Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 26-044, approving and authorizing execution of the Software as a Service (SaaS) Agreement with StoneShare Corp. for a document management system
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 1/12/26
PURPOSE: The purpose of this ECAF is to approve and execute the contract with StoneShare Corp. to provide an electronic document and records management system for the Human Resources Department.
BACKGROUND: The County’s Human Resources Department has a need to develop, implement and host an electronic document and records management system.The County published RFP-25-0527JM to solicit proposals for design of a new electronic document and records management system using existing Microsoft tools. StoneShare Corp. was selected by the Snohomish County evaluation committee as submitting the highest-ranking proposal to provide this new system. The solution is anticipated to be a pilot project and depending on its success, as well as other needs for a similar solution, the County may request additional services from StoneShare under the contract in the future. The cost for the pilot HR electronic document and records management system, including initial development and implementation is expected to be $13,750, and the full contract amount with four one-year optional extensions, shall not exceed $113,750 plus applicable sales tax. Approval of this ECAF will allow the Human Resources Department to proceed with pilot development and implementation of the electronic document and records management system.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
505-5148704801 Implementation |
$113,750 |
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$13,750 |
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505-5148704801 Optional Work |
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NTE $100,000 |
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Plus applicable sales tax |
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TOTAL |
$113,750 |
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$113,750 |
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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: Funding required to develop and implement this system is included in the approved IT Department’s 2025-2026 innovation fund budget.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$113,750 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 |
1 year from execution |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEWCOMMENTS: Reviewed/approved by Risk Management (Sheila Barker 1/12/26), Finance (Nathan Kennedy 1/12/26), and Prosecuting Attorney’s Office as to form only (Rebecca Wendling 1/12/26)