Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 23-480, approving and authorizing the County Executive to execute Amendment 2 to the Technology Solution Contract for an Electronic Content Management Solution with Open Text
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 10/26/23
PURPOSE: The purpose of this ECAF is to approve and execute Amendment 2 to the Technology Solution Contract for Electronic Content Management System (ECM) to extend support for two additional years, and to add functionality.
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' long existing goals to provide superior customer service, allow 24/7 customer access to information and records, and ensure secure, accurate and transparent records management. A contract was executed with OpenText for ECM implementation, which 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 and the contract was extended in 2021 for maintenance and support through 2024. Open Text is now offering two additional years of support and maintenance with fixed pricing through November 30, 2026 at a total cost of $26,260.72. Additionally, the County desires to add modular functionality to the existing OpenText ECM by upgrading to Extended ECM and adding Intelligent Capture Enterprise beginning February 1, 2024. The County published RFP-23-035BC to solicit proposals from qualified firms to provide and implement Extended ECM and Intelligent Capture Enterprise, and OpenText Inc. was selected by the Snohomish County evaluation commi...
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