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 ...
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