DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Amend Contract With DataBank IMX, LLC For OnBase Enterprise Licensing
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PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to amend the contract with DataBank IMX, LLC and increase the contract amount by $111,013 for enterprise licensing of the County electronic content management system, OnBase.
SUMMARY
Dakota County is under contract with DataBank IMX, LLC for licensing OnBase, the County’s electronic content management system from January 1, 2024, through December 31, 2028. The agreement is for enterprise licensing and has a provision noted in the vendor end user license agreement (EULA) stating that for each 10% increase in full time staffing levels, there shall be a 10% increase in fees for the remainder of the term of the contract. This provision was part of a signed EULA when the County first started an enterprise licensing format for OnBase in 2020.
At the beginning of the first contract for enterprise licensing, Dakota County had an active employee count of 1,708. In July 2025, the vendor reached out for our active full time employee count, at which time Human Resources reported the active employee count to be 2,003. This exceeded the 10% increase in staffing level, warranting the 10% increase in the remaining balance of our licensing fees. The additional funds required over the life of the contract comes to $111,013.
In the event the staff employee count rises above 2,050, the County could be subject to another 10% increase per the End User License Agreement should we be audited again by Hyland, the vendor for OnBase, before the end of the current agreement, December 31, 2028.
RECOMMENDATION
recommendation
Staff recommends that the Board authorize the Deputy County Manager to amend the contract with DataBank IMX, LLC and increase the current contract in the amount of $111,013 to account for the increase in County staff per the end user license agreement.
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EXPLANATION OF FISCAL/FTE IMPACTS
The 2026 increase for this contract is $51,049. The contract and this increase are funded by levy and are included in the 2026 Information Technology budget in the General Fund. Future expenses related to the contract and increase will be included in the County Manager’s recommended budget.
|
|
Contract |
Increase |
|
2024 OnBase Enterprise Subscription |
$471,975 |
N/A |
|
2025 OnBase Enterprise Subscription |
$490,855 |
$32,723 |
|
2026 OnBase Enterprise Subscription |
$510,490 |
$51,049 |
|
2027 OnBase Enterprise Subscription |
$530,909 |
$53,091 |
|
2028 OnBase Enterprise Subscription |
$552,145 |
$55,215 |
|
|
$2,556,374 |
$192,078 |
|
|
|
|
|
Total contract with 10% increase |
$2,748,452 |
|
|
- Credit on original contract for funds previously paid due to term adjustment |
($38,449) |
|
|
- Originally approved contract amount |
($2,598,990) |
|
|
|
|
|
|
Additional Funds Needed |
$111,013 |
|
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
WHEREAS, Dakota County is currently under contract with DataBank IMX, LLC for OnBase enterprise licensing through December 31, 2028; and
WHEREAS, the current contract for OnBase enterprise licensing requires a 10% increase in remaining licensing fees for each 10% increase in full time county staff; and
WHEREAS, the full time Dakota County staff count as increased by more than 10% since the inception of the current contract; and
WHEREAS, the calculated funds necessary to pay for the increase in staff count were not accounted for in the current contract; and
WHEREAS, the amount needed to cover the additional 10% for the balance of the current contract term is $111,013.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to amend the current contract with DataBank IMX, LLC to accommodate for the 10% increase in staffing levels with the amount of $111,013, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
22-553; 11/28/23
ATTACHMENTS
Attachment: None.
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Tony Gomes
Author: Scott Jara