Title
Authorization for Phoenix Municipal Court to Apply for Grant Funding and Enter Into Agreement with Databank IMX, LLC for OnBase System Upgrade and Maintenance Services (Ordinance S-44004)
Description
Request authorization for Municipal Court to apply for and accept grant funds in an amount not to exceed $50,000 from the Arizona Supreme Court administered Judicial Collection Enhancement Fund (JCEF) to upgrade the court's OnBase Electronic Document Management System (EDMS) software. Further request authorization for Municipal Court to enter into five-year service agreement with Databank IMX, LLC for maintenance of the OnBase EDMS software at a cost not to exceed $24,000 per year. Further authorization is requested for the City Treasurer to accept and for the City Controller to disburse the necessary funds.
Report
Summary
The Municipal Court is updating its network to the Windows 10 operating system. In order to ensure the continued stability and supportability of the Court's OnBase EDMS, it is essential to upgrade the OnBase software so that it is fully compatible with Windows 10. The upgraded version of OnBase also provides enhanced functionality that will allow the court to integrate its Case Management System (CMS) and EDMS directly through an API (application interface). The OnBase software upgrade will eliminate the need for the Court to depend on the vendor for periodic functionality enhancements and provide a sound foundation for future projects including active case imaging. The OnBase software upgrade will require corresponding ongoing software maintenance support. In implementing this upgrade, the Municipal Court will be able to avail itself of the Arizona Supreme Court Administrative Office of the Court's contract with the vendor to provide services and maintenance for all Arizona courts.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a Determination Memo citing the procurement of goods or services under a cooperative agreement from another government agency. Databank IMX, LLC, is contracted by the Arizona Supreme Court Administrative Office of the Courts to provide OnBase services and maintenance for Arizona courts, as OnBase is the statewide standard.
Contract Term
The five-year contract term will begin on or about Oct. 18, 2017, and end on June 16, 2022. There are no provisions to extend the contract beyond the initial five-year term.
Financial Impact
Funds, in the amount of $50,000, are available for the OnBase software upgrade in the Phoenix Municipal Court local JCEF account. The Municipal Court must submit a funding plan and application to the Arizona Supreme Court Administrative Office of the Courts to secure approval for utilization of JCEF funds pursuant to Section 14-113 of the Arizona Revised Statutes. The aggregate contract value for OnBase software maintenance services will not exceed $120,000, with an estimated annual expenditure of $24,000. Funds for the OnBase software maintenance are available in the Phoenix Municipal Court budget.
Department
Responsible Department
This item is submitted by Chief Presiding Judge B. Don Taylor and Deputy City Manager Karen Peters.