Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the City’s Purchasing Office, to enter into a modification and renewal of the contract with TradeCentric for an additional year. The original contract authorized by Ord. 1515-2026 allowed for five, one-year renewal periods. The contract pricing is provided by TradeCentric on an annual basis and was not set forth in the original contract. Thus, this ordinance requests a modification to the original contract in order to pay the first year renewal price of $19,250.00 and to renew the contract for the first renewal period, which shall be June 17, 2026, through and including June 16, 2027.
TradeCentric, LLC, who has developed and hosts, operates and supports, an online platform that enables a company to deploy punchout catalog, purchase order exchange, invoice exchange, and other solutions, and use these solutions with its existing e-commerce, procurement, and business applications, handling the translations and routing between buyer procurement and supplier e-commerce sites. This software is necessary to establish a connection between Microsoft’s D365 ERP software and the Coupa Business Spend Management Platform, to which the Purchasing Office entered into a contract with Coupa Software Inc. via separate legislation (Ord. No. 1514-2025). This contract and the contract with Coupa Software Inc. provide the software necessary to run the City of Columbus catalog system for all Universal Term Contracts (UTCs). The current catalog system is used citywide to order goods and services from the City’s UTCs.
The term of the proposed contract with TradeCentric, LLC is one (1) year, expiring approximately June 16, 2027, with the option to renew for four (4) additional one (1) year terms. This ordinance authorizes funding for the first renewal of the contract term. The Finance and Management Department will plan for future costs of this contract within its budget and will seek Council approval for such funding, if required by City Code.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the software is used daily citywide to procure supplies, equipment, and services to maintain City facilities and operations, and the current catalog software contract expires June 16, 2026.
FISCAL IMPACT: An expenditure of $19,250.00 for the contract’s one-year term is authorized by this ordinance. The annual subscription fee is $19,250.00, which was planned and budgeted for by the Department of Finance and Management.
Contract Compliance:
TradeCentric, LLC, CC#052298, expires 4/16/2027
Principal place of business: 3317 Berkmar Drive, Charlottesville, VA 22901
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against TradeCentric, LLC.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the City’s Purchasing Office, to exercise an option to renew an existing contract with TradeCentric, LLC for an additional term of one (1) year, expiring June 16, 2027, for use of the TradeCentric Gateway Connector platform to establish a connection between Microsoft’s D365 ERP software and the Coupa Business Spend Management Platform, intended to be used by the City as its purchasing catalog software; to authorize the expenditure of $19,250.00 from the General Fund; and to declare an emergency. ($19,250.00)
Body
WHEREAS, there is a need to subscribe to TradeCentric LLC’s Gateway Connector platform software, which will allow for a connection between the City’s intended new purchasing catalog software (Coupa Software Inc.’s Business Spend Management Platform) and Microsoft D365; and
WHEREAS, this ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Purchasing Office, to enter into a contract renewal with TradeCentric, LLC for a subscription to the TradeCentric Gateway Connector software; and
WHEREAS, it is necessary to authorize an expenditure of $19,250.00 to pay the cost of such contract renewal; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management Purchasing Office in that it is immediately necessary to authorize the Director to enter into contract for procurement catalog software as the City’s procurement catalog software is used daily citywide to procure supplies, equipment, and services to maintain City facilities and operations, and the current catalog software contract expires June 16, 2026, 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 Finance and Management, on behalf of the City’s Purchasing Office, is hereby authorized to exercise an option to renew an existing contract with TradeCentric for an additional one-year term, expiring on June 16, 2027. The original contract authorized by Ord. 1515-2026 allowed for five, one-year renewal periods. The contract pricing is provided by TradeCentric on an annual basis and was not set forth in the original contract. Thus, this ordinance requests a modification to the original contract in order to pay the first year renewal price of $19,250.00 and to renew the contract for the first renewal period, which shall be June 17, 2026 through and including June 16, 2027.
SECTION 2. That the expenditure of $19,250.00 is hereby authorized from the General Fund to fund the cost of the contract renewal, pursuant to the accounting codes in the attachment hereto.
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 for 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 (10) days after passage if the Mayor neither approves nor vetoes the same.