From
Keshnel Penny, Chief Information Officer
Title
Software Agreement and related purchases with Hyland, LLC for the license conversion, upgrade services and annual support of our Perceptive Content (ImageNow) software system, with an estimated cost of $85,020 ($40,000 one-time cost; $45,019.20 annually recurring), for a total of $265,095.00 over five years through a national interlocal agreement with OMNIA Partners an authorize the City Manager to execute any renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price, so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms. Renewal periods beyond the five specified can be authorized however will require additional City Council approval
Presenter
Keshnel Penny, Chief Information Officer
Recommended Action
Approve
Analysis
The City has used Perceptive Content (ImageNow) Software in our Police, Fire, Human Resources, Finance and many other Departments since 2009. Since its first implementation, the City has been pleased with Hyland's document repository and retention product, and recommends this cooperative contract purchase to upgrade to the latest version.
This agreement has an annual value less than $50,000, however; because the cumulative cost with renewals of the contract exceeds $50,000, staff is asking that City Council approve and authorize the City Manager to execute the agreement and future renewal options (up to five one-year renewal periods.). Additional renewal periods beyond the five specified can be authorized, however; will require additional City Council approval.
Financial Consideration
Funds available in FY 2019/2020 IT Software Budget 151010-63165, and will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that years approved budget.