Title
Ratify and authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute an Agreement with Databank IMX for Hardware, Software, Hardware and Software Maintenance, and Professional Services for the OnBase Document Production System Upgrade at NMC in an amount not to exceed $153,079.10 for the period January 1, 2015 through December 31, 2015.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors ratify and authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute an Agreement with Databank IMX for Hardware, Software, Hardware and Software Maintenance, and Professional Services for the OnBase Document Production System Upgrade at NMC in an amount not to exceed $153,079.10 for the period January 1, 2015 through December 31, 2015.
SUMMARY/DISCUSSION:
Databank IMX's OnBase system (OnBase) provides NMC with modules of Hardware (scanners) and Software, to scan, track, and purge electronic data as needed in accordance with the approved NMC, County, State and Federal Policies.
NMC began purchasing OnBase for its Medical Records department in Fiscal Year 2006-2007. However, in Fiscal Year 2008-2009 NMC recognized the OnBase system's capacity to assist the hospital in records retention and disposal. At that time NMC began purchasing additional OnBase services to serve other departments throughout the hospital, not just Medical Records.
Effective June 1, 2010, NMC entered into an Agreement with Databank IMX for the OnBase system in an amount not to exceed $31,440. Over the years, NMC has added multiple modals of OnBase and paid for additional equipment, software, software licenses, software & hardware maintenance and professional services. These additions have been via a second Agreement, Amendments No. 1 and 2 to the original agreement and an adjustment to Amendment No. 2. Each of these items has been previously approved by this board.
To date NMC has spent approximately $548,222.18 for OnBase and the system is now used by more than half of NMC departments including the Business Office. OnBase has proven to be a valuable asset to NMC and has a track record where the systems flexibility has provided both overall dollar savings and increased productivity of hospital personnel.
The current request is for approval of this new Agreement with Databank IMX allowing for continued services and for an upgrade to the services in an amount not to exceed $153,079.10 for the period January 1, 2015 through December 31, 2015. This amount combined with the previous agreement expenditures equals an aggregate total of $701,301.28.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Agreement as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. The Agreement has also been reviewed and approved by NMC's Finance Committee on 2/26/15 and by its Board of Trustees on 3/6/15.
FINANCING:
The cost for this Agreement is $153,079.10 all of which is included in the Fiscal Year 2014-15 Adopted Budget. There is no impact to the General Fund.
Prepared by: Janine Bouyea, HR Director, 783-2701
Approved by: Dr. Gary Gray, D.O., Interim Chief Executive Officer, 783-2553
Attachments: Agreement
Attachments on file with the Clerk of the Boards' Office