Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend an existing Universal Term Contract (UTC) for the option to purchase Bill Presentment Services with Level One LLC. The Department of Public Utilities is the primary user. Bill Presentment Services are used to create and send utility bills to Columbus residents and businesses. The contract was established with the intent to transition to a new billing system, however, the Department of Public Utilities has notified the Purchasing office of a system delay and will need to modify and extend the current Universal Term Contract until these services transition to the new vendor later in 2027.
The contract, PO433137 was established under Ordinance Number 0455-2026 and will expire January 31, 2027. The City and Level One LLC have agreed to modify and extend the contract for an additional one (1) year term subject to approval of proper City Authorities. The new contract expiration date will be January 31, 2028.
Per the requirements of Section 329.09(a) of City Code:
(1) The amount of additional funds to be expended under the modification: No additional funds are necessary to modify the option contract as requested.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: No additional goods or services are being ordered at this time. This extension allows the opportunity for user agencies to order services, if needed, until the new billing system is in place.
(3) Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: Any lapse in this contract would cause an interruption of this service which is needed for Public Utilities Department.
(4) How the price for the additional goods or services which are the subject of the modification was determined: The pricing has not changed.
FISCAL IMPACT: No funding is required to modify and extend the option contract. Department of Public Utilities must set aside their own funding for their estimated expenditures.
Title
To authorize the Finance and Management Director to modify and extend a Universal Term Contract for the option to purchase Bill Presentment Services with Level One LLC. ($0.00)
Body
WHEREAS, the Purchasing Office previously entered into a Universal Term Contract for Bill Presentment Services for use by the Department of Public Utilities, and that contract expires on January 31, 2027; and
WHEREAS, it is necessary to modify and extend the existing Universal Term Contract with Level One LLC for Bill Presentment Services to ensure such services are available for the City of Columbus; and
WHEREAS, it has become necessary in the daily operation of the Department of Public Utilities to authorize the Director of Finance and Management to modify and extend a contract with Level One LLC for the option to obtain Bill Presentment Services until the system is transitioned to a new vendor later in 2027; 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 modify and extend the option contract with Level One LLC, PO433137 for a period of one (1) year, up to and including January 31, 2028.
SECTION 2. That this modification is in accordance with relevant provisions of Chapter 329 of the Columbus City Code.
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.