FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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NINTEX WORKFLOW CLOUD SUBSCRIPTION RENEWAL
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a Purchase Order for a three-year contract with a term from July 18, 2023 through July 17, 2026 with Konica Minolta Business Solutions to renew OC San's subscription for Nintex Workflow Cloud, payable annually, utilizing the Sourcewell State Contract: #090320-KON for a total amount not to exceed $386,928; and
B. Approve a contingency of $38,693 (10%).
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BACKGROUND
In 2021, Orange County Sanitation District (OC San) purchased a modern workflow platform known as Nintex Workflow Cloud (NWC) and has been developing digital forms and workflows on the platform. More than 80 forms and workflows are in production at OC San today, facilitating a variety of critical business processes such as Payment Request Vouchers, Travel Expenses, Employee Status Changes, Sole Source Requests, and Bid Requests. NWC is a subscription-based solution that charges customers based on the number of workflows in production. OC San has recently increased the number of workflows in production which has increased the annual maintenance above $100,000.
RELEVANT STANDARDS
* Ensure the public's money is wisely spent
* Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard
PROBLEM
The current purchase order contract for OC San's NWC subscription expires on July 17, 2023. This subscription provides the workflow platform used to support critical business processes as noted above.
PROPOSED SOLUTION
OC San's Information Technology (IT) staff has used the NWC solution for two years and is confident that the solution is reliable and meets OC San's business needs. The IT staff would like to commit to a three-year term to maintain an approximate 5% annual increase rate lock, equivalent to...
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