Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT) to renew the contract with Brown Enterprise Solutions, LLC for Docusign subscription and support services for the contract amount of $146,176.30.
Currently, the various agencies within the City of Columbus utilize Docusign for the management of electronic signatures. To save resources of time and money, the Department of Technology has established a single contract for Docusign to allow the City to consolidate existing Docusign contracts into one contract with enough envelopes for all consuming customers.
Ordinance 2324-2024 authorized the Director of the Department of Technology to enter into a contract with Brown Enterprise Solutions, LLC for Docusign Subscription & Support services. The contract was advertised through Vendor Services as RFQ028174 and awarded to Brown Enterprise Solutions, LLC for the lowest bid. The original contract was for the term of November 1, 2024, to October 31, 2025, with the option for three (3) one-year renewals with the approval of City Council.
This ordinance authorizes the second of three renewals for term of one year, beginning November 1, 2026, and ending October 31, 2027, at a total cost of $146,176.30.
1.1 Amount of additional funds to be expended
The original contract amount: $181,352.26 (PO475749, Ord. 2324-2024)
Negotiated renewal #1: $49,999.00 (PO536581)
Negotiated renewal #2: $146,176.30 (This ordinance)
TOTAL RENEWALS: $377,527.56
EMERGENCY:
Emergency designation is being requested for these services to prevent critical operational disruptions, maintain daily workflows, and expedite the purchase order ahead of the October 31, 2026, contract expiration.
FISCAL IMPACT
The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Fund and the Columbus Public Health Operating Fund for a total cost of $146,176.30.
CONTRACT COMPLIANCE
Vendor Name: Brown Enterprise Solutions, LLC
DAX vendor no.: 010668
Expiration Date: 1/30/2028
Title
To authorize the Director of the Department of Technology to renew a contract with Brown Enterprise Solutions, LLC for Docusign subscription and support services; to authorize an expenditure from the Department of Technology, Information Services Fund and the Columbus Public Health Operating Fund; and to declare an emergency. ($146,176.30)
Body
WHEREAS, Ordinance No. 2324-2024 authorized the Director of the Department of Technology to enter into a contract with Brown Enterprise Solutions, LLC for Docusign subscription and support services; and
WHEREAS, the Department of Technology desires to renew the contract with Brown Enterprise Solutions, LLC for Docusign subscription and support services; and
WHEREAS, the contract established and authorized contract language allowed for three (3) optional one (1) year renewals with the approval of City Council. This ordinance authorizes the second of three annual renewals; and
WHEREAS, the above-described renewal will be from the date of November 1, 2026, and will expire October 31, 2027, at a cost of $146,176.30; and
WHEREAS, funds are allocated within the Department of Technology, Information Services Fund and the Columbus Public Health Operating Fund, and it is necessary to authorize expenditures from such funds; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director to enter into contract with Brown Enterprise Solutions, LLC, for Docusign subscription and support services to prevent critical operational disruptions, maintain daily workflows, and expedite the purchase order ahead of the October 31, 2026, contract expiration, all for the immediate preservation of the public health, peace, property, safety, and welfare; and NOW, THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. To authorize the Director of the Department of Technology to renew a contract with Brown Enterprise Solutions, LLC for Docusign subscription and support services at a cost of $146,176.30 for a term of November 1, 2026, through October 31, 2027, with the option to renew for one (1) additional one-year term.
SECTION 2. That the expenditure of $146,176.30 or so much thereof as may be necessary is hereby authorized as shown in the attachment to this ordinance. (See attachment: 2207-2026EXP)
SECTION 3. 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 4. 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 5. 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.