Finance Committee — 10/20/2021 Page 3
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE ANNUAL
RENEWAL OF THE HYLAND ONBASE SOFTWARE SUPPORT SERVICES WITH HYLAND SOFTWARE, INC. IN AN
AMOUNT NOT TO EXCEED $52,663. FUNDING WILL BE THROUGH DEPARTMENT 122 INFORMATION
TECHNOLOGY; FUND: 54407 SOFTWARE MAINTENANCE, BY ROLL CALL
ON THE QUESTION
Kim Kleiner, Administrative Services Director
Good evening. Kim Kleiner, Director of Administrative Services. So this is an interesting situation. Deputy Director Nick
Miseirvitch and | have been reviewing all contracts that come up for software maintenance renewal. We've been looking
at them in depth. During that process, this contract came up. The invoice came in. We realized it was part of a five-year
agreement so this is actually an invoice for year three. We went back. We pulled the original contract addendum and we
looked to see where it had been approved by the board and we’re unable to locate where it had been. Because of that,
we're bringing it forward to you for approval so that we may pay the year three invoice. | think we’re doing our due
diligence as it is new to both Mr. Miseirvitch and | on many of these contracts. We're making sure that we are familiar with
them and that we are tracking them properly. Although many of these contracts are approved in our annual budget.
This particular contract is for our Risk Master software. This is essential to everything that our Risk Management does.
So all of our claims, all of our insurance policies, all of our data are within this software application. The yearly invoice is
for $31,365.92. Next year we will have another invoice for that amount according to the addendum and then upon
renewal of what we hope to be another five-year contract, we will bring that to you and to the full Board.
Alderman Klee
Thank you Director Kleiner. The only question that | have just more for the public’s knowledge as well as ourselves, those
past two years you Said that it did not come in front of the board so for the record could we get what the amount of those
two years were? Do you have that with you?
Kim Kleiner, Administrative Services Director
They were the same amount. It’s the same amount each year billed annually and you are right. So we cannot find where
the original five-year came in front of the board. They acted upon the past two years thinking that it had been. So
essentially we can only ask for approval from what | understand of this year’s invoice but we are rectifying the situation.
Alderman Klee
Mr. Mayor do we need to put something through even if it’s -— pardon my language — a posthumously for those previous
two years or just making that comment and that’s taking it that something happened and acknowledging it. Is that
adequate?
Mayor Donchess
So you can’t determine whether the Finance Committee five years ago passed this or not.
Kim Kleiner, Administrative Services Director
There is no record that they did so.
Mayor Donchess
Why doesn’t your motion just include those first two years?
Alderman Klee
Okay. So we will modify the motion to include this as well as the past two years of $52,663 each.
MOTION TO AMEND BY ALDERMAN KLEE TO ACCEPT, PLACE ON FILE AND APPROVE THE ANNUAL
RENEWAL OF THE HYLAND ONBASE SOFTWARE SUPPORT SERVICES AS WELL AS THE PAST TWO YEARS
OF $52,663 EACH WITH HYLAND SOFTWARE, INC. IN AN AMOUNT NOT TO EXCEED $52,663. FUNDING WILL
