DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Amend Contract With EarthSoft Inc. For Annual Subscription And Maintenance Agreement For Environmental Quality Information System Software
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PURPOSE/ACTION REQUESTED
Authorize the Enterprise Finance and Information Services Director to amend the contract with EarthSoft, Inc., for annual subscription and maintenance agreement for Environmental Quality Information System software.
SUMMARY
Dakota County has a large number of water testing results from water supply wells. Groundwater Protection has purchased a solution from EarthSoft, Inc. for environmental data management efforts related to tracking the information related to these wells. Dakota County Groundwater Protection has ongoing initiatives to improve and protect groundwater quality, periodically reporting from various laboratory sources.
The original Board resolution did not address the full future expense for the annual software licenses and maintenance expenses. The current term for licensing and maintenance coverage ends on November 30, 2024. Staff received a quote from the vendor for license and maintenance renewal costs. The total quote for the renewal starting on December 1, 2024, and expiring on November 30, 2025 is $28,054.16.
RECOMMENDATION
recommendation
Staff recommends authorizing the Enterprise Finance and Information Services Director to amend the contract with EarthSoft, Inc. for a total amount of $28,054.16 for licensing and maintenance of the environmental data management software and accompanying modules for a term beginning on December 1, 2024.
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EXPLANATION OF FISCAL/FTE IMPACTS
The approved 2024 annual budget for Environmental Resources department will cover annual license and maintenance renewal through the contract renewal term of November 30, 2025.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
WHEREAS, the Environmental Resources Department has purchased software from EarthSoft Inc. to better manage the well water and chemistry data collected over the years from wells located within Dakota County; and
WHEREAS, the parties amended the contract on September 11, 2023, to extend the contract term date for Professional Services term to September 30, 2023, and the Annual Subscriptions and Maintenance Term to November 30, 2024; increase the contract maximum by an additional $8,785.44; and update annual subscription and maintenance agreement pricing; and
WHEREAS, the parties reinstated and amended the contract on January 18, 2024, to extend the contract term date for Professional Services term from September 30, 2023, to June 30, 2024; and increase the contract maximum by an additional $7,181.68 for purposes of historical data migration; and
WHEREAS, funds are available in the 2024 Environmental Resources Department Operations Budget to cover license and maintenance costs for the term beginning on December 1, 2024 and ending on November 30, 2025; and
WHEREAS, the total annual cost for licensing and maintenance support beginning on December 1, 2024 and ending on November 30, 2025 is $28,054.16.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Enterprise Finance and Information Services Director to amend the contract with EarthSoft Inc. for a total amount of $28,054.16 for licensing and maintenance of the environmental data management software, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
22-343; 8/22/22
ATTACHMENTS
Attachment: EarthSoft Price Quote
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Dan Cater
Author: Trent Huber