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 development of a SaaS (software as a service) solution for the Asset Information Management System project.
Ordinance 1568-2021authorized the Director of Public Service to enter into a professional services contract with Cultivate Geospatial Solutions, LLC for the Asset Information Management System project. This ordinance authorizes the Director of Public Service to modify the scope of the contract and add additional funding in the amount of $196,820.00.
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). It was deemed to be more cost efficient to modify the existing contract than to bid this part of the work.
The original contract amount: $650,000.00 (PO281991, Ord. 1568-2021)
The total of Modification No. 1: $196,820.00 (This Ordinance 2852-2022)
The contract amount including all modifications: $846,820.00
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 and has expired on 10/12/2022. Cultivate Geospatial Solutions, LLC have been notified of the expiration and are in the process of renewing their contract compliance number before the contract can be executed.
3. FISCAL IMPACT
Funding in the amount of $196,820.00 is available within 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.
5. EMERGENCY DESIGNATION
Emergency action is requested to develop and implement this phase of the project in a timely manner in order to preserve the safety of the traveling public.
Title
To authorize the Director of Public Service to enter into a contract modification with Cultivate Geospatial Solutions, LLC in connection with the Asset Information Management System project; to authorize the expenditure of up to $196,820.00 from the Street Construction, Maintenance, and Repair Fund; and to declare an emergency. ($196,820.00)
Body
WHEREAS, contract no. PO281991 with Cultivate Geospatial Solutions, LLC, in the amount of $650,000.00, was authorized by ordinance no. 1568-2021; and
WHEREAS, it has become necessary to modify the contract in an amount up to $196,820.00 and provide additional funds for the Asset Information Management System project; and
WHEREAS, it is necessary to appropriate and expend funds relative to the project; and
WHEREAS, 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; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into a contract modification with Cultivate Geospatial Solutions, LLC to develop and implement this phase of the project in a timely manner in order to preserve the safety of the traveling 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 Director 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 project in the amount of $196,820.00, 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 $196,820.00, 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), Asset Information Management System project, in object class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 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 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 6. 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.