To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jenn Jaeger, Chief Technology Officer
Dan Sailer, Public Works Director
Jeff Brauer, Parks & Recreation Director
Mark Marlowe, Castle Rock Water Director
Title
Resolution Waiving Formal Written Bidding Requirement On the Basis of Sole Source for Services Performed by Cartegraph Systems, LLC, for Software Support and Approving a Service Agreement
Body
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Executive Summary
Staff requests approval to renew the Cartegraph OMS subscription (Exhibit 1) for a 3-year term, with the existing agreement expiring on 12/31/2022. Approval of the renewal agreement early allows for the planning of increased costs (1/1/2023-12/31/2025) and assurance of non-interrupted support for a critical utility used to manage the Town’s recreational, streets/traffic, and water/sewer assets.
Staff requests approval of the Cartegraph Solutions Master Agreement (Exhibit 1) between the Town of Castle Rock and Cartegraph, previously approved by the Town of Castle Rock's Legal department.
Budget Impact
The total cost of this 3-year budgeted agreement is $262,150.48 and will be paid annually by the Water Department, Parks & Recreation Department, and Public Works Department split by the use of specific features and the percentage of staff using the software when the annual payment is due. The annual estimated split by department was calculated on 7/11/2022 with 167 people using the OMS software.
Staff Recommendation
Staff recommends approval of the 3-year term Master Agreement between the Town of Castle Rock and Cartegraph OMS for a budged total of $262,150.48.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative Motions
“I move to approve the resolution as introduced by title, with the following conditions: (list conditions).
“I move to continue this item to the Town Council meeting on _____ date to allow additional time to (list information needed).”
Attachments
Resolution
Exhibit 1: Cartegraph Solutions Master Agreement (MA-22-05006)
Attachment A: Sole Source
Attachment B: 2023-2025 Cost Split Worksheet