Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to renew an existing contract for the option to obtain Coupa Storefront Software, with Coupa Software, Incorporated. This is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from universal term contracts. Currently, there are over 450 contracts containing over 5 million items in the electronic catalog. The electronic catalog aggregates catalog content from City universal term contracts and externally manages the content from a single site and was the source for over 46,000 universal term contract catalog purchases orders in 2025.
The current agreement authorized under Ordinance Number 1514-2025 will expire June 20, 2026. A formal request for proposals (RFP) solicitation was published via RFQ026748 for the purchase of Procurement Catalog Software. This RFP resulted in a recommendation to the Director of the Department of Finance and Management to award a contract for such services to Coupa Software Incorporated.
In accordance with the contract specifications, the City and Coupa Software, Inc. can renew the contract for an additional five (5), one-year terms subject to mutual agreement and approval of proper City authorities. This will be the first renewal under the contract. The new contract expiration date will be June 20, 2027.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the software is used daily citywide to procure supplies, equipment, and services to maintain City facilities and operations, and the current catalog software contract expires June 20, 2026.
FISCAL IMPACT: This ordinance authorizes the expenditure of $240,062.55 with Coupa Software, Incorporated. for the annual renewal of the Coupa Storefront Software contract. These funds are budgeted in the Finance and Management Department General Fund Budget. In 2025, $228,631 was expended for this service.
Coupa Software, Inc. - CC030001 - Expires May 1, 2027
Principal place of business: 950 Tower Lane, 20th Floor, Foster City, CA 94404
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Coupa Software Inc.
Title
To authorize the Finance and Management Director to exercise a one-year renewal option with Coupa Software, Incorporated, for the continuation of hosted software solutions and professional services related to the Coupa Storefront Software; to authorize the expenditure of $240,062.55 from the General Fund; and to declare an emergency. ($240,062.55)
Body
WHEREAS, the Director of Finance and Management, on behalf of the Purchasing Office, entered into a contract with Coupa Software, Inc. for Coupa Storefront Software - Annual Subscription, for use by citywide staff and needs to continue its relationship with Coupa Software, Inc. in order to provide citywide users with an electronic catalog; and
WHEREAS, this contract was entered into in accordance with Chapter 329 of the Columbus City Code, and the current agreement authorized under Ordinance Number 1514-2025 will expire June 20, 2026. A formal request for proposals (RFP) solicitation was published via RFQ026748 for the purchase of Procurement Catalog Software; and
WHEREAS, the Coupa system hosts the electronic catalog that includes goods and services that may be purchased from hundreds of universal term contracts containing over five million items, and the catalog was the source for over 46,000 universal term contract catalog purchase orders in 2025; and
WHEREAS, the contract provisions allow for five, one-year renewal periods, subject to mutual agreement of the parties and approval of proper City authorities, and this ordinance authorizes the first of five renewals; and
WHEREAS, it is necessary to authorize an expenditure of $240,062.55 to pay the cost of such contract renewal; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Purchasing Office in that it is immediately necessary to authorize the Director to renew the contract for the City's procurement catalog software as it is used daily citywide to procure supplies, equipment, and services to maintain City facilities and operations, and the current catalog software contract expires June 20, 2026, 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. That the Finance and Management Director is hereby authorized to renew the existing contract with Coupa Software, Incorporated, for a period of one year, from June 21, 2026, up to and including June 20, 2027.
SECTION 2. That the expenditure of $240,062.55 is hereby authorized from the General Fund to fund the cost of the contract renewal, pursuant to the accounting codes in the attachment hereto.
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 for 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 (10) days after passage if the Mayor neither approves nor vetoes the same.