Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Cultivate Geospatial Solutions, LLC to add additional funds for the maintenance and enhancement of the PAWS 2.0 software used to generate roadway construction plans designed in-house for citywide roadway and pedestrian facilities in the amount of $300,000.00 for the Division of Design and Construction.
The Department of Public Service is responsible for maintaining the City's roadway system in a safe manner. The aforementioned project will allow the Division of Design and Construction to maximize efficiencies in assessing, generating, and designing pavement marking, sign, and construction plans using GIS within the PAWS 2.0 system.
This software was developed by Cultivate Geospatial Solutions (CGS) subcontracting for Polygon Solutions under a DOT-administered contract. The Division of Design and Construction moved the contract administration to the Department of Public Service and now contracts directly with Cultivate Geospatial Solutions LLC.
Ordinance 1952-2024 authorized the Director of Public Service to enter into a professional services contract with Cultivate Geospatial Solutions, LLC for the PAWS 2.0 software project.
This ordinance authorizes the Director of Public Service to modify the contract to add additional funding for $300,000.00 for maintenance and enhancements of the PAWS 2.0 software system.
This is a planned modification that is necessary to cover the cost of work for yearly maintenance and enhancements of the PAWS 2.0 software system. Additional modifications are anticipated for yearly maintenance and future enhancements.
1.1 Amount of additional funds to be expended: $300,000.00
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $300,000.00.
The original contract amount: $290,000.00 (PO460193, Ord. 1952-2024)
Modification No. 1: $300,000.00 (This Ordinance 1588-2025)
The contract amount including all modifications: $590,000.00
1.2 Reason additional goods/services could not be foreseen:
This is a planned modification that is necessary to add additional funds to pay for yearly maintenance and enhancements of the PAWS 2.0 software system.
1.3 Reason other procurement processes are not used:
The current contract is a custom software solution, therefore, it was decided it is in the best interest of the city to modify this contract with Cultivate Geospatial Solutions, LLC in order to avoid having to duplicate efforts thereby costing the City extra funds to implement.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal/contract as negotiated during the original contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Cultivate Geospatial Solutions, LLC
2. CONTRACT COMPLIANCE
The contract compliance number for Cultivate Geospatial Solutions, LLC is CC033768. It expires on 04/16/2027.
3. FISCAL IMPACT
Funding in the amount of $300,000.00 is available within Fund 2265, the Street Construction, Maintenance, and Repair Fund.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to avoid a contract lapse which could lead to operational disruptions, thereby preserving the public health, peace, safety, and welfare of the traveling public.
Title
To authorize the Director of the Department of Public Service to enter into a contract modification with Cultivate Geospatial Solutions, LLC in connection with the PAWS 2.0 software system; to authorize the expenditure of $300,000.00 from the Street Construction, Maintenance, and Repair Fund; and to declare an emergency. ($300,000.00)
Body
WHEREAS, there is a need to authorize the Director of Public Service to modify a professional services contract with Cultivate Geospatial Solutions, LLC to add additional funds for maintenance and enhancements of the PAWS 2.0 software system.; and
WHEREAS, PO460193 with Cultivate Geospatial Solutions, LLC, in the amount of $290,000.00, was authorized by ordinance no. 1952-2024; and
WHEREAS, it has become necessary to modify the contract in an amount up to $300,000.00 to provide additional funds for maintenance and enhancements of the PAWS 2.0 software system; and
WHEREAS, this expenditure is to modify a contract that was put in place prior to the implementation of the minority, women and small business program and as such is not a part of the program; and
WHEREAS, it is necessary to expend funds relative to the system; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to modify a contract with Cultivate Geospatial Solutions, LLC to continue funding developing the PAWS 2.0 software system so that maintenance and needed updates to the system can be put into service as quickly as possible to avoid operational disruptions, all for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Service be, and hereby is, authorized to enter into a contract modification with Cultivate Geospatial Solutions, LLC, 3500 Depauw Blvd Suite 10807, Indianapolis, IN 46268, for the PAWS 2.0 software system in the amount of $300,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 2. That the expenditure of $300,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction, Maintenance, and Repair Fund), Dept-Div 5912 (Division of Design and Construction), Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That 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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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 (10) days after its passage if the Mayor neither approves nor vetoes the same.