Explanation
1. BACKGROUND
This legislation authorizes the Auditor's Office to appropriate, and the Director of Public Service to expend, grant funds in the amount of up to $94,356.00 for design work to be performed as part of the Intersection Improvements - Refugee Road at Winchester Pike task order that will be issued as part of the Signal Installation - General Engineering Signals (2018) contract.
Ordinance 1871-2018 authorized the Director of Public Service to enter into a professional services contract with Burgess & Niple for the Signal Installation - General Engineering Signals (2018) project. Work included in the contract are tasks such as traffic signal facilities design, roadway and intersection design, traffic studies, signing and striping design, and pedestrian safety studies. The contract was established in the dollar amount of $300,000.00.
Ordinance 2473-2017 authorized the Director of Public Service to submit applications and execute project agreements with the Ohio Department of Transportation (ODOT) for Highway Safety Program (HSP) funds. As a result of those applications, the Department of Public Service has been awarded HSP grant funding for the Intersection Improvements - Refugee Road at Winchester Pike application. This intersection is ranked by the Mid-Ohio Regional Planning Commission at number 16 on its Top 100 High Crash Intersections. Planned improvements for this intersection include: (1) modifying the clearance intervals and optimizing signal timings; (2) changing Refugee Road left-turn phases to protected only; (3) improving signal head visibility by constructing mast arms and installing backplates; (4) narrowing the northwest approach to two lanes just south of the Burger King driveway; (5) providing pedestrian accommodations at the intersection; and (6) improving pavement marking visibility by restriping existing pavement markings.
The HSP grant funding will provide up to $94,356.00 in design funding for the intersection improvement work at Refugee Road and Winchester Pike. This grant funding requires a 10% local match of up to $9,435.60. The City will be responsible for 100% of costs if the HSP design funds should be entirely used. ODOT has approved the design work for the Refugee Road at Winchester Pike improvements to be done as a task order through the Signal Installation - General Engineering Signals 2018 contract. The ODOT designated name for this task is FRA-CR14 (Refugee)-1.99, PID 107240. The City’s local share amount will be paid with the funding already established for the Signal Installation - General Engineering Signals (2018) contract, so no new funding will be requested at this time for the design work. The dollar amount of the contract is not increasing at this time and will remain at $300,000.00.
2. CONTRACT COMPLIANCE
Burgess & Niple’s contract compliance number is CC004425 and expires 2/6/2020.
3. FISCAL IMPACT
A reimbursement grant, in Fund 7765 (Federal Transportation Grant Fund), Grant #G591807 (Refugee Road at Winchester Pike), from the Ohio Department of Transportation in the amount of $94,356.00 will partially fund design for this project. These funds will need to be appropriated and an ACPO will need to be established.
The City’s local share match amount of 10% will be taken from funding already established for the Signal Installation - General Engineering Signals (2018) contract via PO136168. This purchase order was issued for $300,000.00 and currently has a balance remaining of $300,000.00 so no additional funding is being requested at this time.
4. EMERGENCY DESIGNATION
Emergency action is requested to complete the project in a timely manner to enhance the safety of the travelling public.
Title
To appropriate funds within the Federal Transportation Grant Fund; to authorize the expenditure of up to $94,356.00 from the Federal Transportation Grant Fund for the Intersection Improvements - Refugee Road and Winchester Pike project; and to declare an emergency. ($94,356.00)
Body
WHEREAS, Ordinance 2473-2017 authorized the Director of Public Service to submit applications and execute project agreements, accept and expend grant funds, and issue refunds after final accounting is performed for Highway Safety Program (HSP) approved projects; and
WHEREAS, the Ohio Department of Transportation has awarded grant funding to the Department of Public Service for the purpose of funding Highway Safety Program (HSP); and
WHEREAS, purchase order PO136168 with Burgess & Niple in the amount of $300,000.00 was authorized by ordinance no. 1871-2018; and
WHEREAS, Federal Transportation grant funds will be used to pay for the Refugee at Winchester Pike portion of the Signal Installation - General Engineering Signals (2018) project; and
WHEREAS, it is necessary to appropriate and expend funds in the Federal Transportation Grant Fund, Fund 7765, relative to the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to appropriate and expend grant funds for the current project to keep to internal timelines to enhance the safety of the travelling public, thereby preserving the public health, peace, 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, 2019, the sum of $94,356.00 is appropriated in Fund 7765 (Federal Transportation Grant Fund), Dept-Div 5912 (Design and Construction), G591807 (Refugee Road at Winchester Pike), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 2. That the expenditure of $94,356.00, or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grant Fund), Dept-Div 5912 (Design and Construction), G591807 (Refugee Road at Winchester Pike), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.