County of Monterey - File #: A 17-351

• File #: A 17-351
• Name: Renewal and Amendment No. 2 Databank IMX
• Type: BoS Agreement
• Status: Passed
• File created: 8/15/2017
• In control: Board of Supervisors
• On agenda: 8/29/2017
• Final action: 8/29/2017
• Title: Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Renewal and Amendment No. 2 to the Agreement (A-12677) with Databank IMX for OnBase software maintenance, retroactive to January 1, 2017, to extend the Agreement term for two (2) years, for a revised full term of January 1, 2015 through December 31, 2018, and to add $94,520 for a revised total Agreement amount not to exceed $308,222.
• Related files: A 21-559, A 22-631

Date	Action By	Action	Result
8/29/2017	Board of Supervisors	approved

Title
Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Renewal and Amendment No. 2 to the Agreement (A-12677) with Databank IMX for OnBase software maintenance, retroactive to January 1, 2017, to extend the Agreement term for two (2) years, for a revised full term of January 1, 2015 through December 31, 2018, and to add $94,520 for a revised total Agreement amount not to exceed $308,222.

Report
RECOMMENDATION:

It is recommended that the Board of Supervisors:

Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Renewal and Amendment No. 2 to the Agreement (A-12677) with Databank IMX for OnBase software maintenance, retroactive to January 1, 2017, to extend the Agreement term for two (2) years, for a revised full term of January 1, 2015 through December 31, 2018, and to add $94,520 for a revised total Agreement amount not to exceed $308,222.

SUMMARY/DISCUSSION:

NMC has had an agreement with Databank IMX since 2015 for an OnBase system to allow for the scanning of records. This included necessary hardware (scanners) and software to scan, track, and purge data as needed in accordance with the approved NMC, County, State and Federal Policies. NMC believes the OnBase system to be a valuable asset to its day to day operations.

The term of this agreement expired back on December 31, 2016. NMC is requesting to renew and amend the current Agreement to extend the term to cover ongoing system maintenance of the software only. Originally NMC had planned to extend the term back in December with a scope that included both the ongoing software maintenance and also the purchase of several new scanners that also included the cost of ongoing hardware (scanner) maintenance. However, during processing of that amendment NMC questioned whether it may be more practical to lease scanners rather than purchase them. After several meetings and discussions with several vendors NMC perfo...