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
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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 l...
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