title
APPROVE MOTION TO EXECUTE A THREE-YEAR AGREEMENT WITH NAVIANT, LLC. FOR HYLAND ONBASE IN AN AMOUNT NOT TO EXCEED $149,490
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the Interim City Manager to execute a three-year contract between the City of Stockton (City) and Naviant, LLC. (Naviant) for Hyland OnBase System (OnBase) in an amount not to exceed $149,490;
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
3. It is further recommended that the Interim City Manager be authorized and directed to make any and all expenditures on behalf of the City as appropriate and necessary to carry out the purpose and intent of this motion.
body
Summary
Seven departments use OnBase for electronic document storage and retrieval (City Clerk, Administrative Services, Public Works, Economic Development, Municipal Utilities, Community Development, and the Police Department). The OnBase software stores digital copies of invoice payments, checks, procurement requisitions, contracts, permits, drawings, plans, etc. The City is investing in a more comprehensive and strategic approach to electronic document management that uses the new Tyler Munis ERP document management system for financial documents, but it will not eliminate the need for storing historical records or ongoing usage for storing documents such as permits, drawings, plans, and other non-financial records.
The Police Department (PD) uses the OnBase software for scanning in the record division and will need to maintain, service and support the software. This is important for the extensive record keeping for PD. This will continue to be the most cost-effective tool, in comparison to a new service and implementation.
Staff is recommending continuing with Naviant as a single source three-year purchase for the OnBase software used specifically for PD, for a total amount not to exceed of $149,490.
DISCUSSION
Background
Seven departments (City Clerk, Administrative Services, Public Works, Economic Development, Municipal Utilities, Community Development, and Police Department) use OnBase to image, store, and retrieve documents and historical records. This software solution is purchased through Naviant, a reseller of OnBase Online.
In the last few years, the City implemented a new ERP system that has reduced the storage requirements and investment needed for a document management system such as OnBase, but it will not eliminate the need for storing historical records or ongoing usage for storing permits, drawings, plans, and other non-financial records.
Present Situation
The most recent agreement for PD with Naviant expires on July 31, 2025. Staff is recommending that Council adopt findings to support an exception to the competitive bidding requirements for a sole source purchase agreement with Naviant. Approval of the agreement with Naviant will ensure the City’s current hosted document management system is licensed and maintained.
The software upholds the documentation for the record division. PD and the Information Technology Department (IT) are currently working on an upgrade to replace the current scanning process with Kofax to OnBase.
Findings:
Stockton Municipal Code section 3.68.070(A)(4) provides an exception to the competitive bidding process for sole source vendors in cases where the City Council has approved findings that support and justify the exception. The findings are as follows:
1. The City has a continued need for an electronic document management system for a wide variety of documents including financial and non-financial documents.
2. Naviant is the only authorized distributor in Northern California for the OnBase software system. Naviant is the only vendor that offers maintenance, service, and support for the OnBase software and scanning equipment together.
3. The purchase of OnBase is required for business continuity within the Department to image and retrieve documents.
4. The solution is cost-effective compared to other solutions, and due to its extensive integration with existing City systems, switching to another solution would be cost-prohibitive.
FINANCIAL SUMMARY
The total proposed cost for the three (3) year agreement with Naviant shall not exceed $149,490. These funds are available in the FY 2025-26 Police Department’s Technical Support Telecommunications Software General Fund.
Attachment A - Naviant Renewal Agreement