Laserfiche WebLink
Page 2 of 3 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org <br />Amendment No. 2 <br />On December 11, 2024, Amendment No. 2 was executed to authorize payments for prior years’ services, <br />extend the term through May 31, 2025, and increase the not-to-exceed amount by $52,275 for a total of <br />$282,275. <br />Amendment No. 3 (Proposed) <br />While the agreement expired on May 31, 2025, the City and Hyland continued to work together under the <br />same terms to maintain continuity of services. Amendment No. 3 formally renews the agreement, <br />authorizes payment of outstanding maintenance invoice LE01-388821, and extends the term to May 31, <br />2026. <br />ANALYSIS <br />City staff has used Hyland’s OnBase platform for contract management since 2018. Although the City is <br />transitioning to a new agenda management system, Hyland continues to provide essential support and <br />licensing for the contract management portion of the platform. <br />Amendment No. 3 ensures the City can maintain uninterrupted contract management support through <br />May 2026, providing stability while the City assesses longer-term solutions. The amendment authorizes <br />payment of an outstanding maintenance invoice for services covering June 1, 2025 through May 31, 2026. <br />FISCAL IMPACT <br />City staff seeks to increase the current agreement with Hyland by $31,559.20 with a total agreement <br />amount not to exceed $313,833.81. As referenced earlier, the Parties continued to work together to <br />ensure continuation of software maintenance services even after Amendment No. 2 had expired, and <br />Amendment No. 3 includes payment for services rendered and future services to be provided. Because <br />payment will occur after the prior contract expiration date of May 31, 2025, the total cost also reflects a <br />10% reinstatement fee assessed by Hyland for continuation of services. Funding for this agreement is <br />included in the department’s operating budget under the Information Technology program for Software <br />Maintenance and Support. <br />Original Agreement $150,000 January 24, 2018-March 24,2020 <br />Amendment No.1 $80,000 March 25, 2020-March 24, 2023 <br />Amendment No.2 $52,275 March 25, 2023-May 31, 2025 <br />Amendment No.3 (Proposed)$31,559.20 June 1, 2025-May 31, 2026 <br />Total $313,833.81 January 24, 2018-May 31, 2026 <br />7.H. - Page 2 of 62 <br />221