TO: BOARD OF SUPERVISORS
FROM: Information Technology
MEETING DATE: June 24, 2025
DEPARTMENT CONTACT:
Tony Rakes
PHONE:
707-234-6348
DEPARTMENT CONTACT:
David Smith
PHONE:
707-234-6348
ITEM TYPE: Consent Agenda
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
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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.
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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 ti...
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