ECCBoardofTrustees

ExecutiveSummary 

Date:  January 28, 2016  

Subcommittee:  Consent Agenda 

Agenda Item:  Master Software License Agreement recommended between ECC and Xenegrade Corp. for the Pathways to Success Program’s Information Management Solution – Renewal 

This item is for:    For Board's Approval Backup Documentation:  Attached to this document 

 

Background Information: 

The Pathways to Success Program, an ECC and Buffalo Public Schools (BPS) joint‐educational venture 

uses Xenegrade software for its information management solution.  The software database primarily 

maintains student full‐time equivalent data allowing the college to claim among other things state aid 

for the Pathways to Success Program.   

Reasons for Recommendation: 

The Xenegrade Software Database is used by BPS to maintain its student FTE recording and is 

compatible with Datatel.  This serves both institutions adequately for required student service provision 

claims for state aid. 

Fiscal Implications: 

In 2014‐2015, the college received $2,497 in state aid for each student FTE generated by the Pathways 

Program.  Over 1,500 FTEs are generated annually amounting to over $3,745,500 in revenue.   

The costs of the software are shared equally by ECC and BPS and the annual fee of the base contract is 

$13,375. This is a renewal contract, and the base contract fee has not increased for five years. 

Consequences of Negative Action: 

The college could not obtain student state aid reimbursement without the information generated by the 

database and significant revenue would be lost to the institution. 

Steps Following Approval: 

Review and approval by the Executive Vice President of Legal Affairs. 

Contact Information If Any Questions: 

Richard C. Washousky, Executive Vice President of Academic Affairs, North Campus 

Phone:  (716) 851‐1500     /     E‐Mail:  washousky@ecc.edu 

Master Software License Agreement

This Master Software License Agreement ("Agreement") is made this __!.2!._ day of January , 2016, ("Effective Date") between Xenegrade Corp., a Florida Corporation, ("Xenegrade") and Erie Community College a New York educational organization ("Licensee").

I. LICENSE. Xenegrade grants to Licensee, and Licensee accepts, a limited, nontransferable, nonexclusive license to use the XenDirect web based student records management and registration software in machine readable, object code form only ("Software"), and any accompanying user documentation ("User Documentation") for the Software, subject to the terms of and only as authorized in this Agreement. This Agreement permits authorized users of Licensee to use the Software during the licensing period. For purposes of this Agreement, the Software includes not only the computer program listed, but also all applications or modifications written by Xenegrade for Licensee. Licensee has a non-transferable license to use such applications or modifications under the terms of this License.

2. NUM BER OF USERS/DURATION/LICENSE FEE. The number of authorized users, duration of the license granted hereunder, and fee schedule for the license granted hereunder are set forth in Addendum A hereto which is incorporated herein.

3. COPYRIGHT. The Software is owned by Xenegrade or its third party licensors, contains trade secret and proprietary information owned by Xenegrade or its third party licensors, and is protected by various intellectual property rights/laws, including United States copyright laws and international trade provisions. This Agreement does not provide Licensee with any title and/or ownership of the Software. Licensee shall treat the Software like any other copyrighted material except that Licensee may make copies of any written materials accompanying the Software for internal training and reference purposes only. All permitted copies of the Software and the User Documentation must include Xenegrade's copyright and other proprietary notices.

4. OTHER RESTRICTIONS. Licensee agrees that the Software and the User Documentation are proprietary products and that all right, title and interest in and to the Software and User Documentation, including all associated intellectual property rights, are and shall at all times remain with Xenegrade and its third party licensors. Licensee shall keep the Software free and clear of all claims, liens and encumbrances. Licensee may not sublicense, ass ign, sell, rent, lend or lease the Software or the User Documentation, or any portions thereof. Licensee may not reverse engineer, disassemble, decompile or make any attempt to ascertain, derive or obtain the source code for the Software.

5. SOFTWARE ESCROW. Licensee may purchase a software escrow service. If Licensee purchases the optional software escrow service, Xenegrade will list Licensee as a beneficiary with the software escrow agent for the same term as the license duration set forth in Addendum A. Licensee is responsible for any fees associated with installation and hosting of said Software. Software escrow requires a separate written agreement with the software escrow agent, which shall acknowledge and confirm the terms and restrictions of this Agreement.

6. MAINTENANCE. Under this Agreement, payment of Xenegrade's service fees entitles Licensee to receive maintenance services, also known as standard technical support, including: (i) onl ine (primary method) and telephone (secondary method) support in the form of advice on the use of the Software; (ii) code corrections and fixes ("Updates") required to keep the Software performing the functional specifications contained in the User Documentation; (iii) new releases, updates and enhancements to the Software ("Enhancements") that are made available per edition without additional charge; (iv) updated User Documentation as it is made available to Xenegrade's general client base; and (vi i) optional carry over of XenDirect data from previous year. However, Xenegrade reserves the right to charge separately for new releases of the Software that include substantial new functionality and any change in the operating system or database.

Licensee is responsible for maintaining and/or updating all non-Xenegrade software used in conjunction with the Software, including but not limited to operating system software, internet browser software, word processing, spreadsheet, reporting and/or database software; and maintaining and/or upgrading any hardware and/or memory on the system on which Licensee uses the Software. If Licensee is using Xenegrade products that require a common database, Licensee must remain current on maintenance for all products for as long as the software is in use in order to assure the integrity of Licensee's Software. Cancellation of maintenance on any one system may cause incompatibilities with related products, and performance of all Software could be adversely affected. Xenegrade has no other responsibilities with respect to Maintenance other than those specified in this Section and will not be responsible for maintaining other than the most current, unaltered release of the Software.

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7. LIMITED WARRANTY. During the Software licensing period (the "Warranty Period"), Xenegrade warrants that the Software will perform substantially in accordance with the functional specifications contained in the User Documentation. Any written or oral information or representations provided by Xenegrade agents, employees, resellers, consultants or service providers with respect to the use or operation of the Software will in no way increase the scope of this warranty. Xenegrade does not warrant performance of any of Licensee's hardware. Xenegrade does not warrant Licensee's ability to connect to the internet or access Xenegrade's Software over the internet. Xenegrade does not warrant the performance of any internet service provider that may be utilized by Licensee for internet access. Xenegrade shall have no responsibility whatsoever with respect to Licensee's inability to access the Software as a result of any internet access failures and/or downtime.

8. NO OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, XENEGRADE AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH REGARD TO THE SOFTWARE, THE ACCOMPANYING WRITTEN MATERIALS, AND ANY ACCOMPANYING HARDWARE. XENEGRADE DOES NOT AND CANNOT WARRANT THE PE RFORMANCE OR RESULTS OBTAINED BY THE LICENSEE IN USING THE SOFTWARE, OR THAT THE SOFTWARE WILL MEET LICENSEE REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE.

9. LICENSEE' S SOLE REMEDIES. If, during the Warranty Period, the Software fails to comply with the warranty set forth above, Xenegrade's entire liability and Licensee's exclusive remedy will be repair or replacement of the Software. This limited warranty is void if failure ofthe Software has resulted from accident, abuse, misuse or negligence of any kind in the use, handling or operation of the Software, including any use not consistent with the User Documentation or Xenegrade training. Any replacement Software wi ll be warranted for the remainder of the original warranty period or thirty (30) days, whichever is longer.

10. LrMITATION ON LIABILITY. IN NO EVENT WILL XENEGRADE BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOST PROFITS, OPPORTUNITIES OR CONTRIBUTIONS, BUSINESS INTERRUPTION, LOSS OF BUSINESS TNFORMA TION, GOOD WILL, OR OTHER PECUNIARY OR NON­PECUNIARY LOSS) ARISING OUT OF THE USE OF OR INABILITY TO USE THE SOFTWARE, EVEN IF XENEGRADE HAS BEEN ADVlSED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQU ENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY NOT APPLY TO LICENSEE.

11. TNDEMNIFICA TION. To the extent permitted by law, Licensee agrees to and shall indemnify, defend and hold harmless Xenegrade, its employees and agents from and against all claims brought by third parties arising out of or relating to the actions and/or inactions of Licensee. This provision shall apply to all claims whether based upon intentional torts, negligence, whether active or passive, express or implied contract or warranty, contribution or indemnification.

12. DATA INTEGRITY. Xenegrade does not guarantee or warrant that manipulation of Licensee's data by Licensee's employees or any third party will be free of data corruption or change. Licensee agrees that it shall be solely responsible for all consequences of manipulating Licensee's data through an ODBC connection, XenDirect interface, or any other method of accessing and manipulating Licensee' s XenDirect data. Licensee further agrees that it shall bear all costs associated with reconstruction of lost data. Licensee shall permit only knowledgeable and trained personnel to access and/or manipulate Licensee's data. Licensee assumes responsibility and liability for all user defined content.

13. PERFORMANCE. Xenegrade strives to maintain the highest speed possible for access to XenDirect but does not guarantee speed of access to or use of XenDirect. Actual internet access speeds can vary on many factors including, but not limited to, computer's performance and configw·ation; non-cached or cached data; performance characteristics of each component of Licensee's data network and internet access; traffic on the Internet; Licensee's access bandwidth; Licensee's Internet provider's network; and Licensee's compliance with applicable acceptable use policies.

14. TERMINATION. The license granted hereunder is effective for the duration of set forth in Addendum A unless earlier terminated as set forth herein. Licensee may terminate the license at any time by written notification to Xenegrade. Any amounts owed to Xenegrade shall be due in full at time of termination. Xenegrade may tenninate the license upon Licensee's failure to comply with any material term and/or condition hereof. In the event of any termination, sections 3 through I 7 of this Agreement shall survive. Termination shall not entitle Licensee to a refund of any portion of any license fees paid by Licensee prior to termination.

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15. SOFTWARE MODIFICATIONS. Any modifications that Licensee makes to the Software, including any modifications to any third party licensor software included with or embedded in the Software will void any maintenance and/or warranty obligations contained in this Agreement. Xenegrade is not liable, in any respect, for any modifications to the Software or any errors or damages resulting from such modifications.

16. PRIVACY AND SECURITY PRACTICES. Xenegrade shall maintain privacy and confidentially for all data of Licensee. Xenegrade may access the data of Licensee for performing corporate activities including, but not limited to: quality improvement, customer service, auditing, business planning and development, and general administrative duties.

Licensee shall maintain and abide by a prohibition policy on spamming and unethical marketing activities in regards to the use of the Software including, but not limited to, the use of the Software's email features.

The Software contains the option to save credit card information on clients including, but not limited to, credit card numbers and expiration dates. Xenegrade employs an outside party to perform PCI compliance reviews on the Software on a regular basis and modifies the Software to be PCI Compliant based on the review results. Xenegrade recommends not enabling the save credit card feature of the Software. However, if enabled, Licensee assumes full responsibility and Liability for the security of the credit card information recorded. Any actions and/or claims arising out of or relating to credit card information shall be covered by the indemnification provision in Section 1 I above.

17. MISCELLANEOUS. This Agreement shall be governed by the laws of the State of New York and venue for any proceeding under this Agreement shall be in Erie County, New York. By signing below, Licensee hereby submits to jurisdiction in the State of New York for any disputes arising out of or relating to this Agreement. This Agreement sets forth the entire agreement between the parties with respect to the subject matter hereof and all other agreements, representations, communications and understandings, both oral and written, are superseded hereby. If any court of competent jurisdiction declares any term of this Agreement void or unenforceable, that declaration shall have no effect on the remaining terms hereof. The failure by either party to enforce any rights granted hereunder or to take action against the other party in the event of any breach of this Agreement will not be deemed a waiver by that party as to the subsequent enforcement of rights or subsequent actions in the event of future breaches. Neither party shall be liable for any delay, nonperformance or related damages if such delay or nonpe1formance was due to causes beyond its reasonable control, including, but not limited to acts of God, civil emergencies, electrical power failure, loss of communications, or the delay of the other party or third parties. Xenegrade reserves the right to modify this Agreement without notice for reasons of clarity, prior omission, and legal requirement.

18. EXECUTORY CLAUSE. This agreement shall be deemed executory only to the extent of the monies appropriated and available for the purpose of this Agreement and no liability on account thereof shall be incurred by Erie Community College or the County of Erie beyond the amount of such moneys.

IN WITNESS WHEREOF, this Agreement was executed by the Parties hereto

Licensee Xenegrade

Signature Signature

Name Name

Title Title (6-'0

Date Date !Lit o!t s.-I t

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ECC Signature Page – Accepted and Agreed

Affil iate: Xenegrade Corporation

_______________________________________________

Signature

_______________________________________________ Printed Name

_______________________________________________ Title

_________________________________________ Date

Approved as to Content: _______________________________________________

Richard Washousky, Executive Vice President for Academic Affairs, Erie Community College

January 15, 2016____________________________

Date

_______________________________________________ Jack Quinn, President, Erie Community College

_________________________________________

Date

STATE OF NEW YORK COUNTY OF ERIE On the _______ day of ____________, before me personally came Jack Quinn, to me known to be the individual described in, and who, executed, the foregoing instrument and acknowledge that he executed the same.

_______________________________________________

Notary Public

Approved as to Form: _______________________________________________

Kristin Klein Wheaton, Executive Vice President for Legal Affairs, Erie Community College _________________________________________

Date ECC Document No.

ECC Signature Page – Accepted and Agreed

Affil iate: Xenegrade Corporation

_______________________________________________

Signature

_______________________________________________ Printed Name

_______________________________________________ Title

_________________________________________ Date

Approved as to Content: _______________________________________________

Richard Washousky, Executive Vice President for Academic Affairs, Erie Community College

January 15, 2016____________________________

Date

_______________________________________________ Jack Quinn, President, Erie Community College

_________________________________________

Date

STATE OF NEW YORK COUNTY OF ERIE On the _______ day of ____________, before me personally came Jack Quinn, to me known to be the individual described in, and who, executed, the foregoing instrument and acknowledge that he executed the same.

_______________________________________________

Notary Public

Approved as to Form: _______________________________________________

Kristin Klein Wheaton, Executive Vice President for Legal Affairs, Erie Community College _________________________________________

Date ECC Document No.

ADDENDUM A

This agreement will cover one year starting from January 1, 20 15 through December 3 I , 2015.

Specifications XenDirect Base User Licenses: XenDirect Version: Additional Branches: Custom Services: On-site Consulting/Training:

Cost

5 Enterprise $795 per branch annually $175 per hour as requested and approved $1,495/day per Xenegrade employee plus travel costs

Period: January 1, 20 16 to December 31, 2016 • XenDirect annual licensing: $7,995 • Additional Branches: $2,385 • Additional 50 User Package: $2,995 • Year Total: $13,375

Other Requirements/Details • Based on prior years, it is anticipated that ECC will require Xenegrade to perform four (4) import functions from

ASISTS exported data into XenDirect. These imports fall under the category of Custom Services. The custom built ASISTS import function is already programmed and takes about 2-3 hours per import to complete. Requested changes to the data or to the import process woul.d be considered an additional request under the category of Custom Services.

• Licensee will identifY one employee to be the single point of contact (Lead Contact) for approving custom service requests and will communicate that person to Xenegrade.

• Xenegrade will refer all custom service requests by persons other than the Lead Contact to communicate the request to the Lead Contact.

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ECCSignaturePage–AcceptedandAgreed

Affi l iate:    Xenegrade  Corporation   

_______________________________________________ 

Signature  

_______________________________________________ Printed Name  

_______________________________________________ Title  

_________________________________________ Date 

 Approved  as  to  Content:   _______________________________________________ 

Richard Washousky, Executive Vice President for Academic Affairs, Erie Community College  

January 15, 2016____________________________ 

Date  

  _______________________________________________ Jack Quinn, President, Erie Community College  

_________________________________________ 

Date  

 

STATE OF NEW YORK COUNTY OF ERIE   On the _______ day of ____________, before me personally came Jack Quinn, to me known to be the individual described in, and who, executed, the foregoing instrument and acknowledge that he executed the same.  

_______________________________________________ 

Notary Public  

 

Approved  as  to  Form:   _______________________________________________ 

Kristin Klein Wheaton, Executive Vice President for Legal Affairs, Erie Community College  _________________________________________ 

Date   ECC Document No.