Explanation
Background: This ordinance authorizes the Director of Public Utilities to enter into a contract with ARCOS LLC, for the implementation and support services of an Overtime (OT) Call-out System, in the amount of $81,965.64.
The Department of Public Utilities aka Columbus Water & Power (CWP) is in the process of implementing the ARCOS OT Call-out to standardize and automate the OT callout process and equalization process. This system is currently being used by the Division of Power. The project went live in 2024 and is being implemented in phases. The implementation is expected to continue through 2026.
ARCOS LLC was awarded the implementation and support services of an Overtime (OT) Call-out System under RFQ022200 initially and was awarded with an option to renew for ten one-year terms. For each year of the contract, funding was contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. The third one-year contract renewal did not make it to council prior to the contract expiration date of 05/31/2026 due to negotiations regarding the terms of the licensing agreement and delays in being provided an updated quote. Additionally, ARCOS LLC is the sole provider of the software being implemented at CWP. Due to the ongoing efforts and collaboration with ARCOS LLC, the loss of time and additional fees associated with starting these processes over would not be in the best interest of the City. Once fully implemented, CWP will need to renew the SaaS (cloud) subscription licenses annually.
The original term of the contract will be for a period of one year, from date of execution, up to and including June 1st, 2027, with fourteen one-year renewal options, for a maximum contract length of fifteen years, on a year-by-year basis. Fifteen years is anticipated to be the life of the software. For each year of the contract, funding is contingent on funding availability, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor.
This ordinance authorizes the initial term of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
Principal Party:
ARCOS LLC
8800 Lyra Drive
Columbus, Ohio 43240
Jennifer Abbott, (330) 557-0136
Contract Compliance Number: 031696
Contract Compliance Expiration Date: PENDING UPDATE
Fiscal Impact: $81,965.64 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$245,898.00 was spent in 2025
$245,895.00 was spent in 2024
Title
To authorize the Director of the Department of Public Utilities to enter into an agreement with ARCOS LLC., for the implementation and support services of an Overtime Call-Out System; to waive competitive bidding provisions of Columbus City Code; and to authorize the expenditure of $81,965.64 split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($81,965.64)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into an agreement with ARCOS LLC for implementation and support services of the Overtime Call-Out System; and
WHEREAS, due to the expected costs and project delays associated with restarting the implementation and support services of an Overtime Call-Out System bidding process, it is in the best interest of the City to waive the provisions of competitive bidding in Chapter 329 of the Columbus City Codes and enter into an agreement ARCOS LLC; and
WHEREAS, it is necessary to authorize the expenditure of $81,965.64 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of the Department of Public Utilities to enter into an agreement for implementation and support services of the Overtime Call-Out System with ARCOS LLC; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities is authorized to enter into an agreement with ARCOS LLC for implementation and support services of the Overtime Call-Out System. The amount being authorized by this ordinance is $81,965.64.
SECTION 2. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes for the contract with ARCOS LLC and does hereby waive the same.
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 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 5. That for the purpose stated in Section 1, the expenditure of $81,965.64 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachments to this ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.