Discuss, consider, and take appropriate action to approve Contract #2026‑234 between Williamson County and CivicPlus, LLC for the purchase of the CivicPlus DocAccess platform and annual subscription services to support ADA and Section 508 PDF accessibility compliance for all publicly posted Williamson County documents on the website, in the amount of $44,422.55 for year one, with all expenditures

Staff Report & Agenda Item Details

Discuss, consider, and take appropriate action to approve Contract #2026‑234 between Williamson County and CivicPlus, LLC for the purchase of the CivicPlus DocAccess platform and annual subscription services to support ADA and Section 508 PDF accessibility compliance for all publicly posted Williamson County documents on the website, in the amount of $44,422.55 for year one, with all expenditures to be applied to the forthcoming fiscal year, procured through the TIPS Cooperative Contract #220105, and authorize the execution of the contract. The annual recurring cost for DocAccess is $71,591.57 per year. Year 1 includes a discount of $33,344.02, making the total investment for the first 12 months $44,422.55, but the standard annual service cost listed is $71,591.57 (subject to a 5% increase starting in year 2). The agreement covers a 24-month initial term followed by automatic one-year renewals unless notice is given. Funding for this purchase will be from 01.0100.0503.005741 for FY27.

This docket item is classified as NEUTRAL (0.0 Score Impact). Routine administrative reports, monthly accounts payable/disbursement registers, minutes approvals, and procedural motions are logged for public transparency but carry zero weight in calculating an official's Roll-Call Freedom Score.