DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Amend Contract With DataBank IMX, LLC For OnBase Enterprise Licensing
end
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 licens...
Click here for full text