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File #: 1926-2021    Version: 1
Type: Ordinance Status: Passed
File created: 7/6/2021 In control: Technology Committee
On agenda: 7/19/2021 Final action: 7/22/2021
Title: To authorize the Director of the Department of Technology to enter into contract with Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses; to authorize the expenditure of $71,140.00 from the Department of Technology, Information Services Division, Information Services Operating Fund and to declare an emergency. ($71,140.00)
Attachments: 1. 1926-2021EXP, 2. 2021 SMARTSHEET Formal Bid Specification, 3. COC_Q15109 Smartsheet Renewal 06_14_21

Explanation

This ordinance authorizes the Director of the Department of Technology to enter into contract with Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses for various city departments. The Department of Technology (DoT), through the utilization of a Request for Quotation process, received four (4) responses to RFQ019097 on July 2, 2021. Brown Enterprises LLC submitted the lowest, responsive quote.

 

Smartsheet is used by several city agenices as it is (and can be) used 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 contract authorized by this ordinance will begin on July 30, 2021 and end on August 30, 2022. It is not subject to automatic renewal however, upon mutual agreement and authorized appropriation, it may be renewed up to three times.

Finally, this ordinance authorizes the expenditure of $71,140.00 for the above-described purpose.

 

FISCAL IMPACT

Funds to cover the cost of this service have been identified and are available in the Department of Technology, Information Services Division, Information Services Operating Fund.

 

CONTRACT COMPLIANCE

Vendor Name: Brown Enterprises LLC F.I.D/CC#: 90-0353698 - Expiration Date 12-31-2023

DAX Vendor #: - 010668

 

EMERGENCY

Emergency legislation is required to facilitate prompt contract execution and related payment for services.

 

Title

To authorize the Director of the Department of Technology to enter into contract with Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses; to authorize the expenditure of $71,140.00 from the Department of Technology, Information Services Division, Information Services Operating Fund and to declare an emergency. ($71,140.00)

 

Body

]WHEREAS, On July 2, 2021, Brown Enterprises LLC submitted the lowest responsive bid in response to solicitation RFQ019097 for Smartsheet Control Center subscriptions and licenses; and

 

WHEREAS, the Department of Technology desires to enter into contract with Brown Enterprises LLC, beginning on July 30, 2021 and ending on August 30, 2022 for the above-mentioned services; and

 

WHEREAS, an emergency exists  in  the  Department  of  Technology  in  that  it  is  immediately  necessary to authorize the Directo to enter into contract with Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses to facilitate prompt contract execution and related payment for services, 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  Director  of  the  Department  of  Technology  be  and  is  hereby  authorized  to  enter into contract  with  Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses, beginning on July 30, 2021 and ending on August 30, 2022 at a cost of $71,140.00. It is not subject to automatic renewal however, upon mutual agreement and authorized appropriation, it may be renewed up to three times.

SECTION 2. That the expenditure  of  $71.140.00 or  so  much  thereof  as  may  be  necessary  is  hereby authorized to be expended from the Department of Technology, Information Services Operating  Fund, as follows in the attachment to this ordinance: (see attachment 1926-2021 EXP)

SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract 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 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.