IT board approves six resolutions for courtroom AV, e-signature, contract management, archives and property system award

The Information Technology Board voted on six resolutions during its Sept. 23 meeting and approved each by voice vote.

Why it matters: the approvals authorize multi-year contracts and enterprise purchases that affect courtrooms, procurement and contract workflows, public records access, and a multiagency property-assessment and tax system that will touch assessor, auditor and treasurer operations.

Resolutions and outcomes

- Resolution 25-25 (courtroom audiovisual services): Amitav, presenting for the courts, said the court system has used New Era Technologies since 2020. The resolution authorized a contract described in the presentation as "not to exceed" amounts and a total through 2028; the presenter said figures of $534,000 (phrase unclear in transcript) and a total of $1,018,021 were part of the discussion. The board approved the resolution by voice vote.

- Resolution 25-26 (AskReply / B2G software): Michelle Anabinet of the Office of Minority Women in Business Development presented an updated request for the AskReply/B2G certification and contract-compliance software used for vendor certification and potential payroll verification and grant management workflows. No dollar amount was stated on the record in the transcript. The board approved the resolution by voice vote.

- Resolution 25-27 (DocuSign, enhanced access fund request): Kate Coaten, chief digital officer for ISA, presented a request to use enhanced access funds to procure an enterprise DocuSign license. She described a 75-seat model and requested $115,000 from enhanced access funds for year one to cover licensing and implementation; the board approved the request by voice vote.

- Resolution 25-28 (OpenGov request management): Coaten presented a request to procure OpenGov request-management and contract-management modules, including e-signature, to bridge solicitation development and contract lifecycle management. The presentation described a year-one cost of $125,000 ($100,000 recurring license plus $25,000 implementation in year one) to support request management and contract workflow automation; the board approved the resolution by voice vote.

- Resolution 25-29 (Preservica digital archives): Coaten presented a request to migrate on-premises archival records to a cloud preservation solution (Preservica). The presentation described a storage-based recurring annual cost of about $91,000, an accelerated-success services offering, and a one-time tenant configuration fee of $9,000; the total provided in the discussion was $125,000. The board approved the resolution by voice vote.

- Resolution 25-30 (RFP 51 ISA 48 — award to XSoft for property-tax/assessment system): Coaten presented the RFP background and scoring; XSoft and cloud partner Exos appeared to describe the solution and implementation plan. The presentation listed an initial configuration and setup amount of $3,515,000 and annual support and maintenance costs of $7,775,000 for three years. The presentation also referenced (as presented) an additional not-to-exceed amount to accommodate change orders. The transcript included multiple large figures and an unclear total phrasing; the board approved the award by voice vote.

How the votes were taken

All motions were approved by voice vote; the meeting record shows "aye" responses and no roll-call tallies in the transcript. Where movers were identified in the record, motions were made from the dais and seconded before the voice votes. The transcript does not list individual named votes for each member.

Officials and presenters

Key presenters and participants in the resolution votes included Amitav (courtroom AV presenter), Michelle Anabinet (Office of Minority Women in Business Development), Kate Coaten (chief digital officer, ISA), Brian Booker (president and co-owner, XSoft), Scott Stevens (Exos/Exos partner), and Exos representatives Jeff Raider and Robert Paglia.

Documentation and next steps

Board members asked clarifying questions about seat allocation, ID verification costs for DocuSign, OpenGov implementation timelines (presenters estimated a multi-month project with phased deployment), and state certification requirements for the assessor/tax system. Several presenters said additional project planning and follow-up would occur during implementation and that more precise contract terms will be finalized through procurement and contract work.