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File #: 0413-2014    Version: 1
Type: Ordinance Status: Passed
File created: 2/12/2014 In control: Technology Committee
On agenda: 3/31/2014 Final action: 4/3/2014
Title: To authorize the Director of the Department of Technology to renew an annual hardware/software maintenance and support contract with XOR Media, Inc., 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)
Attachments: 1. XOR_Quote for APR 2014 - MAR 2015 (2), 2. 2014 XOR sole source letter, 3. Sole Source Form Ord. No. 0413-2014 XOR
Explanation

BACKGROUND:

This legislation authorizes the Director of the Department of Technology (DoT) to renew an annual software maintenance and support agreement with XOR Media, Inc. The original agreement (ED025897) was entered into in 2006 with Seachange International, and most recently renewed by authority of ordinance 0418-2013, passed March 4, 2013, through purchase order EL014044. This ordinance will provide maintenance and support for the period April 1, 2014 to March 31, 2015 at a cost of $12,960.00

The Department of Technology requires technical support and hardware/software maintenance services from XOR Media 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 XOR Media, 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.

XOR Media is the sole proprietor and copyright holder. Accordingly, XOR Media 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 requested to immediately facilitate prompt payment and to avoid interruption in the performance of services necessary in the usual daily operation.

CONTRACT COMPLIANCE:
Vendor: XOR Media, Inc. FID/CC#: 45 - 5396458 Expiration Date: 10/02/2014


FISCAL IMPACT:
In years 2012 and 2013, the Department of Technology expended $12,960.00 and $12,960.00 respectively for hardware/software maintenance and support with Seachange International,...

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