Title
OnBase Document Management System Upgrade Agreement - Request for Award (Ordinance S-47785)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Databank IMX, Inc. for OnBase document management software upgrade and database migration services. Further request to authorize for the City Controller to disburse all funds related to this item. The agreement will not exceed $500,000.
Report
Summary
The purpose of this agreement is to fulfill the Water Services Department's technology services requirement for an OnBase software upgrade and data migration services away from the current system, LibertyNet. The OnBase records management software is used to house records and track them for disposal in compliance with records retention schedules for the State, Maricopa County, City and Department.
Direct selection is necessary to upgrade this critical software to stay in compliance with regulatory agency requirements. Additionally, it is critical to manage our records to meet public records requests and other operational needs.
Databank IMX, Inc. services include, but are not limited to: records management software configuration; personal services for data migration; training; and annual maintenance.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
An exception to the procurement process was determined to select the Contractor as set forth in City of Phoenix Administrative Regulation 3.10. A direct selection was made because the supplier has access to a patent, copyright or other legal right which identifies the supplier as a sole provider.
Contract Term
The agreement will begin on or about Aug. 1, 2021 for a five-year term.
Financial Impact
The aggregate value for Databank IMX, Inc. will not exceed $500,000.
Funding is available in the Water Services Department’s Operating and Capital Improvement Program budgets.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Water Services Department.