Agenda 01/09/2024 Item #16E 3 (2nd Amendment to Contract #19-072-NS for the County's Enterprise Content Management System)01/09/2024
EXECUTIVE SUMMARY
Recommendation to approve a Second Amendment to Agreement No. 19-072-NS with Hyland Software, Inc.,
the provider of the County’s Enterprise Content Management System, in the amount of $68,220 to install
and configure an upgrade to the Hyland software, and to authorize the Chairman to sign the attached
Amendment.
OBJECTIVE: To configure and install upgraded software to bring the Enterprise Content Management System
(“ECMS”) up to the latest version offered by Hyland Software, Inc.
CONSIDERATIONS: The Board of County Commissioners (“Board”) approved Agreement No. 19-072-NS with
Hyland Software, Inc. on October 8, 2019, to provide the ECMS software for the County, inclusive of OnBase
products. The ECMS software provides an indexed and searchable archive for the County’s electronic files and
included some training from the vendor when it was purchased. However, due to staff turnover, there is currently
no one on County staff trained on the back-end and configuration. The IT Division recently assumed responsibility
for this project and found that the software requires a much-needed upgrade. Since there is no expertise within the
County to ensure the upgrade is conducted properly, the additional services tasked in the proposed Second
Amendment are necessary to ensure the software will function at its peak performance when the upgrade is
completed.
FISCAL IMPACT: The cost of the upgrade and configuration of the software is a one-time estimated payment of
$68,220 and would be paid from the IT Division budget in Fund 5005. Previously approved annual payments and
annual 3% increases will continue, as set forth in the Agreement and First Amendment.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for
Board approval. -SRT
RECOMMENDATION: That the Board approves the attached Second Amendment to Agreement No. 19-072-NS
with Hyland Software, Inc., provider of the County’s ECMS, in the amount of $68,220, to install and configure an
upgrade to the Hyland software, and to authorize the Chairman to sign the attached Amendment.
Prepared by: Mark Gillis, Division Director, Information Technology.
ATTACHMENT(S)
1. 19-072-NS-Hyland_Contract_ FullyExe-1 (PDF)
2. 19-072-NS Hyland Software Inc._Amend#1_Fully Executed (PDF)
3. 19-072-NS Hyland ExecSum Upgrade - 10.25.23 (DOCX)
4. 19-072-NS 2nd Amendment_Hyland_VendorSigned (PDF)
16.E.3
Packet Pg. 1023
01/09/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doc ID: 27418
Item Summary: Recommendation to approve a Second Amendment to Agreement No. 19-072-NS with Hyland
Software, Inc., the provider of the County’s Enterprise Content Management System, in the amount of $68,220 to
install and configure an upgrade to the Hyland software, and to authorize the Chairman to sign the attached
amendment.
Meeting Date: 01/09/2024
Prepared by:
Title: Division Director - Information Technology – Information Technology
Name: Mark Gillis
12/05/2023 4:09 PM
Submitted by:
Title: Division Director - Information Technology – Information Technology
Name: Mark Gillis
12/05/2023 4:09 PM
Approved By:
Review:
Information Technology Mark Gillis Director Review Completed 12/06/2023 9:56 AM
Procurement Services Sandra Srnka Level 1 Purchasing Gatekeeper Completed 12/06/2023 9:58 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 12/06/2023 10:01 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 12/06/2023 10:16 AM
Corporate Business Operations Kenneth Kovensky Corporate Business Operations Review Completed 12/12/2023 4:00 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 12/13/2023 8:20 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/13/2023 4:23 PM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 01/02/2024 8:33 AM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 01/02/2024 9:06 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 01/09/2024 9:00 AM
16.E.3
Packet Pg. 1024
16.E.3.aPacket Pg. 1025Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1026Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1027Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1028Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1029Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1030Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1031Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1032Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1033Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1034Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1035Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1036Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1037Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1038Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1039Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1040Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1041Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1042Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1043Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1044Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1045Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1046Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1047Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1048Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1049Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1050Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1051Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1052Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1053Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1054Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1055Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1056Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1057Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1058Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1059Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1060Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1061Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1062Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.aPacket Pg. 1063Attachment: 19-072-NS-Hyland_Contract_ FullyExe-1 (27418 : Hyland - Onbase Contract Addendum 2)
DocuSign Envelope ID: 942E85EF-722D-4DA9-AC03-E5457BE4C818
23 April
DocuSign Envelope ID: 5992681E-D2E6-426A-8E5F-1FB34E456917
16.E.3.b
Packet Pg. 1064 Attachment: 19-072-NS Hyland Software Inc._Amend#1_Fully Executed (27418 : Hyland - Onbase Contract Addendum 2)
DocuSign Envelope ID: 942E85EF-722D-4DA9-AC03-E5457BE4C818
xxxxxxxxxxxxxx
April 23, 2021 | 09:28:38 EDT
Noreen B. Kilbane
April 23, 2021 | 10:07:57 EDT
Chief Administrative Officer
DocuSign Envelope ID: 5992681E-D2E6-426A-8E5F-1FB34E456917
4/23/2021
4/23/2021Scott Teach
16.E.3.b
Packet Pg. 1065 Attachment: 19-072-NS Hyland Software Inc._Amend#1_Fully Executed (27418 : Hyland - Onbase Contract Addendum 2)
EXECUTIVE SUMMARY
Recommendation to approve a Second Amendment to Agreement No. 19-072-NS with Hyland
Software, Inc., the provider of the County’s Enterprise Content Management System, in the amount
of $68,220 to install and configure an upgrade to the Hyland software., and to authorize the Chairman
to sign the attached amendment.
OBJECTIVE: To configure and install upgraded software to bring the Enterprise Content Management
System up to the latest version offered by Hyland Software, Inc.
CONSIDERATIONS: The Board approved Agreement No. 19-072-NS with Hyland Software, Inc. on
October 8, 2019 to provide the Enterprise Content Management System (“ECMS”) software for the County,
inclusive of OnBase products. The ECMS software provides an indexed and searchable archive for the
County’s electronic files and included some training; but due to staff turnover, there is currently no one on
staff trained on the back end and configuration. The IT Division recently assumed responsibility for this
project and found that the software requires a much-needed upgrade. Since there is no expertise within the
County to insure the upgrade is conducted properly, the additional services tasked in the proposed Second
Amendment are necessary to make sure the software will function at its peak performance when the upgrade
is completed.
FISCAL IMPACT: The costs of the upgrade and configuration of the software is a one -time estimated
payment of $68,220 and would be paid for out of the IT Division budget. Previously approved annual
payments and annual 3% increase will continue as set forth in the Agreement and First Amendment.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with this
action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. —SRT
RECOMMENDATION: That the Board approve the attached Second Amendment to Agreement No. 19-
072-NS with Hyland Software, Inc., provider of the County’s Enterprise Content Management System, in
the amount of $68,220, to install and configure an upgrade to the Hyland software., and to authorize the
Chairman to sign the attached Amendment.
Prepared by: Mark Gillis, Division Director, Information Technology.
16.E.3.c
Packet Pg. 1066 Attachment: 19-072-NS Hyland ExecSum Upgrade - 10.25.23 (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.dPacket Pg. 1067Attachment: 19-072-NS 2nd Amendment_Hyland_VendorSigned (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.d
Packet Pg. 1068 Attachment: 19-072-NS 2nd Amendment_Hyland_VendorSigned (27418 : Hyland - Onbase Contract Addendum 2)
16.E.3.dPacket Pg. 1069Attachment: 19-072-NS 2nd Amendment_Hyland_VendorSigned (27418 : Hyland - Onbase Contract Addendum 2)