Hyland OnBase Annual Software License Renewal

The Ohio Civil Rights Commission is requesting quotations for the annual renewal of Hyland OnBase software licenses, a mission-critical enterprise content management and case management system, with quotations due September 24, 2026.

The vendor must be a qualified and authorized Hyland OnBase reseller or partner. The scope requires renewal of 14 distinct Hyland OnBase modules with specified quantities and part numbers, including 85 Named User Client licenses, 55 total Workflow/WorkView NAMED Client SL licenses, and supporting modules (Enterprise Document Composition, Production Document Imaging, EDM Services, Multi-User Server, Integration for Microsoft Outlook, PDF Framework, Reporting Dashboards, Mailbox Importer, Unity Client Server, Unity Integration Toolkit, Web Server, and WorkView Integration for Microsoft Outlook). OCRC currently supports approximately 85 active users. The contract term is one year, with license effective dates to be coordinated with OCRC to prevent service interruption.

Vendors must submit itemized pricing through OhioBuys, including unit prices, extended prices, maintenance or support charges, and total annual renewal cost, along with company profile, Hyland partnership or reseller authorization status, proposed license effective dates, and descriptions of included maintenance and support entitlements. Evaluation criteria include responsiveness to requirements, ability to provide specified Hyland products, vendor authorization and experience, cost and overall value, pricing clarity and completeness, and ability to ensure timely renewal without service interruption. OCRC reserves the right to reject any or all quotations, request clarification, negotiate scope or pricing, and award to the vendor offering the best overall value. The selected vendor must comply with all applicable State of Ohio policies and procedures and the Ohio Department of Administrative Services Standard Terms and Conditions. Joshua Rader, CFO/CIO of OCRC, is the point of contact at Joshua.Rader@civ.ohio.gov or 614-735-5829.