DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
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Authorization To Execute Contract With DataBank IMX LLC For Renewal Of OnBase
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PURPOSE/ACTION REQUESTED
Authorize the Enterprise Finance and Information Services Director to renew the contract with DataBank IMX LLC for enterprise content management system services.
SUMMARY
Dakota County currently contracts with DataBank IMX LLC for licensing to the enterprise content management (ECM) system, OnBase. This software is currently considered the County document of record for many different business needs including historical Board documents and contracts.
To negotiate better pricing and allow for budget stability by locking in pricing, the Information Technology (IT) department requested a five-year term. To further increase savings by 1% per year, County IT agreed to move up the renewal date of the proposed contract by two months. As part of this agreement, DataBank IMX LLC will credit the County $76,898.07 for January and February 2024, the two months the County already paid in the current contract that will now be included in the proposed contract.
The current contract is a four-year term starting 3/1/2020 and expiring 2/29/2024. The total contract amount for that four-year term was $1,764,482.35. This accounted for an upgraded licensing package in addition to the renewal.
The proposed contract is a five-year term starting January 1, 2024 and expiring December 31, 2028. The total contract amount for this five-year term is $2,598,989.54. This proposal is a renewal only, there are no changes in the software licensing.
RECOMMENDATION
recommendation
Staff recommends that the County Board authorize the Enterprise Finance and Information Services Director to renew the contract with DataBank IMX LLC for use of the OnBase enterprise content management software for a five-year term at the cost of $2,598,989.54.
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EXPLANATION OF FISCAL/FTE IMPACTS
The cost is $2,598,989.54 and will be invoiced annually per the following schedule:
• January 1, 2024: $479,843.94
• January 1, 2025: $499,037.69
• January 1, 2026: $518,999.20
• January 1, 2027: $539,759.17
• January 1, 2028: $561,349.54
A credit for January 1, 2024, through February 29, 2024 of $76,898.07 will be issued to account for the shift in term dates from March through February to January through December.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota County is currently contracted with DataBank IMX LLC for the County-wide enterprise content management tool; and
WHEREAS, the current contract with DataBank IMX LLC expires as of February 29, 2024 and needs renewal; and
WHEREAS, the proposed renewal begins on January 1, 2024, and goes through December 31, 2028; and
WHEREAS, DataBank IMX LLC will refund the County $76,898.07 for the two overlapping months already paid in the prior contract; and
WHEREAS, the five-year renewal costs $2,598,989.54; and
WHEREAS, the County will be invoiced on an annual basis.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Enterprise Finance and Information Services Director to contract with DataBank IMX LLC for the enterprise version of the OnBase enterprise content management system licensing and support starting January 1, 2024 through December 31, 2028 at a cost of $2,598,989.54 invoiced annually at subsequent rates of $479,843.94, $499,037.69, $518,999.20, $539,759.17, and $561,349.54, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
23-018; 1/3/23
ATTACHMENTS
Attachment: Dakota County OnBase Renewal Agreement
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACT
Department Head: Dan Cater
Author: Scott Jara