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RESOLUTION AUTHORIZING AN ADDITIONAL THREE-YEAR TERM AND TWO, ONE-YEAR OPTIONS TO RENEW WITH EXPENDITURE AUTHORITY IN THE AMOUNT OF $7,346,096.00 FOR A TOTAL MODIFIED AMOUNT OF $13,405,520.00 FOR CONTRACT NO. BW733-2/25, DOCUMENTUM SOFTWARE LICENSE, SUPPORT, AND MAINTENANCE SERVICES, FOR THE COMMUNICATIONS, INFORMATION AND TECHNOLOGY DEPARTMENT ON BEHALF OF COUNTY DEPARTMENTS AND CONSTITUTIONAL OFFICES; AND AUTHORIZING THE COUNTY MAYOR TO EXECUTE THE SUPPLEMENTAL AGREEMENT AND EXERCISE ALL PROVISIONS OF THE CONTRACT, INCLUDING ANY CANCELLATION, RENEWALS, AND EXTENSIONS, PURSUANT TO SECTION 2-8.1 OF THE COUNTY CODE AND IMPLEMENTING ORDER 3-38

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that:

Section 1. This Board authorizes an additional three-year term with two, one-year option to renews with expenditure authority in the amount of $7,346,096.00 for a total modified amount of $13,405,520.00 for Contract No. BW733-2/25, Documentum Software License, Support, and Maintenance Services, for the Communications, Information and Technology Department on behalf of County departments and Constitutional offices.

Section 2. This Board authorizes the County Mayor or County Mayor s designee to execute Supplemental Agreement No. 4, in substantially the form attached and made a part hereof, and exercise all provisions of the contract, including any cancellation, renewals, and extensions, pursuant to section 2-8.1 of the County Code and Implementing Order 3-38. A copy of the complete contract is on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request for Additional Time with Expenditure Authority to Contract for Documentum Software License, Support, and Maintenance Services

STAFF RECOMMENDATION
Executive Summary
This item seeks approval to extend a contract for Documentum Software for up to five years with corresponding expenditure authority to allow the Communications, Information and Technology Department (CITD) to continue purchasing required software licenses, technical support, and maintenance services. The contract with OpenText, Inc. (OpenText) sustains two distinct systems: TeamSite, the enterprise web content management platform, and Documentum, the Enterprise Content Management (ECM). Together, these systems enable web publishing, manage millions of mission-critical documents, and support secure, compliant, operational effectiveness and public accountability.

Documentum supports operational areas that deliver services both internally and externally. The ECM manages massive amounts of County data, serving as the official document repository integrated into many enterprise systems supporting operations across multiple County departments, agencies, and Constitutional offices. It is fully integrated into INFORMS and serves as the critical document-management backbone for the INFORMS system, specifically within the Finance and Supply Chain Management modules. By having all data reside within the ECM, it ensures the County can respond to public records requests and audits faster and more accurately, maintaining transparency for residents. Documentum supports the County’s commitment to Florida statutory compliance while standardizing internal document retention. By reducing physical storage and maintenance costs, this platform drives operational efficiency in direct alignment with my WISE305 initiative.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve an additional three-year term and two, one-year options to renew (OTRs) with expenditure authority of $7,346,096 under Contract No. BW733-2/25, Documentum Software License, Support, and Maintenance Services, for CITD on behalf of County departments and Constitutional offices.

Background
The Board awarded this bid waiver contract to OpenText through Resolution No. R-768-21 on July 20, 2021, for a five-year term. The Documentum software was originally procured through a competitive Request for Proposals RFP No. 733, Electronic Content Management, pursuant to a contract adopted by the Board on November 15, 2011, through Resolution No. R-967-11. This contract supports the OpenText Documentum and TeamSite systems which serve two enterprise functions within the County supporting content, web publishing, and information management. The OpenText TeamSite platform serves as Miami-Dade County’s enterprise web content management system. The platform supports the development, publishing, and maintenance of all web pages across 30 County websites, including the County’s primary portal, miamidade.gov, as well as websites for the Mayor’s Office, the Board of County Commissioners, and most County departments, agency, and Constitutional Office portals. Documentum serves as the official ECM that drives value managing County data and information through robust compliance, security, and automated workflows to modernize government operations and reduce cost ensuring transparency and public accountability.
Documentum supports operational areas that deliver services both internally and externally. The ECM manages massive amounts of County data, serving as the official document repository integrated into many enterprise systems supporting operations across multiple County departments, agencies, and Constitutional Offices. It is fully integrated into INFORMS and serves as the critical document-management backbone for the INFORMS system, specifically within the Finance and Supply Chain Management modules. By having all data reside within the ECM, it ensures the County can respond to public records requests and audits faster and more accurately, maintaining transparency for residents.

The contract also provides TeamSite technical support and software maintenance services supporting the web content management system. TeamSite supports the creation, management, and publication of content across County websites and multiple departmental, agency, and Constitutional Office portals. TeamSite enables real-time updates, emergency communications, legal advertisements, and public notices, serving both internal users and the public with more than 150-million-page views annually. To enhance intergovernmental collaboration, TeamSite has been integrated with the required tools to support public service information, newsletter distribution, and internal workflows for over 200 active County and municipal users.

TeamSite plays a critical role in providing timely and accessible information to residents, visitors, and County employees. The platform enables the County to manage and publish emergency alerts, legal advertisements, public notices, and other essential communications. It also supports Countywide digital communications, including press releases and employee newsletters, and provides real-time updates to 311 knowledge articles and other public service information. In addition, pursuant to Board direction allowing municipalities to publish legal notices on County-managed platforms, TeamSite has been expanded to support all 34 municipalities. Several municipalities, including Miami Beach, Doral, and Bal Harbour, have already been onboarded, further increasing the system’s usage and operational importance.

Extending the current contract by leveraging the existing systems is the most cost-effective approach to allow for uninterrupted access to the required licenses, technical support, and maintenance services. The procurement, installation, and integration of a new ECM and TeamSite solution will require procurement of new systems and the redevelopment of interfaces with existing County applications, migration of large volumes of data, and retraining of users on the new tools and workflows. This is a complex project that is projected to take a few years to complete. Furthermore, the existing systems have been extensively customized over time to meet the evolving operational needs of the County. Both currently store millions of documents for numerous County departments, partner agencies, and Constitutional offices. Any interruption in service or loss of functionality would significantly disrupt daily operations and external partners that rely on access to information to manage critical records and digital content. It is recommended to continue with the maintenance of the existing systems to allow for the specifications and business requirements to be developed for the future procurement of a new ECM system.

Scope
The impact of this item is countywide in nature.

Delegated Authority
The County Mayor or the County Mayor’s designee will have the authority to execute Supplemental Agreement No. 4 and exercise all provisions of the contract, including any cancellation, renewals, or extensions, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

Fiscal Impact/Funding Source
The current contract is scheduled to expire September 30, 2026, with a cumulative allocation of $6,059,424. If this request is approved and all the OTRs are exercised at the sole discretion of the County, the contract will expire on September 30, 2031 and have a modified cumulative allocation of $13,405,520. The requested increase in expenditure authority is based on the licenses, technical support, and maintenance services necessary to continue maintaining and supporting the OpenText TeamSite and Documentum systems.

Department Existing Cumulative Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted* Contract Manager
CITD $6,059,424 $7,346,096 $13,405,520 Internal Service Funds FY2025-26 Adopted Budget, Volume 3, Communications, Information and Technology, Page 282, Other Operating Julian Manduley
Total $6,059,424 $7,346,096 $13,405,520
*As this is a countywide enterprise contract, most of the costs are not budget ed within CITD’s budget but are instead distributed across the entire enterprise.

Track Record/Monitor
Natalya Vasilyeva of the Strategic Procurement Department (SPD) is the Division Director.

Awarded Vendor
Vendor Principal Address Local Address Principal
OpenText, Inc. 2950 S Delaware Street Suite 400 San Mateo, CA None Madhu Ranganathan

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD’s Procurement Guidelines to determine contractor responsibility, including verifying corporate status and review of performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists referenced include convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to contractor responsibility.

Applicability of Ordinances and Contract Measures
• The two percent User Access Program applies.
• The Small Business Enterprise measures and Local Preference do not apply.
• The Living Wage does not apply.


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Carladenise Edwards
Chief Administrative Officer