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 original agreement (ED025897) was entered into in 2006, and most recently renewed by authority of ordinance 0084-2011 (purchase order EL011479). This ordinance will provide maintenance and support for the period April 1, 2012 to March 31, 2013 at a cost of $12,960.00.
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.
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:
Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; to ensure no service interruptions.
FISCAL IMPACT:
In years 2010 and 2011, the Department of Technology expended $12,960.00 and $12,960.00 respectively for hardware/software maintenance and support with Seachange International. The 2012 cost for the annual hardware/software maintenance and support contract is $12,960.00. This expenditure is budgeted and available in the Department of Technology, Information Services Division, Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor: 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 contract with Seachange International, in accordance with the sole source provisions of the Columbus City Codes and to authorize the expenditure of $12,960.00 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($12,960.00)
Body
WHEREAS, the Department of Technology (DoT) has a need to renew an annual contract for hardware/software maintenance and support services from Seachange International to support ongoing operations of a Seachange Broadcast Media server utilized by Media Services to play/air video files of the City's governmental and educational cable access channels (CTV); and
WHEREAS, the cost associated with the 2012 Seachange International contract is $12,960.00, with the term period being April 1, 2012 through March 31, 2013; and
WHEREAS, this contract renewal is in accordance with the sole source provisions 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 Department of Technology to renew an annual hardware/software maintenance and support agreement with Seachange International to support the daily operation activities utilized by Media 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 renew an annual hardware/software maintenance and support contract, with Seachange International in the amount of $12,960.00, for the term period of April 1, 2012 through March 31, 2013.
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|Sub-fund: 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.