Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a new Universal Term Contract (UTC) for the option to purchase Bill Presentment Services with Level One LLC. The term of the new UTC is approximately one (1) year, expiring January 31, 2027. 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. Bid waiver is requested as the prior UTC for Bill Presentment Services expired January 31, 2026, and, due to an administrative delay in processing, legislation for a modified UTC was not completed in order to extend the prior UTC by its expiration date. The Department of Public Utilities desires to have these services provided by the same vendor, Level One LLC, until such time as these services transition to a new vendor later in 2026.
This ordinance also authorizes payment of expenses prior to creation of a purchase order for Bill Presentment Services rendered by Level One LLC since February 1, 2026.
This legislation also authorizes the expenditure of $1.00 from General Budget Reservation BRPO003264 for establishment of the new UTC.
CONTRACT COMPLIANCE: The contract compliance number for Level One LLC is CC-001000 and is pending renewal.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is authorized from General Budget Reservation BRPO003264. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation to be considered an emergency because the prior contract expired January 31, 2026, and it is in the best interest of the City to enter into a new contract to ensure the availability of Bill Presentment Services for utilities billing.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Bill Presentment Services with Level One LLC; to authorize reimbursement for expenses prior to the issuance of a purchase order; to authorize the expenditure of $1.00; to waive the competitive bidding provisions of Chapter 329 of Columbus City Codes; and to declare an emergency. ($1.00)
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 expired on January 31, 2026; and
WHEREAS, it is necessary to enter into a new 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 is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of Columbus City Codes to enter into a new Universal Term Contract with Level One LLC due to the desire to maintain Bill Presentment Services with the same vendor until the system is transitioned to a new vendor later in 2026; and
WHEREAS, it is necessary to authorize the reimbursement of expenses prior to the issuance of a purchase order for Bill Presentment Services rendered by Level One LLC since February 1, 2026; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Bill Presentment Services as the prior contract expired on January 31, 2026 and such services need to continue uninterrupted, all for the immediate preservation of the public health, peace, property, safety and welfare; 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 enter into a Universal Term Contract for the option to purchase Bill Presentment Services with Level One LLC. The term of the contract is approximately one (1) year, expiring January 31, 2027.
SECTION 2. That expenses incurred prior to the establishment of the contract and related purchase order are permitted beginning February 1, 2026.
SECTION 3. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of Columbus City Codes Chapter 329 with respect to the aforementioned Universal Term Contract.
SECTION 4. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
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 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.