DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Docusign, Inc. For E-Signature Software
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RESOLUTION
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WHEREAS, Dakota County currently uses Docusign for its e-signature needs; and
WHEREAS, the County saves a significant amount of time obtaining legal signatures where required electronically verses sending out documents for signature manually; and
WHEREAS, Docusign licenses their software by total number of envelopes used; and
WHEREAS, an envelope is any e-Signature workflow requiring more than one signature; and
WHEREAS, the County will exceed the total number of envelopes used in September of 2026; and
WHEREAS, the County needs additional envelopes requiring a new contract with Docusign.
NOW, THEREFORE, BE IT RESOLVED, That the Board of Commissioners hereby authorizes the Deputy County Manager to execute a contract with Docusign, Inc. for the purchase of 150,000 envelopes plus software support available between October 1, 2026, and September 30, 2029, in the amount of $412,482, subject to approval by the County Attorney’s Office as to form.
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BACKGROUND
The County is coming to the end of the current three-year contract with Docusign for 135,000 envelopes plus support. The total amount of that contract was $304,290. Docusign projects Dakota County will exceed the contracted envelope count one month prior to the original contract end date and recommends renewal one month early to avoid any overages. To keep with the current growth trajectory, the requested envelope count for the proposed three-year contract will be 150,000 envelopes.
Docusign’s quote includes 150,000 envelopes at a cost of $338,100 plus software support at a cost of $74,382, totaling $412,482 from October 1, 2026, through September 30, 2029. The total contracted amount will be invoiced annually in equal amounts of $137,494. The execution of this contract will allow County staff to use Docusign to meet their e-Signature needs for the next three years.
RECOMMENDATION
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Staff recommends that the Board authorize the Deputy County Manager to execute a contract with Docusign, Inc. for the purchase of 150,000 envelopes plus software support for the period covering October 1, 2026, through September 30, 2029, in the amount of $412,482.
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FINANCIAL AND STAFFING IMPACTS
The total cost for this request is $412,482. The annual cost of $137,494 for 2026 is included in the 2026 Information Technology budget. The annual cost of $137,494 for future years of the agreement will be included in the County Manager’s recommended Information Technology budgets.
|
Fund |
Department |
Program |
Funding Source |
Approved Budget |
|
General Fund |
Information Technology |
Enterprise Software |
Levy |
$2,603,367 |
PREVIOUS BOARD ACTION
23-453; 10/10/23
ATTACHMENTS
Attachment: Contract Summary Sheet - Docusign
CONTACT
Department Director: Tony Gomes
Author: Scott Jara