Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Renewal and Amendment No. 1 to the Agreement with Databank IMX for OnBase software and hardware maintenance and professional services, retroactive to January 1, 2016, to extend the Agreement term for one (1) additional year, for a revised full term of January 1, 2015 through December 31, 2016, and to add funding in the amount of $60,623 for a revised total Agreement amount not to exceed $213,702; and
b. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the Agreement, which do not significantly alter the scope of work, and do not cause an increase of more than ten percent (10%) ($15,307) of the original cost of the Agreement per each amendment.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Renewal and Amendment No. 1 to the Agreement with Databank IMX for OnBase software and hardware maintenance and professional services, retroactive to January 1, 2016, to extend the Agreement term for one (1) additional year, for a revised full term of January 1, 2015 through December 31, 2016, and to add funding in the amount of $60,623 for a revised total Agreement amount not to exceed $213,702; and
b. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the Agreement, which do not significantly alter the scope of work, and do not cause an increase of more than ten percent (10%) ($15,307) of the original cost of the Agreement per each amendment.
SUMMARY/DISCUSSION:
Databank IMX’s OnBase System (OnBase) includes the necessary hardware (scanners) and software to scan, track, and purge data as needed in accordance with the approved NMC, County, State and Federal Policies. OnBase is used by NMC to retain important documentation as required by state and federal regulations. NMC believes OnBase to be a valuable asset to its day to day operations.
NMC is requesting to amend the current Agreement to extend the term to cover ongoing system maintenance and professional services. This Renewal and Amendment No 1 has a retroactive date of January 1, 2016, due to a delay in obtaining the cost of the yearly maintenance fee from the vendor, as well as the completion of an analysis for replacement hardware to upgrade NMC’s existing equipment.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Renewal and Amendment No. 1 as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. This Renewal and Amendment No. 1 has been reviewed and approved by NMC’s Finance Committee on March 24, 2016 and by NMC’s Board of Trustees on April 1, 2016.
FINANCING:
The cost for this Renewal and Amendment No. 1 is $60,623, all of which was included in the Fiscal Year 2016-17 Adopted Budget. There is no impact to the General Fund.
Prepared by: Janine Bouyea, Human Resources Administrator, 783-2701
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Renewal and Amendment No. 1 to Agreement with Databank IMX
Agreement with Databank IMX
Spend Sheet
Attachments on file with the Clerk of the Board