Explanation
1. BACKGROUND
This legislation authorizes the Chief Innovation Officer to modify an existing professional services contract with EasyMile, Inc., hereafter referenced as EasyMile, in an amount of up to $50,000.00 for additional project costs related to the import of the vehicles.
The Smart City Challenge is a U.S. Department of Transportation (USDOT) grant program 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 2016, the City of Columbus, acting through the Department of Public Service, applied for and won the Smart City Challenge, receiving a $40 million dollar grant from USDOT and a $10 million grant from the Paul G. Allen Family Foundation (Vulcan).
As part of Columbus’ overall response to the Smart City Challenge, The City of Columbus’ Smart Columbus Program Management Office (PMO) intends to identify challenges currently associated with conventional transportation options and propose AV technology as an option to promote safer and more efficient access to health care, education, and family-related services in a “smart city”. The PMO intends to procure a turn-key AV shuttle service that operates on public roadways at a frequency deemed necessary to address first-mile/last-mile/only-mile challenges. Human operators will be available on board each vehicle during operations to monitor the vehicle, explain the technology to passengers, assist those with mobility needs, and take control of the operation of the vehicle should the need arise.
Additional project costs were identified as part of the import process for the demonstration project and this legislation is requesting additional funds to compensate the vendor, EasyMile.
2. CONTRACT COMPLIANCE
EasyMile has a contract compliance number of CC028803, valid until 1/9/2022.
3. FISCAL IMPACT
This is a budgeted item within the Department of Public Services’ 2019 Capital Improvement Budget. Funds in the amount of $50,000.00 are available for this project in Fund 7704, the Streets and Highways Bond Fund. An amendment to the 2019 Capital Improvement Budget is required to establish sufficient budget authority for the project.
4. EMERGENCY DESIGNATION
Emergency action is requested in that it is immediately necessary to authorize the Chief Innovation Officer to execute a contract modification with EasyMile authorizing the encumbrance and expenditure of requisite funding so as to prevent unnecessary delays in the Smart City Challenge deployment schedule.
Title
To authorize the Chief Innovation Officer to execute a modification to the professional services contract with EasyMile, Inc. relative to the Smart City Challenge - Connected Electric Autonomous Vehicle project; to authorize an amendment to the Capital Improvement Budget and the expenditure of up to $50,000.00 from the same; and to declare an emergency.
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 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 June 23, 2016, the City of Columbus bested six other finalists to be named the winner of the Smart City Challenge; and
WHEREAS, 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, Smart City Challenge, Paul G. Allen Family Foundation contracts, documents, and projects; and
WHEREAS, there is a need to enter into a professional services contract to provide the Smart Columbus Program Management Office (PMO) with a turn-key system, where the vendor provides the vehicles, storage and charging facilities, as well as all operations and maintenance of the vehicles; and
WHEREAS, the PMO solicited Requests for Proposals for the Smart City Challenge - Connected Electric Autonomous Vehicle project for this purpose; and
WHEREAS, the Consultant Selection Committee evaluated the proposals deemed responsive and selected EasyMile, Inc. on the basis the firm submitted the best overall proposal for this project; and
WHEREAS, Ordinance Number 0954-2019 authorized a professional services contract with EasyMile to provide for the aforementioned services in the amount of up to $1,125,000.00; and
WHEREAS, it is necessary to enter into a professional services contract modification with EasyMile to provide for additional project costs related to the import of the vehicles in the amount of up to $50,000.00; and
WHEREAS, an emergency exists in the usual daily operation of the Smart Columbus PMO in that it is immediately necessary to authorize the Chief Innovation Officer to execute a contract with EasyMile authorizing the encumbrance and expenditure of requisite funding so as to prevent unnecessary delays in the Smart City Challenge deployment schedule, 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 / P530163-100000 / Smart City Challenge (Voted Carryover) / $140,396.00/ ($50,000.00) / $90,396.00
7704 / P530163-100020 / Smart City Challenge - Connected Electric Autonomous Vehicle (Voted Carryover) / $1,125,000.00 / $50,000.00 / $1,175,000.00
SECTION 2. That the Chief Innovation Officer be and is hereby authorized to execute a contract modification with EasyMile, Inc., 6144 N. Panasonic Way Denver, CO 80249, in an amount of up to $50,000.00 related to the Smart City Challenge - Connected Electric Autonomous Vehicle project.
SECTION 3. That the expenditure of $50,000.00, 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 P530163-100020 (Smart City Challenge - Connected Electric Autonomous Vehicle), 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 Chief Innovation Officer 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.