Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 3-6-2023
Requesting Agency: Department of Transportation and Infrastructure
Division:
Subject Matter Expert Name: James Casey
Email Address: Jim.Casey@denvergov.org
Phone Number:
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Fourth Amendatory Agreement between the City and County of Denver and Cartegraph Systems, LLC to continue providing a cloud-based system to manage the city's traffic signals, signs, and other traffic management assets.
Amends a contract with Cartegraph Systems LLC by adding $492,088.54 for a new total of $1,817,275.21 and one year for a new end date of 9-29-2023 to continue providing a cloud-based system to manage the city's traffic signals, signs, and other traffic management assets, citywide (201733328-04/ DOTI-202265108-04). The last regularly scheduled Council meeting within the 30-day review period is on 4-10-2023. The Committee approved filing this item at its meeting on 3-7-2023.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: 201733328-04/ DOTI-202265108-04
Vendor/Contractor Name (including any “DBA”): Cartegraph Systems LLC
Type and Scope of services to be performed:
Cartegraph has been used as the system of record for DOTI TOPS assets for over five years, since September of 2017 when the vendor was awarded the contract after a full competitively bid procurement process. The system works well and has had zero down time. Cartegraph provides a platform for management of assets and work required to maintain them. Currently 17 asset types and related work are managed in Cartegraph. These include signals, signs, markings and pavement operations. This asset management system has recently been re-selected for renewal after a multi-month selection process. Comparisons were performed by the DOTI Performance Office over several months. This comparison with other systems revealed that Cartegraph has comparative advantages including a mature, tested, cloud-based system which manages assets, labor, materials inventory as well as inspections and preventative maintenance features. Their mobile app is also mature, tested and feature rich - which distinguished them from the very few others operating in this space. In addition to these features and attributes, the system has been configured to perform automated actions customized to Denver's operations. These automations make us more efficient. They enhance data accuracy and save steps for our workers. Other asset management systems have not met Denver's system requirements. Cartegraph meets the required functionality to maintain DOTI TOPS asset management operations. Any new asset management system of record would require more than a year of transition, even if a qualified alternate were identified. Cartegraph has been integrated with Denver's enterprise GIS system. Such an integration effort would also need to be undertaken for transition to a new system. This new system integration with GIS would be a significant effort of its own. No specific plans for such a transition are in place. Cartegraph is a well-functioning platform serving its purpose with increasingly positive results.
Cartegraph has recently been acquired by OpenGov.TOPS, in conjunction with the City Attorney’s Office has been working to negotiate contract terms for a new agreement. Based on advice from the City’s Attorney’s Office, TOPS would like to amend this current contract one last time while negotiations continue with OpenGov for a new contract to be executed in Q3, 2023
Location (if applicable): citywide
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts):
N/A
Are WBE/MBE/DBE goals met (if applicable)?
Is the contract new/a renewal/extension or amendment?
amendment
Was this contractor selected by competitive process or sole source?
Comp.
For New contracts
Term of initial contract:
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
Time and price
If length changing
What was the length of the term of the original contract?
6/1/17-09/29/22
What is the length of the extension/renewal?
One year
What is the revised total term of the contract?
6/1/17-09/29/23
If cost changing
What was the original value of the entire contract prior to this proposed change?
$1,325,186.67
What is the value of the proposed change?
$492,088.54
What is the new/revised total value including change?
$1,817,275.21
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)