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Home My WebLink About20111635.tiff ..� :t',. Memorandum 1 86 1 - 20 I I Lt.i -1 A I1: l TO: Barbara Kirkmeyer, Chair Board of County Commissioners W E L DEC O U N T Y FROM: Mark E. Wallace, MD, MPH, Director Department of Public Health and Environment DATE: July 5, 2011 SUBJECT: Professional Services Agreement and contract with Upleaf, LLC Enclosed for Board review and approval is contract between the Weld County on behalf of the Weld County Department of Public Health and Environment (WCDPHE) and Upleaf, LLC. This contract is for a Client Resource Management (CRM) system that can be customized to streamline documentation and reporting requirements for the Healthy Communities Program. If approved, the funding for this contract will allow the Department to utilize funds already approved through CDPHE, the Board and Governance Committee to replace the current Access database system used in the Healthy Communities Program. This program (previously EPSDT) works to contact eligible but not enrolled individuals and assist them with enrollment and accessing preventive services. The new system will eliminate double entry of data and improve accountability reporting to the State. The term of this contract is for one year, June 20, 2011 through June 20, 2012. Funding for this contract will not exceed $14,500. I recommend your approval of this contract. Enclosure enta ` " 2011-1635 -7- ,i C�, 4-}L NL 0038' 1 -0 - II AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT is made by and between the County of Weld, State of Colorado, whose address is 915 10th Street, Greeley, Colorado, 80631 ("County"), and Upleaf, LLC, whose address is 5520 Sicily Road NW, Albuquerque, NM 87114, ("Contractor"). WHEREAS, County desires to retain Contractor as an independent contractor to perform services as more particularly set forth below; and WHEREAS, Contractor has the time available to timely perform the services, and is willing to perform the services according to the terms of this Agreement. NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Enaaaement of Contractor. County hereby retains Contractor, and Contractor hereby accepts engagement by County upon the terms and conditions set forth in this Agreement. 2. Term. The term of this Agreement shall be from June 20, 2011,through and until January 20, 2012. 3. Services to be Performed. Contractor agrees to perform the Services listed or referred to in Exhibit A, attached hereto and incorporated herein. 4. Compensation. a. County agrees to pay Contractor for services performed as set forth on Exhibit A, a one-time fee of$14,850.00. Charges shall be based on the time actually spent performing the services, but shall exclude travel time. b. Mileage may/may not (circle one) be charged to and from any required job site at a rate of N/A cents per mile. Contractor shall not be paid any other expenses unless set forth in this Agreement. c. Payment to Contractor will be made only upon presentation of a proper claim by Contractor, itemizing services performed and mileage expense incurred. d. Payment for services and all related expenses under this Agreement shall not exceed $14,850.00. 5. Additional Work. In the event the County shall require changes in the scope, character, or complexity of the work to be performed, and said changes cause an increase or decrease in the time required or the costs to the Contractor for performance, an equitable 1 ethivi.e4tt 4,01414., 7--/)-0243// adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified accordingly by a supplemental Agreement. Any claims by the Contractor for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated supplemental Agreement. Any change in work made without such prior supplemental Agreement shall be deemed covered in the compensation and time provisions of this Agreement. 6. Independent Contractor. Contractor agrees that Contractor is an independent contractor and that neither Contractor nor Contractor's agents or employees are, or shall be deemed to be, agents or employees of the County for any purpose. Contractor shall have no authorization, express or implied, to bind the County to any agreement, liability, or understanding. The parties agree that Contractor will not become an employee of County, nor is Contractor entitled to any employee benefits from County as a result of the execution of this Agreement. 7. Warranty. Contractor warrants that services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement. 8. Reports County Property. All reports, test results and all other tangible materials produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County. Contractor shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County. 9. Acceptance of Product not a Waiver. Upon completion of the work, Contractor shall submit to County originals of all test results, reports, etc., generated during completion of this work. Acceptance by County of reports and incidental material furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the work. Acceptance by the County of, or payment for, any services performed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 10. Insurance and Indemnification. Contractor shall defend and indemnify County, its officers and agents, from and against loss or liability arising from Contractor's acts, errors or omissions in seeking to perform its obligations under this Agreement. Contractor shall provide necessary workers' compensation insurance at Contractor's own cost and expense. 11. Termination. Either party may terminate this Agreement at any time by providing the other party with a 10 day written notice thereof. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of the terms of the Agreement. In the event of an early termination, Contractor shall be paid for work performed up to the time of notice and County shall be entitled the use of all material generated pursuant to this Agreement. 2 12. Non-Assignment. Contractor may not assign or transfer this Agreement, any interest therein or claim thereunder, without the prior written approval of County. 13. Access to Records. County shall have access to Contractor's financial records as they relate to this Agreement for purposes of audit. Such records shall be complete and available for audit 90 days after final payment hereunder and shall be retained and available for audit purposes for at least five years after final payment hereunder. 14. Time of Essence. Time is of the essence in each and all of the provisions of this Agreement. 15. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 16. Notices. Any notice required to be given under this Agreement shall be in writing and shall be mailed or delivered to the other party at that party's address as stated above. 17. Compliance. This Agreement and the provision of services hereunder shall be subject to the laws of Colorado and be in accordance with the policies, procedures, and practices of County. 18. Non-Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other contractors or persons to perform services of the same or similar nature. 19. Certification. Contractor certifies that Contractor is not an illegal immigrant, and further, Contractor represents, warrants, and agrees that it has verified that Contractor does not employ any illegal aliens. If it is discovered that Contractor is an illegal immigrant, employs illegal aliens or subcontracts with illegal aliens, County can terminate this Agreement and Contractor may be held liable for damages. 20. Entire Agreement/Modifications. This Agreement contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiation, representation, and understanding or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 21. Funding Contingency. No portion of this Agreement shall be deemed to create an obligation on the part of County to expend funds not otherwise appropriated or budgeted for. 3 22. No Conflict. No employee of Contractor nor any member of Contractor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contractor's operations, or authorizes funding to Contractor. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 24. Governmental Immunity. No portion of this Agreement shall be deemed to constitute a waiver of any immunities the parties or their officers or employees may possess. 25. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date and year written below. ,-r CONTRACTOR: x,4 '`t By: Elizabeth Beachy Title: Upleaf Co-Founder and Owner_ ATTEST: mow.. BOARD OF COUNTY CLERK TO E BOARD COMMISSIONERSOF WELD COUNTY By:, . ////iii. �� /.�i:�;�� a%.,V#AL/A Deputy Cler to t(ie Board I .tJ• - :arbara Kirkme er , hairman 11,61�, tt,111):1 "„, JUL 1 12011 itar ri . , . Healthy Communities CRM Customization Contract This agreement dated June 20, 2011, is made by and between the consulting firm Upleaf LLC, whose address is 5520 Sicily Rd NW, Albuquerque, New Mexico, 87114, referred to as "Contractor", AND Weld County Department of Public Health and Environment, whose address is 1555 North 17'" Avenue, Greeley, CO 80631, referred to as "Company" or "Weld County." 1. Contractor Services. The Company hereby retains the Contractor to perform the following services in accordance with the terms and conditions set forth in this agreement. The Contractor will: • Customize a Salesforce CRM Nonprofit Edition database system to meet the needs of Weld County as outlined in the Upleaf proposal found in Annex A; • Train the designated Weld County team members to update and manage the CRM system; • Provide a reference manual to help the team update and manage the CRM system; • Provide additional complimentary technical support for one month following completion of the infrastructure and full staff training; • Perform all tasks as described in the Upleaf proposal found in Annex A. 2. Terms of Agreement. This agreement will begin June 20, 2011, and will end January 20. 2012, or until project completion, whichever is later. In the event of early termination of this agreement by the Company, all work conducted by the Contractor prior to receipt of notice of termination will be prorated and remaining funds from initial payment will be refunded to the Company within ten (10) business days of receiving a final statement from the Contractor for the corresponding work. 3. Place Where Services Will Be Rendered. The Contractor will perform most services in accordance with this contract at its office, 5520 Sicily Rd NW, Albuquerque, New Mexico. In addition the Contractor will perform services on the telephone, Internet or via web meetings and webinars, and at such other places as designated by the Company to perform the services outlined in this agreement. 4. Payment to Consultants. The Contractor will be paid an upfront, lump sum of $14,850 to complete the scope of work outlined in Article 1 of this contract. The Contractor will submit an invoice for the services to be performed per the terms of this contract, and the Company will pay the Contractor the amounts due within ten (10) days of receipt of the respective invoices. Payments can be made by check or wire transfer payable to Upleaf LLC. In the event that additional costs are incurred during the course of this contract, they would be pre-approved in writing by the designated Weld County project manager, itemized in detail, and included in a final invoice along with copies of the receipts and/or other supporting documents. aoi/-/6 35 5. Independent Contractor. Both the Company and the Contractor agree that the Contractor will act independently in the performance of its duties under this contract. Accordingly, the Contractor shall be responsible for payment of all taxes including Federal, State and local taxes arising out of its activities in accordance with this contract, including by way of illustration but not limitation, Federal and State income tax, Social Security tax, Unemployment Insurance taxes, and any other taxes or business license fee as required. 6. Confidential Information. The Contractor agrees that any information received by the Contractor during any furtherance of the consulting obligations in accordance with this contract, which concerns the personal, financial or other affairs of the Company will be treated by the Contractor in full confidence and will not be revealed to any other persons, firms or organizations. 7. Signatures. Both the Company and the Contractor agree to the above contract. For Weld County: For Upleaf LLC: Elizabeth Beachy, Co-Founder Upleaf, LLC ATTEST: 7fiC"" BOARD OF COUNTY CLERK TO THE BOARD COMMISSIONERSOF WELD COUNTY By: Ue Cler o the Boar ._ arbara KirkmeyeOficiyi,c- Deputy Chairman .54.11/42 JUL 1 12011 a0///b3 r ANNEX A Healthy Communities CRM System Customization A Proposal to Weld County Upleaf LLC Healthy Communities CRM System Customization A Proposal to Department of Public Health and Environment, Weld County, CO Submitted by Upleaf LLC Upleaf LLC © 2011 2 Healthy Communities CRM System Customization Overview The Weld County Healthy Communities Program focuses on helping facilitate access to several state and federal programs including Medicaid and CHP+,for which it needs a robust, user-friendly CRM system to effectively manage and track its interaction with clients. Upleaf(http://upleaf.com) is an Albuquerque-based consulting firm dedicated to increasing the social impact of nonprofits through strategic online communication. Upleaf designs integrated systems and online strategies to support and empower nonprofits to reach their objectives. Upleaf uses open source technologies and secures discounts for clients with 501(c)3 non-profit status on top-rated user- friendly commercial software applications,and then trains and empowers clients with the necessary tools and knowledge so that they can fully implement their own Internet strategies. Upleaf proposes a strategy to help the Weld County Healthy Communities Program strengthen its capacity to easily manage and track interactions with clients through a new web-based,robust,flexible, and scalable constituent relationship management(CRM)system. The Strategy The proposed strategy is designed to meet the following overarching objectives: 1. Provide the staff with a better client monitoring tool to efficiently manage an ever-growing number of clients. 2. Automate client follow-up tasks to improve client retention and re-enrollment rates 3. Eliminate the need for duplicate data entry and reduce the time spent complying with reporting needs by automating the reporting process. 4. Integrate the general and special needs children databases to further reduce the data entry and reporting burden on the staff. Upleaf proposes to customize the Salesforce'Enterprise Edition CRM System. Salesforce is the largest, most successful enterprise cloud computing company. 92,300 businesses rely on the platform to run their businesses. 'http://www.salesforce.com/ rUp(eaf Upleaf LLC© 2011 3 Healthy Communities CRM System Customization The Technology The Salesforce system is provided in a "Software as a Service" (SAAS) model.This means that Salesforce hosts the infrastructure while the staff accesses it securely via the web from anywhere.This approach has proven to bring several benefits: • A more flexible2,scalable3, mobile4 and reliable' infrastructure • Higher staff productivity& • Better data quality' • Better Security8 • Free hosting,upgrades and no maintenance fees' Some of the organizations already using Salesforce are: DO PIES Google ` 04 KAISER PER ANENTE. U Regence SCHUMACHER American G. United GROUP rt..acra,: KORIel1 // Way °', —cure. Requirements:The system is web-based so the only equipment required to access it is a regular PC (Windows XP,Vista and 7)or Mac with a broadband internet connection and an up-to-date web browser installed.The System is fully compatible with IE8 and above,Firefox,Chrome and Safari. Tech Support: Upleaf will provide tech support when needed. Salesforce offers a>99.9%uptime guarantee. Extensive "How-To"documentation is provided within the'Help'section of system and a Weld County-specific reference manual will be provided by Upleaf. Upleaf will also provide extensive training to the designated staff to minimize any ongoing technical support expenses. Security: Salesforce achieves ISO 270011°certified security, is SAS 70 Type 1111 certified and supports HIPAA compliance. More details about security: https://na9.salesforce.com/help/doc/en/overview security.htm. 2 Staff will be trained so they can perform changes themselves to adjust the system to their ongoing needs 3 http://www.salesforce.com/platform/cloud-infrastructure/scalability.isp °http://www.salesforce.com/crm/sales-force-automation/mobile-crm/ 5 http://www.salesforce.com/platform/cloud-infrastructure/reliability.lso 6 http://www.salesforce.com/chatter/whatischatter/ http://www.salesforce.com/crm/customer-service- support/workflow/, http://www•salesforce.com/crm/customer-service-support/email-response-management/ 'Upleaf Implements a series of best practices with regards to duplicates control and validation rules. 8 http://www.salesforce.com/platform/cloud-infrastructure/security.i5P, 'Salesforce hosts, upgrades and maintains the system running at optimum performance levels as part of the license. 10 http://www.salesforce.com/platform/cloud-infrastructure/security.isp ruplear Upleaf LLC© 2011 4 Healthy Communities CRM System Customization The Healthy Communities Custom Setup The customization done by Upleaf has the following goals: 1. Easily scalable-a more robust, reliable,secure system fully scalable to welcome growth 2. Reduce dropout rates-new client-lifespan follow-up system will help reduce dropout rates 3. Improved data quality-new system will include data quality controls, better duplicates controls 4. Better health outcomes-full view of each client for easier follow up and better health outcomes 5. Improved events management—outreach events can be easily managed through the system 6. Better provider referrals tracking—record each individual provider instead of just category 7. Automated reporting—reports will be crafted to comply with state reporting requirements and updated in real time. The Weld County Healthy Communities Program will be able to automate, manage and track interactions with: • Clients(Medicaid,CHP+,future programs) • Potential Clients(EBNE) • Health Services Providers • Attendees of outreach events Upleaf will customize the CRM system to ensure that it provides the following functionality: • Manage all of a Client or Potential Client's records in one place o Personal &contact information o Program enrollment information o Related guardian information o Incoming and outgoing referrals and all related information o Interactions(calls,emails, mail) o Health services received and related providers o Demographics o Scheduled follow-up tasks • Manage Health Service Provider Interactions o Total referrals per provider o Availability o Interactions(mail,email,calls) • Capacity to easily edit information or new client leads from various contact points (outreach events or activities, meetings,website,in-person intake,etc...)and from multiple devices (iPad, iPhone,Android) • HIPAA Compliance 11 http://sas70.com/sas70 overview.html rUplear Upleaf LLC© 2011 5 Healthy Communities CRM System Customization • User-friendly interface and low maintenance requirements. The CRM system is hosted by Salesforce at no additional cost,and staff will only need access to the Internet to operate all elements of the system. Processing speed,upgrades, performance and storage capacity are always maintained at optimum levels by Salesforce as part of their donation program. • Capacity to schedule follow up with clients,or to automate a standard follow-up calendar for every client and send reminders to staff • Capacity to easily manage team collaboration and workflow, including daily follow up To-Do lists for designated staff • Capacity to build tailored performance dashboards and reporting templates,generate comprehensive reports and schedule them to be sent automatically to staff(and Contracting Agencies if desired): o Medicaid enrollments o Interactions with clients o Outreach-related activities impact o Interactions with providers o Referrals made • Manage outreach activities: o Collect personal information for potential clients referred to Medicaid and/or CHP+ programs and then follow up on those cases o Collect stats regarding potential clients reached per event for reporting purposes • Capacity to detect and merge duplicate records • Enrollment management with automated triggers that help follow-up on clients who drop out. Upleaf will be responsible for customizing the CRM application to meet all requirements and transferring existing contact information from the current Access databases.This includes: • Migration of 15,000+existing client records and their multiple interaction records, data cleaning and reconfiguration o Upleaf will extract the data from the current Access Database,encrypt it and transfer it over to our local hard drive. o This data will be cleaned and transformed to match new schema. o Data will be uploaded into new system using secure Aped Data Loaderdesktop app'2 Upleaf will provide extensive training to the designated staff and a tailored user manual will also be provided to minimize any ongoing technical support expenses. 12 http://wiki.developerforce.com/index.php/Apex Data Loader rupleaf Upleaf LLC©2011 6 Healthy Communities CRM System Customization Timeline Upleaf estimates that it will take seven months to fully customize the CRM system to meet specifications. Activity\Month 1 2 3 4 5 6 7 Initial strategy planning meetings CRM processes map approved Customize CRM Transfer all existing contact data Build templates for required reports Initial CRM system testing Training and CRM system launch 'I Development Budget (Upleaf) Task Cost Customization Services $14,850 - Build Client Management Configuration - Clean and transform existing contact data and migrate to CRM - Build Service Providers Configuration - Build Outreach Events Configuration - Set up automated processes - Build and schedule custom reports Technical support(1"month included-complementary) $0 Total: $14,850 Note: This price quote will be valid for six months. Licenses (Salesforce) Task Cost Sales Cloud Enterprise Licenses(2 Users)—1 Year $3,000 - License cost is US$125 per user per month Maintenance,Hosting&Security $0 Total: $3,000 Additional cost considerations Once the staff has been fully trained and the month of complementary technical support has expired, the staff should be capable of managing the system on their own. Should the staff need additional assistance or customization of new features after this time,Upleaf will charge an hourly rate of$75. rup lea r Hello