CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Sole Source Procurement 24-177, OnBase Maintenance Renewal, to Requordit, Inc., for an amount not to exceed $337,997.37 and for a three-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director of Information Technology
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Since 2003, OnBase has been the electronic document management system that manages and stores the City’s official documents such as ordinances and resolutions, contracts, engineering and architectural plans, plats, and licenses. In July of 2021, City Council approved a three-year sole source contract for OnBase maintenance. This contract expires June 30, 2024. The renewal of the maintenance agreement is required to maintain the environment, implement upgrades, and provide troubleshooting support.
DISCUSSION:
The Information Technology (IT) Department has identified this purchase as a sole source because, under Hyland’s commercial policies, Requordit, Inc. is the sole authorized reseller to provide maintenance support to the City. A sole source letter from the software developer is attached.
If this sole source procurement were not approved, the IT Department would be required to solicit a new electronic document management system. Switching to a new system would carry high transition costs. These would include staff time to identify and implement a new system, the new system itself, migrating data, redesigning numerous City business processes, implementation and training.
This sole source is requested for a three-year term from July 1, 2024 to June 30, 2027 for the renewal of the support and maintenance agreement for the OnBase software.
FISCAL IMPACT:
CIP #: N/A
Maintenance of the OnBase software platform is expensed to the account number listed below for which a total of $155,000 was approved as part of the FY2024 budget for this service. The cost for Year 1 of the requested award is within budget. Costs related to future years of the contract will be budgeted accordingly during each budget cycle.
|
Account Number |
Fund Description |
Total Budget |
|
16101100-531312 |
General Fund |
$3,655,145 |