Title
Authorize the Director of the Information Technology Department to execute amendment no. 2 to the services agreement with Open Text, Inc. for support of Right Fax, increasing the amended agreement amount of $20,442 by $9,276.59, for a revised agreement total of $29,718.59, and extending the term by one (1) year, for a revised agreement term of July 1, 2016 through June 30, 2020.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Authorize the Director of the Information Technology Department to execute amendment no. 2 to the services agreement with Open Text, Inc. for support of Right Fax, increasing the amended agreement amount of $20,442 by $9,276.59, for a revised agreement total of $29,718.59, and extending the term by one (1) year, for a revised agreement term of July 1, 2016 through June 30, 2020.
SUMMARY/DISCUSSION:
The County has used the Right Fax product for over five years. Right Fax allows users to send a fax from their desktops. Approximately 500 County employees use this product. The product is important to the County because it is compliant with the privacy and security requirements of the Health Insurance Portability and Accountability Act (HIPPA).
Right Fax is manufactured by Open Text Inc. On November 17, 2017, the Board approved a non-standard 3-year agreement with Open Text in the amount of $17,802 for support and maintenance of Right Fax. On June 5, 2018, the Board approved amendment No. 1 to this agreement, to add support and maintenance of the FOIP Enable Delivery Channel function.
Amendment No. 1 added $2,640 to the existing agreement, for a total amount of $20,442 over a three-year term.
Proposed amendment No. 2 adds $9,276.59 for support of all Right Fax functions to the amended agreement and extends the term of the agreement by an additional year, from July 1, 2019 to June 30, 2020.
Non-standard terms in the Agreement previously approved by the Board are unchanged by the amendment.
OTHER AGENCY INVOLVEMENT:
County Counsel does not approve continuance of non-standard terms. County Counsel reviewed Amendment No. 2 as to form.
FINANCING:
The funds for payment of the costs of this Agreement have been included in the FY 2019-20 Requested Budget for the Information Technology, ITD 1930, Budget Unit 8436, Appropriations Unit INF002.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Right Fax desktop faxing application is used by over 300 County employees to share information in support County Constituents. To ensure that this application is working and secure, manufacturer’s support is needed to provide technical support and access to software updates.
__Economic Development
X Administration
X Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Lynnette Beardsall, Management Analyst II, 759-6938
Approved by:
______________________________________ Date: _________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments: Original agreement with Open Text Inc.; Open Text, Inc. Amendment No. 1; Open Text, Inc Amendment No. 2
Attachments are on file with the Clerk of the Board