Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 25-195, approve and authorize execution of the Software as a Service (SaaS) Agreement with GxP Partners, LLC for a case management system
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Ken Klein 4/10/25
PURPOSE: The purpose of this ECAF is to approve and execute an agreement with GxP Partners, LLC for an electronic case management system for the Office of Hearings Administration (OHA).
BACKGROUND: OHA encompasses three lines of business: Hearing Examiner, Boundary Review Board, and Board of Equalization. The Hearing Examiner is the office Administrator and supervises the three clerks who support these lines of business. The clerks manage the storage and retention of case files for land use and annexation cases as well as appeals of other departmental decisions (Code Enforcement, Auditor-Animal Services, Solid Waste, Health Department, and Assessor). Clerks also manage the calendars for all associated case events. Currently, there is no comprehensive case management system; instead, the clerks create and store case files in network directories, schedule and track hearings and case events within Outlook and Zoom, and log data and case outcomes in Excel. Additionally, Outlook is used for most written communication with parties and some records are also maintained there. The County published RFP-24-027BC-S to solicit proposals for a new electronic case management system and GxP’s Appian Case Management Studio software was selected by the Snohomish County evaluation committee as submitting the highest-ranking proposal to provide this new electronic case management system. The cost for the services, including initial implementation of the system, licenses and maintenance is expected to not exceed Three Hundred Twelve Thousand Two Hundred Eighty Dollars ($312,280.00) plus applicable sales tax over the initial five-year contract term. The Agreement may be extended in five-year terms for the duration of the County’s use of the system.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
505-5148914801 Implementation |
$107,720 |
|
$107,720 |
|
505-5148914801 Maintenance & Support |
$37,912 |
$37,912 |
$189,560 |
|
505-5148914801 Additional Storage |
Est. $3,000 |
Est. $3,000 |
NTE $15,000 |
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Plus applicable sales tax |
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TOTAL |
Est. $148,632 |
Est. $40,912 |
NTE $312,280 |
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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: Budgeted funds sufficient for implementation and ongoing maintenance are included in IT’s adopted 2025-2026 biennial budget, and ongoing costs will be collected in IT rates in 2027 and beyond.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
NTE $312,280 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 |
5 years from acceptance |
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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 4/10/25), Finance (Nathan Kennedy 4/10/25), and Prosecuting Attorney’s Office as to form only (Rebecca Wendling 4/9/25)