Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end user licenses for various city departments, and software maintenance and support services for a total cost of $273,650.65.
Smartsheet is used by several city agencies to collaborate on project timelines, documents, calendars, assignments, and related tasks. Smartsheet’s relatively simple user interface centers on "smartsheets," similar to other popular spreadsheets. Additionally, Smartsheet can import data from other applications, such as Microsoft Office or Google.
The Department of Technology, Fiscal Department, solicited Information for Bids for the Smartsheet software maintenance and support services contract. The project was formally advertised on the Vendor Services and from April 21, 2025, to May 14, 2025. The city received ten (10) responses on May 14, 2025. The responding firms were:
Company Name Bid Amount City/State Majority/ODI Certification
|
The Smart PM LLC |
$273,650.65 |
Phoenix, AZ |
Majority |
|
Brown Enterprise Solutions |
$291,293.75 |
Dublin, OH |
MBE |
|
Coquina Labs Inc |
$297,705.75 |
New York, NY |
Majority |
|
Axelliant LLC |
$298,300.05 |
Chicago, IL |
Majority |
|
AlxTel, Inc |
$298,505.50 |
Silver Spring, MD |
Majority |
|
vPrime Tech Inc |
$299,884.74 |
Houston, TX |
Majority |
|
American Business Solutions |
$306,637.22 |
Lewis Center, OH |
Majority |
|
Zones Inc |
$308,681.47 |
Auburn, WA |
Majority |
|
Ogis Communication Group |
$312,625.00 |
Cincinnati, OH |
Majority |
|
Smart IT Pros, Inc |
$314,415.12 |
Rockwell, TX |
Majority |
Award is to be made to The Smart PM LLC as the lowest responsive and responsible and best bidder for their bid of $273,650.65.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against The Smart PM LLC.
The term of this agreement shall be from September 1, 2025, to August 31, 2026. This agreement is not subject to automatic renewal. However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for three (3) additional one-year terms.
FISCAL IMPACT: The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Operating Fund, for a total cost of $273,650.65.
CONTRACT COMPLIANCE
Vendor Name: The Smart PM LLC
Vendor Acct. #: 052407
CC-052407; Expiration Date 5/1/2027
Title
To authorize the Director of the Department of Technology to enter into a contract with The Smart PM LLC for the purchase of Smartsheet Control Center software, and to authorize the expenditure of $273,650.65 from the Department of Technology, Information Services Operating fund. ($273,650.65)
Body
WHEREAS, the Department of Technology has a need for Smartsheet Control Center software, end user licenses for various city departments, and software maintenance and support services; and
WHEREAS, several city agencies use Smartsheet software to collaborate on project timelines, documents, calendars, assignments, and related tasks; and
WHEREAS, DoT solicited bids via RFQ030170 for the purchase of the above-described software support, and award is to be made to the Smart PM LLC as the lowest, most responsive bidder; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with The Smart PM LLC for the purchase of Smartsheet Control Center software, end user licenses for various city departments, and software maintenance and support services at a cost of $273,650.65; and
WHEREAS, the term of this agreement shall be from September 1, 2025, to August 31, 2026. This agreement is not subject to automatic renewal. However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for three (3) additional one-year terms; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director to enter into contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end user licenses for various city departments, and software maintenance and support services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS
SECTION 1. To authorize the Director of the Department of Technology to enter into contract with The Smart PM LLC for the purchase of Smartsheet Control Center software, end user licenses for various city departments, and software maintenance and support services at a cost of $273,650.65, for a one (1) year term, starting on September 1, 2025, and ending August 31, 2026. This agreement is not subject to automatic renewal. However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for three (3) additional one-year terms.
SECTION 2. That the expenditure of $273,650.65, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see 1518-2025 EXP)
SECTION 3. 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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.