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 Contract for one year with Konica Minolta Business Solutions to renew Orange County Sanitation District's subscription for Nintex Workflow Cloud utilizing Sourcewell State Contract No. 060624-KON for a total amount not to exceed $158,664; and
B. Approve a contingency of $15,866 (10%).
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BACKGROUND
Orange County Sanitation District (OC San) purchased Nintex Workflow Cloud (NWC), a modern workflow automation platform, in 2021 and has since been developing digital forms and workflows to streamline business processes. Today, more than 60 forms and workflows are in production, supporting a variety of business functions including Payment Request Vouchers, Travel Expenses, Employee Status Changes, Sole Source Requests, and Bid Requests. Increased utilization of the NWC platform to support additional business requirements has resulted in higher licensing and operational costs, necessitating this action.
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 for OC San's NWC subscription expires on July 17, 2026. This subscription provides the workflow platform used to support critical business processes such as Payment Request Vouchers, Travel Expenses, Employee Status Changes, Sole Source Requests, and Bid Requests.
PROPOSED SOLUTION
Approve a Purchase Order Contract for one year with Konica Minolta Business Solutions to renew OC San's Nintex Workflow Cloud subscription to ensure continued support of critical business processes and avoid disruption of digital workflows.
TIMING CONCERNS
The current Purchase Order term will expire on Ju...
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