For City Council Meeting August 11, 2026
TO: Honorable Mayor and City Council
APPROVED: Tanya Williams, City Manager
FROM: Barbara A. McGee, City Clerk
Title
Request City Council to: (1) Approve a 5-Year Subscription Renewal in the Amount of $330,964.31 with Blue Iris IQ, a Konica Minolta Division for Records Management; and (2) Authorize the City Manager or Designee to Execute all Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1) Approve a 5-Year Subscription Renewal in the Amount of $330,964.31 with Blue Iris IQ, a Konica Minolta Division; and
2) Authorize the City Manager or Designee to execute all documents.
BACKGROUND
The City Clerk’s Office has used the OnBase System for City-wide records management since 2010, scanning paper documents and importing digital files into the centralized records management system. The system stores active files in a secure digital repository and preserves and archives records safely for long-term compliance. Retrieval of stored documents such as Resolutions, Ordinances, Minutes and Agreements is accessible to staff in all departments.
In 2020, the OnBase System was moved to Hyland’s cloud-based hosting services for improved automated updates, stronger security and removed the need for physical hardware. OnBase was upgraded to the latest recommended version in August 2024 to optimize operational efficiency and ensure long-term technical compatibility.
ANALYSIS/DISCUSSION
Historically, the subscription for OnBase renews annually plus 10%
BlueIris IQ presented a 5-year renewal option where the subscription rate will lock in an increase of only 5% each year, resulting in $52,120.95 in savings over the 5-year period.
ENVIRONMENTAL IMPACT
This request is not a Project as defined by Section 15378 of the California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Pursuant to Section 15378 (b)(5), a project does not include organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A of the General Plan: Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney's Office has reviewed the staff report.
FINANCIAL IMPACTS
Operating Budget Impact
Funding is budgeted in City Clerk Subscription Account Number 10103150 52070, for Fiscal Year 2026/2027 Subscription Renewal for Hyland OnBase.
ATTACHMENTS
1. 5-Year Subscription Renewal