8.A.
City Council Meeting - FINAL
- Meeting Date:
- 06/02/2026
- Co-Submitter:
- Shawn Armour
- From:
- Theresa Wigley, IT Admin Services and Project Coordinator
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract No. 2026-198 with DataBank IMX, LLC for Hyland OnBase Subscription Services
STAFF RECOMMENDED ACTION:
- Approve Cooperative Purchase Contract No. 2026-198 with DataBank IMX, LLC for a three-year Hyland OnBase Enterprise subscription in an amount not to exceed $164,702.51.
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
Staff recommends approval of a cooperative purchase contract with DataBank IMX, LLC for a three-year Hyland OnBase Enterprise subscription. The subscription supports continued use of the City’s on-premises Hyland OnBase document and content management system.
The purchase uses Region 4/OMNIA Partners Public Sector Contract No. R240307 with Hyland Software for software solutions and services. DataBank IMX, LLC is an authorized vendor of Hyland Software products under the cooperative contract.
The purchase uses Region 4/OMNIA Partners Public Sector Contract No. R240307 with Hyland Software for software solutions and services. DataBank IMX, LLC is an authorized vendor of Hyland Software products under the cooperative contract.
Financial Impact:
Project Name: DataBank IMX, LLC for Hyland OnBase Subscription Services
Cost: $164,702.51 (FY2026-27 - $50,981.61, FY2027-28 - $54,805.29 and FY2028-29 - $58,915.61)
Account Number Budgeted: 001-01-014-0041-1-4231
FY2026-27 Budgeted Amount: $50,982
Grant Funded: No
Funding Source: General Fund
Cost: $164,702.51 (FY2026-27 - $50,981.61, FY2027-28 - $54,805.29 and FY2028-29 - $58,915.61)
Account Number Budgeted: 001-01-014-0041-1-4231
FY2026-27 Budgeted Amount: $50,982
Grant Funded: No
Funding Source: General Fund
Policy Impact:
None.
Previous Council Decision or Community Discussion:
Council previously approved a DataBank contract for Hyland OnBase services on April 19, 2022. This current contract continues the City’s use of Hyland OnBase through DataBank IMX, LLC for enterprise document and content management services.
Options and Alternatives to Recommended Action:
1. Approve Cooperative Purchase Contract No. 2026-198 with DataBank IMX, LLC for the Hyland OnBase Enterprise subscription services; or
2. Do not approve the cooperative purchase contract and discontinue or delay continued subscription services for the City’s Hyland OnBase enterprise document management system.
2. Do not approve the cooperative purchase contract and discontinue or delay continued subscription services for the City’s Hyland OnBase enterprise document management system.
Background and History:
The City of Flagstaff utilizes the Hyland OnBase platform as its enterprise document and content management system to support digital document storage, workflow management, records retention, and operational efficiency across City divisions. The system supports daily business operations by allowing staff to securely store, retrieve, and manage electronic records and documents in a centralized environment.
Council previously approved a DataBank contract for Hyland OnBase services on April 19, 2022. This contract continues the City’s subscription services with DataBank IMX, LLC to maintain uninterrupted access to the Hyland OnBase Enterprise platform and associated support services.
The proposed agreement provides a three-year subscription for the City’s on-premises Hyland OnBase Enterprise solution through June 30, 2029. Continued use of the platform supports ongoing modernization of City business processes through electronic workflows and reduced reliance on paper records and physical document storage.
The purchase will utilize Region 4/OMNIA Partners Public Sector Contract No. R240307, which was competitively solicited for software solutions and services. DataBank IMX, LLC is an authorized reseller and service provider under the cooperative purchasing agreement, allowing the City to leverage competitively procured pricing and streamlined procurement processes.
Council previously approved a DataBank contract for Hyland OnBase services on April 19, 2022. This contract continues the City’s subscription services with DataBank IMX, LLC to maintain uninterrupted access to the Hyland OnBase Enterprise platform and associated support services.
The proposed agreement provides a three-year subscription for the City’s on-premises Hyland OnBase Enterprise solution through June 30, 2029. Continued use of the platform supports ongoing modernization of City business processes through electronic workflows and reduced reliance on paper records and physical document storage.
The purchase will utilize Region 4/OMNIA Partners Public Sector Contract No. R240307, which was competitively solicited for software solutions and services. DataBank IMX, LLC is an authorized reseller and service provider under the cooperative purchasing agreement, allowing the City to leverage competitively procured pricing and streamlined procurement processes.
Connection to PBB Priorities and Objectives:
High Performing Governance:
- Serve the public by providing high quality customer service.
- Implement and communicate innovative and efficient local government programs, new ideas, and best practices.
- Provide exceptional service.
Connection to Regional Plan:
- Chapter IV – Environmental Planning & Conservation, Policy E.1.7: Supports resource conservation through electronic document management and reduced paper consumption.
Connection to Carbon Neutrality Plan:
- Consumption, Strategy SC-2: Encourage sustainable consumption through implementation of electronic document management and digital workflows that reduce paper consumption and physical records storage.
Connection to 10-Year Housing Plan:
None
Connection to Division Specific Plan:
- Providing secure tools to City employees