OCRC Scope of Work - Hyland OnBase Annual License Renewal RFQ.pdfOCRC Scope of Work - Hyland OnBase Annual License Renewal RFQ.pdf

Commissioners Valerie A. Lemmie, Chair Lori Barreras William Patmon, III Vernon Sykes Charlie Winburn

Rhodes State Office Tower 30 E. Broad St., 5th Floor Columbus, OH 43215

Phone: 614 | 466 2785 Toll Free: 888 | 278 7101 TTY: 800 | 750 0750 English

TTY: 888 | 269 0678

Spanish

The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services

REQUEST FOR QUOTATION

Scope of Work (SOW):

Hyland OnBase Annual Software License Renewal

1. Purpose The Ohio Civil Rights Commission (“OCRC”) is seeking a qualified and authorized Hyland OnBase reseller or partner to provide the annual renewal of the agency's existing Hyland OnBase software licenses and subscriptions. OnBase is OCRC's mission-critical enterprise content management and case management system.

The selected vendor shall provide all required license entitlements for the quantities and modules identified in this Scope of Work for a one (1) year license term, and shall ensure continuity of licensing without interruption to OCRC operations.

2. Background OCRC utilizes Hyland OnBase as its enterprise content management and case management system to support the agency's mission of enforcing Ohio's civil rights laws. The system serves as the agency's central repository for case records and documents while supporting business workflows, electronic forms, document generation, reporting, integrations, and other critical business processes.

OCRC currently supports approximately 85 active users. The purpose of this solicitation is for software license/subscription renewal only. Vendors shall quote the Hyland modules, quantities, and part numbers listed below and shall not substitute products without prior written approval from OCRC.

Required Hyland OnBase Licenses and Modules

Module Name Qty Hyland Part Number

Enterprise Document Composition 1 BDIPI1_SUBS

Named User Client 85 CTIPN_SUBS

Production Document Imaging (Kofax or Twain) (1) 1 DIIPW1_SUBS

Production Document Imaging (Kofax or Twain) (2+) 1 DIIPW2_SUBS

EDM Services 1 DMIPI1_SUBS

Document Packaging & Delivery (0-1000 packets) 1 INVIPI_SUBS

Multi-User Server 1 OBIPW1_SUBS

Integration for Microsoft Outlook 1 OUTIPI1_SUBS

PDF Framework 1 PDFIPI1_SUBS

Reporting Dashboards 1 RHIPI1_SUBS

Mailbox Importer 1 SSIPW1_SUBS

Unity Client Server 1 UCSIPI1_SUBS

Unity Integration Toolkit 1 UIIPI1_SUBS

Web Server 1 WTIPW1_SUBS

WorkView Integration for Microsoft Outlook 1 WVOIPI1_SUBS

Workflow/WorkView NAMED Client SL 30 WWIPN_SUBS

Workflow/WorkView NAMED Client SL 30 WWIPN_SUBS

Workflow/WorkView NAMED Client SL 25 WWIPN_SUBS

Lori Barreras William Patmon, III Vernon Sykes Charlie Winburn

Rhodes State Office Tower

TTY: 800 | 750 0750 English

TTY: 888 | 269 0678

Spanish

The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services

Note: The three Workflow/WorkView NAMED Client SL line items total 85 named client licenses. Quantities and part numbers above reflect OCRC’s provided renewal requirements.

3. Scope of Services The selected vendor shall provide all products and services necessary to renew OCRC’s existing Hyland OnBase licensing for the specified one-year term.

3.1 License Renewal

• Provide renewal of all Hyland OnBase licenses/subscriptions identified in Section 2 at the stated quantities and part numbers.

• Ensure all licenses are valid, current, and properly associated with OCRC’s existing Hyland OnBase environment.

• Coordinate with Hyland, as necessary, to process the renewal and maintain uninterrupted licensing.

• Notify OCRC in writing before fulfillment of any required product, SKU, packaging, or licensing-model change that affects the quoted items.

3.2 License Entitlement and Continuity

• Ensure the renewal does not reduce OCRC’s existing licensed functionality or authorized user quantities.

• Ensure license entitlements remain available for OCRC’s production environment throughout the full renewal term.

• Provide any license files, entitlement updates, registration information, or activation information required to maintain system operation.

• Coordinate resolution of any licensing or entitlement issue attributable to the renewal.

3.3 Software Maintenance and Support Entitlements

• Identify any Hyland software maintenance, subscription, or support entitlement included with each quoted license.

• Clearly identify any required maintenance or support component that is not included in the base renewal price.

• Ensure OCRC retains access to applicable Hyland software updates, releases, and support entitlements associated with the purchased subscriptions, where included by Hyland.

3.4 Renewal Validation

• Provide confirmation that the renewal has been successfully processed.

• Verify the renewed license quantities and module entitlements against the requirements in Section 2.

• Promptly correct any discrepancy between the awarded quotation and the licenses provisioned.

3.5 Documentation and Coordination

• Provide OCRC with final license/entitlement documentation and renewal confirmation.

• Provide a primary vendor contact for licensing questions and issue resolution.

• Coordinate directly with OCRC staff and Hyland, when necessary, to resolve renewal-related matters.

4. Deliverables The successful vendor shall provide, at minimum:

• All Hyland OnBase license/subscription renewals identified in Section 2.

Lori Barreras William Patmon, III Vernon Sykes Charlie Winburn

Rhodes State Office Tower

TTY: 800 | 750 0750 English

TTY: 888 | 269 0678

Spanish

The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services

• Confirmation of the effective start and end dates of the renewal term.

• License or entitlement documentation showing modules and quantities renewed.

• Any required license files, activation information, or registration updates.

• Documentation of included software maintenance/support entitlements.

• Final itemized invoice consistent with the awarded quotation.

5. Vendor Qualifications Vendors must demonstrate:

• Current authorization to sell or renew the specified Hyland OnBase products.

• Current Hyland OnBase partnership/reseller status, where applicable.

• Experience providing Hyland OnBase licensing or subscription renewals.

• Ability to coordinate directly with Hyland regarding licensing and entitlement issues.

• Ability to provide the exact products, quantities, and part numbers specified by OCRC.

6. Term of Contract

• Initial term: One (1) year.

• The effective license period shall be identified in the vendor’s quotation and coordinated with OCRC to avoid any lapse in licensing.

• Any future renewal shall be subject to agency need, available funding, applicable State of Ohio procurement requirements, and a separate authorized purchase or agreement.

7. Pricing Requirements Vendors shall provide itemized pricing for each license/module listed in Section 2. Pricing shall include:

• Module/product name.

• Hyland part number.

• Quantity.

• Unit price, where applicable.

• Extended price for each line item.

• Any required maintenance, subscription, or support charges.

• Any applicable fees.

• Total annual renewal cost.

Pricing shall identify all assumptions, exclusions, optional items, and any proposed product substitutions.

OCRC will not be responsible for charges not included in the awarded quotation and authorized through the applicable State of Ohio purchasing process.

8. Submission Requirements Vendors shall submit the following in OhioBuys:

• Company profile and primary point of contact.

• Hyland partnership/reseller or other authorization status.

• Itemized pricing proposal for all required modules and quantities.

Lori Barreras William Patmon, III Vernon Sykes Charlie Winburn

Rhodes State Office Tower

TTY: 800 | 750 0750 English

TTY: 888 | 269 0678

Spanish

The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services

• Proposed license effective dates.

• Description of included maintenance/support entitlements.

• Identification and explanation of any exceptions, assumptions, or substitutions.

• Confirmation that the vendor can provide all required licenses without interruption to OCRC’s existing OnBase environment.

9. Evaluation Criteria Quotations will be evaluated based on:

• Responsiveness to the license and module requirements.

• Ability to provide the specified Hyland products and quantities.

• Hyland authorization/partnership status and licensing experience.

• Cost and overall value to the State of Ohio.

• Clarity and completeness of pricing.

• Ability to ensure timely renewal and avoid interruption of OCRC’s OnBase licensing.

10. Terms and Conditions OCRC reserves the right to reject any or all quotations.

OCRC reserves the right to request clarification or additional information.

OCRC reserves the right to negotiate scope or pricing, as permitted by applicable procurement requirements.

OCRC reserves the right to award to the vendor determined to provide the best overall value to the State of Ohio.

All costs incurred in responding to this RFQ are the responsibility of the vendor.

The selected vendor must comply with all applicable State of Ohio policies and procedures.

All purchases and work shall comply with applicable State of Ohio procurement requirements.

11. Point of Contact Joshua Rader, CFO/CIO Ohio Civil Rights Commission 30 E. Broad Street, 5th Floor Joshua.Rader@civ.ohio.gov 614-735-5829