Summary Sheet- RFCA SUMMARY

CITY OF TEMPE
Meeting Date: 4/30/2026  
REQUEST FOR COUNCIL ACTION
Agenda Item: 7B10
ACTION: Approve the utilization of a three-year Sourcewell cooperative contract with Hyland Software, 
Inc. for maintenance and support services for the City’s document management software solution.
FISCAL IMPACT:  Total value of this contract will not exceed $971,756. Sufficient funds have been 
appropriated in the General Fund, Cost Center 1971 (Information Technology Administration), for 
anticipated expenditures during the current fiscal year and future fiscal years, contingent upon City 
Council approval of the City’s annual budget.
RECOMMENDATION:  Approve the contract utilization.
 
BACKGROUND INFORMATION:  (IT21-117-01) On May 27, 2021, City Council approved a three-
year utilization of a Sourcewell cooperative contract for the purchase and implementation of a document 
management software solution (On Base). The purpose of this acquisition was to replace the prior 
document management and agenda management solutions which had reached the end of vendor 
support and needed updated functionality. The implementation was successful and now staff is seeking 
Council approval to renew the ongoing maintenance and support agreement.  
Please refer to the table below for a review of the pricing for this contract:
Services
Pricing
Year 1 Hosting Fees
$279,084.00
Year 2 Hosting Fees
$290,248.00
Year 3 Hosting Fees
$301,857.00
Total
$871,189.00
Contingency
$30,000.00
Estimated Sales Tax
$70,567.00
Grand Total 3-Year Price
$971,756.00
Contractor Performance
Staff rated the performance of the Contractor as follows:
Hyland Software, Inc.
Criteria
Meets Contract 
Requirements
Does Not Meet 
Requirements
Contract personnel are responsive
X
The quality of products or services delivered
X
Timeliness of performance
X
Follow-up in resolving complaints or problems
X
Promptness and accuracy of pricing on invoices
X

2
Renewal Pricing
This three-year pricing represents an increase of 3.5% percent from the previous year’s pricing. Firm 
fixed pricing was negotiated with Hyland for the next three years and will be paid annually.
Sourcewell is a cooperative organization based in Minnesota that offers cooperative procurement 
solutions to government entities. Participation is open to federal, state/province, and municipal 
government entities, higher education, K-12 education, nonprofit, tribal government, and other public 
entities located in the United States and Canada. The sole purpose of this cooperative is to reduce 
procurement costs by leveraging group volume.
ATTACHMENTS: N/A
STAFF CONTACT(S): Jared Morris, Information Technology Director, (480) 350-8090
Department Director:  Laura Calder, Financial Services Director  
Legal review by:  Dave Park, Senior Assistant City Attorney
Prepared by:  Alicia Ruiz, Procurement Officer