Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT), on behalf of the Office of Diversity and Inclusion (ODI), to enter into a contract with B2GNow/Ask Reply, Inc. for the purchase of annual B2GNow software subscription, provisioning, and hosting of a citywide supplier diversity management system, as well as overall product maintenance, support, and professional services at a cost of $139,523.00.
The Office of Diversity and Inclusion uses B2GNow software to help the City implement its supplier diversity management system, integrated with the City's financial and data management systems, and provide hosting services to support ongoing operations. The original contract, under ordinance 1779-2020, allowed for renewing annually for an additional five (5) one-year terms, up to January 31, 2026.
B2GNow software subscription, provisioning, and hosting of the citywide supplier diversity management system are provided by B2GNow/Ask Reply, Inc., which has served as the City’s supplier for these systems since 2021. As the system is already established with B2GNow/Ask Reply, Inc., a waiver of the competitive bidding requirements outlined in Columbus City Code Section 329 is requested to allow the City to continue to use the services with B2GNow/Ask Reply, Inc. This new agreement provides four (4) additional annual renewal options through January 31, 2031, which is subject to mutual agreement and approval by the appropriate City authorities.
This current ordinance authorizes the expenditure of $126,523.00 with contingency funding in the amount of $13,000.00 for unforeseen circumstances for a total of $139,523.00 for a period of twelve (12) months, starting on January 31, 2026, and ending on January 30, 2027.
FISCAL IMPACT
Funds for the above-described services are budgeted and available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE
Vendor: B2GNow/AskReply, Inc
DAX Vendor Acct. #: 025106
Expiration Date: 7/16/2025
Vendor will have their certification completed before the Purchase Order is completed.
Title
To authorize the Director of the Department of Technology (DoT), on behalf of the Mayor's Office of Diversity and Inclusion (ODI), to enter into a contract for the purchase of annual B2GNow software subscriptions, the provisioning and hosting of a citywide supplier diversity management system, as well as overall product maintenance, support, and professional services; to waive the competitive bidding provisions of the Columbus City Codes; and to authorize the expenditure of $139,523.00 from the Department of Technology, Information Services Operating Fund. ($139,523.00)
Body
WHEREAS, the Department of Technology has a need for the B2GNow software subscription, provisioning, and hosting of the citywide supplier diversity management system; and
WHEREAS, the city currently uses B2GNow software to help the City implement its supplier diversity management system, integrated with the City's financial and data management systems, and provide hosting services to support ongoing operations; and
WHEREAS, the Department of Technology desires to enter into a new contract with B2GNow/Ask Reply, Inc., at a cost of $139,523.00 for the purchase of the B2GNow software subscription, the provisioning and hosting of a citywide supplier diversity management system; and
WHEREAS, a waiver of the bidding requirements of Columbus City Codes Section 329 is requested to enter into contract with B2GNow/Ask Reply, Inc. to receive B2GNow’s contracted pricing; and
WHEREAS, the term of this initial contract is for one year starting January 31, 2026, to January 30, 2027, for the amount $139,523.00. The contract has the option to be renewed four times, pending authorization by City Council; and
WHEREAS, it is necessary in the usual daily operation of the Office of Diversity and Inclusion to authorize the Director of the Department of Technology (DoT), on behalf of the Director of the Mayor's Office of Diversity and Inclusion (ODI), to enter into a contract for the purchase of annual B2GNow software subscriptions, the provisioning and hosting of a citywide supplier diversity management system, as well as overall product maintenance, support, and professional services for the 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 (DoT), on behalf of the Mayor's Office of Diversity and Inclusion (ODI) is hereby authorized to enter into contract with B2GNow/Ask Reply, Inc. for the purchase of annual B2GNow software subscriptions, the provisioning and hosting of a citywide supplier diversity management system, as well as overall product maintenance, support, and professional services at a cost of $139,523.00 for a period of twelve (12) months, starting on January 31, 2026, through January 30, 2027. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities.
SECTION 2. That the expenditure of $139,523.00, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (See attachment: 3049-2025EXP)
SECTION 3. That City Council finds it is in the best interest of the City of Columbus to waive the formal competitive bidding requirements of City Code Chapter 329.
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. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.