To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Purchase Order with DocuSign, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Chief Information Officer, or designee, to execute a Purchase Order with DocuSign, Inc., subject to the Master Services Agreement dated December 17, 2020, in an amount not to exceed $280,000 for the purchase of eSignature Enterprise Pro licenses, Enterprise Premier Support, Advance Web Forms, and Quality Assurance Sandbox, for the period of July 15, 2025, through July 14, 2027.
FISCAL IMPACT:
The cost for this product is included in the Department’s FY 25-26 budget; it will be charged to user departments through the Department of Information Technology’s bill process. 100% User Departments.
BACKGROUND:
In response to the County’s shelter-in-place order issued in March 2020, the County Administrator’s Office, in collaboration with the Department of Information Technology, conducted a comprehensive assessment to determine the most effective means of continuing essential County operations in a remote environment. Following evaluation and discussion, DocuSign, recognized as an industry leader of electronic signature solutions, was selected to deliver the County’s eSignature platform.
Subsequently, in December 2020, the County entered into an agreement with DocuSign to implement eSignature capabilities designed to streamline traditionally paper-intensive, manual signature processes. This solution facilitates the electronic routing, review, and execution of documents, enabling County departments to transmit professional service contracts and other official documents more efficiently and securely.
This purchase includes 32,000 envelopes to support our ongoing use of the DocuSign eSignature Enterprise Pro License. These envelopes will be used in conjunction with Premier Support, Advanced Web Forms, and the Quality Assurance Sandbox to enhance our digital signature workflows and ensure optimal performance.
The Master Services Agreement includes an indemnification from the County to DocuSign for claims based on the County’s use of DocuSign or any alleged breach by the County of the Master Services Agreement, along with a limitation of liability that caps DocuSign’s liability at the amount the County paid for the service related to the claim in the twelve months prior to the event that triggered the liability.
This procurement is being executed as a sole source to maintain continuity of service and avoid disruptions to existing workflows. The sole source was approved by Purchasing on May 22, 2025.
CONSEQUENCE OF NEGATIVE ACTION:
If this is not approved, there will be a need to revert to manual signatures on County documents.