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Home My WebLink About20130701.tiffRESOLUTION RE: APPROVE PURCHASE AGREEMENT AND AUTHORIZE CHAIR TO SIGN - NORTHWOODS CONSULTING PARTNERS, INC. WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Purchase Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, and Northwoods Consulting Partners, Inc., commencing April 1, 2013, and ending December 31, 2013, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Purchase Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, and Northwoods Consulting Partners, Inc., be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 13th day of March, A.D., 2013. ATTEST: 1eAks-gz_pet- Weld County Clerk to the Board Date of signature: MAR 1 9 2013 BOARD OF COUNTY COMMISSIONERS WELD CO Y, COLORADO Willi#Yn t= Garcia, Chair er, Pro -Tern Douglaf Radema Sean P. Conway G C �niYyc- -r Mike Freeman U- , Cliod�/— arbara Kirkmey9'r I 114°5 3h4 eC' 61. X14 2013-0701 HR0084 NORTIIWOODS CONSULTING PARTNERS, INC. PURCHASE AGREEMENT This Purchase Agreement (hereinafter referred to as "Agreement') is made and entered into this day of . 201, by and between Northwoods Consulting Partners, Inc.. an Ohio corporation with its principal offices at 5S15 Wall Street. Dublin, Ohio 43017. USA. (hereinafter referred to as "Northwoods'), and the company, person or entity executing this Agreement as the "Licensee' in the space provided below (hereinafter referred to as "Licensee'): Licensee's Name: Licensee's Address: Weld County Department of Human Services 315 N. 11'F' Ave. Greeley, Colorado 50631 RECITALS WHEREAS, Northwoods is the developer of a suite of highly configurable Commercial Off=The Shelf ("COTS") software marketed specifically to human and social services agencies throughout the United States: and WHEREAS. Licensee desires to purchase the Northwoods software products and solution detailed herein: and WHEREAS. Licensee understands that Northwoods has no obligation to customize the software provided pursuant to this Agreement. and that any request for customization of the software will be made at Northwoods' sole discretion and may require licensee to pay additional money for such customization (any additional money or conditions to be subject to a change order or amendment signed by both parties). NOW, THEREFORE, in consideration of the mutual covenants contained herein, and intending to he legally bound, the parties hereto agree as follows: I. Northwoods will undertake the delivery. installation and implementation of a specified Electronic Document Management and Business Operations Integrated Solution (hereinafter referred to as "Project") for the Licensee according to the terms detailed in the Agreement Documents. 2. The term "Agreement Documents'' includes the following: (a) The Payment Assistance Proposal. as detailed in the "Proposal - Client Management Project Weld County Department of Human Services. Payment Assistance.'' dated March 5, 2013 (or "Statement of Work" )(Attachment A): (b) The Compass@ Software End User License Agreement (or "FULA"), executed on November 14. 2012: (c) The Compass: Software Support Agreement. executed on November 14, 2012: (d) The "Northwoods Remote Access Requirements" document, executed on November 14. 2012: and (e) Any' other document(s) submitted and accepted that detail(s) the terms and conditions of the Project. The Agreement Documents are hereby incorporated into this Agreement by reference as if fully reproduced herein. Any inconsistencies between this Agreement and any of the Agreement Documents shall be resolved in the following order of preference: the Compass.® Software End User License Agreement (or "EULA" ): the Compass® Software Support Agreement; the Northwoods Remote Access Requirements document: this Agreement: the price quote: the Statement of Work: and finally' any other documents in order of their date with the most recent document receiving highest preference. 4. Northwoods will furnish all staff materials, supplies, and labor as detailed in the Statement of Work for this Project. Upon execution by both parties. any subsequent Statement of Work will become part of this Agreement. The Parties may modify the requirements of any Statement of Work through a written change order. and such written change order will become part of the Statement of Work when executed by authorized representatives of both parties. This Agreement will be effective from unless otherwise terminated or extended by formal amendment. the expiration of this Agreement does not affect the '`71—/ , 2013 through /a- , / . 2013, inclusive, :Aor'ilnraods ('nrccu[tin,' Poruuvs'. Inc. I HO K'on/idrmiu/i Rt'rivron: June 20. 2011 do/3- 020/ rft - 4ORT f OOD5 existence and obligations of the Compass® Software End User License Agreement (or "EULA"), and/or the Compass® Software Support Agreement. 6. Northwoods agrees to perform all of the work described in the Agreement Documents and comply with the terms therein for the total compensation amount of One Hundred Ninety -Three Thousand, Two Hundred Eighty -Five and 00/100 Dollars ($193,285.00), which amount includes the first year's annual support costs for the solution. Failure to remit timely payment of any invoice may result in Northwoods ceasing work on the Project. Further, any delay in the project that is the fault of the Licensee or is the direct result of Licensee's failure to comply with the terms of this Agreement and any of its Attachments will require Licensee to reimburse Northwoods' actual costs incurred as a result of said delay. 7. The payment detail for the compensation due pursuant to this Agreement is as follows: (a) Eighty -Two Thousand, Five Hundred and 00/100 Dollars ($82,500.00) in consideration of all of the software for the Project will be invoiced upon execution of this Agreement and payment will be due within thirty (30) days after receipt of that invoice. Licensee shall be prepared to receive all software components on the day a purchase order for such components is received by Northwoods, unless other arrangements have been previously made. (b) Sixteen Thousand, Five Hundred and 00/100 Dollars ($16,500.00) in consideration of the first year's annual support costs and system administrator training costs (if applicable) will be invoiced upon execution of this Agreement and payment will be due within thirty (30) days after receipt of the pertinent invoice. The first annual software maintenance period begins on the day the software is licensed. Software is licensed on the day the software is first installed on the customer's server. (c) Ninety -Four Thousand, Two Hundred Eighty -Five and 00/100 Dollars ($94,285.00) in consideration of all professional services for the Project will be invoiced according to the following schedule, and each payment will be due within thirty (30) days after receipt of the pertinent invoice: (I) Thirty -Seven Thousand, Seven Hundred Fourteen and 00/100 Dollars ($37,714.00), or Forty percent (40%) of the total compensation for services will be invoiced upon execution of this Agreement; (2) Twenty -Eight Thousand, Two Hundred Eighty -Five and 50/100 Dollars ($28,285.50), or Thirty percent (30%) of the total compensation for services will be invoiced upon completion of Baseline System Configuration; (3) Eighteen Thousand, Eight Hundred Fifty -Seven and 00/100 Dollars ($18,857.00), or Twenty percent (20%) of the total compensation for services will be invoiced upon completion of System Testing; (4) Nine Thousand, Four Hundred Twenty -Eight and 50/100 Dollars ($9,428.50), or Ten percent (10%) of the total compensation for services ("Holdback"), will be invoiced upon completion of the Project. If Northwoods is wholly responsible for delaying the Project by more than twenty percent (20%) of the expected Project Timeline, Northwoods is subject to a penalty in an amount equal to ten percent (10%) of the Holdback for the Project. For each seven (7) day increment thereafter for which Northwoods is wholly responsible for a delay in the Project, Northwoods is subject to a penalty in the amount of ten percent (10%) of the Holdback up to a maximum penalty equal to the Holdback for the Project. Notwithstanding Section 3, the compensation terms contained within this section of the Agreement supersede any contradictory compensation provisions found in any of the Agreement Documents. 8. Licensee acknowledges and agrees that Northwoods requires on-line access to the Software to be installed on Licensee's systems in order for Northwoods to properly install and configure the system and to provide Support Services hereunder, and that the compensation detailed above is predicated on Northwoods having adequate secure remote access. Accordingly, Licensee agrees that it shall install and maintain, at Licensee's sole cost and expense, properly functioning and appropriate, industry standard communications software approved by Northwoods; and Licensee shall establish and maintain, at Licensee's sole cost and expense, an adequate secure connection with Northwoods to facilitate Northwoods' Northwoods Consulting Partners. Inc. 2 of .5 (Confidential) Revision: June 20, 2011 ciTt NORTH H'ATOODS. remote support services. Details of the required ports and acceptable applications are found within the "Northwoods Remote Access Requirements" document incorporated by reference as if fully restated herein. 9. Requirements of Licensee with regard to the purchase of Compass® CoPilot software (if applicable): I) Licensee staff that will use the Compass® CoPilot software must be fully trained on the use and operation of the tablet on which the Compass® CoPilot software will run prior to Project kick-off. 2) Licensee acknowledges and understands that any and all third party applications, including but not limited to those purchased or installed by Licensee at the recommendation of Northwoods, or pre -installed on the tablet on which the Compass® CoPilot software runs, are not owned by Northwoods. Licensee agrees that Northwoods is not responsible for examining or evaluating the content or activities and does not warrant and will not have any liability or responsibility for any such third -party applications. nor does Northwoods have any responsibility for providing support services for any such third party applications, unless specifically agreed to in a signed written agreement between the Parties. The obligations of Licensee under this section and all disclaimers of warranties and limitations of liability set forth herein shall survive any termination of this Agreement. 10. This Agreement may be terminated by either party upon thirty (30) days notice, in writing, delivered upon the other party prior to the effective date of termination. In the event of termination by either party, Licensee shall be responsible for payment for all hardware, software, and services rendered by Northwoods through the date of termination. The termination of this Agreement does not affect the existence and obligations of the Compass® Software End User License Agreement (or "EULA"), and/or the Compass® Software Support Agreement. II. This Agreement shall be binding upon all parties hereto and upon their respective heirs, executors, administrators, successors, and assigns. 12. This Agreement shall not be modified in any manner except by an instrument, in writing, executed by all parties to this Agreement. 13. This Agreement and any claim, action, suit, proceeding, or dispute arising out of this Agreement shall in all respects be governed by, and interpreted in accordance with, the substantive laws of the State of Colorado without regard to its conflicts of laws provisions. Venue and jurisdiction for any action, suit, or proceeding arising out of this Agreement shall vest exclusively in the federal or state courts of general jurisdiction in Weld County, Colorado. 14. If any term or provision of this Agreement shall be held invalid or unenforceable, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby and each term and provision of this Agreement shall be valid and enforced to the fullest extent permitted by law. 15. Nothing in this Agreement is intended to, or shall be deemed to constitute a partnership, association or joint venture between the parties in the conduct of the provisions of this Agreement. Northwoods shall at all times have the status of an independent contractor. 16. TO THE MAXIMUM EXTENT PERMITTED BY LAW AND EXCEPT AS OTHERWISE EXPRESSLY PROVIDED IN THE COMPASS® SOFTWARE END USER LICENSE AGREEMENT (OR "EULA"), AND/OR THE COMPASS® SOFTWARE SUPPORT AGREEMENT, NORTHWOODS HEREBY DISCLAIMS ALL WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES OR CONDITIONS OF MERCHANTABILITY, OF FITNESS FOR A PARTICULAR PURPOSE, OF RELIABILITY OR AVAILABILITY, OF ACCURACY OR COMPLETENESS OF RESPONSES, OF RESULTS, OF WORKMANLIKE EFFORT, OF LACK OF VIRUSES, AND OF LACK OF NEGLIGENCE, ALL WITH REGARD TO THE SOFTWARE OR HARDWARE, AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT OR OTHER SERVICES, INFORMATION, SOFTWARE, AND RELATED CONTENT THROUGH THE SOFTWARE OR HARDWARE OTHERWISE ARISING OUT OF THE USE OF THE SOFTWARE OR HARDWARE. ALSO, THERE IS NO WARRANTY OR CONDITION OF TITLE, QUIET ENJOYMENT, QUIET POSSESSION, CORRESPONDENCE TO DESCRIPTION, OR NON - INFRINGEMENT WITH REGARD TO THE SOFTWARE OR HARDWARE. Northwoods Consulting Partners, Inc. 3 of5 (Confidential) Revision: June 20. 2011 kit-NORTHWOODS' 17. NOTWITHSTANDING ANY DAMAGES THAT LICENSEE MIGHT INCUR FOR ANY REASON WHATSOEVER (INCLUDING, WITHOUT LIMITATION, ALL DAMAGES REFERENCED HEREIN AND ALL DIRECT OR GENERAL DAMAGES IN CONTRACT OR ANYTHING ELSE), THE ENTIRE LIABILITY OF NORTHWOODS UNDER ANY PROVISION OF THIS AGREEMENT AND LICENSEE'S EXCLUSIVE REMEDY HEREUNDER SHALL BE LIMITED TO THE LESSER OF THE ACTUAL DAMAGES INCURRED IN REASONABLE RELIANCE ON THE SOFTWARE OR THE AMOUNT ACTUALLY PAID BY LICENSEE UNDER THIS AGREEMENT. THE FOREGOING LIMITATIONS, EXCLUSIONS AND DISCLAIMERS SHALL APPLY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, EVEN IF ANY REMEDY FAILS ITS ESSENTIAL PURPOSE. In no event shall Northwoods be liable for any special, incidental, punitive, indirect, or consequential damages whatsoever (including, but not limited to, damages for loss of profits or confidential or other information, for business interruption, for personal injury, for loss of privacy, for failure to meet any duty including of good faith or of reasonable care, for negligence, and for any other pecuniary or other loss whatsoever) arising out of or in any way related to the use of or inability to use the software or hardware, the provision of or failure to provide support or other services, information, software, and related content through the software or hardware or otherwise arising out of the use of the software or hardware, or otherwise under or in connection with any provision of this Agreement, even in the event of the fault, tort (including negligence), misrepresentation, strict liability, breach of contract or breach of warranty of Northwoods, and even if Northwoods has been advised of the possibility of such damages. 18. If by reason of force majeure either party is unable in whole or in part to act in accordance with this Agreement, the party shall not be deemed in default during the continuance of such inability. The tens "force majeure" as used herein shall include without limitation: acts of God; strikes or lockout; acts of public enemies; insurrections; riots; epidemics; lightening; earthquakes; fire; storms; flood; washouts; droughts; arrests; restraint of government and people; civil disturbances; and explosions. Each party, however, shall remedy with all reasonable dispatch any such cause to the extent within its reasonable control which prevents the party from carrying out its obligations contained herein. 19. Any waiver by either party of any provision or condition of this contract shall not be construed or deemed to be a waiver of any other provision or condition of this Agreement, nor a waiver of a subsequent breach of the same provision or condition. 20. This Agreement may be executed in one or more identical counterparts, each of which shall be deemed an original but all of which together shall constitute but one and the same instrument. 21. This Agreement sets forth the entire agreement of the Parties and supersedes all prior or contemporaneous writings, negotiations, and discussions with respect to the subject matter hereof This Agreement does not amend or supersede the previous written agreement made between the Parties and executed on or about November 14, 2012, which is a separate and distinct agreement. Signature Page Follows Remainder of Page Intentionally Blank Northwoods Consulting Partners, Inc. 4 of .5 (Confidential) Revision: June 20. 2011 C tNORTHWOODS IN WITNESS WHEREOF, the Parties have caused this Amendment to be signed by the duly authorized officers or representatives of each party on the day and year set forth below. WELD COUNTY BOARD OF COMMISSIONERS MAR 13 2013 Weld County Board of County Commissioners 1150 `O' Street Greeley, Colorado 80632 NORTDS CONSULTING PARTNERS, INC. Gary Heinze, President NORTHWOODS CONSULTING PARTNERS, INC. 5815 Wall Street Dublin, Ohio 43017 Worthwoods Consulting Partners, Inc. 5 of 5 (Confidential) Revision:. June 20, 2011 o?O/3-470/ ATTACHMENT A l'CC� NORTH WOODS® Proposal Client Management Project Weld County Department of Human Services, Payment Assistance Prepared By: Northwoods Consulting Partners March 5, 2013 Proposal Client Management Project Weld County DHS, Payment Assistance Table of Contents Cost Estimate 1 Purpose 2 Project Scope 2 Scope Statement 2 Project Deliverables 2 Work Requirements 3 Project Management 4 Server Environment 5 Business Analysis 6 Design Concept 6 Software Configuration 7 Integration Testing 8 Software Deployment 9 Training, Documentation, and Implementation Support 10 Training and Documentation 10 Implementation Support 13 Time Frame for Project Completion 14 Location and Hours of Work 14 Roles and Responsibilities 15 Executive Review Committee 15 ii Revolutionizing the Delivery of Human Services® at't NORTHWOODS` Proposal Client Management Project Weld County DHS, Payment Assistance Policy Team 15 Project Team 16 Appendix A — Software Standard Features A-1 Revolutionizing the Delivery of Human Services iii Proposal Client Management Project Weld County DHS, Payment Assistance Copyright and Trademarks Notice Copyright © 2013 Northwoods Consulting Partners, Inc. All rights reserved. Northwoods, the Northwoods Bear Logo, "Revolutionizing the Delivery of Human Services," and Compass are all registered trademarks and service marks of Northwoods Consulting Partners, Inc. Rather than repeat the trademark and service mark attributions throughout this document, Northwoods hereby asserts its rights for all of its products and services. All other trademarks and service marks are the property of their respective owners. Unless stated to the contrary, no association with any other company or product is intended nor inferred. iv Revolutionizing the Delivery of Human Services® titt NORTHWOODS Proposal Client Management Project Weld County DHS, Payment Assistance Cost Estimate Compass Software Northwoods Professional Services Totals by Category $82,500.00 $94,285.00 $176,785.00 Cost Breakdown for Contract Price Software First Year Support & Sys Admin Training Northwoods Professional Services Totals by Contract Cost $82,500.00 $16,500.00 $94,285.00 $193,285.00 $16,500.00 $0.00 $16,500.00 $99,000.00 $94,285.00 $193,285.00 NOTE: The following items ore NOT included in the pricing above. It is the Customer's responsibility to plan for and purchase these items if applicable for Customer's project. 1. Electrical outlets for Servers, Appointment Kiosks, etc. 2. Network drops for Servers, Appointment Kiosks, etc. 3. Kiosks 4. Consumables for Printers, etc. * - Sales Tax Not Included Revolutionizing the Delivery of Human Services® 1 Proposal Client Management Project Weld County DHS, Payment Assistance Purpose The purpose of this proposal is to outline the project scope, requirements, and deliverable work products for the implementation of a Client Management System (Project). The proposal clearly specifies the terms of work to be performed in developing and/or producing the goods or services as related to the Project. If the scope requirements change over the course of the Project, Northwoods will implement the Change Control Procedures. Project Scope Scope Statement The Project has a charter to implement a production Client Management System for 100 end users in Weld County Department of Human Services (DHS) Payment Assistance program area/department. Consistent with the Purchase Agreement, Implementation Plan, and this proposal, the scope of work includes installation, configuration, testing, and deployment of system software. Project Deliverables Project deliverables are subsidiary elements of the final project deliverable, each with its own separate but interdependent deliverable scope. Deliverable review and acceptance procedures are described in the Project Implementation Plan. The Northwoods Project Manager is responsible for ensuring the delivery, quality, and timeliness of the following Project deliverables: Deliverable Description Responsibility DEL -01 — Baseline Project Schedule DEL -02 — Server Setup Defines work breakdown activities associated with Northwoods developing Project deliverables and executing Project work. Installation and configuration of database and Weld IT application servers (physical or virtual), including prerequisite server software. _ DEL -03 — Baseline Identifies which capabilities each system Requirements Traceability component should include with respect to business Matrix $ needs (functional requirements) and the source for satisfying each requirement_ DEL -04 — Software Design Details how each software component will be Specification -� configured to satisfy functional requirements. Configuration of application to the Software Design ! Northwoods Specification. End -to -end testing of the complete, integrated Northwoods production system. Northwoods DEL -05 — Preliminary Software Configuration DEL -06 — Integration Testing Northwoods 2 Revolutionizing the Delivery of Human Services' Rh& NORTHWOODS' Proposal Client Management Project Weld County DHS, Payment Assistance Deliverable Description Responsibility Deployment of client software to the end -user community using software script provided by Northwoods. DEL -08 — System Training delivery and materials necessary to Northwoods Administration Training administer application software. DEL -09 — Train-the-Trainer Instructor-led classroom training and materials Northwoods Workshop necessary to enable OHS trainers to deliver end - user training in a professional and confident Jmanner. DEL -10 — Core Training Web -based training and materials designed for Northwoods end -users to obtain fundamental product knowledge. DEL -07 — Client Software Deployment DEL -11— Reception Skills Training DEL -12 — Case Manager Skills Training DEL -13 — Case Manager Supervisor Skills Training Weld IT Instructor -led classroom training by DHS trainers ' Weld DHS and materials designed for reception/front desk workers to perform essential job functions using basic software functionality. Instructor -led classroom training by DHS trainers Weld DHS and materials designed for case managers to perform essential job functions using basic software functionality. tInstructor -led classroom training by DHS trainers [ Weld DHS and materials designed for case manager supervisors/team leads to perform essential job functions using basic software functionality. DEL -14 — Implementation In -unit implementation support for front ' Northwoods Support (Reception) desk/reception end -users. I DEL -15 — Implementation t In -unit implementation support by OHS trainers for Weld DHS Support (Case Managers) i case management end -users. Work Requirements The Project Team includes human resources from Northwoods, Weld County Information Technology (IT), and Weld County OHS. Consistent with Deliverable Review and Acceptance procedures in the Implementation Plan, the work requirements authorized in this section are for professional services necessary for project participants to satisfactorily complete each project deliverable. Revolutionizing the Delivery of Human Services` 3 Proposal Client Management Project Weld County OHS, Payment Assistance Project Management The Northwoods Project Manager is responsible for the application of Project management methodology from project start through project acceptance. Primary responsibilities include: • Calendar of events and deadlines • Resource management and deployment • Schedule development and execution (work breakdowns, schedules, deliverables, milestones, etc.) • Issue management and resolution • Risk management and mitigation • Decision support and prioritization • Customer/stakeholder relationship management • Communication of Project status to key customer stakeholders • Document repository and control Related Deliverables • DEL -01 — Baseline Project Schedule Responsibilities Weld County • Assign a DHS Project Manager to coordinate activities for Weld County resources (i.e., personnel, facilities, etc.) and assist the Northwoods Project Manager with the application of project management methodology. • Consistent with deliverable review and acceptance procedures, evaluate Baseline Project Schedule deliverable. • Authorize Project Acceptance by signoff of Project Acceptance Form by Project Sponsor. Northwoods • Apply project management procedures during execution of Implementation Plan. • Meet with the Weld County DHS Project Manager to determine the format, frequency and recipients for status reports. • Prepare and submit Baseline Project Schedule deliverable to DHS Project Manager for review. 4 Revolutionizing the Delivery of Human Services° Proposal NORTHWOODS Client Management Project Weld County DHS, Payment Assistance Constraints, Assumptions, and Dependencies • Weld County DHS and IT human resources, facilities, and equipment will be available when required. • All project participants will provide the necessary resources (i.e., human resources, facilities, equipment, etc.) consistent with project scope and established timelines. • Key Northwoods personnel are assigned to the project and the tasks required for their position, but are not necessarily full-time for the duration of the project. Server Environment The Client Management System will reside on Weld County DHS's existing network and server infrastructure in a centralized server and storage environment. The Northwoods Project Team provides technical specifications for Weld County IT to provide and configure database and application servers (physical or virtualized). Related Deliverables DEL -02 — Server Setup Responsibilities Weld County • Provide and/or create a database and application servers. • Install and configure prerequisite server software. • Configure page file, physical/logical drives, and Network Interface Card (NIC). • Consistent with deliverable review process and acceptance criteria, evaluate Server Setup. Northwoods • Provide specifications for page file, physical/logical drives, and NIC configuration. • Validate the database and application servers are properly installed and configured. • Provide consultation for Weld County IT to create data backup jobs that run on a regular schedule. Constraints, Assumptions, and Dependencies • Prerequisite server software includes Windows OS with most recent security patches, Microsoft SQL Server, anti -virus protection, and required Client Access Licenses (CALs). • Weld County DHS/IT will provide technical assistance during the performance work requirements, including but not limited to: o Network connectivity and troubleshooting assistance Revolutionizing the Delivery of Human Services® 5 Proposal Client Management Project Weld County DHS, Payment Assistance o Network traffic analysis and bandwidth monitoring to isolate bottlenecks o Integration with existing systems o Handling issues with server hardware before, during, and after rollout • Weld County DHS/IT will install and/or provide a database and application server within timeframes established in a mutually agreed -upon Project Schedule. Business Analysis The Northwoods Project Team elicits project requirements during field observation and interviews with subject matter experts (SME's) from each program or service area impacted by the Project (i.e., Business Requirements Discovery). The results of Business Requirements Discovery are documented as functional requirements in the Requirements Traceability Matrix (RTM), representing the ongoing maintenance of scope. Related Deliverables • DEL -03 — Baseline RTM Responsibilities Weld County • Consistent with deliverable review process and acceptance criteria, evaluate RTM. Northwoods • Schedule and facilitate Business Requirements Discovery session(s). • Prepare and submit RTM. Constraints, Assumptions, and Dependencies • Based on a mutually approved schedule, Weld County OHS subject matter experts will be available to address questions and participate in Business Requirements Discovery. Design Concept Consistent with Software Standard Features, and with respect to business needs transpiring from Business Requirements Discovery, the Northwoods Project Team validates the standard capabilities to be utilized, identifies if any additional capabilities of each software application should be included, details related design specifications, and prioritizes testing requirements. 6 Revolutionizing the Delivery of Human Services' NORTHWOODS' Related Deliverables • DEL -04 — Software Design Specification Responsibilities Proposal Client Management Project Weld County OHS, Payment Assistance Weld County • Consistent with deliverable review process and acceptance criteria, evaluate Software Design Specification. Northwoods • Prepare and submit Software Design Specification. Software Configuration The Northwoods Project Team configures application software per the approved Software Design Specification. Preliminary software configuration settings are placed under configuration management and baselined as a benchmark and reference point for future system changes. A prototype review provides an opportunity to demonstrate the final system design to key stakeholders and authorize Production Release. Following Production Release, system changes are limited to any of the following reasons: • To provide appropriate user access to software or assign appropriate user rights/permissions • To effect a change in operational characteristics which impacts a project requirement or deliverable, or if not accomplished expeditiously, may compromise data security or mission accomplishment • To correct a hazardous condition that may result in fatal or serious injury to personnel or extensive damage or destruction of equipment Related Deliverables • DEL -05 — Preliminary Software Configuration Responsibilities Weld County • Provide escorted or unescorted local and remote network access to the Northwoods Project Team. • Consistent with deliverable review process and acceptance criteria, evaluate Preliminary Software Configuration. Revolutionizing the Delivery of Human Services° 7 Proposal Client Management Project Weld County DHS, Payment Assistance Northwoods • Consistent with Software Design Specification, complete Preliminary Software Configuration. Constraints, Assumptions, and Dependencies • Local and remote network access (Hamachi) and appropriate security privileges to database and application server(s) is required for the Northwoods Project Team to complete configuration of application software. • The Weld County DHS Project Manager serves as a single point of contact to authorize changes to the preliminary software configuration. • ETL (Extract Transform Load) Requirements from the Electronic Document Management project will be used for the Client Management System to enhance search capabilities and streamline data entry. Integration Testing Integration testing of the complete, integrated production system by the Northwoods Project Team confirms the system's compliance with specified requirements. Integration testing involves testing of the complete end - to -end system to verify all system functional and performance requirements. This stage of testing includes the execution of a comprehensive set of functional and operational tests. During integration testing, the traceability of functional requirements demonstrates the realization of user requirements into the delivered product. Test cases form the basis for functional testing. Each test case is linked to at least one functional requirement. As the test cases are executed, the results are recorded and analyzed to address: • Compatibility of all system components within the operating environment • End -to -end verification across all subsystems • Reliability and usability of the subsystem interfaces • Integrity of system design using simulated data, users, and procedures • System ability to perform in operational scenarios The execution of each test case results in a pass or fail outcome. All functional requirements related to a test case are considered satisfied upon successful execution of a particular test case. As test cases are executed, defects are recorded, reviewed, clarified, investigated, and confirmed by the test engineer. Once defects have been confirmed, they are categorized for severity and entered into the Issue Log. The results of Integration Testing are documented in an Integration Testing Summary Report. Deliverable • DEL -06 — Integration Testing 8 Revolutionizing the Delivery of Human Services` Proposal NORTHWOOD& Responsibilities Client Management Project Weld County DHS, Payment Assistance Weld County • Provide a Training/Test System. • Consistent with deliverable review process and acceptance criteria, evaluate Integration Testing. Northwoods • Provision a test instance of the production database on the Training/Test System. • Perform Integration Testing. • Prepare and submit Integration Testing Summary Report. Constraints, Assumptions, and Dependencies • Data integrity is not supported by the Training/Test System. • Data in the Training/Test System is not migrated to the production system. • Northwoods will decommission the Training/Test System upon completion of the implementation unless Weld County DHS has purchased additional environment support. • A Training/Test environment with appropriate security and network access levels is required for the Northwoods Project Team to provision a test instance of the production database. • Weld County DHS/IT will provide the appropriate network access and security privileges for designated testers. Software Deployment Software deployment includes those activities required to make the Client Management System software available for use. Client Management System software is deployed using deployment scripts. Related Deliverables • DEL -07 — Client Software Deployment Responsibilities Weld County • Execute the appropriate software script at the appropriate client workstations/user desktops to deploy client software. Revolutionizing the Delivery of Human Services° 9 Proposal Client Management Project Weld County DHS, Payment Assistance • Consistent with deliverable review process and acceptance criteria, evaluate Client Software Deployment. Northwoods • Work with Weld County DHS/IT to develop software deployment scripts. • Validate client software is properly deployed. Training, Documentation, and Implementation Support The Northwoods Project Team develops an Implementation Plan that provides the strategies necessary for Weld County DHS stakeholders to independently operate primary functions and maintain the Client Management System. It takes into account the training needs, priorities, resources, roles, and responsibilities for each stakeholder group engaged in the project. Training and Documentation A train -the -trainer (TTT) implementation approach leverages the expertise and experience of Weld County DHS staff. With the train -the -trainer implementation approach, Weld County DHS trainers incrementally expand their knowledge. Their associated skills are in turn shared across the entire agency to create widespread competency, promote self-sufficiency, and reduce the dependency on a limited number of staff. A three-day train -the -trainer workshop provides the necessary training and materials for Weld County OHS trainers (OHS trainers) to deliver end -user training in a professional and confident manner. The course includes software product training with hands-on, structured software practice exercises. "Teach back" sessions provide an opportunity for each learner to practice using instructional materials. Each trainer in training receives a full package of electronic instructional materials (PowerPoint modules, instructor guides, and structured student exercises) and product documentation. Following the train -the -trainer workshop, DHS trainers deliver end -user training and provide in -unit implementation support for case managers. Training delivery is provided via the following on -site training delivery methods at Weld County DHS facilities: • Web -based Training— A self -paced, interactive delivery method accessible through the Northwoods Learning Management System (LMS) in recorded video format. • Instructor -led Training (ILT) —An interactive delivery method delivered by an instructor in a classroom environment. • Personal Instruction — An interactive, informal delivery method where a subject matter expert and a learner or a small group of learners meet for a specific duration of time in a common location. The following table provides a description for each training course for the Project: 10 Revolutionizing the Delivery of Human Services" ctie NORTHWOODS' Proposal Client Management Project Weld County DHS, Payment Assistance Course Name Description Delivery Method During this self -paced course (=2 hours), end - users interact with Compass Appointments for the first time. The course focuses on fundamental product knowledge as self -paced lessons guide each learner through a structured outline. Learners may pause and repeat each lesson as necessary. Train -the -Trainer During this three-day workshop, up to ten Instructor -led Training Workshop designated DHS trainers learn to deliver end - user training in a professional and confident manner. The course integrates software product training with hands-on opportunities for each learner to practice using instructional materials in an instructor -led environment. Reception Skills Training During this three-hour course, reception ! Instructor -led Training workers learn to perform reception and lobby management activities using Client Management software in a hands-on, instructor- j led environment. Case Manager Skills During this two-hour course, case managers Instructor -led Training Training learn to perform case work activities using Client Management software in a hands-on, instructor -led environment. Case Manager Supervisor During this instructor -led course, case manager ; Instructor -led Training I Skills Training supervisors and team leads learn to use Client Management software to perform supervisory functions. System Administration During this two-hour training, up to five Weld Personal Instruction Skills Training County DHS/IT agency -designated system administrators learn to perform recurring and intermittent configuration and maintenance activities. Core Training Web -based Training Core training is required training for all end -users. A Learning Management System (LMS) serves as the library for all web -based training videos. The OHS Project Manager provides the Northwoods Project Manager with the information on each user scheduled to attend Core Training. The Northwoods Project Team establishes LMS user accounts for each learner and provides the YFS Project Manager with the login information for each learner. Each of the training tracks identified in the table below are segmented by role to ensure learners receive focused and relevant training instruction and materials. Each learner completes the course as a prerequisite to other courses for each respective track. The course is structured in a series of lessons that are tracked for each learner to ensure all are finished successfully before providing credit for completion. Revolutionizing the Delivery of Human Services" 11 Proposal Client Management Project Weld County DHS, Payment Assistance Training Track Trainers Role Course Name System Administration Case Management Case Management Supervision Front Desk DHS trainers Client Management System system administrators DHS case managers DHS case manager supervisors and/or team leads Front desk/reception staff Core Training Train -the -Trainer Workshop Core Training Case Manager Skills Training System Administration Skills Training Case Manager Skills Training Case Manager Skills Training Case Manager Supervisor Skills Training Reception Skills Training A Training Schedule produced by the Northwoods Project Manager documents training session information for each training course. Related Deliverables • DEL -08 — System Administration Training • DEL -09 — Train -the -Trainer Workshop • DEL -10 — Core Training • DEL -11 — Reception Skills Training • DEL -12 — Case Manager Skills Training • DEL -13 — Case Manager Supervisor Skills Training Responsibilities Weld County Provide an on -premise training facility with appropriate space, desks, chairs, computer workstations connected to the County network, a whiteboard, and a projector for presentations for all instructor -led training sessions. • Deliver end user skills training. • Consistent deliverable review and acceptance criteria, evaluate delivery of the following training courses: o System Administration Training o Train -the -Trainer Workshop o Core Training o Reception Skills Training o Case Manager Skills Training o Case Manager Supervisor Skills Training 12 Revolutionizing the Delivery of Human Services® ate NORTHWOODS' Proposal Client Management Project Weld County DHS, Payment Assistance • Provide Northwoods Project Manager with required LMS information for web -based training videos (i.e., student name, email address, and position/title). Northwoods • Provide Training Schedule to DHS Project Manager. • Provide Core Training. • Deliver Train -the -Trainer Workshop. • Deliver System Administration Training. Constraints, Assumptions, and Dependencies • Weld County DHS provides the appropriate office space and equipment (i.e., chair, desk, visual aids, etc.) and projection equipment for all classroom training sessions. • To prevent disruption in the work environment, it is recommended that Weld County DHS provide a private setting and/or headsets during playback of web -based training videos. • Adobe Flash player and sound is required on client computers for playback of web -based training videos. Implementation Support In -unit implementation support by the Northwoods Project Team and Weld County DHS facilitates greater acceptance of new technologies and the adoption of new/revised business processes. Related Deliverables • DEL -14 — Implementation Support (Reception) • DEL -1S — Implementation Support (Case Managers) Responsibilities Weld County • Provide in -unit implementation support for case manager end -users. Northwoods • Provide in -unit implementation support for reception end -users. Revolutionizing the Delivery of Human Services® 13 Proposal Client Management Project Weld County DHS, Payment Assistance Time Frame for Project Completion The following timeline identifies the expected time frame to complete the project. The estimated time frame to complete the project is 68 business days following the project planning/kickoff meeting. Execution of Agreement Planning / Kickoff Meeting User Requirements Baseline System & Design Concept Configuration Release to Production Authorization System Testing n End User Training & Support Completion of Pro ect Month 1 2 Location and Hours of Work ► 3 4 In order to improve implementation costs and reduce deployment barriers, the work activities performed by the Northwoods Project Team are performed remotely and on location at Weld County. As a result, Weld County DHS/IT must provide the following to the Northwoods Project Team: • Open/escorted facility access for Project Team members (including after hours when work activities cannot be accomplished during normal business hours) • Office space and/or cubicles with the ability to be secured (under lock and key) and at least one active network jack (Ethernet connection) and one electrical connection • Office furniture (desks and chairs) • Telephone (local use only) • Shared networked printer(s) • Meeting rooms with an overhead projector, whiteboard, and supplies for conducting scheduled meetings • Free facility parking When possible, onsite work by the Northwoods Project Team occurs during regular business hours. On occasion, the Northwoods Project Team may work onsite during evenings, nights, weekends, holidays, and other non-standard work hours to maintain the project schedule. As a result, facility access during non- standard hours may be necessary. The following key activities may be performed on location at Weld County DHS: • Planning meetings and status meetings • Project kickoff and demonstrations • Field observations • Business requirements discovery 14 Revolutionizing the Delivery of Human Services" tttk NORTHWOODS Proposal Client Management Project Weld County OHS, Payment Assistance • Instructor -led training sessions • In -unit support for reception end -users • System administration training When working remotely, the Northwoods Project Team ensures the effective exchange of information and transfer of knowledge by using alternate methods of communication, including but not limited to: email, teleconferencing, and remote network access. A detailed project schedule produced by the Northwoods Project Manager and approved by the Weld County OHS Project Manager will identify anticipated start and finish dates for all related project activities. Roles and Responsibilities Executive Review Committee The purpose of the Executive Review Committee is to sponsor the Client Management System project and audit progress toward achieving the project's objectives. The following people compose the Executive Review Committee: Project Role Responsibility Project Sponsor IT Advisory Chair Weld County DHS Advisory Chair Policy Team Responsible for auditing progress of project objectives. Provides executive sponsorship for the project and authorizes release of payment according to contract terms. Responsible for auditing progress of project objectives. Represents IT stakeholder interests regarding information technology decisions and/or changes. Ensures appropriate IT resource allocation. Responsible for auditing progress of project objectives. Represents Weld County DHS stakeholder interests regarding business process decisions and/or changes. Ensures appropriate Weld County OHS resource allocation. The Policy Team, which is composed of a select group of managers and/or supervisors from Weld County OHS, is responsible for the development, review, evaluation, and communication of business practices/policies related to the Client Management System implementation. Having this team in place ensures that business process changes for the Project are consistent with the organization's policies and procedures. When new or revised practices/policies are identified, the Project Team works with the Policy Team to develop them and incorporate their implementation at the same time the technology is implemented. Revolutionizing the Delivery of Human Services" 15 Proposal Client Management Project Weld County DHS, Payment Assistance Project Team The Project Team ensures that implementation tasks are completed as planned. The following roles compose the project team: Weld County IT Project Role Responsibility Provides data extracts consistent with ETL Requirements Document. Provides database and application servers. Provides Test/Training system. Deploys system software. Provides remote access and local administrator rights to Northwoods Project Team. Attends system administration training and assumes responsibility for ongoing (post -project) system administration. j Database Administrator System Administrator • Weld County DHS Project Role Responsibility Coordinates Weld County DHS project activities. Evaluates quality and timeliness of project deliverables. Serves as a single point of contact for authorization of system design changes. Subject Matter Attend business requirements discovery sessions. Recommend policy changes to Experts Weld County DHS Policy Team (via Northwoods Project Manager). Trainers Attends train -the -trainer workshop. Delivers end -user training. Assists in providing in -unit implementation support to case manager end -users. Assumes ongoing I training responsibilities. Project Manager Northwoods I Project Role Team Member Responsibility Project Manager Randy Vermillion Project Coordinator Ma tt Leasure Responsible for successful Implementation of all project deliverables within constraints of scope, schedule, budget, and quality. Ensures the delivery quality and timeliness of work requirements. Monitors and controls all project activities. Develops and executes project work plan and revises as appropriate to meet changing needs and requirements. Schedules resources and assigns individual responsibilities. Manages day-to-day operational aspects of the project. Provisions database instance on Test/Training system. Configures each software module according to Software Design Specification. Delivers system administration training. Solutions Architect Greg Davis 16 Revolutionizing the Delivery of Human Services" kftkfr NORTHWOODS Proposal Client Management Project Weld County DHS, Payment Assistance Project Role Team Member Responsibility Solutions Analyst Training Instructor Lalarsha Grady Facilitates business requirement discovery interviews. Prepares and maintains Design Specification. Delivers Software Design Specification Ito Solution Architect. Leads system testing activities. Daniel Unsdorfer Provides Core Training (web -based). Prepares training curriculum/documentation. Delivers train -the -trainer workshop. Revolutionizing the Delivery of Human Services" 17 ctie NORTHWOODS Proposal Client Management Project Weld County DHS, Payment Assistance Appendix A - Software Standard Features The following performance characteristics, capacity, and specifications are based on a standard configuration and will vary. The features are listed for reference purposes only and are not necessarily warranted as required by Northwoods. Compass Appointments Queue Management • Appointments allows for use of unlimited configurable queues (e.g., a queue can be used for walk-in clients who do not have a scheduled appointment) • At any time supervisors can access a view to see how many clients have been seen, how many clients are waiting in the lobby, and other aspects of queue maintenance, including a client's position in queue and approximate wait times based on statistical analysis of client flow information • Users can reject a queue item, causing the queued item to be sent back to the user who created the queue Workload Distribution • Round Robin helps balance the assignment of appointments among caseworkers • Round Robin can be configured with unlimited appointment types • Caseworkers receive appointments based on past assignment history and availability • Round Robin takes sick time and leave into account Notification • Notifier is an application that works with Appointments and can be configured to automatically start when workers log in to a workstation • Notifier displays a popup message to alert the appropriate caseworker when a client checks in for a scheduled appointment (at the front desk or kiosk) • Caseworkers can set their status (In, Away, Lunch, etc.) in Notifier • Caseworkers can receive automatic notification for certain configured appointment types, such as Telephone Interview, when notification from the Front Desk staff or Compass Lobby is not necessary or possible Revolutionizing the Delivery of Human Services° A-1 Proposal Client Management Project Weld County DHS, Payment Assistance Front Desk View • The Front Desk View is mainly used by the Information Desk to locate a client's scheduled appointment and notify the caseworker that the client has arrived without having to send an email or pick up the phone • Supervisors (or other designees) can be alerted when a client has been waiting too long • The wait time for escalation is configurable • Statuses can be color -coded for easy distinction • Filter by criteria such caseworker, client, and appointment type Appointments Kiosk The Appointments Kiosk helps with lobby management by providing these functions: • Allow clients to check in using any of the eight available languages • Allow configurable walk-in reasons for clients to select during check -in • Indicate the date and time a client checks in to the kiosk • Specify the number of allowable attempts to check in • Allow or disallow scheduled appointment check -ins • Allow or disallow the processing of non-scheduled appointments • Set up queues for clients without scheduled appointments • Indicate which users check in using the kiosk • Specify session timeout for enhanced security • Specify whether identification (such as SSN) is required for check -in • Allow the use of custom graphics on kiosk screens and on the receipt • Specify whether a receipt is provided as well as receipt layout and text Appointments Lobby • Allows clients to monitor their place in the queue • Displays estimated client wait time Client Watch Occasionally, a caseworker is unable to contact a client by telephone or mail and he/she needs to see the client face-to-face. Client Watch allows caseworkers with designated permission to receive notification when there is recorded activity/contact between the client and the agency. A caseworker can set up a client watch list containing client SSNs. The caseworker receives a notification when one of the following events happens: A-2 Revolutionizing the Delivery of Human Services® NORTHWOODS Proposal Client Management Project Weld County DHS, Payment Assistance • An appointment notification or queue item is sent for a client matching a client SSN on the client watch list • A new appointment is created for a client matching a client SSN on the client watch list • The client arrives for a scheduled appointment Reporting The Appointments Reporting component allows for many reports, including the history of a given appointment and the ability to quickly retrieve client demographic information. Other common reports include average client wait times, "no-show" statistics, total number of appointments by worker type, and number of escalated appointments. Viewing Options • Appointments provides a single calendar for the entire agency's activities which can be viewed a day, week, or month at a time • Filter by criteria such as caseworker, client, and appointment type Document Drop -Off Document Drop-off allows caseworkers to track when a client has dropped off documents at the agency. Client Log Client Log is a feature that is most commonly used as a comment record for client interaction activities such as phone calls or email. Letter Generation When a scheduled appointment is created, it may be necessary to create an appointment letter and send it to the client reminding them of the upcoming appointment. The Generate Letter feature provides this functionality by merging client information and scheduling information into a Word document that has been equipped with the Mail Merge feature. Security • Users are granted certain rights to the use of features in the system • The rights granted are inherited by the roles assigned by the system administrator • The hierarchical structure is based on users, groups/departments and can be extended to case/record access Revolutionizing the Delivery of Human Services° A-3 Proposal Client Management Project Weld County DHS, Payment Assistance Reassignment • Appointments provides information to assist with the management of workers and allows supervisors to reassign appointments • Appointments provides for simple point -click reassignment of appointments for workers who call in sick. At a glance the system shows which workers are available to handle the appointment(s) which need to be reassigned Group Appointments The group appointment feature allows you to schedule an appointment for more than one client at a time or, for clients whose names are not known at the time of scheduling. You can create the appointment first and then add clients later as necessary. Appointment Outcomes Outcome can be a required field which denotes the outcome of the appointment. Outcomes are configurable. If an appointment type is configured to require an outcome, a pop-up message box prompts users to select an Outcome after the appointment is ended. A-4 Revolutionizing the Delivery of Human Services® Hello