Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 24-089, approving and authorizing the County Executive to execute Amendment 2 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 2/13/24
PURPOSE: The purpose of this ECAF is to approve and execute Amendment 2 to the Services Agreement between American Platform Services, an Arizona LLC., d/b/a TheRecordXchange and Snohomish County to update the contractor remittance language.
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 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. During a recent audit, it was discovered that the monthly remittances to the County by the Contractor stated in the Agreement did not meet Washington State requirements. Amounts receipted by a vendor must be deposited into a County-owned account no less that weekly. Approval of this Amendment 2 will update the deposit frequency in the Agreement to weekly in order to meet Washington State requirements.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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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: This amendment is solely to update contract language, so there is no fiscal impact.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$19,800 plus sales tax |
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AMENDMENT |
1 |
CONTRACT# |
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AMOUNT |
$37,950 plus sales tax |
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AMENDMENT |
2 |
CONTRACT# |
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AMOUNT |
$0 |
Contract Period
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ORIGINAL |
START |
8/1/2022 |
END |
7/31/2025 |
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AMENDMENT 1 |
START |
11/1/2022 |
END |
7/31/2025 |
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AMENDMENT 2 |
START |
Upon execution |
END |
7/31/2025 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Sheila Barker 2/12/24) and Finance (Nathan Kennedy 2/13/24). The IT Department’s DPA has reviewed the agreement, but is technically unable to approve it as to form.