Explanation
Background: This ordinance authorizes the Director of Public Utilities to enter into a contract with ARCOS LLC, for the implementation and support services of an Overtime (OT) Call-out System, in the amount of $81,965.64.
The Department of Public Utilities aka Columbus Water & Power (CWP) is in the process of implementing the ARCOS OT Call-out to standardize and automate the OT callout process and equalization process. This system is currently being used by the Division of Power. The project went live in 2024 and is being implemented in phases. The implementation is expected to continue through 2026.
ARCOS LLC was awarded the implementation and support services of an Overtime (OT) Call-out System under RFQ022200 initially and was awarded with an option to renew for ten one-year terms. For each year of the contract, funding was contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. The third one-year contract renewal did not make it to council prior to the contract expiration date of 05/31/2026 due to negotiations regarding the terms of the licensing agreement and delays in being provided an updated quote. Additionally, ARCOS LLC is the sole provider of the software being implemented at CWP. Due to the ongoing efforts and collaboration with ARCOS LLC, the loss of time and additional fees associated with starting these processes over would not be in the best interest of the City. Once fully implemented, CWP will need to renew the SaaS (cloud) subscription licenses annually.
The original term of the contract will be for a period of one year, from date of execution, up to and including June 1st, 2027, with fourteen one-year renewal options, for a maximum contract length of fifteen years, on a year-by-year basis. Fifteen years is anticipated to be the life of the software. For each year of the contract, funding is contingent on funding availability, mutu...
Click here for full text