Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a contract for the option to purchase the software services of Aquiire Marketplace, with Coupa, Inc. This contract is for one year, with two one-year renewal options. The Aquiire Marketplace is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from universal term contracts. Currently, there are over 300 contracts in the electronic catalog, with over 4 million distinct items. The electronic catalog aggregates catalog content from City contracts and externally manages the content for a single site
The original contract was with Vinimaya, Inc., who was recently purchased by Coupa, Inc. Coupa now owns the rights to the software Aquiire Marketplace which was originally awarded through a bid waiver. The Finance and Management Department, Purchasing Office, respectfully requests a waiver of the competitive bidding provisions of the Columbus City Codes to continue the City’s contractual relationship with Coupa, Inc. The term of the proposed contract will be one year, with two one-year renewal options, dependent upon City Council approval of funding. The waiver is requested since the Aquiire Marketplace software has the only known catalog with real time search capability of vendor’s online catalogs. Also to continue functionality and compatibility with the City’s current financial planning systems. Upon completion of the financial planning system upgrade and the end of this current contract with Coupa Inc., an opportunity exists for a Request For Proposal (RFP) for future catalog services.
Coupa, Inc, CC#030001 expires 6/26/2021, $188,000.00
Total Estimated Annual Expenditure: 188,000.00, Division of Finance and Management, primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance because the previous contract for procurement services has expired.
This company is not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: The expenditure under this contract is $188,000.00. The money for this contract is appropriated in the Finance and Management Department General Fund budget
Title
To authorize the Finance and Management Director to enter into a contract for with Coupa, Inc. for the continuation of hosted software solutions and professional services related to the Aquiire Marketplace; to waive the competitive bidding requirements of Chapter 329 of the City Code; to authorize the expenditure of $188,000.00 from the General Fund; and to declare an emergency ($188,000.00).
Body
WHEREAS, the Purchasing Office needs to establish a relationship with Coupa, Inc. in order to provide city users with an electronic catalog; and
WHEREAS, the Aquiire Marketplace hosts the electronic catalog that includes over four million items and over three hundred universal term contract vendors; and
WHEREAS, a waiver of competitive bidding is requested since the Aquiire Marketplace software has the only known catalog with real time search capability of vendor’s online catalogs and functionality with the City’s current financial planning system, and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with Coupa, Inc. for professional services and hosted software solutions, ensuring staff have access to City universal term contracts, thereby preserving 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 one-year contract with two additional one year options with Coupa, Inc. for hosted software solutions and professional services necessary for the continued use of the Aquiire Marketplace, an electronic catalog.
Coupa, Inc, CC#030001 expires 6/26/2021, $188,000.00
SECTION 2. This Council finds it is in the best interest of the City of Columbus to waive the relevant provisions of Columbus City Codes Chapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $188,000.00, or so much thereof as may be necessary, is hereby authorized from Fund 1000 General Fund in Object Class 03 Purchased Services per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 4. 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 5. 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.