Annual Maintenance Renewal

Department Office/Division/Program: Secretary of State, Maine State Archives Department Contract Administrator or Grant Coordinator: Kate McBrien, Maine State Archivist (If applicable) Department Reference #: n/a Amount: (Contract/Amendment/Grant) $41,073.48 Advantage CT / RQS #: 20240314000000001347 CONTRACT Proposed Start Date: 4/1/2024 Proposed End Date: 3/31/2025 AMENDMENT Original Start Date: Effective Date: Previous End Date: New End Date: GRANT Project Start Date: Grant Start Date: Project End Date: Grant End Date: Vendor/Provider/Grantee Name, City, State: Konica Minolta Business Solutions Dept AT 952823 Atlanta, GA, 31192-2823 Brief Description of Goods/Services/Grant: Annual maintenance renewal PART II: JUSTIFICATION FOR VENDOR SELECTION Check the box below for the justification(s) that applies to this request. (Check all that apply.) A. Competitive Process G. Grant B. Amendment H. State Statute/Agency Directed C. Single Source/Unique Vendor I. Federal Agency Directed D.

Proprietary/Copyright/Patents J. Willing and Qualified E. Emergency K. Client Choice F. University Cooperative Project L. Other Authorization DocuSign Envelope ID: 37CDA47F-4573-452A-AB8D-8C0E63855C01 DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES DIVISION OF PROCUREMENT SERVICES e) Rsv wu he) BENNO} Procurement Justification Form (PJF) REV 3/12/24 Page 2 of 3 Please respond to ALL of the questions in the following sections. PART III: SUPPLEMENTAL INFORMATION 1. Provide a more detailed description and explain the need for the goods, services or grant to supplement the response in Part I. The annual maintenance renewal is necessary for access and support to state records that have been scanned into the system. The annual maintenance renewal includes maintenance on (6) production document imaging (ISIS)(SMA), web and client servers (SMA), records management module, distributed disk services and document import processor, including renewal of licenses all are necessary for access and support. Part I amount also includes an extended support fee upgrading our version from OnBase EP1 to OnBase 24.1. 2. Provide a brief justification for the selected vendor to supplement the response in Part II. Reference the RFP number, if applicable. This vendor was selected by Secretary of State, Bureau of Motor Vehicles in 2013. In 2015 the Maine State Archives needed a program they could use to store scanned material for state agencies creating more room in our Records Center. 3. Explain how the negotiated costs or rates are fair and reasonable; or how the funding was allocated to grantee. The funding for the maintenance renewal has been part of our budget since we began using the program. The annual maintenance renewal fees have increased each year. 4. Describe the plan for future competition for the goods or services. Maine State Archives will continue to search for vendors that can provide the same quality of software but at this time we feel this vendor is our best option for continued access and support. PART IV: AMERICAN RESCUE PLAN ACT (ARPA) / MAINE JOBS & RECOVERY PLAN (MJRP) Does this request utilize ARPA/MJRP funds? Yes, MJRP funds (023) If Yes, please attach the approved Business Case(s). Yes, ARPA funds (025) If Yes, please be aware of the requirements from awarding federal agencies. No If No, proceed to Part V. PART V: CONFLICTS OF INTEREST (COI); CONTRACT WITH THE STATE Does the requesting Department signatory understand and acknowledge Maines COI Statute? Yes, the requesting Department understands and acknowledges MRS Title 5, 18-A, 2. DocuSign Envelope ID: 37CDA47F-4573-452A-AB8D-8C0E63855C01 https://legislature.maine.gov/statutes/5/title5sec18-A.html Procurement Justification Form (PJF) REV 3/12/24 Page 3 of 3 PART VI: APPROVALS The signatures below indicate approval of this procurement request. Signature of requesting Departments Commissioner (or designee): Typed Name: Katherine McBrien Date: 3/14/2024 Signature of DAFS Procurement Official: Typed Name: Date: DocuSign Envelope ID: 37CDA47F-4573-452A-AB8D-8C0E63855C01 3/25/2024Director of IT ProcurementJoseph Zrioka Vp" e- DocuSigned by: E Noseple Arriola EA813178102243C... 2024-03-25T07:16:21-0700 Digitally verifiable PDF exported from www.docusign.com