Explanation
1. BACKGROUND
This ordinance authorizes the purchase of equipment and materials from universal term contracts and from formal and informal bids to complete the School Zone Flashing Beacons - Citywide School Zone Flashing Beacon Upgrades project in an amount up to $527,651.00.
The Department of Public Service is engaged in the School Zone Flashing Beacons - Citywide School Zone Flashing Beacon Upgrades project. This project will replace and upgrade beacons to improve performance and reliability and will install beacons at schools that currently do not have these types of warning devices. The beacons will also enhance the safety of the travelling public.
Ordinance 1795-2019, approved by City Council on 7/22/19, authorized the Director of Public Service to submit applications for the Ohio Public Works Commission (OPWC) Round 34 Local Transportation Improvement Program (LTIP) and the State Capital Improvement Program (SCIP). One of the applications was for the School Zone Flashing Beacons - Citywide School Zone Flashing Beacon Upgrades project. The project was awarded financial assistance in a combination of grant funding and a zero percent interest loan in an amount up to $477,651.00.
The work for this project is being performed by Department of Public Service personnel. Project costs incurred by Public Service include salaries, overhead, overtime, equipment, and materials. Most of the equipment and materials purchases will be made using universal term contracts established by the City’s Purchasing Department. Any equipment and materials not available on universal term contracts will be purchased through formal or informal bids.
Per City Code 329.19(g), City Council approval is required to make purchases from a universal term contract of $100,000.00 or more in a fiscal year. It is anticipated purchases will be made in excess of $100,000.00 from the following universal term contracts for this project:
• School Sign Supports (PA003760) with General Supply and Services, Inc.
• Solar Beacon Systems (PA002240) with Path Master, Inc.
2. FISCAL IMPACT
Funding for this expenditure in an amount up to $477,651.00 is budgeted and available as a reimbursable grant within the Transportation Grants Fund, Fund 7763, Grant #G592008 (Citywide School Zone Flashing Beacons CC14X-CC15X). These funds will need to be appropriated. The grant will pay up to 65% of the project costs, to a maximum of $477,651.00, requiring the City to contribute the remainder as a cost share.
The Department of Public Service’s labor cost to install the beacons is expected to comprise most of the City’s cost share requirement. These costs will be tracked and submitted for reimbursement to the Ohio Public Works Commission. The labor costs are estimated to be approximately $154,404.28 of the project cost, leaving approximately $50,000.00 in additional cost share. This $50,000.00 is available and appropriated within the Street Construction Maintenance and Repair Fund, Fund 2265. It is necessary to transfer these funds from Fund 2265 into Fund 7763 and to appropriate them once transferred.
3. EMERGENCY DESIGNATION
Emergency action is requested so the installation of the beacons can be completed as soon as possible to enhance the safety of the travelling public.
Title
To authorize the transfer of funds; to appropriate funds within the Transportation Grants Fund; to authorize the Director of Finance and Management to associate General Budget Reservations with the appropriate Universal Term Contract Purchase Agreement for, and to issue purchase orders against, universal term contracts for school zone flashing beacon equipment for the Department of Public Service; and to declare an emergency. ($527,651.00)
Body
WHEREAS, the Department of Public Service is engaged in the School Zone Flashing Beacons - Citywide School Zone Flashing Beacon Upgrades project, and equipment and materials must be purchased to complete the project; and
WHEREAS, most of the equipment and materials purchases will be made using universal term contracts established by the City’s Purchasing Department, while some purchases may need to be made with formal or informal bids; and
WHEREAS, City Council approval is required to make purchases from a universal term contract of $100,000.00 or more in a fiscal year; and
WHEREAS, funding must be available for the purchases; and
WHEREAS, it is necessary to transfer funds from the Street Construction Maintenance and Repair Fund to the Transportation Grants Fund; and
WHEREAS, it is necessary to authorize the appropriation of funds within the Transportation Grants Fund; and
WHEREAS, it is necessary to expend funds to purchase the needed equipment and materials; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public in that the installation of the beacons needs to be completed as soon as possible to enhance the safety of the travelling public, 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 transfer of $50,000.00, or so much thereof as may be needed, is hereby authorized from Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 5913 (Traffic Management) from object class 02 (Supplies) to object class 10 (Transfers) per the account codes in the attachment to this ordinance.
SECTION 2. That the transfer of $50,000.00, or so much thereof as may be needed, is hereby authorized from Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 5913 (Traffic Management) to Fund 7763 (Transportation Grants Fund), Dept-Div 5913 (Traffic Management) per the account codes in the attachment to this ordinance.
SECTION 3. 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 $527,651.00 is appropriated in Fund 7763 (Transportation Grants Fund), Dept-Div 5913 (Traffic Management), Grant #G592008 (Citywide School Zone Flashing Beacons CC14X-CC15X), in Object Class 02 (Material and Supplies) per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Finance and Management be and is hereby authorized to associate the General Budget Reservation resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement for School Sign Supports (PA003760), Solar Beacon Systems (PA002240), and any other universal term contract that may be established to purchase equipment and materials for the School Zone Flashing Beacons - Citywide School Zone Flashing Beacon Upgrades project for the Department of Public Service, and to issue purchase orders as needed.
SECTION 5. That the expenditure of $100,000.00 or more in fiscal years 2020 and 2021 against the Universal Term Contract for School Sign Supports (PA003760) and Solar Beacon Systems (PA002240), is hereby authorized in accordance with City Code 329.19(g).
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. 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 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.