Explanation
BACKGROUND
This ordinance authorizes the Chief Innovation Officer to execute a contract modification with Fahlgren Mortine in an amount of up to $82,000.00 for the Roadway Improvements - Smart Columbus Challenge contract to continue developing consumer-facing microsites for the Smart Columbus website related to the Smart City Challenge.
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 (Vulcan), 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.”
It is now necessary for the Smart City Program Management Office to modify the contract with Fahlgren Mortine to finish the development of consumer-facing microsites for the Smart Columbus website to aid in the outreach, recruitment, and overall adoption of the following USDOT projects: Linden Self-Driving Shuttle; the Connected Vehicle Environment; and the Multi-Modal Trip Planning/Common Payment System. The microsites will be a place to direct residents to learn more about each project, access resources like FAQs, express interest in participating in a project, download an application, and more.
The need for this modification could not be foreseen because the Institutional Review Board (IRB) required several more rounds of edits to the Connected Vehicle Environment website than what was anticipated and budgeted for. The needed edits from the IRB resulted in the Smart City Program Management Office learning recruitment best practices from other similar pilots indicating the need to on-board new communication vendors that warranted more robust digital tools. The assumption was made that website revisions would not be needed during the demonstration period in the original contract. Due to the added requirements above, it was discovered there may be website changes needed throughout the demonstration after all. Additional support for website revisions are needed to accommodate the IRB throughout the duration of the program until March 2021. Lastly, the timeline of the project was extended due to COVID-19 impacts.
To accommodate these requirements, the Smart City Program Management Office defined a scope and deliverables for this modification. Fahlgren Mortine provided a quote based on the number of hours it would take to satisfy the deliverables within the timeline. It is in the City’s best interest to have the additional contract requirements awarded to Fahlgren Mortine, rather than awarding through other procurement methods, because Fahlgren Mortine built the original Smart Columbus website. The goal is to create a seamless experience for residents. By continuing to contract with Fahlgren Mortine, they can build upon their previous work and complete the work within the grant timeline compared to on-boarding a new vendor.
Ordinance 1956-2018 authorized The Columbus Partnership, a grant subrecipient on the Smart City project, to enter into a contract with Fahlgren Mortine through the City’s RFP process. The intent of the contract was to provide The Columbus Partnership with continuing, contractual access to additional resources to provide technical expertise to perform creative development, communications, event coordination, and related tasks for the Smart City project.
Pursuant to Ordinance 2664-2019, a waiver of the competitive bidding requirements of City Code Chapter 329 was approved by Council for the Smart City Program Management Office to enter into a professional services contract with Fahlgren Mortine in the amount of up to $75,000.00 for the development of consumer-facing microsites for the Smart Columbus website related to the Smart City Challenge. The direct contract was required for the City to meet the cost share requirement of the Smart City grant.
Ordinance 1901-2017 authorized the transfer of signature authority from the Director of Public Service to the Chief Innovation Officer, or the Chief Innovation Officer's designee, for all past, present and future contracts entered into by the City of Columbus in connection with Smart Columbus, the Smart City Challenge, and Vulcan projects.
Original contract amount: $75,000.00 (Ord. 2664-2019, PO 215633)
This Modification No. 1: $82,000.00
Total Contract amount including all modifications: $157,000.00
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Fahlgren Mortine.
2. CONTRACT COMPLIANCE
The contract compliance number for Fahlgren Mortine is CC009283 and expires 9/24/21.
3. FISCAL IMPACT
The Smart City Challenge grant requires a City cost share participation. Funds in the amount of $82,000.00 are available and appropriated for this contract modification within the Street Construction and Repair Fund, Fund 2265.
4. EMERGENCY DESIGNATION
Emergency action is requested to complete microsites for the Smart Columbus website to meet deadlines established by the United States Department of Transportation for the Smart City Project.
Title
To authorize the Chief Innovation Officer to modify a contract with Fahlgren Mortine for professional services related to the Smart Columbus website; to authorize the expenditure of up to $82,000.00 from the Street, Construction, Maintenance, and Repair Fund for this contract modification; and to declare an emergency. ($82,000.00)
Body
WHEREAS, 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 (Vulcan), 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”; and
WHEREAS, Ordinance Number 1901-2017 authorized the transfer of signature authority from the Director of Public Service to the Chief Innovation Officer, or the Chief Innovation Officer's designee, for all past, present and future contracts entered into by the City of Columbus in connection with Smart Columbus, the Smart City Challenge, and Vulcan projects; and
WHEREAS, Ordinance 1956-2018 authorized The Columbus Partnership, a grant subrecipient on the Smart City project, to enter into a contract through the City’s RFP process with Fahlgren Mortine to provide professional services and technical expertise related to the Smart City project; and
WHEREAS, Fahlgren Mortine began work on microsites to the Smart Columbus website; and
WHEREAS, USDOT and the Smart City Program Management Office agreed the microsite work was eligible to be included as part of the City’s cost share requirement of the Smart City grant; and
WHEREAS, Ordinance 2664-2019 waived the competitive bidding requirements of Columbus City Code Chapter 329 and authorized the Chief Innovation Officer to enter into a professional services contract with Fahlgren Mortine in an amount of up to $75,000.00 for professional services for the Smart Columbus website related to the Smart City Challenge; and
WHEREAS, it is necessary to modify the City’s contract with Fahlgren Mortine for the provision of professional services in the amount of up to $82,000.00 to finish developing consumer-facing microsites to the Smart Columbus website; and
WHEREAS, an emergency exists in the usual daily operation of the Smart Columbus Program Office in that it is immediately necessary to authorize the Chief Innovation Office to execute a contract modification with Fahlgren Mortine to complete microsites for the Smart Columbus website to meet deadlines established by the United States Department of Transportation for the Smart City Project, 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 City’s Chief Innovation Officer, on behalf of the Director of Public Service, be and is hereby authorized to execute a contract modification for the Roadway Improvements - Smart Columbus Challenge contract with Fahlgren Mortine, 4030 Easton Station, Suite 300, Columbus, Ohio, 43219, in an amount of up to $82,000.00 to finish developing consumer-facing microsites to the Smart Columbus website to aid in the outreach, recruitment, and overall adoption of USDOT Smart City projects.
SECTION 2. That the expenditure of $82,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street, Construction, Maintenance, and Repair Fund), Dept-Div 5901 (Director), in Object Class 03 (Services) per the account codes in the attachment to this ordinance.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance 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 reimburse Fahlgren Mortine for expenses approved for payment by the Smart City Program Management Office associated with the provision of microsites to the Smart Columbus website incurred beginning September 1, 2019, up to a maximum of $82,000.00.
SECTION 5. 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.