Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 25-083, approving and authorizing the County Executive to execute Amendment 3 to the Services Agreement with American Platform Services, an Arizona LLC., d/b/a TheRecordXchange
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Ken Klein 1/29/25
PURPOSE: The purpose of this ECAF is to approve and execute Amendment 3 to the Services Agreement between American Platform Services, an Arizona LLC., d/b/a TheRecordXchange and Snohomish County to extend the contract.
BACKGROUND: Snohomish County executed an agreement in 2020 with ExhibitOne to capture digital court recordings for use by both District and Superior Courts, and the Offices of the County Clerk and Hearings Examiner. The solution proposed by ExhibitOne combines commercial off the shelf software for recording with software as a service for specific file management and public records functions as well as installation/ configuration services. TheRecordXchange services are required as a third-party component of the digital court recording system and were a part of the original RFP 01-19SB proposal submitted by ExhibitOne. In August 2022, an agreement was executed with TheRecordXchange to design, deploy and configure a cloud-based customized web portal for District Court for capturing and fulfilling requests for public access to digital court recordings captured by the ExhibitOne platform for an initial three-year term and additional renewal terms upon written agreement of the County and TheRecordXchange. The Agreement was amended in 2024 to update the deposit frequency in the Agreement to weekly in order to meet Washington State requirements. The current term of the Agreement ends July 31, 2025. Competition is waived in accordance with Snohomish County Code 3.04.202(7). The parties wish to amend the Agreement to renew automatically each year on the anniversary date unless terminated by the County in accordance with the Agreement and have agreed to an annual increase of 4% beginning August 1, 2025.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
505-5148804801 |
$21,216.00 |
$22,064.64 |
$140,725.21 |
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Plus applicable sales tax |
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TOTAL |
$21,216.00 |
$22,064.64 |
$140,725.21 |
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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 ongoing annual maintenance fees was anticipated and included in the approved 2025/2026 Biennial IT budget.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$140,725.21 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 |
8/1/2025 |
END |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Sheila Barker 1/27/25) and Finance (Nathan Kennedy 1/28/25) . The IT Department’s DPA has reviewed the Agreement, but is technically unable to approve it as to form