Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 26-405, approving and authorizing execution of the Software as a Service (Saas) Agreement with Concourse Tech Inc. for a Judicial Court Management System
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Thomas Teigen 10/7/26
PURPOSE: The purpose of this ECAF is to approve and authorize execution of a Software as a Service (SaaS) Agreement for a judicial court management system for the Office of Hearings Administration (OHA).
BACKGROUND: OHA encompasses three lines of business: Hearing Examiner, Boundary Review Board, and Board of Equalization. The Hearing Examiner is the office Administrator and supervises the three clerks who support these lines of business. The clerks manage the storage and retention of case files for land use and annexation cases as well as appeals of other departmental decisions (Code Enforcement, Auditor-Animal Services, Solid Waste, Health Department, and Assessor). Clerks also manage the calendars for all associated case events. Currently, there is no comprehensive case management system; instead, the clerks create and store case files in network directories, schedule and track hearings and case events within Outlook and Zoom, and log data and case outcomes in Excel. Additionally, Outlook is used for most written communication with parties and some records are also maintained there. The County published RFP-26-0677BC-S to solicit proposals for a new electronic case management system and Concourse Tech Inc. was selected by the Snohomish County evaluation committee as submitting the highest-ranking proposal to provide this new judicial court management system. The cost for the services, including initial implementation of the system, and annual subscription shall not exceed $375,000.00 plus applicable sales tax over the initial five-year contract term. The Agreement may be extended in five-year terms for the duration of the County’s use of the system. Hearings Administration is requesting expedited handling because they are now more than one year behind the original scheduled completion date. The prior contractor had been scheduled to finish in August 2025 but was unable to fulfill the contract resulting in termination. Expedited handling would allow for completion in the spring or early summer of 2027, giving county residents on-line ready access to Hearing Examiner records they currently do not have. It would also allow adequate time for testing and implementation before next summer’s 60-day window for appealing the Assessor’s valuations to the Board of Equalization.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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505-5148914801 |
$75,000 |
$75,000 |
$375,000 |
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Plus applicable sales tax |
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TOTAL |
$75,000 |
$75,000 |
$375,000 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Budgeted funds sufficient for implementation and ongoing subscription are included in IT’s adopted 2025-2026 biennial budget, and ongoing costs are included in the IT 2027-2028 biennial budget request.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$375,000 plus applicable sales tax |
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AMENDMENT |
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CONTRACT# |
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AMOUNT |
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Contract Period
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ORIGINAL |
START |
Upon execution |
END |
5 years from acceptance |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEWCOMMENTS: Reviewed/approved by Risk Management (Tonya Woldridge 10/7/26), Finance (Nathan Kennedy 10/7/26), and the Prosecuting Attorney’s Office as to form only (Rebecca Wendling 10/7/26)