Title
Electronic Document Management System Software and Maintenance - EXC 20-040 - Amendment (Ordinance S-51530) - Citywide
Description
Request to authorize the City Manager, or his designee, to execute an amendment to Contract 151011 with Hyland Software, Inc. to modify the scope of work and request additional expenditures. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $1,300,000.
Report
Summary
This contract provides professional services to the City for the OnBase Integration database software. The OnBase document storage and access is a critical component for the KIVA and SHAPE PHX application system which tracks the Planning and Development Department's (PDD) permitting, plan review and land information system and inspections. This request is to implement Phase III, which provides licensing to integrate PDD's document management system OnBase with the new PDD business application SHAPE PHX Sales Force application. The additional funds will be used for subscription license fees, additional 1500 licenses for OnBase Integration to Salesforce, REST API license, Query API and Document Packaging and Delivery, and Training and Premium Subscription through the end of the contract term.
This item has been reviewed and approved by the Information Technology Services Department. The City Treasurer is authorized to accept, and the City Controller is authorized to disburse, all funds related to this item.
Contract Term
The contract term remains unchanged, ending on September 30, 2027.
Financial Impact
Upon approval of $1,300,000 in additional funds, the revised aggregate value of the contract will not exceed $2,201,600. Funds are available in the PDD's operating budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- Electronic Document Management System Software and Maintenance, Contract 151011 (Ordinance S-46005) on September 18, 2019; and
- Electronic Document Management System Software and Maintenance, Contract 151011 (Ordinance S-48741) on June 15, 2022.
Department
Responsible Department
This item is submitted by Deputy City Manager Alan Stephenson and the Planning and Development Department.