Title
OnBase Document Management System Upgrade Agreement - Amendment (Ordinance S-48172)
Description
Request to authorize the City Manager, or his designee, to execute an amendment to previous Council authorization, provided by Ordinance S-47785 with Databank IMX, Inc., for OnBase document management software upgrade and database migration services to provide additional funding and time to the contract. Further request a waiver of Phoenix City Code section 42-18 to allow a limitation of liability provision. Additionally request to authorize the City Controller to disburse all funds related to this item. The additional expenditures included in this agreement will not exceed $500,000.
Report
Summary
This contract provides the Water Services Department (WSD) with OnBase software upgrade and data migration services away from the current system, LibertyNet. The software is necessary to maintain department records as well as to track documents for disposal in compliance with records retention schedules for the State, Maricopa County, City and department. Databank IMX, Inc.'s services include, but are not limited to records management software configuration; personal services for data migration; training; and annual maintenance.
The purpose of this amendment is to add an option to extend for five years, due to the importance of this software in maintaining WSD's document management services. The previous software was in place for 20 years. WSD has determined that adding an option to extend will be in the City's best interest based on market research, historical usage, and the criticality of the software to support operations. Additionally, WSD requests an exception to Phoenix City Code section 42-18 to allow a limitation of liability provision that would limit Databank’s liability to $1 million over the life of the contract, and to the amount of fees expended in the previous twelve months for any individual claim.
Contract Term
The initial contract was to begin on or about Aug. 1, 2021 for a five-year term. This amendment will change the agreement to begin on or about Dec. 15, 2021 for a five-year term, with one five-year option to extend.
Financial Impact
The initial authorization for OnBase document management software upgrade and database migration services was for an expenditure not to exceed $500,000. This amendment will increase the authorization for the contract by an additional $500,000, for a new total not-to-exceed contract value of $1,000,000.
Funding is available in the Water Services Department’s Operating and Capital Improvement Program budgets.
Concurrence/Previous Council Action
The City Council approved OnBase Document Management System Upgrade Agreement Ordinance S-47785 on July 1, 2021.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Water Services Department.