HomeMy WebLinkAbout20232085.tiffCor*raC--1 7794
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Addendum for GoCertificates Agreemeent
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose �r--
DATE: 1/29/24
Brief description of the problem/issue:
Weld County uses GoCert/Ocates to provide a mechanism for the public to purchase birth and death certificates from the Department of Public Health.
This proposed addendum formalizes our ongoing agreemeent with GoCertificates, and establishes additional terms and conditions around the existing
agreement. The Addendum has been reviewed by the Weld County Attorney's office and has no additional ongoing cost.
What options exist for the Board?
1) Approve Addendum
2) Schedule work session
Consequences:
None
Impacts:
Reinforces accessiblity requirements and establishes other terms and conditions.
Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years:
No additional cost.
Recommendation:
The department of Information Technology recommends to approve this addendum.
Perry L. Buck, Pro -Tern
Mike Freeman
Scott K. James
Kevin D. Ross, Chair
Lori Saine
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
e&. Cid (Tr)
conw+fiI-1 1- P -2-r-*-)
-
iz4 -7/p/-
20T6-20(65
NL00
IT001 P-
Addendum to the
GoCertificates Proposal for Weld County
This Addendum to the Proposal for Processing Weld County, CO Vital Records Certificate Orders (the "Addendum") is
entered into between GoCertificates.com, Inc. and the Weld County Department of Public Health and Environment.
1. Term and Renewal. The term of the proposal automatically renew annually without any specific action to be taken
by either party.
2. Termination. Either party may terminate the services described in the Proposal and supplemented by this
addendum, by written notice to the other party. In the event of termination, services that have been requested by and paid
for by customers will be processed until the orders have been finalized and any payments due and owing to the County for
pending orders shall be remitted to the County.
3. Services Provided. GoCertificates.com, Inc. provides order processing services for customers seeking vital
records from Weld County, Colorado. Customers abide by the Terms and Conditions set forth by GoCertificates, provide
the information required to complete an application for a vital record, including payment and identification and
GoCertificates processes these applications and shall place these orders in the State of Colorado vital records issuance
system for Weld County to issue.
4. Notice. GoCertificates shall notify Weld County in the event of a material change in the services provided
including increases in processing fees, processing requirements or processing times. Conversely, the Weld County shall
promptly notify GoCertificates in the event of a change in forms, costs or other material changes to county business rules
that may require an update to the GoCertificates workflow.
5. Accessibility. GoCertificates.com shall be compliant with ADA regulations and current WCAG A and AA
guidelines for accessibility.
Weld County, Colorado Authorized Signatories/Representatives:
Signature:
Print Name:
Role:
Kevin D. Ross
Chair, Board of Weld
County Commissioners
GoCertificates Authorized Signatories/Representatives:
Date: FEB 0 7 2024
Signature: ,- �y , 4 Date: 09/22/2023
Role: President
Contract Form
Entity Information
Entity Name" Entity ID*
GOCERTIFICATES.COM INC @00047289
Contract Name *
ADDENDUM FOR GOCERTIFICATES TERMS AND
CONDITIONS
Contract Status
CTB REVIEW
Q New Entity?
Contract ID
7794
Contract Lead *
JMUNDT
Contract Lead Email
jmundt@co.weld.co.us
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description *
ESTABLISHES ADDITIONAL TERMS AND CONDITIONS FOR GOCERTIFICATES AGREEMENT.
Contract Description 2
Contract Type"
AGREEMENT
Amount*
$0.00
Renewable *
NO
Automatic Renewal
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM-
InformationTechnologyGI
S@weldgov.com
Department Head Email
CM-
InformationTechnologyGI
S-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
RN EY@WEL
DGOV.COM
Requested BOCC Agenda Due Date
Date* 02/01/2024
02/05/2024
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be
included?
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
Termination Notice Period
Contact Information
Review Date
12/01/2024
Committed Delivery Date
Renewal Date
Expiration Date"
01/01/2025
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
CONSENT 02/01/2024
Approval Process
Department Head Finance Approver Legal Counsel
RYAN ROSE CONSENT CONSENT
DH Approved Date Finance Approved Date Legal Counsel Approved Date
02/01/2024 02/01/2024 02/01/2024
Final Approval
BOCC Approved Tyler Ref #
AG 020724
BOCC Signed Date Originator
JMUNDT
BOCC Agenda Date
02/07/2024
RESOLUTION
RE: APPROVE SERVICE PROPOSAL TO IMPLEMENT PROCESSING VITAL RECORDS
CERTIFICATE ORDERS AND AUTHORIZE CHAIR TO SIGN - GENESIS SYSTEMS,
INC., DBA GOCERTIFICATES.COM, 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 Service Proposal for the Implementation
of Processing Vital Records Certificate Orders 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 Public Health and Environment, and Genesis Systems, Inc., dba GoCertificates.com, Inc.,
commencing upon full execution of signatures, with further terms and conditions being as stated
in said service proposal, and
WHEREAS, after review, the Board deems it advisable to approve said service proposal,
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 Service Proposal for the Implementation of Processing Vital
Records Certificate Orders 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 Public Health
and Environment, and Genesis Systems, Inc., dba GoCertificates.com, Inc., be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said service proposal.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 24th day of July, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ✓ `dun) Jek.:4
Weld County Clerk to the Board
BY. n4 . W QA ()J 7UL
Deputy Clerk to the Board
AP"•-EDA
County Aorney
Date of signature: 1131 J ) Zb Z5
cc: HL
o4s/t 6 /23
Miles -Freeman, Choi
A
Perry B k, Pro-Tem
Saine
2023-2085
HL0056
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
TITLE: Service Proposal with GoCertificates for Processing Vital Records Certificate Orders
DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT DATE: June 20, 2023
PERSON REQUESTING: Jason Chessher, Executive Director
C�rkvc&c+ ID►��wco
Brief description of the problem/issue:
For the Board's review and approval for placement on the agenda is a service proposal with GoCertificates.com, Inc.
(GoCerts) and Weld County, on behalf of the Weld County Department of Public Health and Environment
(WCDPHE), for the provision of online processing of vital records certificate orders for Weld County.
GoCerts is a reputable online third -party vendor for the processing of vital records certificates. They are also the
sister company of Genesis Systems, Inc, the developer of the state's Colorado Vitals Information System (CoVIS).
The state vital records office also uses this vendor as an option for their customers to process online birth certificate
requests.
Currently, GoCerts requests for vital record events (births and deaths) that originated in Weld County are
forwarded to the state vital records office at the Colorado Department of Public Health and Environment who then
processes the request and receives the revenue. In 2022, approximately 774 certificates in 387 transactions (2
certificates per transaction, on average) on GoCertificates.com pertained to Weld County vital events but were
processed by the state vital records office. Total net revenue Weld could have gained was approximately $11,200 if
Weld County's vital records staff had processed those requests. On average, a single transaction takes about 8
minutes, therefore all additional activities will be completed by existing staff; no additional FTE is being requested.
Once 'implemented, GoCerts will facilitate online ordering and payment processing of certified copies of birth and
death certificates via a link through the Weld County website. GoCerts utilizes a reliable and secure identity
authentication process to verify an applicant's identity, which relieves this remote -verification process and online
credit card processing (and fees) from Weld County vital records staff.
There is no fee to Weld County or WCDPHE to utilize GoCertificates.com. There is a reasonable additional handling
fee to the customer of $8.00 per transaction to obtain certified copies of birth and death certificates through GoCerts.
IT has reviewed the technical requirements for our website and is fine with the methods described in this Proposal.
Furthermore, Assistant Weld County Attorney, Karin McDougal, has also reviewed this Proposal and has no
concerns.
What options exist for the Board?
Accepting the Proposal will allow WCDPHE's revenue to increase by processing requests that are currently going to
the state vital records office and will provide increased ordering options for our customers, at their convenience.
Declining the Proposal would cause a loss in potential revenue of $11,000 per year for WCDPHE.
Recommendation: I recommend approval of this Proposal with GoCertificates.com, Inc.
Approve Schedule
Recgmmendation Work Session Other/Comments:
Perry L. Buck, Pro-Tem
Mike Freeman, Chair
Scott K. James
Kevin Ross
Lori Saine
\<kd
2023-2085
7/24 HLODLo
Karla Ford
From:
Sent:
To:
Subject:
Approve
Sent from my iPhone
Mike Freeman
Tuesday, June 20, 2023 12:34 PM
Karla Ford
Re: Please Reply - PASS -AROUND: GoCertificates Service Proposal
On Jun 20, 2023, at 12:13 PM, Karla Ford <kford@weld.gov>wrote:
You missed this one in the folder. Please advise if you approve recommendation. Thank you!
Karla Ford
Office Manager, Board of Weld County Commissioners
1150 0 Street, p 0. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kford cr_weldgov.com :: www.weldgov.com
**Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.**
<irnageO01.jpg>
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to
which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you hove received
this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying,
distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named
recipient is strictly prohibited.
From: Health Contracts <Health-Contracts@weld.gov>
Sent: Tuesday, June 20, 2023 10:13 AM
To: Karla Ford <kford@weld.gov>
Cc: Tanya Geiser <tgeiser@weld.gov>; Jason Chessher <Chessher@weld.gov>; Health Contracts
<Health-Contracts@weld.gov>
Subject: PASS -AROUND: GoCertificates Service Proposal
Hello, Karla,
For the Board's review and approval for placement on the agenda are a pass -around and service
proposal with GoCertificates for processing vital records certificate orders.
If you have any questions, please let Tanya know.
Thank you!
H EA'. DEPARTMENT CONTRACTS TEAM
Confidenti.;iity Notice: This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged, confidential or
otherwise protected from disclosure. If you have received this communication in error, please immediately notify
1
Proposal for Processing Weld
County, CO
Vital Records Certificate Orders
By GoCertificates.com
Submitted: April 11, 2023
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE. ORDERS By GOCERTIFICATES.COM
APRIL 11, 2023
Table of Contents
Overview 2
Applicant Order Processes 2
Online Ordering 2
Email Notifications 9
Order Tracking 10
Cost to the Consumer 10
Payment Methods 10
Customer Support 11
Calls: 11
Email/Chat Features: 11
Exception Processing 11
Assumption of Financial Risk 11
Responsibilities to Weld County Vital Records and to the Consumer: 12
Agency back -office Application: GoCertificates.com 12
ACH Payment 12
Reconciliation Reports 13
Minimum requirements for Weld County Vital Records for GoCerts 13
Conclusion: 14
Sign -off Sheet 15
1
PROPOSAL FOR PROCESSING WELD COUNTY, CO VIAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
Overview
GoCertificates.com, Inc. ("GoCerts"), a sister company of Genesis Systems, Inc., proposes
that Weld County, CO (Weld County) allow GoCerts to receive and route Internet orders
for certified copies of birth and death certificates into the existing COVIS system developed
by Genesis. To facilitate this, Weld County shall integrate modifications to its website and
allow Genesis to modify the vital records system as necessary (at no additional cost to the
County) to enable GoCerts to receive and route such orders. Additionally, the parties agree
that the benefits of these products and services will be enhanced by ancillary services such
as product marketing, educational training and Genesis personnel are authorized users on
the COVIS system to ensure the maximum benefit possible.
Applicant Order Processes
Online Ordering
Genesis, via GoCerts, will facilitate online ordering of certified copy services on behalf of Weld
County.
1. Applicants will access a GoCerts link through the Weld County website
(https://www.gocertificates.com/new/Weldcountyco.aspx) to request a certified copy of a
birth or death certificate. This link will be added to the Weld County's website and will be
placed first in the County's list of electronic ordering options, so that it is easily
discoverable by the public. Selection of the link from the Weld County website will redirect
the customer to the GoCerts ordering page created specifically for Weld County orders.
Certificates
Vital Records States We Serve Partner With Us Upload Login
Weld County Online
Order Portal for Colorado
Vital Records.
Save Time and Money
Fast and Easy Ordering
—+ No Waiting in Line
%i Order Birth Certificates
• Order Death Certificates
GoCertitcates is your one stop shop for certified copies of Colorado birth certificates and death certificates. We are
committed to getting your birth or death certificate quickly and easily. GoCertificates also offers expedited shipping for
birth certificates and death certificates.
Orders for vital event certificates placed through this portal are directed to the Weld County Department of Health.
Request processing is done directly by the Weld County Department of Health.
ID Requirements I Birth Ceri:ficate Requirements I Death Certificate Requirements
2
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
2. The applicant will verify the certificate type, state of birth, and county of birth and select
from dropdowns the city of birth and reason for the order.
•
Certificates
V. 11. -IV �
Vit°
3-•3-e; Ole Serve Partner With Us bploaa Login
•
...,r
radafrazt
,arr 4frtierizsaasettiO
stupptner ire Comma
Certificate Tyoe'
i3i rth - Certified Copy V
State Of Birth'
COLORADO V
i
County Of Birth'
WELD v
i
City Of Birth'
Selma V
i
Reason For Order`
Select V
i
Please read the statement below and
accept before proceec*ng with your order
I ackno ledge that I wit be requred to
upload my void identification and in some
cases proof of relationship to have my order
processed by the proper entity.
3
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIF'ICATES.COM
APRIL 11, 2023
3. The applicant will enter the mandatory fields and sign the information provided to order
the certificate(s).
Fill in the information for your certificate:
Applicant Intwrnolion Abe person ling out 161, tar.
ep +4rrt=nt �O4C3rttMCtlle iratlnlstar
it
&Mot
-tcw at YOU Pllatea 10 1hs
Qatar rrea or Pre *tt'
;,o.ttroser
P'oi• t•
ct
icad•stricli
Penne Named on the Certificate
Lac
Mrc �s
ace m e.eiea/s' tee
P
Applbtanl s SuHlr
LOW
r
tuffts
Child's tetra Intwrnobaxr
M.xsrlaY norr7
Mates 6+formalian
vows FrP' wren ► Ise
Voters Moir Nome
MartxsLc• %t?hrsat,ffcK
its Mtomldlon
Ft ttss r'rst' r-ras SReitSe
corner; Sr Fate 5 Sat
V
spasm
^:.pertr_ ei _c•xe.rovplmetips
'sr n -re ae.a.—o-atar fteeOttare
-::r e-rxe_ a. ct a ?tit frifil• 7Pres a sZ^
Sign Here
Vev Signature
Bock
Eat
The GoCerts electronic signature feature allows an applicant to sign utilizing a touch
screen with their finger or stylus, or with a mouse on a non -touch screen device.
•port war a. ,tLl Ora :ARCS w :oast* ow Sys Ira pounder Eras ellgr in S.IIPSIMPreines a be .rcoet}r.. 'Son motif W Ora . a ont errs r'.,t y.er.
4
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11 2023
4. Applicants enter their shipping address and the quantity of certificates that they want to
order.
Shipping ki/otmofon
AOdresi Type:
Street'
;)(rt..t t Si :C
City/'
- - Select - -"I
Apartment =
Do Code'
State'
Select
v
County'
t
Sent
r
Number of Copier'
Shipping Method:'
tiohnd Code
Cost *X Citified Sigh CediAeate:
Certified Pin Certificvtetlst Cop•:I
Additional Copies
GoCertificatesProcessisg & Harding Fee lNan•Petundabie)
Naciirtig
'THIS ORDER WILL REQUIRE YOU TO UPLOAD AN ELECTRONIC COPY OF YOUR ID
AND IN SOME INSTANCES PROOF OF RELATIONSHIP IS REQUIRED
Total Charges:
We accept Vita. MasterCard. Diseaves and American Express
Sr
$ 20.00
$ 0.00
$8.00
$ 0.00
$ 0.00
5. If Weld County offers expedited shipping via FedEx or UPS, an option for USPS and
FedEx or UPS will be available for selection. Any shipping fees typically charged by Weld
County for mailing completed orders will be incorporated into the GoCerts cost calculation.
5
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
6. Applicant must confirm information entered.
a. If they notice something is incorrect, they simply click the 'Edit' hyperlink for that
line item and it will take them back to that page so they can make the change.
Certificates
r
Records States We Serve Partner With U -s
Appbcation
Slipping
b billing
Renew
&Wit
Complete
cinor•ge yC.>„r ietaiis EDIT .or-ce yoc have cor^tHeted a4I edits plea click CONTINUE
Sate r.farrnaticr
COLOItADO.WELD,BERTHOUDridenfirmation
Edit
Applicant
information
Jane Doe
Edt
Person 'NJome° Cr.
=he Cc.r r-f;r_
lane D Doe
Edit
= r ^farrroticrt
Morn Of Doe
= irrro t;cn
Dad Of Doe
_,r. I•
Shipp nG .r.'crr-anon
122 Main SCreel..COLORADO.WEiD.SEVERANCE.12342
Older Total_$ 3400
l-1 I have vet. e3 all the above :nfcrrnation and hereby certify it s true to the best of my Ieno'Medge. I also
acknowledge Mat Me above ()Caress will reserve my order after processing •
Ulna
6
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL. 11, 2023
7. After confirming the complete order information, the customer will be redirected to collect
payment. Payment processing is completed through GoCerts payment partner Elavon.
The customer will enter credit card information and confirmation of the transaction by
Elavon will allow for completion of the order in GoCertificates.
NO CREDIT CARD DETAILS ARE STORED ON GOCERTS. GOCERTS IS PCI
COMPLIANT.
Certificates
WWlY.a
.car:
SALE
Order Section
Credit Card Number
Expiation Date(MMYY)
Amount
CVV2 Indicator
CW2
Customer Code
Sales Tax
Invoice Number.
Description
E
41.00
Present
42
0.00
,.
94083
42
Billing Address
Company
First Name
Last name
Addressl
Addres s2
City
State Province
Postal Cade
Country
Phone
Email Address
-it
I
'Please select a Country
Process
7
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE, ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
8. The applicant is taken to a payment confirmation screen, where an order summary is
available to be printed for the customer's records. Additionally, each customer is sent an
email confirmation of their order, as well as instructions for submitted their ID.
Certificates
•. �LAt ;.?_!.`!!.! _. i71:r.: ..-i:1"
Records States We Serve
Stag AppO cidor i Shipping Rain
k Rt1Wiq b Fit
Cotwplet.
Payment Confirmation
Thank you for using GoCerti.ficates. corn. Your payment has been approved.We have sent you an email
confirmation with a copy of your birth certificate form.. Please follow the irrst~uctions in your email to
upload valid identification/proof of relationship ;if applicable) or click the Upload ID' button below.
Once your ID/proof of relationship has been uploaded we can process your order.
ORDER SUMMARY
Order No.
32:,22 -re ' -=
Email Address
mer;oxO=7J' :tea
Dale of Order
„.. - 4C=
Shipping Name
---=j-
Certificate Type
3 __ :ere; _r_ 1, a
Shipping Address
- i'c - 7 -- cct3Zc :
Total Cost
s :._.
3e,ERANC! 'E i2 C
No. of Copies
3
Name on Certificate
-e :e:e
Father Name
,^
Mother Name
timer D:e
Place Of Birth
=::-c;-o= .1E_u Er--c,=c
Reason Of Order
or F_2^z,-
8
PROPOSAL FOR PROCESSING WELD CnrINTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
9. The applicant needs to submit a copy of their ID and can do so on GoCerts after payment
submission is completed or from a link in the order confirmation email. This can be done
by taking a picture with a cell -phone camera or uploading a saved file.
Pile(;) uploaded successfully.
Upbod your 10; Proof of Relationship
k.. CK drowse •0, e)e...
Uploa.fed faes Hntoy
amoral
No
6r_ ,s I Pia fie sees ec
xC .?t3 .µ
Acid More Ides
Upload ID
• r
v -
Email Notifications
;.4,s: ; 2C
When an applicant places an order, they receive an email confirmation.
• Within the email the applicant is also provided a link that he/she can click to automatically
upload the ID/Proof of Relationship
• In addition, there is a hyperlink where the applicant can check the status of his/her order.
Gocertificates O►defeG2022-00034S
-oreptr{Fussing-tt,rgeetrsasccv+
I M*t. Ilin,S
CPA as' b C«efr4 CM 40 in. Patent ON ..
?dn'astYr l p!
•" .S
That as for using ccCerrfiRcates.catw 'lour Order Wyman K attached
to order for us to quickly process you order we need a copy of your current photo ID Proof of Relattonshlp(d appl.cable}
Q l.51.t u4 You O,Pfool as Ref INfl t+s.
Aso atloctled es your aooicatton to Certbfled Cop.
To cnect you order slants.tokre tn'e O'S below.
ginack_cngsti
or ben Record. r10 action is teased. o'ease keep it toe your recent
please follow the link below to upload from your desktop or mobile device
ti you need assistance or rat questionsglee us a c4 at 1466-694-0571 tOpbn 21 a error us of cederi.trx esswgsne :a cum
9
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE. ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
Order Tracking
The applicant will get an email after each processing step is completed letting them know where
things stand in the process.
GoCertificates Upload for Order#G2022-000345
noreply@hosting-by-genesis.com
Tc Andrea Brindle
Hello Jane Smith,
There is a new update to your order status, to check your order status, follow the link below.
Click Here To Check Order Status
If you need assistance or have questions, give us a call at 1-866-694-0571(Option 2) or email us at orderprocessing@genesisinfo.com
Cost to the Consumer
The breakdown of the fees for certified copies of a certificate(s) will be:
• The current fees that Weld County charges for any 1st copy and additional copies of
certified birth or death certificates.
• The current fee that GoCerts charges the applicant for processing and handling fees per
order.
Current Rate: $8.00 per order for single orders of birth or death records
• Expedited processing or shipping fees, should Weld County decide to offer those to the
applicants.
• Both Weld County and GoCerts fees are subject to change after implementation.
Payment Methods
GoCerts accepts all major credit cards including: Visa, MasterCard, Discover, and American
Express.
10
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL. 11, 2023
Customer Support
GoCerts has order processing staff available for Weld County support during the hours of 8:30
am to 5:00 pm EDT/EST Monday through Friday.
Calls:
• GoCerts has order processing staff available for Weld County staff to call or email directly.
• Weld County will provide a Single Point of Contact for GoCerts staff to call if there are any
questions with processing.
o A backup contact will also be given in case the SPOC is not available.
• Below are two GoCerts positions that can be contacted if Weld County staff has any
questions with processing.
Position: Order Processing Supervisor
(Currently)
Millie Gasso
Phone: 717-909-8622
Email: Mgasso@genesisinfo.com
Email/Chat Features:
Position: Order Processor 1
(Currently)
Veronica Welker
Phone: 717-909-8534
Email: Vwelker@genesisinfo.com
Listed on the GoCerts website is the email addressorderprocessing@genesisinfo.comaswellas
a live chat feature where applicants can ask any questions either before or after placing an order.
Exception Processing
During the authentication process if there is an exception with the order where it cannot be
processed, GoCerts will contact the applicant to let them know the issue with the order and help
resolve the issue.
If a consumer does not provide all of the required information, then GoCerts's automated text
messages or voice messages will be sent to the applicant. If the applicant does not provide all of
the information within 60 days, then GoCerts automatically cancels the order and will refund the
county fee to the applicant.
Assumption of Financial Risk
GoCerts will not enter any orders into Weld County COVIS until appropriate payment and
documentation are received and authenticated.
11
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
Responsibilities to Weld County Vital Records and to the Consumer:
GoCerts will assure the following:
• The orders will be reviewed for authentication when the documentation is submitted.
• The orders will be processed once the authentication of the applicant is proven correct for
each order.
• The applicants will be contacted regarding any problems with an order so the corrected
order can be processed.
Weld County Order Processing Details:
• After the submitted order has been reviewed by GoCertificates processing staff, the
order will be placed into a file for upload into Weld County COVIS.
• The order file will be generated by a GoCertificates staff member on a daily basis and
imported into Weld County COVIS.
• A Request Type for GoCertificates orders will be added to the Weld County COVIS
application and all online orders received will be loaded under that request type.
• Weld County will retrieve the uploaded orders and complete processing.
o Authorized Weld County staff will be provided with a login to GoCerts.
o With the logins that Weld County has, they will be able to login to the GoCerts
website to see the orders that have been processed by GoCerts staff.
o There will be view buttons where the applicant's signed application (any
additional paperwork if required) and their ID for Weld County staff to review.
• Weld County will be able to download the PDF version of the application and the ID
supplied by the applicant. This allows for fully electronic record keeping of the
transaction.
• Weld County staff will close the order in COVIS as they would for any other order
received and processed within the application. Weld County staff are not required to take
any action with GoCertificates.com to close out orders. Order management within
GoCertificates website is handled by GoCertificates staff.
Agency back -office Application: GoCertificates.com
GoCertificates.com includes a login option for authorized users to access additional information.
Weld County staff will be provided logins which will gain access to the following:
• Log into GoCerts to view all completed orders
• View the accompanying paperwork submitted for each order
• Generate reports in Excel of the orders placed
ACH Payment
• Every Monday GoCerts will transmit (to the designated ACH account provided by
Weld County) the amount for the prior week's completed Weld County orders.
• Should the GoCerts office be closed on a Monday, the transfer will occur the
following business day.
• Weld County can generate a report of the transfer after it is received each Monday.
12
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BY GOCERTIFICATES.COM
APRIL 11, 2023
Reconciliation Reports
GoCerts will provide Weld County with a login/password for the GoCerts website. Weld County
will be able to run a report based on the time period they are reconciling. The report can be
searched by day, week. month, etc. depending on what is needed. This information is able to be
viewed either on the screen or downloaded into Excel.
O!Certificates
•
-role %pots Bo for VOKS33 :O9O1
1...S t761n :
Stec? ACaecator 3darseci w
l.. front Q7ts
)colcart EC Name
J 'e 2
Ors -rCe
SnCv. Cr4 :: r^or• YJ7:
S+a s ar'sy mina run
Wm r* recto omert
To Doke-
sticac11: Last f:CTO
:0.Y!
O
a
's+tt +- r
Submit
Cub nt
ra444444..en• nos*
.r V:
.-.-s'.r
udass
• M
:er-a.. •-..
a.t •
111•44
rt.+
ItAr. -
ia'1.
'••
�.
11414-4
-se.
l ;444
fRRY an.•4.
• r 1h1.1• !.'\.
it n.e• A.w.w.
- Sae •44......3
H 3NLfY• •4 vale.
34 944341I• t•R'O.•
3%4 4S43/4
)• M.l % M
v _-•e S
Sian.* In
SIBS On
•
a
V
ass =sue
Minimum requirements for Weld County Vital Records for GoCerts
Below are the minimum requirements for Weld County to be able to view orders on the GoCerts
website.
Browser
• Google Chrome (version 38 and higher)
• Mozilla Firefox (version 27 and higher; and ESR version 31.0 and higher)
• Microsoft Edge
• Safari (version 7 and higher)
• Opera (version 12.18 and higher)
Tools
• Weld County staff should have Adobe Viewer/Reader enabled on browser to view .pdf
s Weld County staff should have Microsoft Excel if they want to export any of their report
information.
Timeline for Implementation:
The GoCertificates.com ordering site can be made available, with link provided to Weld County
within 2-3 weeks upon sign off acceptance of this proposal.
13
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITAL RECORDS CERTIFICATE ORDERS BYGOCERTIFICATES.COM
APRIL 11, 2023
Conclusion:
Weld County Vital Records benefits by using this service by:
• Giving Weld County the opportunity to offer the public the option of paying for certified
copy orders with a credit card.
• Reducing congestion and lines at the county office of customers waiting for orders to be
fulfilled, as well as customer interaction issues.
• Increased order tracking and data to inform future customer support decisions.
• Flexible process that offers a platform for future enhancement to additional potential
applicants.
• Elimination of paper storage costs and paper order forms for Weld County because the
applications/ID can be downloaded from GoCerts and saved by Weld County.
14
PROPOSAL FOR PROCESSING WELD COUNTY, CO VITA!, RECORDS' CERTIFICATE ORDERS BYGOCERTIFICATES.COM
APRIL 11, 2023
Sign -off Sheet
The undersigned acknowledge they have reviewed the GoCerts Proposal and accept the
contents herein written. Changes to the implementation details outlined by this proposal must be
approved by the undersigned or their designated representatives.
Weld County, Colorado Authorized Signatories/Representatives:
Signature: T� I -3u.1 Date: JUL 2 4 2023
Print Name: Mike Freeman
Chair, Board of
Role: Weld County Commissioners
Signature:
Print Name:
Role:
Signature:
Print Name:
Role:
GoCertificates Authorized Signatories/Representatives:
Signature: /6C%iz,,Z
Print Name:
Role:
Richard J. Huber
Date:
Date:
fi/ciee.4. Date: 07/25/2023
President
Contract Form
New Contract Request
Entity Name.
GOCERTIFICATES.COM INC
Contract Name.
GOCERTIFICATES SERVICE PROPOSAL
Contract Status
CTB REVIEW
Entity ID*
'0O0047289
❑ New Entity?
Contract ID
7140
Contract Lead*
KJAKUS-HOTCHKISS
Contract Lead Email
kjakus-
hotchkiss@weldgov.com
Parent Contract ID
Requires Board Approval
YES
Department Project
Contract Description*
SERVICE PROPOSAL WITH GOCERTIFICATES FOR PROCESSING VITAL RECORDS CERTIFICATE ORDERS
Contract Description 2
Contract Type.
AGREEMENT
Amount.
30.00
Renewable
NO
Automatic Renewal
NO
Grant
NO
IGA
NO
Department
HEALTH
Department Email
CM -Health Weldgov.com
Department Head Email
CM -Health -
DeptHeadh weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTO RN EYSFWELDG
OV.COM
Requested BOCC Agenda
Date*
07 24,'2023
Due Date
07,20 2023
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
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
Ontase
Contract Dater
Eft Date
07,24'2023
Review Date.
06,23'2025
Renewal Date
Termination Notice Period Committed Delivery Date
Expiration Date
0724:'2025
Contact Information
Conta
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
TANYA GEISER
DH Approved Date
07 11,2023
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
07,24x'2023
Originator
KJAKUS-HOTCHKISS
Contact Type
Contact Email
Finance Approver
CHERYL PATTELLI
Contact Phone 1 Contact Phone 2
Purchasing Approved Date
Legal Counsel
ADRIA SCHIEL
Finance Approved Date Legal Counsel Approved Date
07:11,2023 07'14;'2023
Tyler Ref it
AG 072423
Hello