Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 22-438, approving and authorizing the County Executive to execute Amendment 1 to the Services Agreement with American Platform Services, an Arizona LLC., d/b/a/ TheRecordXchange
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Ken Klein (approved 10/10/22)
PURPOSE: The purpose of this ECAF is to approve and execute Amendment 1 to the Services Agreement between American Platform Services, an Arizona LLC., d/b/a TheRecordXchange and Snohomish County to provide online public access to digital court recordings for Superior Court.
BACKGROUND: Snohomish County published RFP-01-19SB and 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 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. A customized web portal is also required for Superior Court. Approval of this Amendment 1 will allow TheRecordXchange to design, deploy and configure the web portal for Superior Court. Expedited handling is requested in order to have this Amendment 1 in place no later than the end of October. All project-related equipment has been deployed, training has been scheduled for end users, and the Superior Court is prepared to implement these services beginning November 1st.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
2022 |
2023 |
2022-2024 |
|
315-51144914901 Software Maintenance Existing |
$6,600 |
|
$6,600 |
|
505-5148804801 Software Maintenance Existing |
|
6,600 |
$13,200 |
|
315-51144914901 Software Maintenance Amend 1 |
$10,350 |
|
$10,350 |
|
505-5148804801 Software Maintenance Amend 1 |
|
$13,800 |
$27,600 |
|
Plus applicable sales tax |
|
|
|
|
TOTAL |
$16,950 |
$20,400 |
$57,750 |
|
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: Initial year fees are included in anticipated project costs in Fund 315. Ongoing subscription and maintenance fees are included in the IT rate model in 2023 and into the future. Sales tax applied in Fiscal Implications is an estimated 9.9%.
CONTRACT INFORMATION:
|
ORIGINAL |
X |
CONTRACT# |
|
AMOUNT |
$19,800 plus applicable sales tax |
|
AMENDMENT |
1 |
CONTRACT# |
|
AMOUNT |
$37,950 plus applicable sales tax |
Contract Period
|
ORIGINAL |
START |
8/1/2022 |
END |
7/31/2025 |
|
AMENDMENT 1 |
START |
11/1/2022 |
END |
7/31/2025 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by Finance (Nathan Kennedy 10/7/22). The IT Department’s DPA has reviewed the agreement, but is technically unable to approve it as to form.