Purchasing Type: Change Order (CO)
Public Hearing: YES ☐ NO ☒ Department: Purchasing & Contracting
AGENDA ITEM:
Title
Commission District(s): ALL
CO - Change Order No. 2 to Contract No.1056035 Hyland OnBase Software Licenses and Maintenance (Sole Source): for use by the Department of Innovation and Technology (DoIT), to be used by the Police Services, Probate Court, Tax Commissioner and Property Appraiser Departments. This contract consists of the three (3) year purchase of annual maintenance and support of the Hyland OnBase electronic management system to help manage documents, processes and cases in the County. This request seeks to ratify a previously provided thirty (30) day contract term increase, effective as of April 1, 2025. This request also seeks to increase contract funds and term through March 31, 2028 for the continued use of an existing sole source provider. Awarded to Hyland Software, Inc. Amount Not To Exceed: $214,128.99.
Body
Information Contact: Michelle Butler, Chief Procurement Officer
Phone Number: (404) 687-3581
PURPOSE:
Awarded by the BOC on March 28, 2017 for an amount not to exceed $400,000.00. On February 23, 2021, the BOC approved Change Order No. 1 to increase the contract term through March 31, 2025, using remaining funds. This contract consists of the three (3) year purchase of annual maintenance and support of the Hyland OnBase electronic management system to help manage documents, processes and cases in the County. Hyland OnBase is the enterprise content management system used by the Police Services, Probate Court, Tax Commissioner and Property Appraiser Departments, and is needed to avoid putting the County’s management system at critical risk, which will impact the continuity of operations. This request also seeks to increase contract funds and term through March 31, 2028 for the continued use of an existing sole source provider
RECOMMENDATION:
Recommended Action
Recommend approval of Change Order No. 2 with:
Hyland Software, Inc., 28105 Clemens Road, Westlake, OH 44145
Amount Not To Exceed: $214,128.99
ADDITIONAL INFORMATION:
1. Contract Effective Date: March 28, 2017
2. Contract Expiration Date: April 30, 2025
3. Amount Spent to Date: $396,904.31
4. Funding: General - Operating (DoIT)