HomeMy WebLinkAbout20121473.tiff RESOLUTION
RE: APPROVE CONTRACT AMENDMENT #2 TO PURCHASE OF SERVICE AGREEMENT
AND AUTHORIZE CHAIR TO SIGN -ACS GOVERNMENT SYSTEMS, 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,on June 13, 2012,the Board was presented with Contract Amendment#2 to the
Purchase of Service Agreement between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, and ACS Government Systems, Inc., commencing
June 30, 2012, and ending December 31, 2016, with further terms and conditions being as stated in
said amendment, and
WHEREAS, after review, the Board deemed it advisable to continue said amendment to
June 18, 2012, to allow additional time for review of the matter, and
WHEREAS,on June 18, 2012,the Board deemed it advisable to approve said amendment,
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 Contract Amendment#2 to the Purchase of Service Agreement between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, and ACS Government Systems, Inc., be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 18th day of June A.D., 2012.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:�il�r�
Sean Pei, Ch
Weld County Clerk to the Board P . / �
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A A A�� E y William F. Garcia, Pro-Tem
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ISM =-rbara Kirkmeyer
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ounty ttorney
ougla Rademac er
Date of signature: 7 -/;; -/a
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CONTRACT AMENDMENT NO. 2
THIS CONTRACT AMENDMENT No. 2 (hereinafter the "Amendment") is made, and
entered into this 18th day of June, 2012, effective the 30th day of June, 2012 (the "Amendment
Effective Date"), by and between the Weld County Board of County Commissioners, located at
915 10th Street, Greeley, CO 80631 ("Client") and ACS Government Systems, Inc., located at
8260 Willow Oaks Corporate Drive, Fairfax, VA 22031 ("ACS"), referred to individually as Party
and collectively as Parties.
WITNESSETH:
WHEREAS, the Parties have entered into a Purchase of Service Agreement (the
"Agreement") dated January 1, 2008, whereby ACS provides Client with a wide array of
information technology services, and
WHEREAS, the Agreement between the Parties does not currently call for ACS to
provide support to the Weld County Regional Communications Center ("Center"), located within
Weld County, and
WHEREAS, the scope of work in the Agreement between the Parties does not currently
contemplate for ACS to support the Center's public safety network, which includes components
for Computer-Aided Dispatch, Records Management System, Law (DA/Courts Interface - Civil
Process), Mug Shot, Paramedic Billing Interface, and Jail Automated System (referred to
collectively herein as "Public Safety Network"), and
WHEREAS, the hardware and software that comprises the Public Safety Network are in
need of maintenance and ongoing support, and
WHEREAS, ACS has the capacity to perform said services in accordance with the terms
of this Amendment, and
WHEREAS, by and through a Contract Amendment dated July 1, 2010, ACS agreed to
perform the work of supporting the Public Safety Network to and until March 31, 2012, and
through a letter agreement dated March 21, 2012, extended said time through June 30, 2012.
NOW, THEREFORE, CLIENT AND ACS agree as follows:
1. Replacement of Amendment No. 1.
As of the Amendment Effective Date, this Amendment shall replace Amendment No. I in its
entirety, and Amendment No. 1 shall no longer be of any force or effect.
2. Additional Services.
The Scope of Information Technology Services contained in Exhibit 1 of the Agreement is
hereby amended to add a new Section "X," entitled, "Center Support Services" (hereinafter the
"Additional Services"). A detailed description of the Additional Services is contained in
Schedule A of this Amendment (entitled, "Scope of Additional Services"). For the purposes of
this Amendment, the term "support" shall mean the activity of providing support of the Public
oia-i t/73
Weld County/ACS 1 Amendment No.2
Safety Information System and all hardware and software associated with that system, based
upon the staffing, hardware and software assumptions specified in this Amendment. Duties
performed by ACS for support of the Spillman application shall be according to the matrix of
responsibilities set forth in Schedule E.
3. Additional Equipment and Software.
The Hardware and Software List contained in Exhibit 2 of the Agreement is hereby
amended to add a new Section entitled, "Additional Hardware and Software." A detailed
description of the Additional Hardware and Software is contained in Schedule B of this
Amendment (also entitled, "Additional Hardware and Software"). Pursuant to Section 2.1 of the
Agreement, all service or maintenance contracts relating to the Additional Hardware and
Software shall be the financial responsibility of the Client. If such service or maintenance
agreements are not commercially available (due to factors such as equipment end-of-life or other
similar reasons), Client shall be responsible for the costs incurred to replace the equipment and
software.
4. Pricing Terms.
All fees associated with the Additional Services are outlined in Schedule C of this
Amendment (entitled, "Fees for Additional Services"). The Additional Services shall be
provided on a fixed fee basis, and all payment terms associated with the Additional Services are
specified in Schedule C.
5. ACS Personnel.
ACS shall provide the personnel set forth in Schedule D.
6. Other Terms and Conditions.
All other terms and conditions set forth in the Agreement between the Parties are
unchanged and remain in full effect.
IN WITNESS WHEREOF, CLIENT and ACS have caused this Amendment to be signed
by their duly authorized officers on the day and year first set forth hereinabove.
CLERK OF THE BOARD
BOARD OF COUNTY
OMMISSIONERS OF
�y� ' 2 ELD COUNTY, COLORADO
sat .A
Bru T. Barker \„�:,E% �•
By: 11/4 By: c______>-----,
Deputy C r to the Board Sean P. Conway, Chairman
JUN 16 2012
ACS G NMENT SY TEMS, INC.
By:
Name: Anita Scr s
Title: Executive Account Manager
ao42-IV73
Weld County/ACS 2 Amendment No.2
Schedule A
Scope of Additional Services
WELD COUNTY REGIONAL COMMUNICATIONS CENTER SUPPORT
SERVICES
1. GENERAL.
ACS shall, as more specifically described in this Schedule A, operate and manage
the Weld County Regional Communications Center ("Center") computing environments
set forth in Schedule B. ACS shall provide personnel for the overall management and
operation of the above identified Client's operations, and management support of specific
projects that may change from time to time based on Client business needs, and as
mutually agreed to by the Parties. The services specified in this Amendment shall
commence on July 1, 2012, and shall be in effect for the same period as that set forth in
Section 3 of the Agreement, with the understanding, however, that ACS and the Client
shall annually review and modify, if necessary, this Schedule A and Schedules B, C, D,
and E, to best reflect current operational projects and needs.
2. ACCOUNT MANAGEMENT AND STAFFING.
A. Account Management.
In accordance with the Agreement, ACS has designated a full-time
contract services manager ("Account Manager") to manage the delivery of all
services under the Agreement and to provide a primary contact point for Client.
Management of the support for the Center shall report directly to the Account
Manager, who has responsibility for the day-to-day operations and client
communications. Client shall have one Client Contract Administrators for the
purpose of administering from the Client standpoint the performance
contemplated in this Amendment, who shall be the Weld County Director of
Finance and Administration, until such time as delegated to the Weld County
Director of Communications (ACS shall be notified immediately upon such
delegation).
B. Staffing.
ACS shall provide the staff shown in Schedule D. All work described
herein shall be performed on a best efforts basis, using the staffing assumptions
set forth in Schedule D. All positions approved on Schedule D shall be staffed by
ACS on a continuous basis.
C. Management Oversight.
The Client shall create a Public Safety Information System Users Group
("Users Group") to oversee the support of the Public Safety Network. The Users
Group shall consist of eight (8) voting members and two (2) ex-officio non-voting
members. The voting members include an elected official or department head
Weld County/ACS 3 Amendment No. 2
from each of the participating Public Safety organizations: Greeley Police
Department Records, Greeley Police Department Dispatch, Union Colony Fire
Rescue Authority/Greeley fire Department, Weld County Sheriffs Office, Weld
County District Attorney's Office, Weld County Paramedics, Weld County Fire
Chief's Association (non-City member), and Weld County Police Chiefs
Association (non-City member). The ex officio non-voting members are the ACS
Information Services Executive Director and the Greeley Chief Information
Officer.
The ACS Account Manager shall meet with the Client Contract Administrators
regularly to review ACS' delivery performance, the status of day-to-day
operations, issues requiring resolution, and upcoming priorities and plans.
3. INFORMATION TECHNOLOGY DELIVERY SERVICES.
In addition to the Management Services described above, ACS agrees to provide
information technology services to Client in the following two (2) areas:
• Application Support
• Technical Services
4. APPLICATION SUPPORT.
ACS shall provide Services required to manage designated Client applications set
forth in Schedule B of the Amendment. These Services shall include management of the
Spillman application to ensure its effective continuity of service to all users. ACS shall
perform application support activities in accordance with the terms of the Agreement.
5. TECHNICAL SERVICES.
ACS shall provide technical support services (either on site or remotely) for the
systems listed in Schedule B. This support shall be provided in accordance with the
terms of the Agreement.
6. CLIENT AND ACS RESPONSIBILITIES.
In addition to all other responsibilities of Client and ACS set forth herein and in
the Agreement, Client and ACS shall be responsible as follows:
• The Client Contract Administrator, or his or her designee, shall notify ACS'
designated contact immediately upon discovery of system failures. Upon notification,
ACS shall apply commercially reasonable efforts to remedy the system failures in a
prompt and expeditious manner, taking into account the resource levels assumed in
Schedule E. The term, "commercially reasonable efforts," as used herein, means
acting in good faith according to commonly accepted commercial practices.
• The Client Contract Administrator, or his or her designee, shall review and shall have
the authority to approve or disapprove all proposed hardware and software
configurations proposed by ACS, with respect to the components of the Public Safety
Weld County/ACS 4 Amendment No.2
Network of which they are responsible for, including the timing for installation of any
approved hardware and software configurations. It is understood that Client shall be
responsible for the costs associated with any approved and purchased new hardware
or software. In addition, the Client Contract Administrators, or his or her designee,
shall review and shall have the authority to approve or disapprove all license
agreements for software procured by ACS for the benefit of the Client. If Client
disapproves the licensing terms, ACS shall not be required to purchase the software.
• The Client Contract Administrator, or his or her designee, shall, with respect to the
components of the Public Safety Network of which they are responsible for,
participate in testing and approving of upgrades performed by ACS.
• Client personnel shall not attempt any repair or maintenance on systems while these
systems are under the purview of this Agreement, unless previously agreed to in
writing by ACS as part of normal operator maintenance responsibilities.
• Client shall not make or allow any person other than ACS' maintenance personnel (or
authorized third parties) to make any adjustment, repair, or maintenance of the
equipment or to relocate, modify, change, or connect said equipment to other
equipment or devices supplied by any person other than ACS without the prior
written permission of ACS.
• Client personnel shall be available for reasonable consultation and to answer pertinent
questions of a high priority basis.
• Client shall have the authority to approve and, if necessary fund within the approved
budget, critical hardware and software upgrades and refreshes recommended by ACS,
including upgrades required to ensure system performance optimizations.
• Duties performed by ACS for support of the Spillman application shall be according
to the matrix of responsibilities set forth in Schedule E.
Weld County/ACS 5 Amendment No.2
Schedule B
Additional Hardware and Software
Police/Fire/Ambulance MDTs 336
PCs 564
Servers 51
Network Devices 19
Wireless APs 8
Tiburon WebQuery C39
Spillman
Command Solutions Dashboard
Hiplink Paging
Barracuda Web Filter
VINE
Intellinectics
APS
Penlink
Trend Anti-virus
Crystal reports
ProQA
Aqua
CCIC/NCIC access
Tenprinter (DBI)
AIS
NetMotion
Web services to State Judicial
RSA
Wells Fargo Positive Pay interface
Wells Fargo check write off interface
NIBRS extract to CCIC
Zoll to Spillman interface
Keefe Commissary/Jail Commerce
Jail billing
Prop Room
ERS to Spillman interface
Mugshots
Weld County/ACS 6 Amendment No. 2
Current Users and Devices
Agency MDT# PCs Users
Ault PD 4 3 8
Dacono PD 6 0 11
Dispatch 0 15 61
District Attorney 0 98 71
Eaton Fire 0 0 54
Eaton PD 3 0 9
Evans Fire 2 1 15
Evans PD 9 17 33
Firestone PD 16 0 22
Fort Collins Crime Lab 0 7 13
Fort Lupton Fire 6 0 58
Frederick Firestone Fire 7 4 56
Frederick PD 10 0 23
Ft. Lupton PD 9 0 16
Gilcrest PD 2 0 3
Greeley City Attorney 0 0 4
Greeley Fire 17 0 102
Greeley Municipal Court 0 0 5
Greeley PD 64 124 181
Greeley Records 0 18 30
Johnstown PD 15 0 15
Kersey Fire/Rescue 0 0 14
Kersey PD 3 2 4
LaSalle Fire 2 0 11
LaSalle PD 3 0 6
Lochbuie PD 4 0 6
Milliken Fire District 0 0 35
Milliken PD 6 0 12
Mountain View Fire 13 2 74
Nunn PD 0 0 1
Platte Valley Fire 2 0 31
Platteville PD 5 0 7
Southeast Weld Fire 2 2 8
State Parks 1 0 2
Weld County Paramedic 15 26 111
Weld SO 63 233 357
Windsor/Severance Fire 0 0 59
Windsor PD 20 0 21
ACS 2 10 0
Greeley IT 0 3 0
311 565 1549
Weld County/ACS 7 Amendment No.2
Schedule C
Fees for Additional Services
All work under this Amendment will be performed on a fixed fee basis. The annual fee for the
Additional Services will be $618,000, and the monthly invoiced amount for 2012 will be
$51,500. The first payment may be prorated for the portion of the month the services applied.
Annual fee increases will apply January of each year, consistent with Agreement.
Weld County/ACS 8 Amendment No.2
Schedule D
ACS Personnel
ACS shall provide the following a total of seven (7) additional staff in the following
areas: two (2) functional support; one (1) network technician; one (1) systems administrator; one
(1) MSAG Coordinator; and two (2) desktop technicians, to perform the Additional Services. No
staff assigned to provide the services detailed in the Agreement shall otherwise be used to
perform the Additional Services (except in emergency circumstances as authorized by the Client
Contract Administrator, or his or her designee). Additional staff necessary to implement
occasional upgrades or provide necessary problem solving will be provided by ACS and paid for
by Client upon authorization by the Client Contract Administrator, or his or her designee.
Weld County/ACS 9 Amendment No. 2
Schedule E
AACS
A xerox t) Company
Spillman Support
Roles and Responsibilities Matrix
Department: ACS, a Xerox Company
Product/Process: Spillman Support
Document Owner: Blake Abercrombie
Version Date Author Change Description
3.0 02/21/12 Blake Updated that Fire will have the full
Abercrombie client installed on a few PCs each
ROLES AND RESPONSIBILITIES MATRIX
PURPOSE AND GOALS
The purpose of this matrix is to document who is responsible for the completion of each
of the common tasks that will occur over the lifespan of the Spillman project. Tasks not
listed specifically in this matrix may be outside of the scope of this project or support
contract. Those tasks may need to be reviewed by ACS, the Public Safety Users Group,
and/or the Public Safety Network Information Oversight Board.
The goals of the roles and responsibilities matrix are to:
• Define roles and responsibilities for IT Support
• Improve overall project communication
• Proactively identify gaps in assignments, accountability, or resources
• Define project team interactions with supporting resources and departments
Weld County/ACS 10 Amendment No.2
KEY:
A —Agency is responsible for the completion of this task
X —ACS, a Xerox company is responsible for the completion of this task
C — Combined responsibilities between Agency and ACS
W—Wireless Advanced Communications
*NA Non-RMS agencies will have access only the Spillman Mobile Client on their MDTs
**NA RMS Agencies do not have this equipment
*X ACS will maintain connection to the database. Greeley will support their own firewall
Weld County —All Weld Offices/Departments
GPD — Greeley Police Department
Other RMS Agencies —Ault, Johnstown, Kersey, Milliken
Non-RMS Agency—All agencies, i.e. Fire and PDs not specifically listed above
Weld Other Non-
Task County Greeley RMS RMS
Agencies Agency
MDT (Mobile Data Terminal)
• Purchase A A A A
MDT on behalf of Agency
• Image MDT A A A A
• Support A A A A
MDT Hardware
• Install / X X X X
Support Spillman Mobile
• Install / X X X X
Support Netmotion
• Install / A A A A
Support Air Card
• Install / A A A A
Support Web Filtering
• Configure X X X X
RSA Tokens
• Install / A A A A
Support Anti-Virus
Software
• Install / A A A A
Support GPS device
Weld County/ACS 11 Amendment No.2
Weld Other Non-
Task County Greeley RMS RMS
Agencies Agency
• Patch A A A A
Operating System
PC
• Purchase A A A A
' PC on Behalf of Agency
• Image PC A A A A
• Install / X X X X
Support Spillman Full
Client on PC
• Maintain A A A A
Network Connection to
Spillman Database
• Install / X X X X
Support Netmotion
• Install / A A A A
Support Web Filtering
• Install / A A A A
Support Anti-virus
• Patch A A A A
Operating System
Peripherals
• Install / A A A *NA
Support Printers
• Install / A A **NA *NA
Support Bar Coding
Equipment
• Install / X X **NA *NA
Support Mugshot
Equipment
• Install / A A X X
Support Driver's License
Scanners
Software Administration
Weld County/ACS 12 Amendment No. 2
Weld Other Non-
Task County Greeley RMS RMS
Agencies Agency
• Enter/ X X X X
Maintain Users in Unix
• Enter / A A A A
Maintain Users in
apnames
• Enter/ A A A A
Maintain Employee Table
• Enter/ A A A A
Maintain cdunit
• Enter / X X X X
Maintain System
Privileges
• Enter / X X X X
Maintain Code Tables
Hiplink Paging
• Support X X X X
application/interface
• Enter / X X X X
maintain users
Hotspots
• Maintain X X X X
hotspots
• Maintain W W W W
backhaul network to
NCMC and Gas Pumps
Legacy Data
• Maintain X X X X
access to legacy data
trough Insight interface
Interfaces
• Install / X X X X
Support Interfaces
designated in the
Spillman Purchase Order
Weld County/ACS 13 Amendment No. 2
/ �
.Lisze
Finance Department
MEMORANDUM
TO: Public Safety Information Network Oversight Board
RE: Allocation of ACS contract cost
FROM: Tim Nash,Director of Finance
DATE: June 12,2012
A contract between Weld County and ACS has been negotiated to provide certain IT
services to the Public Safety Combined Services Fund(Enterprise Fund).The annual cost
for the services to be provided is$618,000 or$51,500 per month.
The purpose of this memo is to propose an allocation formula for assigning a fair share
of the contract costs to each of the various participating agencies.Based on the Spillman
Support Roles and Responsibilities Matrix provided by ACS dated 5/31/2012 the services
to be provided are the same for each user except for two tasks.Those tasks are(1)
Install/support bar coding equipment and(2)Install/support mugshot equipment which
only apply to the City of Greeley and Weld County.
The table on the next page allocates the contract cost using three different methods.In
each of the methods it is assumed that E911 will continue to pay for the MSAG
Coordinator and a Systems Administrator.These costs have been taken off the contract
before allocating the remaining costs of the contract. The first is based on the number
of agencies,second the number of users,third the number of PC's&MDT's.Given the
fact the services to be provided to each agency are roughly the same it appears that
allocating the contract cost based on the number of users should closely approximate
the workload generated by each agency.If a more detailed cost allocation is desired,the
contract cost could be broken by position funded in the contract and those costs could
be allocated based on the allocation method that most closely reflects the work done by
each position still using agency,users or PC's/MDT's.
Contract costs allocated to the ComCenter and Records are reallocated to the user
agencies.Also,two agencies(State Parks and Fort Collins Crime Lab)are neither City nor
County agencies and as such a decision needs to be made whether to bill those agencies
for their costs or to have the other users absorb those costs.Please let me know if you
have questions or suggestions for other allocation methods.
June 12,2012 Page 1
County IT Services Cost Allocation
Monthly Annual
ACS contract cost: $ 51,500 $ 618,000
Less:
MSAG Coord.and Sys.
Admin.paid by E911 (13,417) (161,000)
$ 38,083 $ 457,000
Weld Other Local Other Comm.
Greeley County Agencies Agencies Center Total
Agencies 5 3 27 2 1 38
13.16% 7.89% 71.05% 5.26% 2.63% 100.00%
Cost $ 61,757 $ 37,054 $ 333,486 $ 24,703 $ 457,000
Users 322 539 612 15 61 1549
20.79% 34.80% 39.51% 0.97% 3.94% 100.00%
Cost $ 98,894 $ 165,540 $ 187,960 $ 4,607 $ 457,000
PC's&MDT's 220 435 165 8 15 843
26.10% 51.60% 19.57% 0.95% 1.78% 100.00%
Cost $ 121,425 $ 240,091 $ 91,069 $ 4,415 $ 457,000
June 12,2012 Page 2
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