Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to execute a planned contract modification with Engage Public Affairs, LLC relative to the Smart City Challenge - Communication and Outreach Project.
In 2016, the City of Columbus bested six other finalists to be named the winner of the Smart City Challenge, a nationwide competition administered by the U.S. Department of Transportation (USDOT) and the Paul G. Allen Family Foundation, which seeks 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.” The receipt of federal and private grants totaling $50 million will support the 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.
Pursuant to Ordinance 1900-2016, the Department of Public Service initiated a procurement effort that resulted in the award and execution of a professional services contract with Engage Public Affairs in the amount of up to $125,000.00 for the provision of various communication and outreach services related to the Smart City Challenge.
Ordinance 2966-2016 authorized the Director of Public Service to execute a planned contract modification with Engage Public Affairs and noted that additional contract modifications would be executed on an annual or task basis throughout the four-year Smart City Demonstration Deployment period due to the nature of the grant disbursements.
The purpose of this second planned contract modification is to authorize the encumbrance and expenditure of $750,000.00 to support the completion of Task 3 of their contract.
Original Contract: $125,000.00 (Ord. 1900-2016, PO021687)
Modification 1: $581,485.00 (Ord. 2966-2016, PO040987)
This modification: $750,000.00
Contract amount including all modifications: $1,456,485.00
2. CONTRACT COMPLIANCE
The contract compliance number for Engage Public Affairs, LLC (Vendor 001059) is CC001059, which expires on October 31, 2017.
3. FISCAL IMPACT
Funding in the amount of $750,000.00 is available in Fund 7768 USDOT Grant - Smart City for this project expenditure.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow for the timely execution of the aforementioned contract modification so as to preclude any disruption in the provision of various professional services related to the Smart City Challenge and to adhere to the terms and conditions of that program.
Title
To authorize the City Auditor to appropriate $750,000.00 within the USDOT Smart City Grant Fund; to authorize the Director of Public Service to execute a contract modification with Engage Public Affairs relative to the Smart City Challenge - Communication and Outreach project; to authorize the expenditure of up to $750,000.00 from the USDOT Smart City Grant Fund; and to declare an emergency. ($750,000.00)
Body
WHEREAS, in 2016, the City of Columbus, acting through the Department of Public Service, won the Smart City Challenge, a nationwide competition administered by the U.S. Department of Transportation (USDOT) and the Paul G. Allen Family Foundation resulting in the award of $50 million in federal and private grants to advance the development of a next generation transportation network that enhances mobility, increases safety, supports economic vitality, and addresses automation and climate change; and
WHEREAS, Ordinance 1900-2016 authorized the Director of Public Service to execute a professional services contract with Engage Public Affairs, LLC for the provision of various communication and outreach services related to the Smart City Challenge; and
WHEREAS, Ordinance 2966-2016 authorized the Director of Public Service to execute a planned contract modification with Engage Public Affairs to provide for the continuation of the aforementioned services; and
WHEREAS, it is necessary to execute another planned contract modification with Engage Public Affairs to facilitate the completion of Task 3; 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 execute the aforementioned contract modification authorizing the encumbrance and expenditure of requisite engineering and design funding so as to prevent unnecessary delays in the Smart Columbus Program, 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 ending December 31, 2017, the sum of $750,000.00 is appropriated in Fund 7768 USDOT Grant - Smart City in Object Class 06 Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 2. That the Director of Public Service be and is hereby authorized to execute a contract modification with Engage Public Affairs, LLC in connection with the Smart City Challenge - Communication and Outreach project.
SECTION 3. That the expenditure of $750,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7768 USDOT Grant - Smart City Fund in Object Class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 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 10 days after passage if the Mayor neither approves nor vetoes the same.