Explanation
BACKGROUND:
This ordinance authorizes the Director of the Finance and Management Department, on behalf of the Department of Technology (DoT), to establish a purchase order with Brown Enterprise Solutions, LLC, utilizing the State Master Cloud Service Agreement -- MCSA0016, for the procurement of various Adobe software application products through a Large Government Agency Agreement (LGA).
Adobe has historically focused on the creation of multimedia and creativity software products, with a more recent foray towards digital marketing software. Adobe is best known for its Photoshop image editing software, Acrobat Reader and Acrobat, the Portable Document Format (PDF), and Adobe Creative Suite, as well as its successor Adobe Creative Cloud. City departments use Adobe software to improve efficiency and enhance communications while meeting requirements such as HIPPA compliance.
The City of Columbus has been utilizing the State Master Cloud Service Agreement for several years. The reason for using this contract has been due to Adobe having shared that we will get better pricing from this contract than having our own Universal Term Contract. The Department of Technology is requesting the continued use of this contract to keep our existing subscription portal in place and continue to add any new subscriptions to this portal.
The Department of Technology, Fiscal Department, requested quotes from vendors from the State Master Cloud Service Agreement -- MCSA0016, for the procurement of various Adobe software application products through a Large Government Agency Agreement (LGA) contract. The city received three (3) responses. The responding firms were:
Company Name Bid Amount City/State Majority/ODI Certification
|
Software House Int- (SHI) $226,580.08 |
Somerset, NJ |
N/A |
|
|
Brown Enterprise Solutions |
$227,114.00 |
Dublin, OH |
MBE |
|
American Business Sol, Inc (ABSI) $225,875.00 |
Lewis Center, OH |
N/A |
|
Award is to be made to Brown Enterprise Solutions, LLC as the lowest responsive and responsible and best bidder for their bid of $227,114.00 after the application of the Office of Diversity and Inclusions approved bid incentive credit as outlined in the City’s MBE/WBE program. The total contract amount includes $51,088.84 in contingency funds for use when additional licenses are required. The total legislated amount is $278,202.84. The term of the contract will be for one year, from March 29, 2025, to March 28, 2026. This ordinance is contingent on the passage of ordinance 3007-2024.
FISCAL IMPACT:
The cost associated with this legislation for Brown Enterprise Solutions, LLC, to purchase Adobe software application products is $278,202.84. Funding for this purchase is budgeted and available in the Department of Technology, Information Service Operating Fund.
This ordinance is contingent on the passage of Ordinance 3007-2024, which authorizes a transfer within the Information Services Operating fund.
CONTRACT COMPLIANCE:
Vendor Name: Brown Enterprise Solutions, LLC; EBO_CC#010668 Expiration: February 2, 2026, EBO_MBE#010668 Expiration: December 7, 2025.
Title
To authorize the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Brown Enterprise Solutions, LLC, utilizing State Master Cloud Service Agreement - MCSA0016 for the procurement of various Adobe software application products through a Large Government Agency agreement (LGA) for the Department of Technology and various other city agencies; and to authorize the expenditure of $278,202.84 for the above-described purpose. ($278,202.84)
Body
WHEREAS, various city agencies utilize Adobe products in their daily operations; and
WHEREAS, the current Adobe contract expires on March 29, 2025; and
WHEREAS, three (3) quotes were received in response to a Department of Technology request for various Adobe products; and
WHEREAS, it is necessary to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order with Brown Enterprise Solutions, LLC, utilizing the State Master Cloud Service Agreement -- MCSA0016, to procure various Adobe software applications products through a Large Government Agency Agreement (LGA); and
WHEREAS, it is also necessary to authorize the expenditure of $278,202.84 for the purchase of the above-described Adobe products; and
WHEREAS, this ordinance is contingent on passage of Ordinance 3007-2024, which authorizes a transfer within the Information Services Operating fund; and
WHEREAS, it has become necessary to authorize the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Brown Enterprise Solutions, LLC., utilizing State Master Cloud Service Agreement - MCSA0016, to procure various Adobe software applications products at a cost of $278,202.84, 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 be and is hereby authorized to establish a purchase order with Brown Enterprise Solutions, LLC, utilizing State Master Cloud Service Agreement - MCSA0016 for the procurement of various Adobe software application products through a Large Government Agency Agreement (LGA) for the Department of Technology and various other city agencies at a cost of $278,202.84, for a term of one year, beginning on March 29, 2025 through March 28, 2026.
SECTION 2. That the expenditure of $278,202.84, or so much thereof as may be necessary, is hereby authorized as provided on the attachment of this ordinance. (see attachment 3176-2024 EXP).
SECTION 3. That this ordinance is contingent on passage of Ordinance 3007-2024 which authorizes a transfer within the Information Services Operating fund.
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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.