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Home My WebLink About20260272 Con ac+lamiO3(41 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW PASS-AROUND TITLE: SOW to Update Northwoods Software DEPARTMENT: Information Technology DATE: 1/9/26 PERSON REQUESTING: Ryan Rose RT Brief description of the problem/issue: Our existing software partner Northwoods provides several different software solutions for Weld County, including OnBase and Compass Appointments. The servers running this software are on older infrastructure and we need to upgrade the server environment. The upgrade process will require vendor support, as detailed in the attached Statement of Work. What options exist for the Board? (1) Approve SOW (2) Schedule Work Session to discuss Consequences: Required for continued support of the software environment. Impacts: Operationally critical software Costs (Current Fiscal Year I Ongoing or Subsequent Fiscal Years): $11,610, included as an approved 2026 Project IT-3452 Recommendation: It is the recommendation of the IT Department to approve this SOW. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck (6' Scott K. James `( Jason S. Maxey Lynette Peppier _ Kevin D. Ross 2026-0272 ConW4 Ig9e.nc - c c Oh ie ( IT) 2/°r/2(v 2/9 /7 Co ITu0l5 Quote 5200 Rings Road Dublin, OH 43017 NORTHWOODS® Quote Prepared For. Weld County DHS(CO) Project Title: Weld County DHS(CO)-Server&Domain Migration Services Prepared By: Bethany Abbott Effective From: 12/09/2025 Expiration Date: 03/09/2026 Project Scope Summary This firm fixed price quote details the professional services costs associated with migrating Weld DHS's existing Northwoods solution to new server infrastructure and a new domain. Firm Fixed Professional Services Total Cost Professional Services $11,610.00 Subtotal $11,610.00 Pricing Summary Firm Fixed Professional Services $11,610.00 Grand Total $11,610.00 *Sales tax not included. Copyright © Northwoods Consulting Partners, Inc. All rights reserved. 1 zc ,—O212 °%Ckt. NORTHWOODS® Work Server & Domain Migration Services Presented to Weld County, Colorado Department of Human Services Document Version Version 2.0 Date December 9, 2025 n Work Order Server& Domain Migration Services NORThWOODS® a -71 Copyright and Trademark Notice Copyright© Northwoods Consulting Partners, Inc.All rights reserved. Northwoods, the Northwoods Bear Logo, Compass, CoPilot, and Traverse are all registered trademarks and m 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. Copyright and Trademark Notice O Work Order Server& Domain Migration Services rD NORTHWOODS' flu Objectives and Scope rD Weld County, Colorado Department of Human Services (Weld DHS) is seeking assistance with migrating Compass Pilot, Compass Appointments, and OnBase by Hyland Software from the county's existing servers to new servers featuring Windows Server 2022 and Microsoft SQL Server 2022 as well as reconfiguring the solution to accommodate the county's new domain. To accomplish this objective, Northwoods will provide Weld DHS with professional services necessary to assist with the server migration and reconfigure Compass Pilot, Compass Appointments, and OnBase to support the domain migration. Work Requirements The work requirements authorized in this section are for the professional services necessary for successful project completion.Any additional activities not included in this section are considered out of scope. Phase 1 Code# Description Responsible Party 1.1 Meet with the Weld DHS Project Manager to discuss the Work Order's Northwoods overall objectives and scope 1.2 Meet with the Northwoods Project Manager to discuss the Work Order's Weld DHS overall objectives and scope 1.3 Develop the baseline project schedule Northwoods 1.4 Validate existing server configuration Northwoods 1.5 Validate existing Compass Pilot, Compass Appointments, and OnBase Northwoods configuration 1.6 Provision new server(s) (virtual or physical) in a new domain to replace Weld DHS Weld DHS's existing servers,which include: • 4 non-production servers • 1 non-production SQL server • 4 production servers • 1 production SQL servers Objectives and Scope 1 Work Order Server& Domain Migration Services NORTHWOODS° ro c. Code# Description Responsible Party 3 1.7 Install Windows Server 2022 on the new server environments Weld DHS 1.8 Complete new server Windows setup (Server Roles and Features and Weld DHS Windows/SQL Updates& Patches) 1.9 Grant Northwoods attended server access via screenshare Weld DHS Phase 2 Code# Description Responsible Party 2.1 Install Microsoft SQL Server 2022 on the new non-production server Weld DHS environments, inclusive of the following: • SQL Server Management Studio • SQL Server Integration Tools • SQL Server Data Tools 2.2 Perform database migration work, including: Weld DHS • Backing up CompassFramework, CompassAppointments, and OnBase databases • Restoring CompassFramework, CompassAppointments, and OnBase databases on the new servers • Running database migration queries and changing database compatibility • Configuring all database maintenance and backup jobs as well as any Northwoods solution jobs 2.3 Assist with database migration work, as necessary Northwoods 2.4 Install and upgrade OnBase components on Weld DHS's non-production Northwoods servers to version 24.1.XX.1000 or greater 2.5 Install and upgrade Compass Pilot on Weld DHS's non-production Northwoods servers to Compass Pilot 7.2.50 or greater 2.6 Install and upgrade Compass Appointments on Weld DHS's non- Northwoods production servers to Compass Appointments 6.6.90 or greater 2.7 Update Compass Pilot, Compass Appointments, and OnBase Northwoods configuration on Weld DHS's non-production servers for new hostname and domain Work Requirements 2 aleWork Order Server& Domain Migration Services ° NORTHWOODSro 713 Code# Description Responsible Party In 2.8 Perform system and application user acceptance testing (UAT) in the Weld DHS non-production environment, ensuring Compass Pilot, Compass Appointments, and OnBase function as intended 2.9 Support system and UAT as needed, ensuring Compass Pilot, Compass Northwoods Appointments, and OnBase function as intended 2.10 Perform discovery related to solution deployment and prepare for Northwoods promotion to production 2.11 Participate in solution deployment discovery, as needed Weld DHS Phase 3 Code# Description Responsible Party 3.1 Install Microsoft SQL Server 2022 on the new production server Weld DHS environments, inclusive of the following: • SQL Server Management Studio • SQL Server Integration Tools • SQL Server Data Tools 3.2 Perform database migration work, including: Weld DHS • Backing up CompassFramework, CompassAppointments, and OnBase databases • Restoring CompassFramework, CompassAppointments, and OnBase databases on the new servers • Running database migration queries and changing database compatibility • Configuring all database maintenance and backup jobs as well as any Northwoods solution jobs 3.3 Assist with database migration work, as necessary Northwoods 3.4 Install and upgrade OnBase components on Weld DHS's production Northwoods servers to version 24.1.XX.1000 or greater 3.5 Install and upgrade Compass Pilot on Weld DHS's production servers to Northwoods Compass Pilot 7.2.50 or greater Work Requirements co Work Order Server&Domain Migration Services ro NORTHWOODS° V1 3 Code# Description Responsible Party 3.6 Install and upgrade Compass Appointments on Weld DHS's production Northwoods servers to Compass Appointments 6.6.90 or greater 3.8 Update Compass Pilot, Compass Appointments, and OnBase Northwoods configuration on Weld DHS's production servers for new hostname and domain 3.9 Perform system and application user acceptance testing (UAT) in the Weld DHS production environment, ensuring Compass Pilot, Compass Appointments, and OnBase function as intended 3.10 Support system and UAT as needed, ensuring Compass Pilot, Compass Northwoods Appointments, and OnBase function as intended 3.11 Deploy Compass Pilot,Compass Appointments,and OnBase to end users Weld DHS 3.12 Support the deployment, as needed Northwoods Phase 4 Code# Description Responsible Party 4.1 Meet with the Weld DHS Project Manager to review Work Order closeout Northwoods and acceptance procedures 4.2 Meet with the Northwoods Project Manager to discuss Work Order Weld DHS closeout 4.3 Formally close out the Work Order Northwoods 4.4 Accept the Work Order's completion and sign the "Final Acceptance of Weld DHS Project" portion of the Work Order General Assumptions The following assumptions are made regarding the project: • Weld DHS will identify a single point of contact within the agency and provide Northwoods with the appropriate contact information. • All project participants will provide adequate resources (people and equipment) to complete all tasks based within time frames established in a mutually agreed-upon work plan. General Assumptions 4 Work Order Server& Domain Migration Services NORTHWOODS° Q • Weld DHS will provide Northwoods with the appropriate security and network access levels to all support systems related to the project. This access includes conducting screensharing sessions with Northwoods as necessary to complete the Project. m • Weld DHS will be responsible for provisioning applicable Windows Server 2022 and Microsoft SQL Server 2022 licenses for applicable servers. • Weld DHS will be responsible for procuring the necessary IIS certifications and Active Directory service accounts for the domain migration. Work Order Acceptance Procedures Following completion of the project, the Weld DHS Project Sponsor, or authorized designee, will evaluate whether the items in the "Work Requirements" section have been successfully completed. If the final project meets the acceptance criteria,the Weld DHS Project Sponsor, or authorized designee,will sign the Work Order within five business days to acknowledge acceptance of the project. If the Weld DHS Project Sponsor, or authorized designee, does not sign the Work Order within five business days, the project will be deemed accepted by the customer. Should the items in the "Work Requirements" section fail to be successfully completed, the Weld DHS Project Sponsor, or authorized designee, will notify the Northwoods Project Manager of any deficiencies within five business days. The Northwoods Project Manager will then facilitate corrective action and notify the Weld DHS Project Sponsor, or authorized designee, once corrective action is complete. If the Weld DHS Project Sponsor, or authorized designee,does not notify the Northwoods Project Manager within five business days,the project will be deemed accepted by the customer. Work Order Acceptance Procedures 5 Work Order Server& Domain Migration Services ° NORTHWOODS® 0 EL Work Order and Project Acceptance O. In accordance with the Work Order Acceptance Procedures, this work order will be deemed accepted once all the items in the "Work Requirements" section have been successfully completed. Acceptance of the Work Order by Weld DHS: Chair, Board of County Commissioners Signature Title Scott K.James FEB 0 9 L Lu Printed Name Date Final Acceptance of Project by Weld DHS: Chair, Board of County Commissioners Signature Title 9 L^"� Scott K.James FEB 0 Luty Printed Name Date dioanourioir Attest: L®� ®• +.k i)°c��• \; /11 Clerk to he Board 11 ct *Arr,�" I�' 1861 .Q�� By: 'L,!t//V/j, Deputy Clerk to the BoardCk-141 4,4r Work Order and Project Acceptance 6 707tn-07'17 . Contract Form Entity Information Entity Name* Entity ID* New Entity? Please use the job NORTHWOODS CONSULTING SUP-32609 aid linked here to add a PARTNERS INC Q supplier in Workday. Contract Name* Contract ID Parent Contract ID 2026 PSA FOR NORTHWOODS TO UPDATE SOFTWARE 10347 VERSIONS Requires Board Approval Contract Lead* YES Contract Status JMUNDT CTB REVIEW Department Project# Contract Lead Email jmundt@weld.gov Contract Description* 2026 PSA FOR NORTHWOODS TO UPDATE SOFTWARE VERSIONS Contract Description 2 Contract Type* Department Requested BOCC Agenda Due Date AGREEMENT INFORMATION Date* 02/05/2026 TECHNOLOGY-GIS 02/09/2026 Amount* $1 1,610.00 Department Email Will a work session with BOCC be required?* CM- NO Renewable* InformationTechnologyGI NO S@weld.gov Does Contract require Purchasing Dept. to be included?* Automatic Renewal Department Head Email NO Grant CM- InformationTechnologyGI IGA S-DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* Renewal Date 07/01 /2026 Termination Notice Period Expiration Date* Committed Delivery Date 07/01 /2026 Contact Information Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 02/04/2026 Approval Process Department Head Finance Approver Legal Counsel RYAN ROSE CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 02/04/2026 02/04/2026 02/04/2026 Final Approval BOCC Approved Doc ID# AG 020926 BOCC Signed Date Originator BOCC Agenda Date JMUNDT 02/09/2026 Hello