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 technical support and continued development of the SaaS (software as a service) solution in the amount of $185,000.00 for the Asset Information Management System.
This project was formally advertised on the Vendor Services and Bonfire web sites from May 6, 2021, to May 27, 2021. The City did not receive any direct responses. The City received notification from a vendor that their submission had been posted to the wrong advertised project. The Department of Public Utilities had an open advertisement for a “Work & Asset Management System”. The vendor’s proposal was received and evaluated by the committee. An interview and Q&A session was held with the committee and the vendor and the decision was made to proceed with the award of the contract. A bid waiver for City Code was requested to enter into contract.
Ordinance 1568-2021 authorized the Director of Public Service to enter into a professional services contract with Cultivate Geospatial Solutions, LLC for the Asset Information Management System project. Ordinance 2852-2022 authorized the Director of Public Service to modify the original contract to add additional funds for further development of the system. Ordinance 1276-2023 authorized the Director of Public Service to modify the original contract for technical support and continued development of the SaaS solution for the Asset Information Management System.
This ordinance authorizes the Director of Public Service to modify the contract to add additional funding for $185,000.00 for system hosting, technical support, and continued development of the SaaS solution for the Asset Information Management System.
This is a planned modification that is necessary to cover the cost of work to develop a SaaS (software as a service) solution for the Asset Information Management System (AIMS).
1.1 Amount of additional funds to be expended: $185,000.00
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $185,000.00.
The original contract amount: $650,000.00 (PO281991, Ord. 1568-2021)
Modification No. 1 $196,820.00 (PO356504, Ord. 2852-2022)
Modification No. 2: $280,000.00 (PO392337, Ord. 1276-2023)
Modification No. 3: $185,000.00 (This Ordinance 1061-2025)
The contract amount including all modifications: $1,311,820.00
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 software maintenance, technical support, and additional software coding related to the Asset Information Management System (AIMS).
1.3 Reason other procurement processes are not used:
The Asset Information Management System (AIMS) was formally advertised, bids were evaluated and the proposal from Cultivate Geospatial Solutions, LLC was selected by the committee. Annual contract modifications will continue to be required for maintenance and support related to this custom software. 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 RFP/RFQ process.
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 expired on 02/22/2025, and the vendor is in the process of renewing.
3. FISCAL IMPACT
Funding in the amount of $185,000.00 is available within Fund 2265, the Street Construction, Maintenance, and Repair Fund.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is to modify a contract that was put in place prior to the implementation of this program and as such is not a part of the program.
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 Asset Information Management System; to authorize the expenditure of up to $185,000.00 from the Street Construction, Maintenance, and Repair Fund; and to declare an emergency. ($185,000.00)
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 system hosting, technical support, and continued development of the Asset Information Management System; and
WHEREAS, PO281991 with Cultivate Geospatial Solutions, LLC, in the amount of $650,000.00, was authorized by ordinance no. 1568-2021; and
WHEREAS, PO356504 with Cultivate Geospatial Solutions, LLC, in the amount of $196,820.00, was authorized by ordinance no. 2852-2022; and
WHEREAS, PO392337 with Cultivate Geospatial Solutions, LLC, in the amount of $280,000.00, was authorized by ordinance no. 1276-2023; and
WHEREAS, it has become necessary to modify the contract in an amount up to $185,000.00 to provide additional funds for the Asset Information Management 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;
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 Asset Information Management System (AIMS) so that maintenance and needed updates to the system can be put into service as quickly as possible, 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 the Department of Public Service be, and hereby is, authorized to enter into a contract modification with Cultivate Geospatial Solutions, LLC, 4583 Herb Garden Drive, New Albany, Ohio 43054, for the Asset Information Management System in the amount of $185,000.00, 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 $185,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction, Maintenance, and Repair Fund), Dept-Div 5901 (Director’s Office), Object Class 03 (Purchased Services) per the accounting 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 the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.
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. 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.