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6.1.1. - Page 1 <br />REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br />January 22, 2018 <br />SUBJECT <br />Agenda and Contract Management System Agreement <br />RECOMMENDATION <br />By motion, authorize the City Manager to enter into an agreement with Hyland Software <br />for the purchase of their OnBase Agenda and Contract Management system, SIRE <br />Conversion services, and training, at a cost not to exceed $150,000 <br />BACKGROUND <br />In April 2010, Redwood City purchased and began using the SIRE Technologies (SIRE) <br />agenda management system, which included agenda and minutes automation. <br />Approximately two years later, the City added the contract management function to the <br />SIRE system. <br />In August 2012, Hyland Software (Hyland) purchased SIRE. At that time, Hyland began <br />asking SIRE customers to convert to their existing OnBase Agenda and Contract <br />Management solution (OnBase). New development of the SIRE product all but ceased, <br />and support became more difficult as Hyland focused their resources on the new <br />OnBase solution. <br />Over the last several years, availability of SIRE support staff has continued to decrease, <br />while complications with SIRE persisted. Hyland told City staff that there would be no <br />more development of or software patches available for SIRE, and that support of SIRE <br />would be completely discontinued over the next few years. <br />ANALYSIS <br />Over the course of 2016, City staff sought alternatives to the SIRE system. In May <br />2017, the City released an RFP by formal solicitation to replace the SIRE Agenda and <br />Contract Management system. <br />Five vendors responded to the RFP: Granicus ($100,000 bid); Hyland Software <br />($98,000 bid); Novus Solutions ($65,000 bid); Prime Government Solutions ($105,000 <br />bid); and Provox Solutions ($80,000 bid). Two of the vendors, Granicus and Novus <br />