Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to renew an annual software maintenance and support agreement with Seachange International . The Department of Technology requires technical support and hardware/software maintenance services from Seachange International to support ongoing operations of a Seachange Broadcast Media video server utilized by Media Services to play/air video files on the City's government and educational cable access channels. Without the maintenance and support services provided by Seachange International, the City would not be able to effectively operate the television access channels.
Also, renewing this agreement will allow the City to continue receiving software upgrades, support and related services. This ordinance will provide for payment of the annual hardware/software maintenance and support agreement, with a one time 15 months term coverage period from January 1, 2010 through March 31, 2011.
The vendor's (Seachange International) contract complaince number became expired on December 12, 2009 but was recently recertified on October 13, 2010, with a new expiration date of October 13, 2012.
Seachange International is the sole proprietor and copyright holder. Accordingly, Seachange International is also the sole source of supply for upgrades, maintenance, support, new releases and additional copies of this product. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Section 329.07.
Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
FISCAL IMPACT:
In years 2008 and 2009, the Department of Technology expended $10,800.00 and $16,200.00 respectively for hardware/software maintenance and support with Seachange International. The 2010 cost for the annual hardware/software maintenance and support renewal agreement is $12,960.00 and covers a one time 15 months term period from January 1, 2010 through March 31, 2011. This expenditure is budgeted and available in the Department of Technology, Information Services Fund.
CONTRACT COMPLIANCE:
Vendor Name: Seachange International FID/CC#: 04-3197974 Expiration Date: 10/13/2012
Title
To authorize the Director of the Department of Technology to renew an annual hardware/software maintenance and support agreement with Seachange International, in accordance with the sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $12,960.00 from the Department of Technology, Information Services Fund; and to declare an emergency. ($12,960.00)
Body
WHEREAS, the Department of Technology (DoT) has a need to renew an annual agreement for hardware/software maintenance and support services from Seachange International; and
WHEREAS, the cost associated with the 2010 Seachange International agreement is $12,960.00, with a one time 15 months coverage term period from January 1, 2010 through March 31, 2011; and
WHEREAS, this renewal is in accordance with the provisions of the sole source procurement of the Columbus City Code, Section 329.07, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Technology Department to renew an annual hardware/software maintenance and support agreement with Seachange International, to ensure uninterrupted support services associated with this agreement, for the preservation of the public health, property, peace, 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 renew an annual hardware/software maintenance and support agreement, with Seachange International in the amount of $12,960.00, for a one time 15 months coverage term period from January 1, 2010 through March 31, 2011.
SECTION 2: That the expenditure of $12,960.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $12,960.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
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.