Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 26-343, approving and authorizing the County Executive to execute Amendment 5 to the Technology Solution Contract for an Electronic Content Management Solution with Open Text
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Thomas Teigen 8/24/26
PURPOSE: The purpose of this ECAF is to approve and authorize execution of Amendment 5 to the Technology Solution Contract for Electronic Content Management System (ECM) to amend and restate the current Agreement and extend the maintenance and support for three (3) years.
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’ services, allowing 24/7 customer access to information and records, and ensure secure, accurate and transparent records management. PDS piggybacked on Washington Department of Enterprise Services (DES) contract 07814-002, and executed a contract with OpenText for ECM implementation on February 28, 2018. The ECM implementation 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. In 2023, the County published RFP-23-035BC to solicit proposals from qualified firms to implement Extended ECM and Intelligent Capture Enterprise and provide the associated licenses and provide annual support and maintenance. Open Text Inc. was selected by the Snohomish County evaluation committee as submitting the highest-ranking proposal to implement Extended ECM and Intelligent Capture Enterprise and provide the associated licenses and annual support and maintenance, and Extended ECM and Intelligent Capture Enterprise was implemented in 2023. Additional licenses were acquired for PDS and the Airport in 2024, and the Health Department in 2025. The WA DES contract expires October 15, 2026 and the current term of the Original Agreement will expire November 30, 2026. As allowed in RFP-23-0354BC, the County and Open Text Inc. desire to amend and restate the Original Agreement as set forth in the Amended and Restated Agreement (the “Agreement”) to reflect the applicable terms and conditions for support and maintenance of the Extended ECM and Intelligent Capture Enterprise licenses owned by the County. Open Text has offered to lock in competitive pricing for a three-year term. The cost for annual maintenance and support for licenses currently owned by the County from December 1, 2026 through November 30, 2029 is $353,365.68 plus applicable sales tax. Approval of this Amended and Restated Agreement will allow the County to continue to receive license support and maintenance from Open Text Inc, for County-owned licenses with fixed pricing through November 30, 2029. Open Text needs the new signed Agreement at least 30 days before expiration of the current term. Expedited handling is requested to ensure execution by October 30, 2026.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 3 YRS |
|
505-5148804801 |
$112,090.62 |
$117,695.15 |
$353,365.68 |
|
Plus applicable sales tax |
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TOTAL |
$112,090.62 |
$117,695.15 |
$353,365.68 |
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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 for this expenditure is included in the IT Department’s 2025/2026 approved biennial budget and ongoing expenses will be included in the 2027/2028 biennial budget request.
CONTRACT INFORMATION:
|
ORIGINAL |
|
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 |
|
AMENDMENT |
4 |
CONTRACT# |
|
AMOUNT |
$74,217.99 plus applicable sales tax |
|
AMENDMENT |
5 |
CONTRACT# |
|
AMOUNT |
$353,365.68 plus applicable sales tax |
Contract Period
|
ORIGINAL |
START |
2/28/2018 Motion 18-051 |
END |
11/30/2021 |
|
AMENDMENT 1 |
START |
12/1/2021 Motion 21-400 |
END |
11/30/2024 |
|
AMENDMENT 2 |
START |
1/1/2024 Motion 23-480 |
END |
11/30/2026 |
|
AMENDMENT 3 |
START |
12/1/2024 Motion 24-465 |
END |
11/30/2026 |
|
AMENDMENT 4 |
START |
6/1/2025 Motion 25-260 |
END |
11/30/2026 |
|
AMENDMENT 5 |
START |
12/1/2026 |
END |
11/30/2029 |
OTHER DEPARTMENTAL REVIEWCOMMENTS: Reviewed/approved by Risk Management (Stephanie Rousseau 8/20/26) and Finance (Nathan Kennedy 8/20/26). Contract documents have been reviewed by the PA, 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.