Explanation
1. BACKGROUND
This ordinance authorizes the Chief Innovation Officer to execute a contract modification with Proline Electric, Inc., for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 contract in an amount of up to $104,116.28 for the installation of additional electric vehicle charging stations, and to pay for construction inspection and construction administration charges related to the contract work in an amount of up to $6,681.77.
In 2016, the City of Columbus applied for and won the Smart City Challenge, resulting in the award of a $40 million grant from the U.S. Department of Transportation (USDOT) and a $10 million grant from the Paul G. Allen Family Foundation (Vulcan) 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.
Ordinance 1863-2016 authorized the Director of Public Service to enter into agreements with and to accept grant monies and other resources from Vulcan to advance the Smart Columbus Electrification Plan, which aims to lay a practical path to replacing carbon-based fuel consumption through critical system improvements that increase safety, reduce carbon emissions, and enhance mobility.
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 documents and contracts entered into by the City of Columbus in connection with Smart Columbus, the Smart City Challenge, and Vulcan projects.
Ordinance 2371-2019 authorized the Chief Innovation Officer to initiate a procurement effort that resulted in the award and execution of a construction contract with Proline Electric in the amount of up to $435,133.60 for the installation of electric vehicle charging stations for the City fleet. These installations were to provide ports to charge approximately 46 vehicles and were funded as part of the $10 million grant from the Paul G. Allen Family Foundation (Vulcan).
Some Vulcan funded projects have been completed under budget, leaving additional funding available for other purposes. Some of these funds will be used to modify the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 contract with Proline Electric to install additional electric vehicle charging stations at Columbus Recreation and Parks locations and at Columbus Division of Refuse Collection locations.
Original contract amount: $435,133.60 (Ord. 2371-2019, PO195090)
This Modification: $104,116.28
Contract amount including all modifications: $539,249.88
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Proline Electric, Inc.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Proline Electric is CC005491 and expires 1/3/21.
3. PRE-QUALIFICATION STATUS
Proline Electric, Inc., and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. FISCAL IMPACT
Funds in the amount of $110,798.05 are available for this expenditure within the Smart City Grant Fund, Fund 7768, G591611 (2016 SMART City Paul G. Allen/Vulcan Foundation Award) and will need to be appropriated.
5. EMERGENCY DESIGNATION
Emergency action is requested in order to complete needed improvements at the earliest possible time to have the vehicle charging infrastructure in place when the electric vehicles are delivered.
Title
To appropriate funds within the Smart City Grant Fund; to authorize the Chief Innovation Officer to enter into a contract modification with Proline Electric in connection with the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 Project; to authorize the expenditure of up to $110,798.05 from the Smart City Grant Fund for the contract modification; and to declare an emergency. ($110,798.05)
Body
WHEREAS, the Smart City Program Office is engaged in the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 project as part of the Smart Columbus Electrification Plan; and
WHEREAS, Ordinance 2371-2019 authorized the Chief Innovation Officer to enter into a professional services contract with Proline Electric, Inc., in an amount of up to $435,133.60 for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 project; and
WHEREAS, the contract work consists of installing electric vehicle charging stations for City fleet use; and
WHEREAS, the City needs additional electrical vehicle charging stations for its fleet of electric vehicles and a contract modification is necessary to install the additional electric vehicle charging stations; 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, Smart City Challenge, and Paul G Allen Family Foundation contracts, documents, and projects; and
WHEREAS, funding for the contract modification is available within the Smart City Grant Fund; and
WHEREAS, it is necessary to pay for work performed as part of the contract modification; and
WHEREAS, an emergency exists in the usual daily operation of the Smart City Program Management Office in that it is immediately necessary to enter into a contract modification with Proline Electric, Inc., to have the vehicle charging infrastructure in place when the electric vehicles are delivered, 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 ended December 31, 2020, the sum of $84,322.43 is appropriated in Fund 7768 (Smart City Grant Fund), Dept-Div 5912 (Design and Construction), Grant G591611 (2016 SMART City Paul G. Allen/Vulcan Foundation Award), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 2. That the City’s Chief Innovation Officer, on behalf of the Department of Public Service, be and is hereby authorized to enter into a contract modification with Proline Electric Inc., 301 Cedar Hill Road, Lancaster, Ohio, 43130, for the Smart City Challenge - Fleet Electric Vehicle Charging Phase 3 Project in the amount of up to $104,116.28 in accordance with the specifications and plans on file in the Office of Support Services, which are hereby approved; and to pay for necessary construction administration and construction inspection costs associated with the project up to a maximum of $6,681.77.
SECTION 3. That the expenditure of 110,798.05 , or so much thereof as may be needed, is hereby authorized in Fund 7768 (Smart City Grant Fund), Dept-Div 5912 (Division of Design and Construction), Grant G591611 (2016 SMART City Paul G. Allen/Vulcan Foundation Award), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 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. 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 8. 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.