Title
Resolution to Approve Schedule 12 to the Interagency Agreement for Collaborative Technology and Services for Additional OnBase Software and Maintenance ($63,546.00)
Memorandum
Attached for your review and approval is a resolution that authorizes the purchase of additional OnBase software, including one-year of pre-paid maintenance, from Washtenaw County for a one-time payment of $63,546.00. On August 4, 2011, City Council approved resolution R-11-334, Schedule 6 of the Interagency Agreement for Collaborative Technology and Services for Enterprise Content Management (ECM). This resolution authorized Washtenaw County, along with their OnBase reseller ImageSoft, to be the City's providers of OnBase ECM software and services. Included in the Washtenaw County service offering were no-cost access to Washtenaw County's existing ECM infrastructure, software updates for the City's current software, access to OnBase technical support and the ability to procure additional licenses as necessary for use of the OnBase software.
There continues to be many benefits to the City of Ann Arbor in subscribing to this Washtenaw County-provided service:
1. Continued access to Washtenaw County's existing ECM infrastructure.
2. The City of Ann Arbor only pays for the additional software that we need.
3. The City and Washtenaw County can continue to develop and maintain best practices for managing and configuring the ECM platform to meet enterprise workflow, data retention, and backup needs of both organizations.
4. The City of Ann Arbor and Washtenaw County were able to standardize on common Enterprise Content Management services to both organizations.
The need for additional software comes from the four areas represented in ImageSoft Statement of Work #'s 13945, 13961 and 14003, which upon this resolution's approval and execution of Schedule 12 to the Interagency Agreement for Collaborative Technology and Services will be executed by Washtenaw County on the City of Ann Arbor's behalf. These four areas are:
1. The purchase of the OnBase Unity Integration Toolkit, a Software Developers Kit providing access to OnBase API's for the development of custom OnBase applications, including the City's e-Contract project.
2. Five additional OnBase Workflow licenses for the City's participation in the County-wide e-Warrant electronic workflow.
3. Ten Concurrent Client and Workflow licenses for finalization of the City's e-Contract project.
4. Three Named User Client and Six Workflow Named User licenses to true-up the license count for the City's Accounts Payable Invoice Approval process to a level that matches actual usage.
The accompanying resolution authorizes the creation of a purchase order to process the onetime payment to Washtenaw County in the amount of $63,546.00 for the additional OnBase Enterprise Content Management licenses as described above and referenced in ImageSoft Statement of Work #'s 13945, 13961 and 14003.
The funds necessary for the purchase of this software are planned for and available in the FY2013 Information Technology Fund.
Upon approval, this agreement will be attached as Schedule 12 to the Interagency Agreement for Collaborative Technology and Services between the City of Ann Arbor, Washtenaw County, and the Ann Arbor Transportation Authority.
The accompanying resolution authorizes the agreement between the City and Washtenaw County for the provision of services as described above with Washtenaw County as the Provider and the City of Ann Arbor as the Subscriber.
Staff
Prepared by: Dan Rainey, Director, Information Technology Services Unit
Reviewed by: Tom Crawford, CFO and Financial Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, Washtenaw County, the City of Ann Arbor and Ann Arbor Transportation Authority entered into a Interagency Agreement for Collaborative Technology and Services;
Whereas; Resolution R-11-334 authorizes Washtenaw County, along with their OnBase reseller ImageSoft, to be the City's providers of OnBase Enterprise Content Management (ECM) services;
Whereas, The City is in need of additional OnBase software, including one-year of pre-paid maintenance, from Washtenaw County for a one-time payment of $63,546.00;
Whereas, ImageSoft Statement of Work #'s 13945, 13961 and 14003 accurately describe the City's additional OnBase software needs;
Whereas, Schedule 12 to the Interagency Agreement for Collaborative Technology and Services for additional OnBase software and maintenance for $63,546.00 has been developed to address this need;
Whereas, By entering into this agreement, the City of Ann Arbor continues to receive the benefits of previous agreements around Enterprise Content Management;
Whereas; The $63,546.00 in funds necessary for the City of Ann Arbor's share of this service are planned for and available in the FY2013 Information Technology Fund; and
Whereas; Upon approval of this resolution and execution of Schedule 12 to the Interagency Agreement for Collaborative Technology and Services, ImageSoft Statement of Work #'s 13945, 13961 and 14003, will be executed by Washtenaw County on the City of Ann Arbor's behalf;
RESOLVED, That City Council approve Schedule 12 to the Interagency Agreement for Collaborative Technology and Services with Washtenaw County as the provider and the City of Ann Arbor as subscriber, for additional OnBase software and maintenance;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Schedule 12 to the Interagency Agreement for Collaborative Technology and Services after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution without regard to fiscal year.