Explanation
1. BACKGROUND
This legislation authorizes the Chief Innovation Officer to execute a fourth planned contract modification with Engage Public Affairs in an amount up to $860,000.00 for the continued provision of communication and outreach services related to the USDOT Smart City Challenge, a collaborative effort by the U.S. Department of Transportation (USDOT) and the Paul G. Allen Family Foundation (Vulcan) 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.” 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.
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. Pursuant to the agreement signed with USDOT effective August 30, 2016, the City of Columbus is to contribute $8,000,000.00 in cost-share monies as part of the USDOT Smart City Challenge project.
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 Engage Public Affairs in the amount of up to $125,000.00 for the provision of communication and outreach services related to the USDOT Smart City Challenge.
Ordinance 2966-2016 authorized the execution of the first planned contract modification to fund work for the continuation of the communication and outreach efforts (called Task 2) related to the USDOT Smart City Challenge. It was stated in 2966-2016 that additional contract modifications were expected on an annual or task basis throughout the term of the Smart City Challenge project.
Ordinance 1715-2017 authorized the execution of the second planned contract modification to perform communication and outreach tasks for the USDOT Smart City Project. It was planned to provide additional funding to finish Task 2 and to fund Task 3 work.
Ordinance 0433-2018 authorized the execution of the third planned contract modification to perform communication and outreach tasks for the USDOT Smart City Project. It was stated in 0433-2018 that additional contract modifications were expected on an annual or task basis throughout the term of the Smart City Challenge project.
The purpose of this fourth planned contract is for the continued provision of communication and outreach services related to the USDOT Smart City Challenge. Additional contract modifications are expected on an annual or task basis throughout the remainder of the Smart City Challenge funding program, or to switch funding sources between USDOT grant funding and City cost share contributions.
Original contract amount: $125,000.00 (Ord. 1900-2016, PO021687)
Total of Modification No. 1: $581,485.00 (Ord. 2966-2016, PO040987)
Total of Modification No. 2: $750,000.00 (Ord. 1715-2017, PO098709)
Total of Modification No. 3: $300,000.00 (Ord. 0433-2018, PO115401)
This Modification: $860,000.00
Contract amount including all modifications: $2,616,485.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Engage Public Affairs.
2. CONTRACT COMPLIANCE
The contract compliance number for Engage Public Affairs is CC001059, which expires on October 17, 2019.
3. FISCAL IMPACT
This is a budgeted item within the Department of Public Services’ 2018 Capital Improvement Budget. Funds in the amount of $860,000 are available for this project in Fund 7704, the Streets and Highways Bond Fund. An amendment to the 2018 Capital Improvement Budget is required to establish sufficient budget authority for the project.
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 services related to the Smart City Challenge and to adhere to the terms and conditions of that program.
Title
To amend the 2018 Capital Improvements Budget; to authorize the City’s Chief Innovation Officer to execute a contract modification with Engage Public Affairs relative to the USDOT Smart City Challenge project; to authorize the transfer of funds between projects within the Streets and Highways Bond Fund; to authorize the expenditure of up to $860,000.00 from the Streets and Highways Bond Fund to pay for the contract modification; and to declare an emergency. ($860,000.00)
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 for the provision of initial communication and outreach services related to the USDOT Smart City Challenge; and
WHEREAS, Ordinance 2966-2016 authorized the Director of Public Service to execute the first planned contract modification with Engage Public Affairs to provide funding for Task 2 of the communication and outreach services related to the USDOT Smart City Challenge; and
WHEREAS, Ordinance 1715-2017 authorized the Chief Innovation Officer to execute the second planned contract modification with Engage Public Affairs to provide funding to complete Task 2 and begin Task 3 of the communication and outreach services related to the USDOT Smart City Challenge; and
WHEREAS, Ordinance 0433-2018 authorized the Chief Innovation Officer to execute the third planned contract modification with Engage Public Affairs to provide funding to complete communication and outreach services related to the USDOT Smart City Challenge; and
WHEREAS, Ordinance 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; and
WHEREAS, it is necessary to execute a fourth planned contract modification with Engage Public Affairs for the continued provision of communication and outreach services related to the USDOT Smart City Challenge; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; 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 Engage Public Affairs so as to prevent unnecessary delays in the USDOT Smart City Challenge program and to adhere to the terms and conditions of that 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 the 2018 Capital Improvements Budget, authorized by Ordinance 1010-2018, 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 / P530163-100000 / Smart City Challenge (Voted 2016 Debt SIT Supported) / $6,600,000.00 / ($860,000.00) / $5,740,000.00
7704 / P530163-100023 / Smart City Challenge - Communication & Outreach - Cost Share (Voted 2016 Debt SIT Supported) / $0.00 / $860,000.00 / $860,000.00
SECTION 2. 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 Engage Public Affairs, 7759 Crawley Drive, Dublin, Ohio, 43017, in the amount of up to $860,000.00 related to the USDOT Smart City Challenge project.
SECTION 3. That the expenditure of $860,000.00, or so much thereof as may be necessary, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Division of Design and Construction), Project P530163-100023 (SCC - Communication & Outreach - Cost Share), 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.