Explanation
1. BACKGROUND
This legislation authorizes the Chief Innovation Officer to execute a seventh planned contract modification with HNTB Ohio, Inc., in the total amount of up to $4,000,000.00 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.”
In August of 2016 USDOT awarded the City of Columbus up to $40 million in Federal funds (for the USDOT Smart City Challenge project) and Vulcan awarded the City up to $10 million in private grant funding (for the Vulcan Smart City Challenge project) 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.
Ordinance 1900-2016 authorized the Director of the Department of Public Service to initiate a procurement effort that resulted in the award and execution of a professional services contract with HNTB in the amount of up to $400,000.00 for the provision of intelligent transportation system (ITS) program initialization and program management services related to the Smart City Challenge. Planned modifications have been executed over the life of the contract as follows:
Original contract amount: $400,000.00 (Ord. 1900-2016, PO021608)
Total of Modification No. 1: $5,000,000.00 (Ord. 2355-2016, PO030844)
Total of Modification No. 2, 5: $1,400,000.00 (Ord. 1056-2018, PO116714)
Total of Modification No. 3: $250,000.00 (Ord. 2127-2018, PO140707)
Total of Modification No. 4: $2,000,000.00 (Ord. 2128-2018, PO138068)
Total of Modification No. 6: $2,500,000.00 (Ord. 0477-2019, PO164395)
This Modification No. 7: $4,000,000.00
Contract amount including all modifications: $15,550,000.00
The purpose of this seventh planned contract modification is for HNTB to continue support for the USDOT Smart City Challenge program and the transportation projects associated with that program. The transportation projects are as follows:
• Connected vehicle environment
• Pre-natal trip assistance
• Connected electric autonomous vehicle
• Multimodal trip planning application and common payment system
• Event parking management (on-street and off-street)
• Mobility assistance for people with cognitive disabilities
• Smart mobility hubs
• Smart Columbus operating system
This contract modification will allow:
• Updating of engineering documents for the above transportation projects so they can move to the deployment phase.
• HNTB’s continuous, uninterrupted technical support and coordination with other agencies and projects in and around the City as the transportation projects move from the planning phase to the deployment phase.
• Continuation of work on required USDOT deliverables on the project, including performance measurement, safety management, evaluation support, and human-use approval.
• Performance measurement, including data collection and analysis with project partners, to ensure established protocols are followed with transportation projects interacting with the public.
• Analysis of deployed projects and rapid input into developed plans to allow modification of the designed projects if needed.
• Support to the City in summarizing grant activities, outcomes, benefits, and lessons learned in the final report that is due to USDOT.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against HNTB.
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, USDOT Smart City Challenge, and Paul G Allen Family Foundation (Vulcan) contracts, documents, and projects.
2. CONTRACT COMPLIANCE
The contract compliance number for HNTB is CC008025, which expires on April 11, 2020.
3. FISCAL IMPACT
This is a reimbursable budgeted expense of $2,000,000.00 for this project within Fund 7768 (Smart City), Grant G591610 (2016 USDOT Smart City Award). Funds will need to be appropriated within Fund 7768, Grant G591610, and existing appropriation will need to be used as follows:
• $5,449,966: Amount remaining that can be appropriated in Fund 7768, Grant G591610.
• $3,581,749: Amount appropriated with Ordinance 2494-2019 in Fund 7768, Grant G591610, currently also going through approvals in Legistar.
• $1,868,217: Amount remaining that can be appropriated in Fund 7768, Grant G591610, after 2494-2019.
• $131,783: Additional appropriation needed for the $2,000,000.00 expenditure in this Ordinance (2204-2019).
• $1,248,544: Appropriation in Fund 7768, Grant G591610, Object Class 03, previously legislated and not yet used.
• $131,783: Existing appropriation in Fund 7768, Grant G591610, Object Class 03, which will be used for this Ordinance, bringing total available appropriation to $2,000,000 for this Ordinance.
The grant requires a City cost share participation. Funds in the amount of $2,000,000.00 are available for the cost share amount in Fund 7704 (Streets and Highways Bond Fund), in projects P530161-100187 (Roadway Improvements - Scioto Peninsula - Belle Street from Town to Broad) and P530161-100081 (Roadway Improvements - Lazelle Road Phase B). An amendment to the 2019 Capital Improvement Budget and a transfer of cash is required to establish sufficient budget authority and cash for the project. It is anticipated the cash share portion of the funding will primarily fund the work described as bullet points 1, 2, 3, and 5 in the background section above (under the “this contract modification will allow” section).
4. EMERGENCY DESIGNATION
Emergency designation is requested to allow for the timely execution of the contract modification to prevent any disruption in design services related to the Smart City Challenge to meet project deadlines established with USDOT for the grant.
Title
To amend the 2019 Capital Improvement Budget; to authorize the transfer of funds within the Streets and Highways Bond Fund; to appropriate funds within the Smart City Grant Fund; to authorize the City’s Chief Innovation Officer to execute a contract modification with HNTB Ohio relative to the Smart City Challenge; to authorize the expenditure of up to $2,000,000.00 from the Streets and Highways Bond Fund and up to $2,000,000.00 from the Smart City Grant to pay for the contract modification; and to declare an emergency. ($4,000,000.00)
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, in August of 2016 USDOT awarded the City of Columbus up to $40 million in federal funds 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 HNTB Ohio, Inc. for the provision of intelligent transportation system (ITS) program initialization and program management services relative to that effort; and
WHEREAS, on July 17, 2017, City Council passed Ordinance 1901-2017 authorizing 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, USDOT Smart City Challenge, and Paul G Allen Family Foundation (Vulcan) contracts, documents, and projects; and
WHEREAS, it is necessary to execute a seventh planned contract modification with HNTB to allow for the continuation of requisite services by HNTB; and
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and transfer funds between projects within the Streets and Highways Bond Fund to provide budget authority and cash for the City’s cost share portion of the contract modification expense; and
WHEREAS, it is necessary to appropriate funds within the Smart City Grant Fund to provide sufficient spending authority for the grant portion of the contract modification expense; and
WHEREAS, Ordinance 1901-2017 authorizes 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, USDOT Smart City Challenge, and Paul G Allen Family Foundation (Vulcan) contracts, documents, and projects; and
WHEREAS, an emergency exists in the usual daily operation of the Smart City Program Office in that it is immediately necessary to authorize the Chief Innovation Officer to execute a contract modification with HNTB to prevent any disruption in design services related to the Smart City Challenge to meet project deadlines established with USDOT for the grant, 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 Improvements Budget, authorized by Ordinance 1326-2019, be and is hereby amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current C.I.B. / Change / Amended C.I.B.
7704 / P530161-100187 / Roadway Improvements - Scioto Peninsula - Belle Street from Town to Broad (Voted Carryover) / $1,640,809.00 / ($1,640,809.00) / $0.00
7704 / P530161-100081 / Roadway Improvements - Lazelle Road (Phase B) / (Voted Carryover) / $800,000.00 / ($359,191.00) / $440,809.00
7704 / P530163-100024 / SCC - Program Management and System Engineering - Cost Share (Voted Carryover) / $0.00 / $2,000,000.00 / $2,000,000.00
SECTION 2. That the transfer of $1,640,809.00, 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 530161-100187 (Roadway Improvements - Scioto Peninsula - Belle Street from Town to Broad), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P530163-100024 (SCC - Program Management and System Engineering - Cost Share), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $359,191.00, 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 P530161-100081 (Roadway Improvements - Lazelle Road (Phase B)), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P530163-100024 (SCC - Program Management and System Engineering - Cost Share), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. 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 ended December 31, 2019, the sum of $1,868,217.00 is appropriated in Fund 7768 (Smart City), Dept-Div 5912 (Design and Construction), Grant G591610 (2016 USDOT Smart City Award), in Object Class 03 (Professional Services), per the account codes in the attachment to this ordinance.
SECTION 5. That the City’s Chief Innovation Officer, on behalf of the Department of Public Service, be and is hereby authorized to execute a contract modification with HNTB Ohio, Inc., 88 E. Broad Street, Suite 1600, Columbus, Ohio, 43215, in the amount of up to $4,000,000.00 related to the Smart City Challenge.
SECTION 6. That the expenditure of $2,000,000.00, or so much thereof as may be necessary, is hereby authorized in Fund 7768 (Smart City), Dept-Div 5912 (Division of Design and Construction), Grant G591610 (2016 USDOT Smart City Award), in Object Class 03 (Professional Services) per the accounting codes in the attachment to this ordinance.
SECTION 7. That the expenditure of $2,000,000.00, or so much thereof as may be necessary, is hereby authorized in Fund 7704 (Streets & Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P530163-100024 (SCC - Program Management and System Engineering - Cost Share), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 8. 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 9. 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 10. 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 11. 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.