Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into multiple contracts in the total amount of up to $775,000.00 for the development and initialization of project and program work plans for the US Department of Transportation (USDOT) Smart City Challenge Grant Program; and authorizes the City Auditor to establish two Auditor’s Certificates in the total amount of $775,000.00, $525,000.00 from USDOT Federal grant monies and $250,000.00 from Vulcan, Incorporated private grant monies for this purpose.
On December 7, 2015, the USDOT announced the Smart City Challenge. The USDOT would make an award of up to $40 Million in federal funding over four years to one mid-sized city that can 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. In addition, USDOT Smart City Challenge Partner Vulcan, Incorporated committed an additional $10 million to the winning city.
On January 11, 2016, Columbus City Council passed Ordinance 0064-2016 supporting the City’s application to the Smart City Challenge. It authorized the Director of Public Service to apply for the Smart City Challenge Grant, to accept said grant if awarded, and to execute a grant agreement and any other documents necessary to effectuate said application, acceptance and agreement on behalf of the Department of Public Service.
The USDOT notified the City on March 12, 2016 of its selection as one of seven Smart City Challenge Finalists. Each Finalist received $100,000 in federal funding to support concept development and planning activities. The second round application was due May 24.
On June 23, 2016, the City of Columbus was awarded up to $40 Million in federal funds, along with up to $10 million in matching funding from Vulcan, Incorporated to assist in implementation of the City’s proposal to advanced data and intelligent transportation systems (ITS) technologies and applications that can be used to reduce congestion, keep travelers safe, protect the environment, respond to climate change, connect underserved communities, and support economic vitality through five key strategies:
• Improving access to jobs through increased public transit efforts and autono-mous vehicles.
• Building on our strength as a national logistics hub by optimizing the movement and delivery of freight.
• Connecting visitors through real-time event, transit, traffic, and parking tracking.
• Connecting citizens by increasing mobility in challenged neighborhoods.
• Investing in a sustainable transportation plan.
Due to the timing of receiving this grant and the requirement of the grant terms and conditions that contracts be in place to start the project by 08/15/16, the Department of Public Service is requesting that City Council approve this expenditure prior to the receipt of fully executed grant awards and before the consultants are identified. This ordinance will establish an Auditor's Certificate and authorize the expenditures for the purchase of these services. All contracts will be obtained and awarded per Chapter 329 of Columbus City Code, with the initial contracts expected to be awarded as a result of a Request For Statement of Qualifications (RFSQ)/Request for Proposals (RFP) issued 06/07/16.
2. FISCAL IMPACT
On June 23, 2016, the City of Columbus was awarded up to $40 Million in federal funds from the USDOT, which is to be distributed to the City over the next four years. The Department of Public Service is in the process of signing a grant agreement with USDOT as authorized by ordinance 0064-2016 passed by City Council on January 11, 2016. The first phase of USDOT grant monies are expected to be deposited by August 31, 2016. Funding in the amount of $525,000.00 will be available for the project in Federal grant funds from the USDOT to be deposited within the Smart City Challenge Grant Funds, Fund 7765.
Also on June 23, 2016, Vulcan, Incorporated awarded up to $10 million to the City of Columbus, which is to be distributed to the City over the next four years. The Department of Public Service has submitted a companion ordinance (1863-2016) to City Council to authorize the Director of Public Service to enter into agreement with and to accept grant monies from Vulcan, Incorporated. The first phase of Vulcan, Incorporated grant monies and associated grant agreement is expected to be signed and deposited in the Smart Cities Private Grant Fund, Fund 2291, by July 31, 2016. Funding in the amount of $250,000.00 will be available for the project.
3. EMERGENCY DESIGNATION
Emergency action is requested to allow the Department of Public Service ample time to enter into agreements and expend those funds in accordance with the conditions of that award.
Title
To authorize the City Auditor to appropriate $525,000.00 within the Smart Cities Challenge Grant Fund and to appropriate $250,000.00 within the Smart Cities Private Grant Fund from Vulcan, Incorporated; to authorize the City Auditor to establish two Auditor’s Certificates in the amount of $525,000.00 and $250,000.00, respectively; to authorize the Director of Public Service to enter into multiple contracts for the development and initialization of project and program work plans for the USDOT Smart City Challenge Grant Program; to authorize the expenditure of up to $525,000.00 from the Smart City Challenge Grant Fund and the expenditure of up to $250,000.00 from the Smart Cities Private Grant Fund; and to declare an emergency. ($775,000.00)
Body
WHEREAS, on December 7, 2015, the US Department of Transportation (USDOT) announced the Smart City Challenge; and
WHEREAS, the USDOT will make an award of up to $40 Million in federal funding over four years to one mid-sized city that can 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 January 11, 2016, Columbus City Council passed Ordinance 0064-2016 supporting the City’s application to the Smart City Challenge; and
WHEREAS, the USDOT notified the City on March 12, 2016, of its selection as one of seven Smart City Challenge Finalists. Each Finalist received $100,000 in federal funding to support concept development and planning activities; and
WHEREAS, on June 23, 2016, the City of Columbus was awarded up to $40 Million in federal funds, along with up to $10 million in matching funding from Vulcan, Incorporated to assist in implementation of the City’s proposal to advanced data and intelligent transportation systems (ITS) technologies and applications that 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, this legislation authorizes the Director of Public Service to enter into multiple contracts in the total amount of up to $775,000.00 for the development and initialization of project and program work plans for the USDOT Smart City Challenge Grant Program; and
WHEREAS, due to the timing of receiving this grant and the requirement of the grant terms and conditions that contracts be in place to start the project by 08/15/16, and the current timeframe of awarding these competitive contracts, the Department of Public Service is requesting that City Council approve this expenditure prior to the City receiving fully executed grant award agreements and before the consultants are identified; and
WHEREAS, all contracts will be obtained and awarded pursuant to Chapter 329 of Columbus City Code, however, it is in the city's best interest to delegate the sole and final contracting decisions to the Director of Public Service or designee; and
WHEREAS, funding in the amount of $525,000.00 will be available for the project in Federal grant funds from the USDOT to be deposited within the Smart City Challenge Grant Funds; and
WHEREAS, funding in the amount of up to $250,000.00 will be available for the project in private grant funds from Vulcan, Incorporated to be deposited within the Smart Cities Private Grant Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to enter into multiple contracts in order to provide necessary engineering and design funding to prevent unnecessary delays in the department's Smart City Challenge 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 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, 2016, the sum of $525,000.00 is appropriated upon receipt of an executed grant agreement or associated award letter in Fund 7765 Federal State Highway Engineering Fund in Object Class 06 Capital Outlay The grant number and other accounting information is to be determined by the Auditor’s Office.
SECTION 2. 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, 2016, the sum of $250,000.00 is appropriated upon receipt of an executed grant agreement or associated award letter in Fund 2291 Smart Cities Private Grant Fund in Object Class 06 Capital Outlay. The grant number and other accounting information is to be determined by the Auditor’s Office.
SECTION 3. That the Director of Public Service be and is hereby authorized to enter into multiple contracts in the total amount of up to $775,000.00 for the development and initialization of project and program work plans for the USDOT Smart City Challenge Grant Program, with $525,000.00 in grant monies from USDOT and $250,000.00 in private grant monies from Vulcan, Incorporated.
SECTION 4. That the City Auditor be and is hereby authorized to establish two Auditor’s Certificates in the amount of $525,000.00 and $250,000.00, respectively per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $525,000.00, or so much thereof as may be necessary, be and is hereby authorized in Fund 7765 Federal State Highway Engineering Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $250,000.00, or so much thereof as may be necessary, be and is hereby authorized in Fund 2291 Smart Cities Private Grant Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 7. 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 8. 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 9. 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 10. That, at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 11. That this Council hereby recognizes that this ordinance does not identify specific consultants for the expenditures authorized herein and hereby delegates sole and final contracting decisions relative to that determination to the Director of Public Service or designee, as long as all other provisions of Columbus Code Chapter 329 are followed in awarding the contracts.
SECTION 12. 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 10 days after passage if the Mayor neither approves nor vetoes the same.