Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 25-260, approving and authorizing the County Executive to execute Amendment 4 to the Technology Solution Contract for an Electronic Content Management Solution with Open Text
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 5/23/25
PURPOSE: The purpose of this ECAF is to approve and execute Amendment 4 to the Technology Solution Contract for Electronic Content Management System (ECM) to acquire additional licenses for the Health Department and associated maintenance and support.
BACKGROUND: In 2015, Snohomish County retained consulting services from CRE8 to conduct a Document Management Study and provide recommendations, one of which was for PDS to implement an ECM. Implementation of an ECM would complement PDS’ services, allowing 24/7 customer access to information and records, and ensure secure, accurate and transparent records management. A contract was executed with OpenText for ECM implementation, which provides benefits to Snohomish County’s customers, provides gains in staff efficiencies through the streamlined electronic permitting process, and improves management of the millions of records maintained by PDS. The use of OpenText was expanded in 2020 to other departments, the contract was extended in 2021 for maintenance and support through 2024, Extended ECM and Intelligent Capture Enterprise was implemented in 2023, and additional licenses for PDS and the Airport were acquired in 2024.
The County needs to acquire 73 additional Extended ECM, X1 Standard Named User licenses for two different projects relating to the Health Department’s deployment of OpenText: the migration of archival public health records from the legacy “Insight” software platform, and replacing an end-of life custom developed software application “DAVE”, through use of a modernized service hosting public-facing septic records, such as as-builts and other related historical items. The cost to acquire the additional licenses is $54,829.06 plus applicable sales tax, and the cost for ongoing annual maintenance and support for the new licenses from June 1, 2025 through November 30, 2026 is $19,388.93 plus applicable sales tax.
Approval of this Amendment 4 will allow IT to acquire additional licenses for the Health Department and associated maintenance and support with fixed pricing through November 30, 2026.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
1253156303105 Insight Licenses (12) |
$12,200.22 |
0 |
$12,200.22 |
|
HD30532EH3105 DAVE Licenses EH Grant (61) |
$30,000.00 |
0 |
$30,000.00 |
|
HD30515EH3105 DAVE Licenses EH (61) |
$32,017.77 |
0 |
$32,017.77 |
|
Plus applicable sales tax |
|
|
|
|
TOTAL |
$74,217.99 |
0 |
$74,217.99 |
|
REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
|
|
|
|
|
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|
|
|
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Costs for additional licenses and annual maintenance fees will be funded by the Health Department in 2025. If needed, ongoing license support will be included in the 2027/2028 Biennial IT rate model and budget.
CONTRACT INFORMATION:
|
ORIGINAL |
X |
CONTRACT# |
|
AMOUNT |
$304,895 plus applicable sales tax |
|
AMENDMENT |
1 |
CONTRACT# |
|
AMOUNT |
$34,885.09 plus applicable sales tax |
|
AMENDMENT |
2 |
CONTRACT# |
|
AMOUNT |
$354,458.86 plus applicable sales tax |
|
AMENDMENT |
3 |
CONTRACT# |
|
AMOUNT |
$332,099.58 plus applicable sales tax |
|
AMENDMENT |
4 |
CONTRACT# |
|
AMOUNT |
$74,217.99 plus applicable sales tax |
Contract Period
|
ORIGINAL |
START |
10/26/2015 Motion 18-051 |
END |
11/30/2021 |
|
AMENDMENT 1 |
START |
12/1/2021 Motion 21-400 |
END |
11/30/2024 |
|
AMENDMENT 2 |
START |
1/1/2024 Motion 23-480 |
END |
11/30/2026 |
|
AMENDMENT 3 |
START |
12/1/2024 Motion 24-465 |
END |
11/30/2026 |
|
AMENDMENT 4 |
START |
6/1/2025 |
END |
11/30/2026 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Diane Baer 4/25/25) and Finance (Brian Haseleu 5/23/25)
Contract documents have been reviewed by the PA, though approval as to Form cannot be provided because PDS and the vendor did not previously properly manifest their intent to amend the original start date to December 1.