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 performed an analysis and determined that it would be more financially feasible to purchase scanners from an outside company. . This process took NMC several months to complete. The agreement includes ongoing equipment maintenance plus professional services. This renewal and amendment is retroactive to January 1, 2017 per the Contractor’s requirement that there be no lapse for the maintenance portion of this agreement, however, no professional services have been rendered since the term expired on December 31, 2016.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Renewal and Amendment No. 2 as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. This Renewal and Amendment No. 2 has been reviewed and approved by NMC’s Finance Committee on May 25, 2017 and by NMC’s Board of Trustees on June 2, 2017.
FINANCING:
The cost for this Renewal and Amendment No. 2 is $94,520. Databank IMX has not provided any professional services from January 2017 to August 2017; however due to the vendor’s requirement to have no lapse in maintenance NMC must pay for the retroactive coverage, after the renewal and amendment is executed. $34,960 has been included in the Fiscal Year 2017-18 Adopted Budget and the remaining amount shall be included in the FY18-19 budget as appropriate. There is no impact to the General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This agreement is for a software system which improves the records storing processes at NMC. The use of this system directly contributes to a more efficient and effective use of resources within the organization. This agreement brings improved technological capabilities and functionality to NMC, enhancing and strengthening its technological functionality and reliability which fosters a sound, secure and sustainable physical infrastructure.
__ Economic Development
X Administration
__ Health and Human Services
X Infrastructure
__ Public Safety
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. 2 to Agreement with Databank IMX
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