DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Amend Contract With EarthSoft, Inc., For Data Migration Services And Annual Licensing Agreement
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PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to amend the contract with EarthSoft, Inc., for additional data migration services not to exceed $60,120, and for annual subscription and maintenance agreements required for the Environmental Quality Information System software through 2028. The annual subscription and maintenance agreements are estimated at $22,156 annually, plus incremental price increases, for the next three years.
SUMMARY
Dakota County has a large number of water testing results from water supply wells. Environmental Resources, Groundwater Protection has purchased a solution from EarthSoft, Inc., for environmental data management efforts related to tracking groundwater well information. Dakota County Groundwater Protection has ongoing initiatives to improve and protect groundwater quality, periodically reporting from various laboratory sources.
EarthSoft, Inc., will provide support services to migrate historical data associated with private well testing from 2021 to 2023 and over 15,000 historical records from the registered well program (monitoring well data at contaminated sites). Preservation of this data is valuable to the county. The county can leverage chemistry and water level data from private wells and industrial monitoring wells to better serve and protect those who rely on our groundwater resources. The total cost to complete data migration tasks is $60,120.
In addition, the original Board resolution did not address future expense for the annual software licenses and maintenance expenses. The current term for licensing and maintenance coverage ends on November 30, 2025. Staff received a quote from the vendor for license and maintenance renewal costs. The software cost for year one starting on December 1, 2025, and expiring on November 30, 2026, is $22,156. Software costs for years two and three are subject to incremental price changes that may occur over time with the General Services Administration contract.
RECOMMENDATION
recommendation
Staff recommends authorizing the Deputy County Manager to amend the contract with EarthSoft, Inc., in 2025 for a total amount of $82,276, and subsequent annual amendments not to exceed an increase of $133,457. This includes both the data migration services and the annual licensing and maintenance of the environmental data management software and accompanying modules through November 30, 2028.
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EXPLANATION OF FISCAL/FTE IMPACTS
Total contract amendment costs are projected in the table below:
|
|
2025 |
2026 |
2027 |
Total |
|
Data Migration Cost |
$60,120 |
$0 |
$0 |
$60,120 |
|
Annual Licensing Costs |
$22,156 |
$22,156 + 10% Contingency |
$24,372 + 10% Contingency |
$73,337 |
|
Total Cost |
$82,276 |
$24,372 |
$26,809 |
$133,457 |
Costs for data migration services are covered by the 2025 Physical Development Division, Budget Incentive Program. Costs for the annual subscription and maintenance agreements will be covered by the Environmental Resources Department Operating Budget.
☐ 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, staff proposes to amend the contract for Professional Services and increase the contract maximum by $60,120 for purposes of additional historical data migration; and
WHEREAS, staff proposes to amend the contract to cover annual license and maintenance costs for the term beginning on December 1, 2025 and ending on November 30, 2027 for an additional contract maximum increase of $22,156; and
WHEREAS, funding for the data migration services project is available in the Physical Development Division Budget Incentive Program ($60,120), and cost for the 2025 annual subscription and maintenance agreement renewal ($22,156) is available in the Physical Development Division Operating Budget.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to amend the contract with EarthSoft, Inc,. for a total amount of $82,276 for data migration services, and subscription and maintenance of the environmental data management software, subject to approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to execute amendments with Earthsoft, Inc., not to exceed a total contract amount of $133,457, for annual licensing and maintenance of the environmental data management software and accompanying modules through November 30, 2028, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
22-343; 8/23/22
24-526; 10/29/24
ATTACHMENTS
Attachment: None.
BOARD GOALS
☐ Thriving People ☒ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☐ Excellence in Public Service
CONTACT
Department Head: Tony Gomes
Author: Trent Huber