TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Cristal McDonald, City Clerk
PREPARED BY: Angela Martin Van der Baan, Records Manager
SUBJECT:
title
Approve an Agreement with Unity OnBase - Konica Minolta for the Electronic Content Management System
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RECOMMENDATION
recommendation
Approve an Agreement with Unity OnBase - Konica Minolta for the City’s Electronic Content Management System, for a total not to exceed the amount of $125,000.02 in a form approved by the City Attorney;
Amend the Fiscal Year 2024/25 Operating Budget by establishing an additional appropriation of $53,914.64 in General Ledger Account 7268340-62160;
Authorize exemption from bidding requirements; and
Authorize the City Manager to execute the agreement.
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PRIOR ACTION/VOTE
On August 6, 2019, the City Council adopted Resolution No. 19-4131, authorizing entering into an agreement with Konica Minolta for software and services related to a Sire to OnBase Migration of the City’s Enterprise Content Management and Agenda Management Solution (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
As the City’s custodian of records and in accordance with California Government Code Section 12168.7(c) and Secretary of State standards for the Trusted Storage of Official Electronic Documents or Records, the City Clerk is responsible for maintaining and ensuring the proper management of the City’s records. A trusted Electronic Content Management System (ECMS) is the standard and requirement for the City‘s Records Management Program. An ECMS is a software application that helps organizations store and manage the lifecycle of their records.
On April 3, 2012, the City Council adopted Resolution No. 12-2893, approving the purchase of the Sire Records Management and Agenda Management System (Sire), a comprehensive records and agenda management system. Sire is a product of Hyland Software, Inc. (Hyland). The initial term of the licensing and maintenance services was for five years, which expired in June 2017. Staff negotiated an administrative extension under the City Manager’s signing authority through June 30, 2019.
A new, one-year agreement was executed from May 2019 through June 30, 2020. At that time, Hyland notified the City that the Sire product was no longer being supported with updates or development of new features and that Hyland’s next-generation product, Unity/OnBase, was available should the City wish to upgrade. The previous City Clerk evaluated the Unity/OnBase product and determined that the upgrade was essential. The search capabilities for the records management solution were likely intended to provide greater transparency on the public-facing portal, ensuring residents could easily find scanned documents from the convenience of their homes or mobile locations, as well as assist records management staff in complying with the City‘s Records Retention Schedule and the Public Records Act.
On August 6, 2019, under the previous City Clerk, the City Council adopted Resolution No. 19-4131 authorizing an agreement with Konica Minolta for software and services related to a Sire to OnBase migration of the City’s Electronic Content Management and Agenda Management Solution for an amount not to exceed $145,710.
In 2022, the current City Clerk began evaluating the OnBase/Unity product, including the support received from Konica Minolta. As a result, in 2023, the City opted to stop using Unity/OnBase for agenda management but retained the services for their records management software, agenda media files, and technical support. As a continuous effort to ensure the records system used is effective and to resolve identified issues, in early 2024, the City Clerk began to move forward on issuing a Request for Proposal (RFP) for an ECMS. Unfortunately, due to budgetary constraints, issuance of the RFP was postponed.
As of December 2024, the City Clerk has exceeded the $145,710 that was approved by the City Council in 2019 and is proposing to enter into a new agreement that includes the cost of 1) yearly service maintenance fees for three years; 2) agenda media files subscription; 3) two one-time fees for data export and system upgrade services; and 4) a contingency amount for unforeseen costs as follows:
|
Fee Type |
FY 24-25 |
FY 25-26 |
FY 26-27 |
Contingency |
|
|
Records Management System Maintenance |
$23,321.95 |
$20,056.87 |
$21,561.14 |
NA |
Yearly Cost |
|
Agenda Media Files Subscription |
$12,379.80 |
NA |
NA |
NA |
Yearly Cost |
|
Agenda Media Files Data Export |
$9,000 |
NA |
NA |
NA |
One-Time Cost |
|
Records Management System Upgrade |
$25,000 |
NA |
NA |
NA |
One-Time Cost |
|
For Unforeseen Costs |
NA |
NA |
NA |
$13,680.26 |
As Needed |
|
|
|
|
|
|
|
|
Total: |
$69,701.75 |
$20,056.87 |
$21,561.14 |
$13,680.26 |
$125,000.02 |
Staff recommends continuing to use the services provided by Unity OnBase-Konica Minolta until proper funds can be budgeted for a more efficient and fitting system for the City. Section 3.08.280 of the Municipal Code outlines competitive bidding procedures, and allows that requirements may be dispensed when the City Council finds that adherence to the procedures in this chapter would be inefficient, impractical, and unnecessary. The City Clerk will evaluate budget obligations and decide if completing a Request for Proposal (RFP) process is appropriate in Fiscal year 2026/27.
Staff is working with the City Attorney and Konica Minolta to develop the proper agreement forms and/or amendments and recommends authorizing the City Manager to approve such agreement for future yearly Service Maintenance and Subscription renewals and a one-time fee for the Data Export and System Upgrade, with a total not to exceed $125,000.02, upon approval as to form by the City Attorney.
FISCAL IMPACT
Staff is requesting an additional budget appropriation in the Fiscal Year 2024/25 Operating Budget in General Ledger Account 7268340-62160 to cover the $53,914.64 deficiency between what was budgeted and what will need to be expended for the year. The budget for the remaining years of the agreement will be included in the normal biennial budget process.