Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify and renew a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city agencies, software maintenance, and support services for a total cost of $326,015.70.
The Department of Technology and several city agencies use Smartsheet to collaborate on project timelines, documents, calendars, assignments, and related tasks. Smartsheet’s relatively simple user interface centers on "Smartsheets", similar to other popular spreadsheets. Additionally, Smartsheet can import data from other applications, such as Microsoft Office or Google.
Ordinance 1518-2025 authorized the Director of the Department of Technology to enter a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city agencies, software maintenance, and support services. The contract was advertised through Vendor Services as RFQ030170, and awarded to The Smart PM, LLC, who was the lowest bidder. This original contract established and authorized contract language allowing for three (3) mutually agreed upon one-year renewals with the approval of City Council.
This ordinance authorizes the Director of the Department of Technology to modify the contract for additional licensing that is immediately necessary and renew the original contract for a total expenditure of up to $326,015.70.
This is the first of three optional 12-month renewals, starting on September 1, 2026, and ending on August 31, 2027, with The Smart PM, LLC, for Smartsheet Control Center software, end-user licenses for various city departments, software maintenance, and support services.
1.1 Amount of additional funds to be expended:
The original contract amount: $273,650.65 (PO523465, Ord. 1518-2025)
Optional Renewal #1: $320,507.88 (This ordinance)
Modification #1: $5,507.82 (This ordinance)
Contract amount including all renewals/modifications: $599,666.35
1.2 Reasons additional goods/services could not be foreseen:
This was an unforeseen influx of requests for additional licenses. The previous ordinance authorized funding for services that did not include these necessary licenses for several city agencies.
1.3 Reason other procurement processes are not used:
The original contract was procured through a competitive RFQ process. Continuation of this contract ensures uninterrupted service, access to ongoing updates, support and maintenance; therefore, it is in the best interest of the City to modify this contract.
1.4 How cost of modification was determined:
The cost of this contract modification is based on the pricing as defined in the original proposal.
FISCAL IMPACT:
The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Operating Fund for a total cost of $326,015.70.
CONTRACT COMPLIANCE:
Vendor Name: The Smart PM LLC
Vendor Acct. #: 052407
Expiration Date: 5/1/2027
EMERGENCY DESIGNATION:
Emergency designation is requested to establish a purchase order as soon as possible. These additional licenses are critical to maintaining the continuity of essential daily operations across several city agencies and must be secured immediately to maintain essential daily operations.
Title
To authorize the Director of the Department of Technology to modify and renew a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city departments, software maintenance, and support services; to authorize the expenditure of up to $326,015.70 from the Department of Technology, Information Services Operating fund; and to declare an emergency. ($326,015.70)
Body
WHEREAS, Ordinance No. 1518-2025 authorized the Director of the Department of Technology to enter a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city departments, and software maintenance and support services; and
WHEREAS, it is necessary to add funding to increase the number of licenses for use several city agencies; and
WHEREAS, the Department of Technology desires to renew the contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city departments, and software maintenance and support services; and
WHEREAS, the term of the original agreement was from September 1, 2025, to August 31, 2026. The contract established and authorized contract language allowing for three (3) mutually agreed upon one-year renewals with the approval of City Council. This ordinance authorizes the first (1) of the three (3) annual renewals; and
WHEREAS, this ordinance modifies the contract by increasing funding by $5,507.82 for the purchase of additional license packages for immediate use; and
WHEREAS, the above-described renewal will be for one (1) year, starting on September 1, 2026, and ending on August 31, 2027, at a cost of $320,507.88; 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 modify and renew a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city departments, and software maintenance and support services, to ensure continuity of essential daily operations, and to purchase additional licenses for immediate use, for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology is hereby authorized to modify and renew a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city departments, and software maintenance and support services at a cost of $326,015.70 with the new expiration date of August 31, 2027.
SECTION 2. That the expenditure of $326,015.70 or so much thereof as may be necessary is hereby authorized as shown in the attachment to this ordinance. (See attachment: 1217-2026EXP)
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.