To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract Amendment #23-824-1 with Canto, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the County an Order Form and Amendment (County Contract Amendment #23-824-1) with Canto, Inc., a corporation, in an amount not to exceed $39,900, to provide hosted digital asset management software for Contra Costa Health’s (CCH) communication office, for the period from September 25, 2025 through September 25, 2027.
FISCAL IMPACT:
This Contract Amendment will result in contractual service expenditures of up to $39,900 over a 2-year period and will be funded 100% by Hospital Enterprise Fund I revenues.
BACKGROUND:
This Contract Amendment meets the needs of the County by providing a centralized content library for digital assets such as photos, videos, graphic design work, etc., enhancing the speed and efficiency with which the department can respond to requests concerning these assets and manage its public-facing website. CCH's communication office utilizes this Software as a Service (SaaS) platform to assist in the daily workflow regarding the creation of web, social media, and other digital assets. The platform is also utilized to store and archive digital public records, including approximately 3,600 (approx. 32GB of data) from a decommissioned website used by CCHS during the COVID-19 pandemic emergency response period.
Canto has been providing its digital asset management data base SaaS to the County under this Contract since August 2023. CCH will monitor measurable service contract deliverables regarding CCH’s access to the software maintenance and support services in compliance with Section III(B)(7) of County Purchasing Policy. CCH Personnel approved this Contract to ensure no conflict with labor relations. This Contract is entered into per Section III (B)(2)(b) of County Purchasing Policy, with the Division securing a minimum of three (3) proposals through an informal bid process.
On September 12, 2023, the Board of Supervisors approved Contract #23-824 in an amount not to exceed $40,000 to provide digital asset management software for Contra Costa Health’s Communication Office for the period September 25, 2023, through September 24, 2025, allowing the parties to execute the Digital Asset Management Software as a Service Agreement and Order Form for the implementation, administration, and use of the platform, giving the County right to access and use the SaaS. Under the Contract the County is obligated to indemnify Canto, Inc., for claims arising out of County’s breach of the agreement; third party claims that County Content infringes on any third party’s intellectual property rights; or County’s gross negligence or willful misconduct, and limits Canto's liability to an amount not to exceed the amount paid in the twelve months preceding such claim.
Approval of this renewal Order Form and Amendment (County Contract Amendment #23-824-1) will allow the Contractor to provide additional SaaS through September 25, 2027. This Contract delay was due to extended negotiations between Contractor and Division.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract Amendment is not approved, it will impede the archiving and storage of historical documents and prevent the Department from storing its digital assts for us in its public communications work, negatively affecting the efficiency of that work.