DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Clockwork Active Media Systems, LLC For Discovery Work Prior To Implementation Of New County Public Website Platform
end
PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to execute a contract with Clockwork Active Media Systems, LLC (Clockwork) for strategic discovery work prior to implementing a new county public website platform.
SUMMARY
Implementation of a discovery phase is a critical early step in any large digital project, especially a website redesign with a platform change. The process focuses on gathering the information needed to make informed, strategic decisions before development begins. This includes understanding the needs of users, identifying technical and content-related challenges, aligning stakeholders on goals, and defining strategies for the new platform. By investing in discovery, Dakota County will reduce risk, avoid costly rework, and ensure the final product reflects the needs of our residents and staff who rely on it most. The insights gained will position Dakota County to deliver a more effective and sustainable digital experience.
The discovery process will span approximately three to four months and will include a wide range of activities, such as stakeholder mapping, user interviews, public surveys, usability testing, content and analytics audits, and internal alignment workshops. The vendor will also assess governance structures and lead change management discussions to prepare the County to adopt and maintain the new platform effectively. Early visual design concepts in the form of wireframes will be created to guide future design work and navigation prototypes will be tested with real users.
The project team has selected Clockwork as the preferred vendor to perform the discovery work. Clockwork, a local business in the Twin Cities, has demonstrated extensive local government experience in web services with such clients as Ramsey County, City of Minneapolis, League of Minnesota Cities, and more.
The project team is seeking consent to engage this vendor, allowing the vendor’s work to supplement the preliminary work done by the project team and ensure the implementation phase is grounded in clear, research-based direction.
RECOMMENDATION
recommendation
Staff recommend the Board authorize the Deputy County Manager to execute a contract with Clockwork Active Media Systems, LLC for discovery work prior to implementing a new county public website platform in an amount not to exceed $338,100. .
end
EXPLANATION OF FISCAL/FTE IMPACTS
This service is a one-time engagement. There are no recurring costs for this item. Total cost for this service is $338,100 which will be paid from the Central Operations Division Administration budget. This budget includes $299,134 that was carried over from the 2024 budget and $700,000 that was included in the 2025 budget for the website project.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
WHEREAS, the County advertised for proposals for the public website platform replacement project; and
WHEREAS, the County received proposals from 26 qualified vendors on October 11, 2024; and
WHEREAS, project staff reviewed the proposals and determined that proposal from Clockwork Active Media Systems, LLC provides the best value to the County for discovery work prior to implementing a new county website platform; and
WHEREAS, the costs for the discovery work are $338,100 for a total contract cost of $338,100; and
WHEREAS, sufficient funds are available Central Operations Administration budget to support these purchases.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to execute a contract with Clockwork Active Media Systems, LLC for the discovery project in an amount not to exceed $338,100, subject to approval by the County Attorney’s office as to form; and
BE IT FURTHER RESOLVED, That the Deputy County Manager is authorized to amend the contract with Clockwork Active Media Systems, LLC and increase the cost up to an additional $33,810 (10 percent) if necessary for unanticipated contingencies.
end
PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: None.
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: David McKnight
Author: Trent Huber