized by ordinance 1790-2025 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704 / P530103-100060 / Arterial Street Rehabilitation - Cassady Avenue Widening (Bexley Corp to 7th Av) (Voted Carryover) $2,923,550.00/ ($500,000.00) / $2,423,550.00
7704 / P532000-100008 / Vision Zero - Multilingual Outreach, Research and Education Project (Voted Carryover) / $0.00 / $500,00.00 / $500,00.00
SECTION 2. That the Director of Public Service be, and hereby is, authorized to enter into a contract modification with Canvaas Consulting, LLC, at 264 South Third Steet, Columbus, OH 43219, for the Vision Zero - Multilingual Outreach, Research and Education project in an amount up to $500,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 3. That the transfer of $500,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530103 - 100060 (Arterial Street Rehabilitation - Cassady Avenue Widening (Bexley Corp to 7th Av)), Object Class 06 (Capital Outlay) to Dept-Div 5913 (Traffic Management), Project P532000-100008 (Vision Zero - Multilingual Outreach, Research and Education), Object Class 06 (Capital Outlay) between projects per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $500,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5913 (Traffic Management), P532000-100008 (Vision Zero - Multilingual Outreach, Research and Education), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
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 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.