Explanation
This ordinance authorizes the Director of the Department of Technology to enter a contract with Brown Enterprise Solutions, LLC, utilizing the State Master Cloud Service Agreement MCSA0016, for the annual procurement and/or renewal of various Adobe software application products through a Large Government Agency agreement (LGA) in the amount of $324,434.50.
Adobe has historically focused upon the creation of multimedia and creativity software products, with a more recent foray towards digital marketing software. Adobe is best known for its Photoshop image editing software, Acrobat Reader and Acrobat, the Portable Document Format (PDF), and Adobe Creative Suite, as well as its successor Adobe Creative Cloud. Adobe software is used by City departments to improve efficiency and enhance communications while meeting requirements such as HIPPA compliance.
The City of Columbus has been utilizing the State Master Cloud Service Agreement for several years. This contract was chosen based on Adobe's representation that it provides cost advantages over a standalone Universal Term Contract. The Department of Technology is requesting the continued use of this contract to keep our existing subscription portal in place and continue to add any new subscriptions to this portal.
This procurement is being completed via Brown Enterprise Solution LLC’s State Master Cloud Service Agreement MCSA0016. DoT obtained two quotes through this schedule. Brown Enterprise Solution LLC submitted the lowest quote. The other quotes submitted are as follows:
Brown Enterprise Solutions, LLC $262,148.50
American Business Solutions, Inc $262,437.00
The term of this contract will be for one year from March 29, 2026, to March 28, 2027, at a total cost of $324,434.50. This amount includes $62,286.00 in contingency funds for use when additional licenses are required.
Additionally, competitive bidding is being waived for this purchase. City agencies are required to obtain at least three actual quotes from State Term Schedules (STS). Because DoT was able to only obtain two quotes, the department is requesting a bid waiver.
FISCAL IMPACT
Funds for this purchase are budgeted and available within the Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE
Brown Enterprise Solutions, LLC
CC/Vendor #: 010668
Expiration Date: 2/2/2026
Vendor will be contract compliant prior to the issuance of a purchase order.
Title
To authorize the Director of the Department of Technology to enter a contract with Brown Enterprise Solutions, LLC utilizing a State Master Cloud Service Agreement for the annual procurement and/or renewal of various Adobe software application products; to waive the competitive bidding provisions of the Columbus City Codes; and to authorize the expenditure of $324,434.50 from the Department of Technology Information Services Operating Fund. ($324,434.50)
Body
WHEREAS, there is a need for various Adobe software application products, which are used by City departments to improve efficiency and enhance communications while meeting requirements such as HIPPA compliance; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter a contract with Brown Enterprise Solutions, LLC, utilizing the State Master Cloud Service Agreement MCSA0016 for the purchase of Adobe software application products, in the amount of $324,434.50; and
WHEREAS, a waiver of the bidding requirements of Columbus City Code Section 329 is requested to enter a contract with Brown Enterprise Solutions, LLC as the Department of Technology is procuring from an authorized State Term Schedule (STS); and
WHEREAS, the funds in the amount of $324,434.50 are available from the Department of Technology, Information Services Operating Fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director to enter into contract with Brown Enterprise Solutions, LLC, utilizing the State Master Cloud Service Agreement MCSA0016 for the purchase of various Adobe software application products for the preservation of the public health, peace, property, safety, and welfare; and 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, be and is hereby authorized to enter a contract with Brown Enterprise Solutions, LLC, utilizing the State Master Cloud Service Agreement MCSA0016 for the purchase of various Adobe software application products in the amount of $324,434.50, which includes $62,286.00 in contingency funds, for a period of one year beginning March 29, 2026, to March 28, 2027.
SECTION 2. That the expenditure of up to $324,434.50, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (See 3165-2025EXP).
SECTION 3. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter this contract.
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 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.