Explanation
Background: This ordinance authorizes the Director of the Department of Public Utilities to modify an existing contract with Oracle America, Inc. for licensing and cloud service fees for the Department’s Customer Information Systems (CIS) and Integrated Systems Replacement Project. The modification amount being authorized by this ordinance is $288,241.68.
The Department of Public Utilities aka Columbus Water and Power (CWP) is in the process of replacing its current customer information systems platform, the Columbus Utility Billing System, also known as CUBS. CWP implemented Oracle’s Customer Cloud Service (CCS) for meter data management in 2022 as part of the Department's Enhanced Metering Project (EMP). Numerous custom integrations were created to sync meter data between Oracle’s CCS and Hansen Banner. It is challenging to manage the lifecycle of meters with two separate systems. Since CWP was already using Oracle CCS for meter data management and analyzed the functionality of the Customer Information Systems (CIS) side of Oracle CCS, CWP would like to continue using the entire Oracle CCS solution, including Oracle Reporting and Analytics tools. The merging of these systems into one platform reduced system complexity, increased data and billing accuracy, and made it easier for CWP to support the system into the future. In addition, CWP gained similar benefits with the implementation of Oracle Field Service (OFS) for utilities, which is also developed by Oracle and built to integrate with Oracle CCS. OFS is replacing our current Mobile Dispatching System, CGI’s PragmaCAD. Therefore, due to the benefits of merging the systems into one platform, it is in the best interest of the City to modify the existing contract with Oracle Amercia, Inc. for the customer platform licensing.
Ordinance 2499-2025 authorized the first contract modification of the Director’s Office contract, adding funding of $461,612.27, and adjusting the contract expiration date up to and including March 31st, 2026, to better align the renewal cycle with the Department’s DOW Oracle licenses to combine them in the 2026 contract modification.
The Division of Water (DOW) had a contract with Sensus USA Inc. for Oracle licensing fees associated with the Enhanced Meter Project, originally authorized by Ordinance 1266-2020. This contract included the vendor hosting all data and software on their computer servers, ongoing operation and maintenance of the system and software to ensure the system implemented as part of the Enhanced Meter Project is usable, and the Oracle licensing fees required for the new system. The DOW contract was negotiated after the vendor was selected as part of the Enhanced Meter Project legislated under Ordinance 1024-2020.
Ordinance 0040-2026 authorized the second contract modification of the director’s office contract, adding funding of $1,742,060.37, combining the contracts for Oracle licenses held by both the Division of Water and the Director’s office, and extending the contract expiration date up to and including March 31, 2027.
Following the Phase 1 implementation of the Customer Information System (CIS) project, Columbus Water & Power (CWP) and the implementation team have identified a significant volume of post-go-live solution optimization activities, including system enhancements, process improvements, and user-requested refinements. To support this work while maintaining system stability, additional non-production environments are needed to separate enhancement activities from production support and defect resolution efforts. This approach will reduce implementation risk, improve the efficiency of post-go-live improvements, and help ensure that production issues can be addressed and tested in environments that closely mirror the live system.
In addition, a dedicated training environment is being requested to support ongoing user training throughout the solution optimization phase. The CIS project will require extensive training for system users, and a separate training environment will provide a stable and consistent platform for instructional activities without competing with project testing, development, and production support efforts. Establishing a dedicated training environment will help ensure the successful adoption of the new system while minimizing disruptions to project and operational activities.
This ordinance authorizes the third modification of the contract, adding funding of $288,241.68 and adding two environments, a training environment and a non-production environment and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification #3 is $288,241.68. Total contract amount including this modification is $4,084,550.72.
2. Reason additional funds were not foreseen: The need for additional funds were anticipated and this legislation authorizes funding to cover the additional environments to further the training and developmental needs for CWP.
3. Reason other procurement processes were not used: The DOW Enhanced Meter Project was bid out formally and the platform the vendor recommended utilized Oracle licenses. Since the Department was already utilizing Oracle licenses for the DOW Enhanced Meter Project with the CCS system, it was beneficial to continue using Oracle licenses for the CIS system so that there was one platform for CWP. This has reduced system complexity, increased data and billing accuracy, and made it easier for CWP to support the system into the future.
4. How was cost determined: The cost was determined by negotiations and estimated rates established in the existing contracts.
Principal Party:
Oracle America, Inc.
500 Oracle Parkway
Redwood Shores, CA 94065
John Bitzan, (440) 258-7029
Contract Compliance Number: 010840
Contract Compliance Expiration Date: PENDING UPDATE
Emergency Justification: Emergency action is requested to avoid delays of the established launch dates of CWPs new customer information systems and integrated systems by adding the training and non-production environments as soon as possible in order to provide employees with the proper training prior to the launch date.
Fiscal Impact: $288,241.68 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract modification.
$1,926,061.16 was spent in 2025
$299,695.40 was spent in 2024
Title
To authorize the Director of Public Utilities to modify an existing contract with Oracle America, Inc. for licensing and cloud service fees for the Department’s Customer Information Systems (CIS) and Integrated Systems Replacement Project; to waive the competitive bidding provisions of City Code; to authorize the expenditure of $288,241.68 split among the Public Utilities Operating Funds; and to declare an emergency. ($288,241.68)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to modify an existing contract with Oracle America, Inc. for licensing and cloud service fees for the Department’s Customer Information Systems (CIS) and Integrated Systems Replacement Project and the Enhanced Meter Project; and
WHEREAS, due to the continued benefits of having the systems on one platform, it is in the City’s best interest to waive the competitive bidding provisions of Chapter 329 of City Code; and
WHEREAS, it is necessary to authorize the expenditure of $288,241.68 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities in that it is immediately necessary to authorize the Director to modify an existing agreement with Oracle America, Inc. to provide training and non-production environments for the Department’s Customer Information Systems and Integrated Systems Replacement project in order to prevent delays in the launch of the new systems, all for the immediate preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify an existing contract with Oracle America, Inc. for licensing and cloud service fees for the Department’s Customer Information Systems (CIS) and Integrated Systems Replacement Project and the Enhanced Meter Project.
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 Oracle America, Inc. 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 $288,241.68 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 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.