Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 24-465, approving and authorizing the County Executive to execute Amendment 3 to the Technology Solution Contract for an Electronic Content Management Solution with Open Text
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Ken Klein 10/30/24
PURPOSE: The purpose of this ECAF is to approve and execute Amendment 3 to the Technology Solution Contract for Electronic Content Management System (ECM) to acquire additional licenses and 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’ long existing goals to provide superior customer service, allow 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, and Extended ECM and Intelligent Capture Enterprise was implemented earlier this year. Recent software deployment reviews determined IT needs to acquire 176 additional licenses for PDS and the Airport in order to remain compliant with license terms and conditions of use. The cost to acquire the additional licensing is $225,688.18 plus applicable sales tax, and the cost for ongoing annual maintenance and support for the new licenses from December 1, 2024 through November 30, 2026 is $106,411.40 plus applicable sales tax. Approval of this Amendment 3 will allow IT to acquire additional licenses, 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 |
|
505-5148804801 |
$277,596.18 |
$54,503.40 |
$332,099.58 |
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(Above amounts include only new costs) |
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Plus applicable sales tax |
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TOTAL |
$277,596.18 |
$54,503.40 |
$332,099.58 |
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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: Costs for additional licenses and annual maintenance fees was anticipated and included in the 2025/2026 Biennial IT 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 |
Contract Period
|
ORIGINAL |
START |
10/26/2015 Motion 18-051 |
END |
11/30/2021 |
|
AMENDMENT |
START |
12/1/2021 Motion 21-400 |
END |
11/30/2024 |
|
AMENDMENT |
START |
1/1/2024 Motion 23-480 |
END |
11/30/2026 |
|
AMENDMENT |
START |
12/1/2024 |
END |
11/30/2026 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Diane Baer 10/30/24) and Finance (Nathan Kennedy 10/3/24). Contract documents have been reviewed by the DPA, 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.