BOARD MEETING DATE: July 9, 2010
AGENDA NO. 16
PROPOSAL:
Authorize Purchase of Electronic Document Management System Upgrade and Migration
SYNOPSIS:
AQMD has used the LibertyNet Electronic Document Management System to manage critical documents since 1990. Hyland Software acquired Liberty IMS, the manufacturer of LibertyNet, in July 2008. Hyland Software is phasing out the LibertyNet product and replacing it with OnBase. Therefore, AQMD is upgrading to the OnBase product. This action is to authorize the purchase of OnBase licensing, service and support for one year; implementation and migration services; and replacement of server hardware. Funds ($207,061) for this expense are included in the FY 2010-11 Budget.
COMMITTEE:
Administrative, June 11, 2010, Recommended for Approval
RECOMMENDED ACTIONS:
Authorize the Procurement Manager to purchase OnBase licensing, service and one year of support from Hyland Software in the amount of $76,747.
Authorize the Executive Officer to execute a contract with Hyland Software for upgrade and data migration services in the amount of $75,000.
Authorize the Procurement Manager to execute a purchase order for six network computer server systems for the OnBase system from JPK Micro Supply in the amount of $55,314.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
AQMD has utilized LibertyNet software for its records imaging system, which has maintained the AQMD’s application and permit documents and other critical records since 1990. Total storage to date is over 2.5 million multi-page documents. In July 2008, Hyland Software acquired Liberty IMS, the manufacturer of LibertyNet software. Hyland Software is phasing out LibertyNet and replacing it with its parallel software product called OnBase, and has offered the AQMD equivalent free licenses to this product. OnBase is a Windows-based, menu-driven, document management system designed to store and retrieve critical documents in electronic format. The system can provide concurrent information to multiple workstations simultaneously. It has a flexible compound document structure where black and white or color images co-exist with text and data within a single document. It can natively store numerous types of documents such as Microsoft Word documents, Outlook emails, and PDFs. The system also includes document routing; and distribution offers ad-hoc, scheduled point-to-point, and broadcast distribution of documents. It contains a complete set of markup and annotation tools that allow users to add notes, comments and drawings to pages without compromising the original document’s integrity. The system has full network support so information can be distributed rapidly within an organization regardless of architecture, and can be customized without programmers. Finally, the system has an extension number of features to allow the secure display of documents on the AQMD’s internal and external websites.
The current Liberty system utilizes four Windows-based network servers that are approximately eight years old. These servers have reached their maximum capacities in disk space and CPU utilization, and are nearing end-of-life; they are no longer supported by the manufacturer.
Sole Source Justification
Section VIII.B.2 of the Procurement Policy and Procedure identifies circumstances under which a sole source purchase award may be justified. The purchases of Onbase license, service and support, and upgrade and data migration services for a sole source award are made under provision VIII.B.2.c.(2) and (3). The products and services are available from only the sole source; involve the use of proprietary technology; and use key contractor-owned assets for project performance.
Proposal
Hyland Software is the sole manufacturer and provider of OnBase software and is, therefore, the only source for its maintenance support licensing agreements. Staff recommends the purchase of OnBase software at zero cost (the list price of the software is $483,900) and the purchase of yearly subscription and support for AQMD’s record imaging system from Hyland Software at a cost of $76,747.
Furthermore, Hyland Software is the designer and owner of the special software required to convert the Liberty data to the OnBase format. Therefore, staff recommends the purchase of Onbase upgrade and data migration services from Hyland at a cost of $75,000.
Staff requested quotes from AQMD’s approved vendors list for six network servers required by the OnBase system (application server, database server, external web server, internal web server, and two file servers). Consideration included cost advantage, technical superiority, length of warranty, and services provided.
Bid Evaluation
In accordance with the AQMD’s Purchasing Policy and Procedure No. 35, bids were solicited from firms on the List of Prequalified Vendors to Provide Computer, Network, Printer Hardware and Software, and Purchase Desktop Computer Hardware Upgrades; master agreements; cooperative agreements; and other interagency agreements with governmental entities; in order to achieve the best available price for the Onbase servers configured as shown on Attachment A. The prequalified vendors list was approved by the Board on January 8, 2010, and is in effect for a period ending January 8, 2012. Of the fourteen vendors on the list, one was from a certified disabled veteran-owned, three were from women-minority-owned, seven were from certified minority-owned, and none were from a non-certified minority-owned business enterprise.
Three complete bids were received for six Onbase servers (see Attachment B); one vendor submitted a ‘No Bid’. JPK Micro Supply, Inc. submitted the lowest bid at $55,314, including sales tax. This action is to authorize the Procurement Manager to execute a purchase order for six network computer server systems for the OnBase system from JPK Micro Supply at a total cost of $55,314.
Resource Impacts
Sufficient funds are included in the FY 2010-11 Budget under Information Management Professional and Special Services ($161,000), and Information Management Capital Outlays ($65,000).
Attachments (EXE, 56K)
A - OnBase Server Configurations
B - Evaluation of Bids from Prequalified Vendors for OnBase Servers