To: BOARD OF SUPERVISORS
From: Information Technology
Meeting Date: June 24, 2025
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Department Contact: |
Tony Rakes |
Phone: |
707-234-6348 |
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Department Contact: |
David Smith |
Phone: |
707-234-6348 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Retroactive Service Agreement with Toshiba Business Solutions, in the Amount of $81,819.96 for DocuWare Support and Maintenance Services, Effective February 10, 2025, though January 31, 2028
End
Recommended Action/Motion:
recommendation
Approve retroactive service Agreement with Toshiba Business Solutions, in the amount of $81,819.96 for DocuWare support and maintenance services, effective February 10, 2025, though January 31, 2028; authorize the Chief Executive Officer or designee to sign any future amendments to the Agreement that do not increase the maximum amount; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
None.
Summary of Request:
Toshiba Business Solutions, a certified partner of DocuWare, provides the County with DocuWare services. DocuWare is a document management software designed to digitize physical documents and internal workflows and plays an important role in advancing the county’s document digitization initiatives. The County partnered with Toshiba Business Solutions in 2015. Since then, they have provided annual maintenance services and have extensive knowledge of our implementation and software environment. This 3-year maintenance contract provides for additional cost savings compared with the single year option. Payments in the amount of $27,273.32 will be billed on an annual basis over the life of the agreement.
This proposed agreement with Toshiba Business Solutions is retroactive because the Executive Office Information Technology Division decided to pursue a 3-year agreement to realize additional cost savings. As prior agreements were made on an annual basis at the Purchasing Agent level, the timing and additional routing requirements for the 3-year agreement resulted in the retroactive agreement. The Executive Office - Information Technology Division is recommending the approval of this agreement in the amount of $81,819.96, from February 1, 2025, to January 31, 2028.
Alternative Action/Motion:
Do not approve and provide direction to staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: IT Reserve, BU 0717 |
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current f/y cost: $27,273.32 |
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budget clarification: Three-year contract billed annually |
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annual recurring cost: $27,273.32 per year |
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budgeted in current f/y (if no, please describe): Yes |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Executive Office
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: June 24, 2025 |
Executed Item Type: Agreement |
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Number: 25-099 |
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