DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Scalence LLC, Subsidiary Of Artech LLC, For Replacement Of County Public Website Platform
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PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to execute a contract with Scalence LLC, a subsidiary of Artech LLC, to implement a new public-facing website platform.
SUMMARY
Dakota County currently uses Microsoft SharePoint 2016 as our public-facing website platform. The current system is self-hosted, not cloud hosted, and supports our three main websites: Main, Parks, and Library.
Although this web platform has served us for many years, we’re facing the following challenges:
1. Our current version is outdated; support for this version ends in July 2026.
2. Our current product version, which is almost ten years old, was not built to meet the newest digital accessibility requirements from the outset, making conformance to accessibility standards inherently more difficult.
3. Microsoft’s newest version of SharePoint requires users to log in; we can no longer create websites that would be open to the public on this platform.
In October of 2024, Dakota County published a request for proposals for a new enterprise-grade, web platform. We received 26 proposals, of which five vendors were brought in to provide product demonstrations. The project team selected Artech’s proposal to implement Adobe Experience Manager-a scalable, accessible, future-proof, cloud-based platform.
RECOMMENDATION
recommendation
Staff recommend the Board authorize the Deputy County Manager to execute a contract with Scalence LLC, a subsidiary of Artech LLC, to implement the new public website platform in an amount not to exceed $2,764,568. This amount includes initial development costs, licensing and support costs from October 2025 through 2029.
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EXPLANATION OF FISCAL/FTE IMPACTS
Year 1, Platform configuration, implementation, and licenses (Oct 2025 - Dec 2025): $1,265,108
$934,690 Professional Services
$330,418 Licensing
Year 2, Platform licensing, hosting and support: $ 346,995
Year 3, Platform licensing, hosting, and support: $ 364,733
Year 4, Platform licensing, hosting, and support: $ 383,712
Year 5, Platform licensing, hosting, and support: $ 404,020
Total Cost of 5 Year Project: $ 2,764,568
The cost for 2025 will come out of the remaining dollars for this project in the Central Operations Administration budget ($661,034) and Central Operations BIP ($604,074). Costs for future years licensing, hosting and support will be included in future county budgets.
This is a new expenditure. No recoup of the previous system is possible since we continue to use the newest version of SharePoint for our internal department websites and DC Works intranet.
☐ 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 the proposal from Scalence LLC, a subsidiary of Artech LLC provides the best value to the County to implement Adobe Experience Manager for the Public Website Platform Replacement Project; and
WHEREAS, the costs for the Public Website Platform Replacement Project are $1,265,108 for the first year, $346,995 for the second year, $364,733 for the third year, $383,712 for the fourth year, and $404,020 for the fifth year, for a total contract cost of $2,764,568; and
WHEREAS, funding for the 2025 portion of the project is available in the Central Operations Administration budget ($661,034) and Central Operations BIP ($604,074).
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to execute a contract with Scalence LLC, a subsidiary of Artech LLC, for the Public Website Platform Replacement Project in an amount not to exceed $2,764,568, 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 Scalence LLC, a subsidiary of Artech LLC, and increase the cost up to an additional $126,511 (10 percent of Year 1 costs) if necessary for unanticipated contingencies.
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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