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Home My WebLink About20240744.tiff11)-1 3 36 336 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: IT Print Management Solution DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose DATE: 6/1/2024 Brief description of the problem/issue: Zivaro, Inc. is a provider of PRINTERLOGIC, a print management software that will help centralize our print management capabilities. This software will assist with printer status monitoring, issue/maintenance tracking and reporting, device setup and configuration, printer and print object security, multi -location support and detailed print analytics. What options exist for the Board? IT is requesting the Board authorize the Chair to sign the attached agreement. Consequences: If the Board does not sign, the software will not be implemented. Impacts: This software will help streamline print management efforts countywide. Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): $34,696.15 year 1 costs, and $26,345.85 annual maintenance. Recommendation: Legal has reviewed the agreement and Information Technology recommends approval of the agreement. Perry L. Buck, Pro-Tem Mike Freeman Scott K. James Kevin D. Ross , Chair Lori Saine eons d9 -- (0A l/z4 Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Vgr IP Wi 17a 20241-0-1/ t` I T0O13 PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND ZIVARO INC. THIS AGREEMENT is made and entered into this 1 lay of \ j1, , 2024 by and between the Board of Weld County Commissioners, on behalf of Information Technology hereinafter referred to as "County," and Zivaro Inc. hereinafter referred to as "Contractor". WHEREAS, County desires to retain Contractor to perform services as required by County and set forth in the attached Exhibits; and WHEREAS, Contractor is willing and has the specific ability, qualifications, and time to perform the required services according to the terms of this Agreement; and WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Contractor and Contractor's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall based upon order of attachment. Exhibit A consists of County's Request for Bid (RFB) or Request for Proposal (RFP) as set forth in Bid Package No. B2300066 - IT Print Management Solution. Exhibit B consists of Contractor's Response to County's Request. 2. Service or Work. Contractor agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the Work described in the attached Exhibits. Contractor shall further be responsible for the timely completion and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement and shall continue through and until Contractor's completion of the responsibilities described in the attached Exhibits. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own convenience upon thirty (30) days written notice to Contractor. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have fifteen (15) days after receiving such notice to cure such breach. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver to County all drawings, drafts, or other documents it has completed or partially completed under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Copies of work product that is incomplete at the time of termination shall be marked "DRAFT - INCOMPLETE." If this Agreement is terminated by County, Contractor shall be compensated for, and such compensation shall be limited to, (1) the sum of the amounts contained in invoices which it has submitted and which have been approved by the County; (2) the reasonable value to County of the services which Contractor provided prior to the date of the termination notice, but which had not yet been approved for payment; and (3) the cost of any work which the County approves in writing which it determines is needed to accomplish an orderly termination of the work. County shall be entitled to the use of all material generated pursuant to this Agreement upon termination. Upon termination of this Agreement by County, Contractor shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by the County for such additional services is not timely executed and issued in strict accordance with this Agreement, Contractor's rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. 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 adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified accordingly by Change Order. Any claims by the Contractor for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated Change Order, unless approved and documented otherwise by the County Representative. Any change in work made without such prior Change Order shall be deemed covered in the compensation and time provisions of this Agreement, unless approved and documented otherwise by the County Representative. 5/31/2024 6. Compensation. Upon Contractor's successful completion of the Work, and County's acceptance of the same, County agrees to pay Contractor an amount not to exceed I _ 34,696.15 as set forth in the Exhibits. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has 2 been specifically approved by Weld County as required pursuant to the Weld County Code. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Contractor shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 7. Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. 8. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of the Work without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Contractor shall require each subcontractor, as approved by County and to the extent of the Work to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 9. Ownership. All work and information obtained by Contractor under this Agreement or individual work order shall become or remain (as applicable), the property of County. In addition, all reports, documents, data, plans, drawings, records and computer files generated by Contractor in relation to this Agreement and all reports, test results and all other tangible materials obtained and/or 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. 3 10. Confidentiality. Confidential information of the Contractor should be transmitted separately from non -confidential information, clearly denoting in red on the relevant document at the top the word, "CONFIDENTIAL." However, Contractor is advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA), C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Contractor agrees to keep confidential all of County's confidential information. Contractor agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County. Contractor agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this Agreement. 11. Warranty. Contractor warrants that the Work performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. Contractor further represents and warrants that all Work shall be performed by qualified personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications. For work in which Contractor produces a design to be used for construction purposes, Contractor shall carefully check all unit quantities and quantity calculations and shall submit them for County review. If the County experiences additional costs during project construction which are directly associated with errors and omissions (professional negligence) which require change orders to the construction contract resulting in costs greater than the construction contract bid unit costs, Contractor shall be financially liable for such increased costs. 12. Acceptance of Services 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(s) furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the project. In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default. No assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the County of, or payment for, the Work completed 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. 13. Insurance. Contractor must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. For all coverages, Contractor's insurer shall waive subrogation rights against County. a. Types of Insurance. 4 Workers' Compensation / Employer's Liability Insurance as required by state statute, covering all of the Contractor's employees acting within the course and scope of their employment. The policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance including public liability and property damage, covering all operations required by the Work. Such policy shall include minimum limits as follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal injury $5,000; Medical payment per person. Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Professional Liability (Errors and Omissions Liability). The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this contract. Contractor shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract resulting from professional services. In the event that the professional liability insurance required by this Contract is written on a claims -made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed. Minimum Limits: $1,000,000 Per Loss; $2,000,000 Aggregate. b. Proof of Insurance. Upon County's request, Contractor shall provide to County a certificate of insurance, a policy, or other proof of insurance as determined in County's sole discretion. County may require Contractor to provide a certificate of insurance naming Weld County, Colorado, its elected officials, and its employees as an additional named insured. c. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above described insurance prior to their commencement of the Work, or otherwise that they are covered by the Contractor's policies to the minimum limits as required herein. Contractor agrees to provide proof of insurance for all such subcontractors upon request by the County. d. No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or 5 subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. e. Certification of Compliance with Insurance Requirements. The Contractor stipulates that it has met the insurance requirements identified herein. The Contractor shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Contractor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. 14. Indemnity. The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement. It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. 15. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 16. Examination of Records. To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Contractor, involving all matters and/or transactions related to this Agreement. Contractor agrees to maintain these documents for three years from the date of the last payment received. 17. 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. 6 18. Notices. County may designate, prior to commencement of Work, its project representative ("County Representative") who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: (a) personal service by a reputable courier service requiring signature for receipt; or (b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or (c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may change its notice address(es) by written notice to the other. Notice may be sent to: TO CONTRACTOR: Name: Carolina Palacios Position: Director of Contracts Address: 3900 E Mexico Ave. Ste 1000 Address: Denver, CO 80210 E-mail: contracts@zivaro.com Phone: 303-455-8800 TO COUNTY: Name: Samual Penn Position: Deputy Director of IT Address: PO Box 758/1401 N 17th Avenue Address: Greeley, Colorado 80632 E-mail: spenn@weld.gov Phone: 19. Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 20. 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. 21. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument 7 signed by both parties. 22. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 23. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24- 50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 24. Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination. 25. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, 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. 26. Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 27. 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. 28. Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee. 29. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 8 30. Public Contracts for Services C.R.S. §8-17.5-101. Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this Agreement. Contractor will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E -Verify program or the State of Colorado program established pursuant to C.R.S. §8-17.5-102(5)(c). Contractor shall not enter into a contract with a subcontractor that fails to certify with Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while this Agreement is being performed. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Contractor shall notify the subcontractor and County within three (3) days that Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Contractor shall not terminate the subcontract if within three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Contractor shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor and Employment. If Contractor participates in the State of Colorado program, Contractor shall, within twenty days after hiring an new employee to perform work under the contract, affirm that Contractor has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Contractor shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee and shall comply with all of the other requirements of the State of Colorado program. If Contractor fails to comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may terminate this Agreement for breach, and if so terminated, Contractor shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Contractor receives federal or state funds under the contract, Contractor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4), if such individual applies for public benefits provided under the contract. If Contractor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by C.R.S. § 24-76.5-101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. § 24-76.5-103 prior to the effective date of the contract. 31. Attorney's Fees/Legal Costs. In the event of a dispute between County and Contractor concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf 32. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. 9 Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. CONTRACTOR: By: Name: Jasmine Emilio Title: Contract Specialist 5/6/2024 Date of Signature WELD CO TY: ATTEST: „/J Wet,d County Clerk to the Board B Pik Deputy Clerk to the Board to BOARD OF COUNTY COMMISSIONERS WELD COUIT—Y7COLORAD0 C- 6) — vin D. Ross, Chair JUN 1 7 2024 OO39-©�?99 EXHIBIT A Weld County Request for Proposal: #B2300066 IT Print Management Software Solution Weld County Department of Information Technology ATTN: Kevin Jass RFP # B2300066 / IT Print Management Solution PO Box 758 / 1401 North 17th Avenue Greeley, CO 80632 Key Vendor Deadlines Notice of Intention 11/29/2023 10:00 AM MST/MDT 12/6/2023 10:00 AM MST/MDT Technical Questions / Inquiries RFP Responses 12/27/2023 10:00 AM MST/MDT Template -IT RFP 2023 1.0 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Table of Contents 1 STATEMENT OF WORK 3 1.1 PURPOSE 3 1.2 COVERAGE & PARTICIPATION 3 2 GENERAL INFORMATION 3 2.1 ORIGINAL RFP DOCUMENT 3 2.2 THE ORGANIZATION - COUNTY OF WELD 3 3 RFP SCHEDULE 4 4 PROPOSAL PREPARATION INSTRUCTIONS 4 4.1 VENDOR'S UNDERSTANDING OF THE RFP 4 4.2 COMMUNICATION 4 43 PROPOSAL SUBMISSION 5 4.4 PROPOSAL RESPONSES 6 4.5 PROPOSAL FORMAT 6 4.6 WITHDRAWALS OF PROPOSALS 8 4.8 CRITERIA FOR SELECTION 8 4.9 SELECTION AND NOTIFICATION 10 5 PROJECT OVERVIEW 11 5.1 HIGH-LEVEL OVERVIEW 11 5.2 TECHNICAL SPECIFICATIONS 12 5.3 NARRATIVE VENDOR QUESTIONS 12 6 VENDOR PRICING 13 7 WELD COUNTY INFORMATION TECHNOLOGY SOFTWARE AND SERVICES CONTRACT RIDER 13 8 ADDITIONAL TERMS & CONDITIONS 17 8.1 NON -DISCLOSURE AGREEMENT 17 8.2 COSTS 17 8.3 INTELLECTUAL PROPERTY 18 8.4 VENDOR'S RESPONSES 18 8.5 GOVERNING LAW 18 8.6 DISADVANTAGED BUSINESS ENTERPRISES 19 8.7 PROCUREMENT AND PERFORMANCE 19 8.8 TERMINATION 19 8.9 WARRANTY 19 8.10 TAXES 20 8.11 No LIABILITY 20 8.12 ENTIRE RFP 20 9 INSURANCE REQUIREMENTS 20 APPENDIX A: NOTICE OF INTENTION 23 APPENDIX B: VENDOR CERTIFICATION 24 APPENDIX C: CJIS SECURITY ADDENDUM 25 4/17/2024 12:18 PM Page -2 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution 1 Statement of Work 1.1 Purpose The Board of County Commissioners of Weld County, Colorado, by and through its Chief Information Officer (collectively referred to herein as "Weld County"), wishes to purchase IT Print Management Software Solution. The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply a IT Print Management Software Solution to Weld County. This RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system. 1.2 Coverage & Participation The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all applicable departments at Weld County along with any satellite offices. Weld County reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount. 2 General Information 2.1 Original RFP Document Weld County shall retain the RFP, and all related terms and conditions, Appendices and other attachments, in original form in an archival copy. Any modification of these, in the vendor's submission, is grounds for immediate disqualification. 2.2 The Organization - County of Weld Weld County, Colorado covers a total area of 4,000 square miles in northern Colorado and is home to charming small towns and thriving cities. It is bordered on the north by Wyoming and Nebraska and on the south by the Denver Metropolitan area. Weld County is the third largest county in Colorado and is Colorado's leading producer of cattle, grain and sugar beets. Weld County is also an important area of oil and natural gas production in Colorado. Weld County was incorporated in 1861 and is governed by a Home -Rule Charter, which went into effect on January 1, 1976. As of 2020, there are an estimated 332,000 residents in Weld County with an approximate annual growth rate of 2.79%. Weld County Government employs approximately 1700 people within 26 departments. The County Seat and main campus is in Greeley with satellite campuses in Fort Lupton and Longmont (Del Camino area). Additional information about Weld County can be found at "www.weld.gov". 4/17/2024 12:18 PM Page -3 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution 3 RFP Schedule The following is the anticipated schedule for this RFP which may change in accordance with the organization's needs or unforeseen circumstances. Changes will be communicated by e- mail to those vendors participating in this RFP. Note: Weld County must receive Vendor's "Notice of Intention" by the deadline listed below. Vendors not submitting a "Notice of Intention" by the deadline may be excluded from this RFP process. Critical RFP dates for Vendors: Issuance of RFP 11/22/2023 "Notice of Intention" Deadline 11/29/2023 10:00 AM MST/MDT Technical Questions/Inquiries Deadline 12/6/2023 10:00 AM MST/MDT RFP Addendum (all RFP questions answered) 12/13/2023 Submission Deadline for RFP Responses 12/27/2023 10:00 AM MST/MDT Interviews / Demos 1/17/2024— 1/31/2024 Anticipated Post -Award dates: Final Award Notification Contract Negotiations Complete Implementation Start Date Implementation Completion Date 4 Proposal Preparation Instructions 2/14/2024 3/13/2024 3/18/2024 TBD 4.1 Vendor's Understanding of the RFP In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Weld County as necessary to gain such understanding. Furthermore, the vendor is responsible for understanding Weld County's infrastructure and systems in which their software may be used. Weld County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Weld County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Weld County. 4.2 Communication Verbal communication shall not be effective unless formally confirmed in writing by the specified Weld County IT employee in charge of managing this RFP process. In no case shall verbal communication govern over written communication. 4.2.1 Vendors' Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between Weld County and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to (email is preferred): IT Contact Name: Kevin Jass E-mail: kjass@weld.gov Telephone: (970) 400-2534 Weld County Department of Information Technology 4/17/2024 12:18 PM Page -4 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution ATTN: Kevin Jass PO Box 758 / 1401 North 17th Avenue Greeley, CO 80632 Informal Communications shall include, but are not limited to: requests from/to vendors or vendors' representatives in any kind of capacity, to/from any Weld County employee or representative of any kind or capacity with the exception of Kevin Jass for information, comments, speculation, etc. Inquiries for clarifications and information that will not require an addendum may be submitted verbally to the named above at any time. 4.2.2 Formal Communications shall include, but are not limited to: In lieu of a mandatory, pre -proposal meeting, questions concerning this RFP must be submitted in writing and be received prior to the Technical Questions/Inquiries Deadline listed in Section 3. Email is the preferred method of communication. Inquiries for clarifications/information that will not require addendum may be submitted verbally to the contact named above at any time during this process. Errors and omissions in this RFP and enhancements. Vendors shall recommend to Weld County any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors may recommend to Weld County any enhancements, which might be in Weld County's best interest. These must be submitted in writing and be received prior to the Technical Questions/Inquiries Deadline listed in Section 3. Verbal and/or written presentations and pre -award negotiations under this RFP. Addenda to this RFP. 4.2.3 Addenda: Weld County will make a good -faith effort to provide a written response to each vendor question submitted as a Technical Question. All questions and answers will be shared with all recipients in an addendum. All addenda will be posted to the BidNet Direct site (formally Rocky Mountain E - Purchasing System): http://www.bidnetdirect.com. Weld County is not obligated to respond to any questions or requests for clarification if received by Weld County after the Technical Questions/Inquiries Deadline listed in Section 3. Please note the vendor is ultimately responsible for verifying they have received any / all addenda prior to submitting their proposal. 4.3 Proposal Submission Vendors are to submit one (1) electronic copy of the RFP response via email to: Kevin Jass kjass@weld.gov Subject Line: B2300066 / IT Print Management Solution Emailed proposals must include the following statement on the email: "I hereby waive my right to a sealed bid". An email confirmation will be sent when we receive your proposal. RFP proposals must be delivered via email to the email address listed above on or before 12/27/2023 10:00 AM MST/MDT. Proposals received after this time will be disqualified. 4/17/2024 12:18 PM Page -5 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution All sections shall be combined into a single electronic document. Additionally, native Excel documents for the Vendor Response Form and Pricing Table should also be included in your electronic submission as separate files. For proper comparison and evaluation, the County requests that proposals be formatted as directed below. Submittals received that fail to follow this format may be ruled non -responsive. 4.4 Proposal Responses The Board of County Commissioners and the Evaluation Committee reserve the right to reject any or all proposals. Any objections to the specifications/requirements as set forth should be filed in writing prior to the proposal deadline. This request is NOT a Bid; therefore, any alternate solutions that meets or EXCEED the outlined minimum requirements should be submitted for consideration. Weld County is interested in any and all details of other innovative and original ideas above and beyond those discussed in this Request for Proposal. Proposal responses will be retained as property of Weld County. All or a portion of the contents of the proposal of the successful vendor will become part of any subsequent contractual obligation. Proposals should contain a manual signature of an authorized representative of the responding vendor(s). Vendors responding to this RFP must be available for demos and/or interviews. The Evaluation Committee will evaluate each vendor's written response to the RFP and determine a short-list of vendors to move forward to the demo/interview stage. The top ranked vendors will be notified of their demo/interview time with the Evaluation Committee. The project manager and key individuals working on the project should be the present. Interested Vendors shall submit responses that clearly demonstrate their ability to provide the solution as outlined in the Request for Proposals (RFP). Vendor submittals shall be organized in the order listed below to facilitate fair and equal evaluation of the responses. If responses do not follow the format below, your response may be ruled non -responsive. 4.5 Proposal Format Every vendor should submit their RFP Response in the format outlined below. For the electronic response, separate each section with a section header page. Any hardcopy responses shall separate each section behind a tab divider. 1. Cover Letter 2. Table of Contents 3. Pricing Table Submit pricing via the Proposed Pricing tables from Section 6 of this RFP. Note: Weld County is tax exempt and no taxes should be included with your proposal. 4/17/2024 12:18 PM Page -6 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution 4. Vendor Qualifications a. (For Resellers only) Provide Letter of Authorization for proposed product b. Provide a brief synopsis of your company (size, structure, capabilities and financial condition). At a minimum, briefly describe the company history, ownership and primary industries served. Provide details of any material changes (e.g. ownership, structure, acquisitions, etc.) in the last calendar year. c. Highlight vendor's experience and expertise with deploying IT Print Management Software Solution. d. Provide information on vendor's current clients, including the total number of current clients they have provided IT Print Management Software Solution or substantially similar solutions. List four (4) current references. References should be: • State or local government agencies • Projects similar in size, application, and scope • Projects completed within the past 24 months • Include a brief summary and timeframe for implementation • Include a contact name, position, email address, and current phone number for each reference. 5. Response to Narrative Questions from Section 5.3 in this RFP 6. Project Plan Provide a proposed project plan detailing all of the tasks and associated timelines and milestones. A complete outline must be provided by the vendor that demonstrates the following considerations: - Understanding of the project requirements and deliverables - Hardware Server requirements - Technical approach to the project - Organization and managerial competence - Work plan and project controls - Payment milestones 7. County Responsibilities Identify all services and excluded costs to be borne by Weld County. 8. Additional Information a. Provide vendor's standard contract template. b. ADA Compliance with Sections 508 and 255 — Provide a statement of acknowledgment or completion of a Voluntary Product Accessibility Template (Vpat) indicating compliance with Section 508 (of the United States Workforce Rehabilitation Act of 1973) and Section 255 (of the Americans with Disabilities Act) standards. c. Provide a signed Vendor Certification document (from Appendix B of this RFP.) d. Provide a CJIS Security Addendum Certification, if applicable (from Appendix C of this RFP) 4/17/2024 12:18 PM Page -7 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution e. List details of any litigation the vendor or any of its subsidiaries or affiliates has had in the past three (3) years as well as any that are currently in litigation. f. Provide any additional information that will aid in evaluation of the Contractor's qualifications with respect to this project. Include any relevant vendor -supplied specifications and data sheets. 9. Response to Technical Specifications from Section 5.2 in this RFP Include the responses to all technical specifications that are outlined in Section 5.2 (spreadsheet) in the Vendor Response Form. Note that there are multiple tabs in the Vendor Response Form spreadsheet. Note: Proposals shall not exceed 100 pages in length. Vendors are advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA) C.R.S. §24-72-201, et seq. 4.6 Withdrawals of Proposals Proposals may be withdrawn upon written request to Kevin Jass and approval of the Weld County Chief Information Officer; said request being received from the withdrawing vendor prior to the time fixed for award. Negligence on the part of a vendor in preparing the proposal confers no right for the withdrawal of the proposal after it has been awarded. 4.7 Expectations of Vendor Proposals Vendors are expected to examine the conditions, specifications, and all instructions contained herein. Failure to do so will be at the vendor's risk. Vendors shall not condition their proposals on any change to any provision included in this RFP. Any proposal which fails to comply with the letter of the instructions and specifications herein may be rejected. Late or unsigned proposals may not be accepted or considered. It is the responsibility of the vendor to ensure that their proposal arrives in the Weld County Department of Information Technology on or prior to the Submission Deadline for RFP Responses in Section 3. When approximate quantities are stated, Weld County reserves the right to increase or decrease quantity as best fits its needs. 4.8 Criteria for Selection The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those vendors that have the interest, capability, and financial strength to supply Weld County with IT Print Management Software Solution as identified in this RFP. An Evaluation Committee will evaluate all qualifying proposals. All requirements in this RFP should be satisfied to ensure that the proposal will qualify for consideration. It is the intent of the County to award a contract for the requested IT Print Management Software Solution based on an evaluation of all qualified proposals. Qualified proposals will be evaluated on the following weighted criteria: 4/17/2024 12:18 PM Page -8 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Vendor Qualifications & Technical Support Vendor demonstrates appropriate resources (organizational structure, staffing, assets, etc.) to handle project's scope and confirms vendor viability. Vendor has experience with delivering projects similar in size and scope as Weld County. Technical support meets Weld's requirements for location, support hours, and quality of functional support (answering technical and functional questions, training resources, etc.). Frequency and quality of product updates and defect fixes meets Weld County expectations. • Customer references (if used) confirm vendor qualifications for proposed product and/or services. 15 Technical Architecture & Security Proposed product has underlying technical architecture which will work within the constraints of Weld County's technical environment. Proposed product meets Weld County's security requirements. • Proposed vendor product roadmap maintains the product's security posture over the lifecycle of the product and will regularly work with Weld County to evaluate and address security concerns. • Proposed vendor product roadmap shows continued investment in product development over the lifecycle of the product. 20 System Capabilities & Alignment with Business Needs Vendor's proposal displays capacity and capability to meet the expectations outlined in the project scope and objectives. Proposed product meets technical and functional requirements as stated in RFP. • Proposed product aligns with the business needs of Weld County. • Vendor's project plan meets the necessary deliverables and deadlines outlined in RFP. 40 Proposed Pricing & Licensing Model Costs and licensing model are disclosed within the response and are both reasonable and consistent with the project goals. Maintenance Costs (or subscription costs) are disclosed within the response and are both reasonable and consistent with the project goals. • Professional services cost (if required) and work hour estimates contain sufficient detail to ensure project goals are met. 25 4/17/2024 12:10 PM Page -9 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution • % for individual categories will be adjusted so that the total adds up to 100%. 100% Note: All respondents must initially represent themselves solely by their written submittal. The responses to this Request for Proposals will be reviewed by an Evaluation Committee. Based upon the Evaluation Committee's findings, interviews and/or demos may be conducted with a short-list of vendors who have submitted qualifying proposals. 4.9 Selection and Notification Weld County reserves the right to acceptor reject any and all proposals, to waive any informalities or minor irregularities in proposals, and to accept the proposal deemed, in the opinion of Weld County, to be in the best interest of Weld County. Weld County is not required to select the proposal with the lowest pricing, but will take into consideration which vendor demonstrates the best ability to satisfy the requirements outlined in the RFP, the ability to service the contract, past experience, financial stability, and other relevant criteria. When deemed to be in the best interest of the County, the Weld County Controller, Purchasing Director, or Chief Information Officer may request a Best and Final Offer (BAFO) as a part of any Formal Purchase. Any request for a BAFO should be made following all pertinent discussions, questions, and all addendums made to clarify full understanding of, and responsiveness to, the solicitation requirements. If a request for BAFO pricing is made, the request may be sent to the short-list of vendors who have submitted the most qualified proposals. All vendors from which a BAFO has been requested shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. All pricing and information shall remain confidential until the successful proposal is accepted by the Board of County Commissioners. Best and Final offers shall be requested in writing via email. The request shall include: • Notice that this is an opportunity to submit a best and final offer. • A due date for submission of the Best and Final Offer. After receipt and analysis of final pricing, proposals shall be evaluated by the Evaluation Committee. The Evaluation Committee with determine the top -ranked vendor proposals. Upon this determination, Weld County may contact the top -ranked vendors to obtain proof of financial stability prior to recommendation of any vendor proposal to the Chief Information Officer (CIO). If the top -ranked vendor cannot prove financial stability, the vendor may be disqualified, and Weld County will then reach out to additional top ranked vendors with the next best proposal for financial information. After the Evaluation Committee has received vendor financial information (if requested) and determined that the vendor is financially stable, they will present their recommendation to the Chief Information Officer (CIO). The CIO will then present the recommendation to the Weld County Board of Commissioners. The Commissioners will make the final decision. Written notification will be sent to the winning vendor via email. 4/17/2024 12:18 PM Page -10 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Please note: Weld County is a public entity and must comply with the provisions of C.R.S. 24- 72-201, et seq. Confidential commercial or financial data may or may not be subject to inspection subject to C.R.S. 24-72-204. 5 Project Overview 5.1 High-level Overview Weld County IT is requesting a print management software to help centralize our print management capabilities. The software should assist with printer status monitoring, issue/maintenance tracking and reporting, device setup and configuration, printer and print object security, multi -location support and detailed print analytics. Additional details are defined in section 5.2 Technical Specifications. Weld County's overall IT environment is set-up as follows: The following is a high-level description of our current technology environment: Current Environment - Weld County: • Primarily Virtual Servers • Cisco network infrastructure and Fiber backbone connecting County buildings; fiber with some point-to-point wireless links connecting our County campuses (Greeley, Fort Lupton, Longmont) • Multiple image capturing systems • On -premise block and file storage availability in SAN and NAS capacity Server Hardware Cisco UCS Server Operating Systems VM Servers, Microsoft Server 2016, 2019, and 2022 Storage Infrastructure EMC PowerMax, Metro SRDF, Islion PCs/Laptops Dell, HP, Panasonic PC/Laptop/Tablet Operating System Win10, Win11, Apple IOS, Android Network Protocol TCP/IP Web Browser MS Edge, Chrome, Firefox, Safari Email/Calendar Microsoft Office 365 Database Latest supported versions/service packs of: • Microsoft SQL Server 2017, 2019 Anti -Virus Crowdstrike Printers File Shares Canon MFDs, HP, Dell Windows Print Service VPN Access Fortinet Forticlient Account Management Microsoft Active Directory, Azure AD Data Protection EMC Avamar, Data Domain, IDPA 4/17/2024 12:18 PM Page -11 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Mobile Devices Dell, HP, Panasonic, iPads, iPhones, Androids 'updated 10/20/2021 5.2 Technical Specifications Technical specifications for requested IT Print Management Software Solution are contained within the Vendor Response Form (attached below). Vendors should fill out the Vendor Response Form in its entirety. The Vendor Response Form contains 6 worksheets: • Technical • Integration • Security • Reporting II Vendor Response Form Requirements that are categorized as Required ("R") will be used as a filter for determining which solutions will meet our needs. 5.3 Narrative Vendor Questions The following questions should be answered in the Vendor RFP Proposal: 1) Indicate vendor's product release cycle, including details of releases over the past year and also detail on forward looking releases and major improvements / features within each release (for the next year). 2) Indicate vendor's compliance with offering ongoing Software maintenance (technical support/upgrades) and specify: a. Standard business hours for technical support b. Location(s) of support services c. Level of support during and outside of business hours (e.g., pager, 800 number, hours of operation, etc.). d. Specify any additional cost for support during non -business hours. e. Methods of reporting problems f. Response levels g. How fixes are distributed and applied h. Problem escalation process (including resolution process and timing) i. Frequency of software updates/upgrades 3) Indicate compliance with periodic software upgrades providing general feature enhancements that must be guaranteed to be compatible with whatever system customization the Vendor makes to the original IT Print Management Software Solution. 4) IT Training Plan — Detail your training plan for the IT project team. The training plan should include system administration, supporting, and using the system. Identify training materials that will be available to IT. 4/17/2024 12:18 PM Page -12 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution 5) End -user Training Plan — Propose a detailed training plan that you recommend for end - users, and department administrators. Identify training materials that will be available to these end -users and department administrators. 6) Provide details of any subcontracting arrangements that will come into effect if vendor is awarded the business outlined in this RFP. 6 Vendor Pricing All Vendors must fill out the following cost breakdown for the implementation of their solution for Weld County's project as described in this RFP. The vendor must agree to keep these prices valid for six months past the Submission Deadline for RFP Responses in Section 3. Note: Weld County is tax exempt and no taxes should be included in your proposal. Use the attached Pricing Table spreadsheet to submit your pricing proposal. Please include your terms and conditions of sale. RFP Pricing Table.xlsx 7 WELD COUNTY INFORMATION TECHNOLOGY SOFTWARE AND SERVICES CONTRACT RIDER 7.1 Introduction. By submitting a proposal (hereinafter referred to as "Proposal") in response to the County's request for proposal (hereinafter referred to as `RFP"), as applicable, Contractor expressly agrees to be bound by all of the terms contained in the RFP, including the following. THE TERMS AND CONDITIONS CONTAINED IN THIS RFP, INCLUDING THIS CONTRACT RIDER, SHALL PREVAIL OVER ANY CONFLICTING TERMS PROVIDED IN THE PROPOSAL, AND ANY OTHER TERMS PROVIDED IN THE CONTRACTOR'S SCOPE OF WORK, LICENSE AGREEMENT. SERVICES AGREEMENT, PURCHASE ORDER. OR ANY OTHER DOCUMENT PROVIDED BY CONTRACTOR WHICH PURPORTS TO CONTRACTUALLY BIND THE COUNTY RELATED TO THE SERVICES INCLUDED WITHIN THE RFP. 7.2 Purchase of Services. Contractor agrees to procure the goods, materials, equipment and/or products necessary to provide the services described in this RFP (collectively referred to herein as the "Work"). Contractor shall further be responsible for timely delivery, and acknowledges that a failure to comply with the standards and requirements of this RFP within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 7.3 Term. The term of this Agreement begins upon mutual execution and continues until such time as Contractor has completed the Work, or until such as may be specified elsewhere in this RFP. In no event shall the term continue beyond one year from mutual execution. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit 4/17/2024 12:18 PM Page -13 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution County from entering into Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 7.4 Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by the County for such additional services is not timely executed and issued in strict accordance with this Agreement, Contractor's rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. 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 adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified accordingly by Change Order. Any claims by the Contractor for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated Change Order, unless approved and documented otherwise by the County Representative. Any change in work made without such prior Change Order shall be deemed covered in the compensation and time provisions of this Agreement, unless approved and documented otherwise by the County Representative. 7.5 Compensation. Upon Contractor's successful completion of the Work, and County's acceptance of the same, County agrees to pay Contractor as set forth in the Proposal. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County as required pursuant to the Weld County Code. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Contractor shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 7.6 Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts 4/17/2024 12:18 PM Page -14 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution performed pursuant to this Agreement. 7.7 Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of the Work without County's prior written consent, which may be withheld in County's sole discretion. Subcontractors which are identified in the approved Proposal are approved by County. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Contractor shall require each subcontractor, as approved by County and to the extent of the Work to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 7.8 Confidentiality. Confidential information of the Contractor should be transmitted separately from non -confidential information, clearly denoting in red on the relevant document at the top the word, "CONFIDENTIAL." However, Contractor is advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA), C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Contractor agrees to keep confidential all of County's confidential information. Contractor agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County. Contractor agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this Agreement. 7.9 Acceptance of Services Not a Waiver.ln no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default. No assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the County of, or payment for, the Work completed 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. 7.10 Indemnity. The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, entity, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement. It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, 4/17/2024 12:18 PM Page -15 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. Contractor further agrees and understands that the laws of the State of Colorado prohibit the County from indemnifying any person or entity, public or private, and as such the County makes no promise of indemnification to Contractor, and any conflicting provision is void. 7.11 Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 7.12 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. 7.13 Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 7.14 Non -Exclusive Agreement. Unless otherwise expressly provided in this Agreement, this Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. 7.15 Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 7.16 Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 7.17 Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement shall survive any such expiration or termination. 7.18 Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, 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. 4/17/2024 12:18 PM Page -16 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution 7.19 Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 7.20 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. 7.21 Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra -judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. 7.22 Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee. first 7.23 Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 7.24 Attorneys Fees/Legal Costs. In the event of a dispute between County and Contractor concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 8 Additional Terms & Conditions 8.1 Non -Disclosure Agreement Weld County reserves the right to require any vendor to enter into a non -disclosure agreement. 8.2 Costs The RFP does not obligate Weld County to pay for any costs, of any kind whatsoever, which may be incurred by a vendor or any third parties, in connection with the Response to this RFP. All Responses and supporting documentation shall become the property of Weld County, subject to claims of confidentiality in respect of the Response and supporting documentation. 4/17/2024 12:18 PM Page -17 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution 8.3 Intellectual Property The vendor should not use any intellectual property of Weld County including, but not limited to, all logos, registered trademarks, or trade names of Weld County, at any time without the prior written approval of Weld County, as appropriate. 8.4 Vendor's Responses This Request for Proposal, submitted documents/proposals, and any negotiations, when properly accepted by Weld County, shall constitute a contract equally binding between the vendor and County. Any and all verbal communications and/or commitments made during the negotiation process that are deemed agreeable to both parties shall be submitted in written format and made part of any resulting contract. No different or additional terms shall become a part of this contract with the exception of an Amendment. Any vendor which submits in its proposal to the County any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, may be disqualified from consideration. All accepted Responses shall become the property of Weld County and will not be returned. Confidential financial information of the vendor should be transmitted separately from the main RFP submittal, clearly denoting in red on the financial information at the top of the page the word, "CONFIDENTIAL". Vendors are advised that as a public entity, Weld County must comply with the provisions of C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. 8.5 Governing Law This RFP and the Vendor's Response shall be governed by United States federal laws, Colorado state laws, and the Weld County Home Rule Charter. The successful vendor shall indemnify and hold harmless Weld County against all claims for royalties, for patents or suit for infringement thereon, which may be involved in the manufacture or use of the material to be furnished. Successful Vendor Hiring Practices of Illegal Aliens - Successful vendor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under the subsequent contract. Successful vendor will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under the subsequent Agreement, through participation in the E -Verify program or the State of Colorado program established pursuant to C.R.S. §8-17.5-102(5)(c). Successful vendor shall not knowingly employ or contract with an illegal alien to perform work under the subsequent Agreement or enter into a contract with a subcontractor that fails to certify with Successful vendor that the subcontractor shell not knowingly employ or contract with an illegal alien to perform work under the subsequent Agreement. Successful vendor shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while the subsequent Agreement is being performed. If Successful vendor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien Successful vendor shall notify the subcontractor and County within three (3) days that Successful vendor has actual knowledge that a subcontractor is employing or contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Successful vendor shall not terminate the subsequent contract if within three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Successful vendor shall comply with reasonable requests made in the course of an investigation, 4/17/2024 12:18 PM Page -18 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor and Employment. If Successful vendor participates in the State of Colorado program, Successful vendor shall, within twenty days after hiring a new employee to perform work under the subsequent contract, affirm that Successful vendor has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Successful vendor shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee, and shall comply with all of the other requirements of the State of Colorado program. If Successful vendor fails to comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may terminate the subsequent Agreement for breach, and if so terminated, Successful vendor shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Successful vendor receives federal or state funds under the subsequent contract, Successful vendor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4), if such individual applies for public benefits provided under the subsequent contract. If Successful vendor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by C.R.S. § 24-76.5- 101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. § 24- 76.5-103 prior to the effective date of the contract. 8.6 Disadvantaged Business Enterprises Weld County assures that disadvantaged business enterprises will be afforded full opportunity to submit bids in response to all invitations and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award. 8.7 Procurement and Performance The successful vendor agrees to procure the materials, equipment and/or products necessary for the project and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the project. The successful vendor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements outlined in the RFP within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 8.8 Termination County has the right to terminate this Agreement, with or without cause on thirty (30) days written notice. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of the terms of the Agreement. 8.9 Warranty The successful vendor warrants that services performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. The successful vendor further represents and warrants that all services shall be performed by qualified personnel in a professional and workmanlike manner, consistent with industry standards, and that all services will conform to applicable specifications. In addition to the foregoing warranties, Contractor is aware that all work performed on this Project pursuant to this Agreement is subject to a one year warranty period during which Contractor must correct any failures or deficiencies caused by contractor's 4/17/2024 12:18 PM Page -19 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution workmanship or performance. The vendor warrants that the goods to be supplied shall be merchantable, of good quality, and free from defects, whether patent or latent. The goods shall be sufficient for the purpose intended and conform to the minimum specifications herein. The successful vendor shall warrant that he has title to the goods supplied and that the goods are free and clear of all liens, encumbrances, and security interests. 8.10 Taxes County will not withhold any taxes from monies paid to the successful vendor hereunder and the successful vendor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Contractor shall not be entitled to bill at overtime and/or double time rates for work done outside of normal business hours unless specifically authorized in writing by County. 8.11 No Liability Weld County shall not be liable to any vendor, person, or entity for any losses, expenses, costs, claims, or damages of any kind: • Arising out of, by reason of, or attributable to, the vendor responding to this RFP; or • As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process. 8.12 Entire RFP This RFP, any addendum to it, and any attached Appendices, constitute the entire RFP 9 Insurance Requirements General Requirements: Successful vendors must secure, at or before the time of execution of any subsequent agreement or commencement of any work, the following insurance covering all operations, goods or services provided pursuant to this request. Successful vendors shall keep the required insurance coverage in force at all times during the term of the subsequent Agreement, or any extension thereof, and during any warranty period. The required insurance shall be underwritten by an insurer licensed to do business in Colorado and rated by A.M. Best Company as "A"VIII or better. Each policy shall contain a valid provision or endorsement stating "Should any of the above -described policies by canceled or should any coverage be reduced before the expiration date thereof, the issuing company shall send written notice to the Weld County Controller, Purchasing Director, or Chief Information Officer by certified mail, return receipt requested. Such written notice shall be sent thirty (30) days prior to such cancellation or reduction unless due to non-payment of premiums for which notice shall be sent ten (10) days prior. If any policy is in excess of a deductible or self -insured retention, County must be notified by the Successful vendor. Successful vendor shall be responsible for the payment of any deductible or self -insured retention. County reserves the right to require Successful vendor to provide a bond, at no cost to County, in the amount of the deductible or self -insured retention to guarantee payment of claims. The insurance coverage's to be specified in the subsequent Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Successful vendor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Successful vendor from liabilities that might arise out of the performance of the work under the subsequent Contract by the Successful vendor, its agents, representatives, 4/17/2024 12:18 PM Page -20 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution employees, or subcontractors. The successful vendor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The successful vendor is not relieved of any liability or other obligations assumed or pursuant to the subsequent Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The successful vendor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under the subsequent Agreement. Any modification to these requirements must be made in writing by Weld County. The successful vendor stipulates that it has met the insurance requirements identified herein. The successful vendor shall be responsible for the professional quality, technical accuracy, and quantity of all materials and services provided, the timely delivery of said services, and the coordination of all services rendered by the successful vendor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. Types of Insurance: The successful vendor shall obtain, and maintain at all times during the term of the subsequent Agreement, insurance in the following kinds and amounts: Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of the successful vendor's employees acting within the course and scope of their employment. Policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a successful vendor or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such successful vendor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance for bodily injury, property damage, and liability assumed under an insured contract, and defense costs, with the minimum limits must be as follows: $1,000,000 each occurrence; $2,000,000 general aggregate; $2,000,000 products and completed operations aggregate; $1,000,000 Personal Advertising injury Automobile Liability: Successful vendor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Professional Liability (Errors and Omissions Liability): The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of the subsequent Contract. Contract Professional shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under the subsequent Contract resulting from professional services. In the event that the professional liability insurance required by the subsequent Contract is written on a claims - made basis, Contract Professional warrants that any retroactive date under the policy shall precede the effective date of the subsequent Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under the subsequent Contract is completed. 4/17/2024 12:18 PM Page -21 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Minimum Limits: Per Loss $ 1,000,000 Aggregate $ 2,000,000 • Crime Coverage: Coverage shall include employee dishonesty, forgery or alteration and computer fraud. If Contractor is physically located on Weld County's premises, third party fidelity coverage extension shall apply. The policy shall include coverage for all directors, officers, agents and employees of the Contractor. i. The bond or policy shall include coverage for extended theft and mysterious disappearance. ii. The bond or policy shall not contain a condition requiring an arrest and conviction. Limits: Per Loss $ $1,000,000 Successful vendors shall secure and deliver to the County at or before the time of execution of the subsequent Agreement, and shall keep in force at all times during the term of the subsequent Agreement as the same may be extended as herein provided, a commercial general liability insurance policy, including public liability and property damage, in form and company acceptable to and approved by said Administrator, covering all operations hereunder set forth in the Request for Proposal. Proof of Insurance: County reserves the right to require the successful vendor to provide a certificate of insurance, a policy, or other proof of insurance as required by the County's Risk Administrator in his sole discretion. Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, Successful vendor's insurer shall name County as an additional insured. Waiver of Subrogation: For all coverages, Successful vendor's insurer shall waive subrogation rights against County. Subcontractors: All subcontractors, subcontractors, independent contractors, sub -vendors, suppliers or other entities providing goods or services required by the subsequent Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverage's required of Successful vendor. Successful vendor shall include all such subcontractors, independent contractors, sub -vendors suppliers or other entities as insureds under its policies or shall ensure that all subcontractors maintain the required coverages. Successful vendor agrees to provide proof of insurance for all such subcontractors, independent contractors, sub -vendors suppliers or other entities upon request by the County. 4/17/2024 12:18 PM Page -22 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Appendix A: Notice of Intention NOTICE OF INTENTION REQUEST FOR PROPOSAL RFP # B2300066 / IT Print Management Solution DUE 11/29/2023 10:00 AM MST/MDT From: [VENDOR ORGANIZATION NAME] [AUTHORIZED REPRESENTATIVE] [TELEPHONE NO.] [E-MAIL] [VENDOR ORGANIZATION NAME] intends to respond to Weld County Request for Proposal # B2300066. TO: Weld County Department of Information Technology ATTN: Kevin Jass RFP # B2300066 / IT Print Management Solution PO Box 758 / 1401 North 17th Avenue Greeley, CO 80632 Email: kjass@weld.gov Notice of Intention may also be provided by sending an email to the email address listed above by the Notice of Intention deadline. 4/17/2024 12:18 PM Page -23 IT -1393 Weld County Request for Proposal - RFP # 82300066 IT Print Management Software Solution Appendix B: Vendor Certification This certification attests to the vendor's awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to RFP # B2300066 issued by Weld County. The undersigned is a duly authorized officer, hereby certifies that: (Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addendum thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 6 months as of 12/27/2023. The undersigned further certify that their firm (check one): ❑ IS ❑ IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Weld County of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Name: Signature: Signature of Authorized Officer: Name: Signature: Title: Date: Title: Date: Title: Date: 4/17/2024 12:18 PM Page -24 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Appendix C: CJIS Security Addendum FEDERAL BUREAU OF INVESTIGATION CRIMINAL JUSTICE INFORMATION SERVICES SECURITY ADDENDUM Legal Authority for and Purpose and Genesis of the Security Addendum Traditionally, law enforcement and other criminal justice agencies have been responsible for the confidentiality of their information. Accordingly, until mid -1999, the Code of Federal Regulations Title 28, Part 20, subpart C, and the National Crime Information Center (NCIC) policy paper approved December 6, 1982, required that the management and exchange of criminal justice information be performed by a criminal justice agency or, in certain circumstances, by a noncriminal justice agency under the management control of a criminal justice agency. In light of the increasing desire of governmental agencies to contract with private entities to perform administration of criminal justice functions, the FBI sought and obtained approval from the United States Department of Justice (DOJ) to permit such privatization of traditional law enforcement functions under certain controlled circumstances. In the Federal Register of May 10, 1999, the FBI published a Notice of Proposed Rulemaking, announcing as follows: 1. Access to CHRI [Criminal History Record Information] and Related Information, Subject to Appropriate Controls, by a Private Contractor Pursuant to a Specific Agreement with an Authorized Governmental Agency To Perform an Administration of Criminal Justice Function (Privatization). Section 534 of title 28 of the United States Code authorizes the Attorney General to exchange identification, criminal identification, crime, and other records for the official use of authorized officials of the federal government, the states, cities, and penal and other institutions. This statute also provides, however, that such exchanges are subject to cancellation if dissemination is made outside the receiving departments or related agencies. Agencies authorized access to CHRI traditionally have been hesitant to disclose that information, even in furtherance of authorized criminal justice functions, to anyone other than actual agency employees lest such disclosure be viewed as unauthorized. In recent years, however, governmental agencies seeking greater efficiency and economy have become increasingly interested in obtaining support services for the administration of criminal justice from the private sector. With the concurrence of the FBI's Criminal Justice Information Services (CJIS) Advisory Policy Board, the DOJ has concluded that disclosures to private persons and entities providing support services for criminal justice agencies may, when subject to appropriate controls, properly be viewed as permissible disclosures for purposes of compliance with 28 U.S.C.534. 4/17/2024 12:18 PM Page -25 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution We are therefore proposing to revise 28 CFR 20.33(a)(7) to provide express authority for such arrangements. The proposed authority is similar to the authority that already exists in 28 CFR 20.21(b)(3) for state and local CHRI systems. Provision of CHRI under this authority would only be permitted pursuant to a specific agreement with an authorized governmental agency for the purpose of providing services for the administration of criminal justice. The agreement would be required to incorporate a security addendum approved by the Director of the FBI (acting for the Attorney General). The security addendum would specifically authorize access to CHRI, limit the use of the information to the specific purposes for which it is being provided, ensure the security and confidentiality of the information consistent with applicable laws and regulations, provide for sanctions, and contain such other provisions as the Director of the FBI (acting for the Attorney General) may require. The security addendum, buttressed by ongoing audit programs of both the FBI and the sponsoring governmental agency, will provide an appropriate balance between the benefits of privatization, protection of individual privacy interests, and preservation of the security of the FBI's CHRI systems. The FBI will develop a security addendum to be made available to interested governmental agencies. We anticipate that the security addendum will include physical and personnel security constraints historically required by NCIC security practices and other programmatic requirements, together with personal integrity and electronic security provisions comparable to those in NCIC User Agreements between the FBI and criminal justice agencies, and in existing Management Control Agreements between criminal justice agencies and noncriminal justice governmental entities. The security addendum will make clear that access to CHRI will be limited to those officers and employees of the private contractor or its subcontractor who require the information to properly perform services for the sponsoring governmental agency, and that the service provider may not access, modify, use, or disseminate such information for inconsistent or unauthorized purposes. Consistent with such intent, Title 28 of the Code of Federal Regulations (C.F.R.) was amended to read: § 20.33 Dissemination of criminal history record information. a) Criminal history record information contained in the Interstate Identification Index (III) System and the Fingerprint Identification Records System (FIRS) may be made available: 1) To criminal justice agencies for criminal justice purposes, which Page -26 IT -1393 4/17/2024 12:18 PM Weld County Request for Proposal - RFP # 82300066 IT Print Management Software Solution purposes include the screening of employees or applicants for employment hired by criminal justice agencies. 2) To noncriminal justice governmental agencies performing criminal justice dispatching functions or data processing/information services for criminal justice agencies; and 3) To private contractors pursuant to a specific agreement with an agency identified in paragraphs (a)(1) or (a)(6) of this section and for the purpose of providing services for the administration of criminal justice pursuant to that agreement. The agreement must incorporate a security addendum approved by the Attorney General of the United States, which shall specifically authorize access to criminal history record information, limit the use of the information to the purposes for which it is provided, ensure the security and confidentiality of the information consistent with these regulations, provide for sanctions, and contain such other provisions as the Attorney General may require. The power and authority of the Attorney General hereunder shall be exercised by the FBI Director (or the Director's designee). This Security Addendum, appended to and incorporated by reference in a government -private sector contract entered into for such purpose, is intended to insure that the benefits of privatization are not attained with any accompanying degradation in the security of the national system of criminal records accessed by the contracting private party. This Security Addendum addresses both concerns for personal integrity and electronic security which have been addressed in previously executed user agreements and management control agreements. A government agency may privatize functions traditionally performed by criminal justice agencies (or noncriminal justice agencies acting under a management control agreement), subject to the terms of this Security Addendum. If privatized, access by a private contractor's personnel to NCIC data and other CJIS information is restricted to only that necessary to perform the privatized tasks consistent with the government agency's function and the focus of the contract. If privatized the contractor may not access, modify, use or disseminate such data in any manner not expressly authorized by the government agency in consultation with the FBI. The goal of this document is to augment the CJIS Security Policy to ensure adequate security is provided for criminal justice systems while (1) under the control or management of a private entity or (2) connectivity to FBI CJIS Systems has been provided to a private entity (contractor). Adequate security is defined in Office of Management and Budget Circular A- 130 as "security commensurate with the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of information." 4/17/2024 12:18 PM Page -27 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution The intent of this Security Addendum is to require that the Contractor maintain a security program consistent with federal and state laws, regulations, and standards (including the CJIS Security Policy in effect when the contract is executed), as well as with policies and standards established by the Criminal Justice Information Services (CJIS) Advisory Policy Board (APB). This Security Addendum identifies the duties and responsibilities with respect to the installation and maintenance of adequate internal controls within the contractual relationship so that the security and integrity of the FBI's information resources are not compromised. The security program shall include consideration of personnel security, site security, system security, and data security, and technical security. The provisions of this Security Addendum apply to all personnel, systems, networks and support facilities supporting and/or acting on behalf of the government agency. 1.0 Definitions 1.1 Contracting Government Agency (CGA) - the government agency, whether a Criminal Justice Agency or a Noncriminal Justice Agency, which enters into an agreement with a private contractor subject to this Security Addendum. 1.2 Contractor - a private business, organization or individual which has entered into an agreement for the administration of criminal justice with a Criminal Justice Agency or a Noncriminal Justice Agency. 2.0 Responsibilities of the Contracting Government Agency. 2.1 The CGA will ensure that each Contractor employee receives a copy of the Security Addendum and the CJIS Security Policy and executes an acknowledgment of such receipt and the contents of the Security Addendum. The signed acknowledgments shall remain in the possession of the CGA and available for audit purposes. The acknowledgement may be signed by hand or via digital signature (see glossary for definition of digital signature). 3.0 Responsibilities of the Contractor. 3.1 The Contractor will maintain a security program consistent with federal and state laws, regulations, and standards (including the CJIS Security Policy in effect when the contract is executed and all subsequent versions), as well as with policies and standards established by the Criminal Justice Information Services (CJIS) Advisory Policy Board (APB). 4.0 Security Violations. 4.1 The CGA must report security violations to the CJIS Systems Officer (CSO) and the Director, FBI, along with indications of actions taken by the CGA and Contractor. 4.2 Security violations can justify termination of the appended agreement. 4.3 Upon notification, the FBI reserves the right to: 4/17/2024 12:18 PM Page -28 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution a. Investigate or decline to investigate any report of unauthorized use; b. Suspend or terminate access and services, including telecommunications links. The FBI will provide the CSO with timely written notice of the suspension. Access and services will be reinstated only after satisfactory assurances have been provided to the FBI by the CGA and Contractor. Upon termination, the Contractor's records containing CHRI must be deleted or returned to the CGA. 5.0 Audit 5.1 The FBI is authorized to perform a final audit of the Contractor's systems after termination of the Security Addendum. 6.0 Scope and Authority 6.1 This Security Addendum does not confer, grant, or authorize any rights, privileges, or obligations on any persons other than the Contractor, CGA, CJA (where applicable), CSA, and FBI. 6.2 The following documents are incorporated by reference and made part of this agreement: (1) the Security Addendum; (2) the NCIC 2000 Operating Manual; (3) the CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20. The parties are also subject to applicable federal and state laws and regulations. 6.3 The terms set forth in this document do not constitute the sole understanding by and between the parties hereto; rather they augment the provisions of the CJIS Security Policy to provide a minimum basis for the security of the system and contained information and it is understood that there may be terms and conditions of the appended Agreement which impose more stringent requirements upon theContractor. 6.4 This Security Addendum may only be modified by the FBI, and may not be modified by the parties to the appended Agreement without the consent of the FBI. 6.5 All notices and correspondence shall be forwarded by First Class mail to: Information Security Officer Criminal Justice Information Services Division, FBI 1000 Custer Hollow Road Clarksburg, West Virginia 26306 CERTIFICATION 4/17/2024 12:18 PM Page -29 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution I hereby certify that I am familiar with the contents of (1) the Security Addendum, including its legal authority and purpose; (2) the NCIC Operating Manual; (3) the CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20, and agree to be bound by their provisions. I recognize that criminal history record information and related data, by its very nature, is sensitive and has potential for great harm if misused. I acknowledge that access to criminal history record information and related data is therefore limited to the purpose(s) for which a government agency has entered into the contract incorporating this Security Addendum. I understand that misuse of the system by, among other things: accessing it without authorization; accessing it by exceeding authorization; accessing it for an improper purpose; using, disseminating or re -disseminating information received as a result of this contract for a purpose other than that envisioned by the contract, may subject me to administrative and criminal penalties. I understand that accessing the system for an appropriate purpose and then using, disseminating or re -disseminating the information received for another purpose other than execution of the contract also constitutes misuse. I further understand that the occurrence of misuse does not depend upon whether or not I receive additional compensation for such authorized activity. Such exposure for misuse includes, but is not limited to, suspension or loss of employment and prosecution for state and federal crimes. The entire CJIS Security policy is found here: http://www.fbi.gov/about-us/clis/ciis-security-policv-resource-center/view Printed Name/Signature of Contractor Employee Date Printed Name/Signature of Contractor Representative Date Organization and Title of Contractor Representative Page -30 IT -1393 4/17/2024 12:18 PM EXHIBIT B December 27, 2023 IT Print Management Software Solution Request for Proposal Volume I — Technical Response RFP #B2300066 Required Information: DUNS: 055342690 Business Mailing Address: 3900 E Mexico Ave., Ste. 1000 Denver, CO 80210-3945 Contact Name: Carolina Palacios Contact Phone: 720-836-7387 Contact Fax Number: 303-455-8808 Contact Email Address: contracts(a�ziva ro. corn Quotation Number: OPP#40685 Quotation Date: December 27, 2023 VA • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Weld County: IT Print Management Software Solutions Zivaro Inc. Confidentiality Statement Zivaro's proposal may contain confidential and proprietary information. All confidential and proprietary information is subject to non -disclosure and is marked on each page in the proposal with the following disclaimer: "Use or disclosure of confidential and proprietary information on this page is subject to the non -discloser statement covered in the proposal's Title Page." Any pages marked as confidential and proprietary shall not be duplicated, used, or disclosed (in whole or in part) outside for any purpose other than to evaluate the proposal. If, however, a contract is awarded to Zivaro's offeror because of, or is affiliated with, the submission of its proposal shall have the right to duplicate, use, or disclose the proposal to the degree in which is stated in the resulting contract. This does not limit the right to use the information included in the proposal if requested and obtained from another source without restriction. ZfVARO Page 1 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. 1. Table of Contents CONFIDENTIALITY STATEMENT 1 1. TABLE OF CONTENTS 2 2. COVER LETTER 3 3. PRICING TABLE 4 4. VENDOR QUALIFICATIONS 4 5. RESPONSE TO NARRATIVE QUESTIONS (SECTION 5.3) 6 6. PROJECT PLAN 7 7. COUNTY RESPONSIBILITIES 8 8. ADDITIONAL INFORMATION 8 9. RESPONSE TO TECHNICAL SPECIFICATIONS (SECTION 5.2) 9 Page 2 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. 2. Cover Letter December 27, 2023 Weld County Department of Information Technology Kevin Jass 1401 North 17th Avenue Greeley, CO 80632 Dear Mr. Jass, Zivaro provides industry -leading consulting and technology services to help clients realize true business value from their technology investments. With deep roots in hybrid IT, cloud, security, collaboration and analytics, Zivaro delivers a broad spectrum of strategic and operational services across industries. We leverage the brilliance of our highly certified engineers, architects and consultants, and use forward -thinking methodologies to design and implement innovative solutions —solutions designed to bridge the gap between IT and business to enable faster outcomes, increased value creation, and maximum satisfaction from our customers. With a legacy spanning over twenty years, Zivaro, we are proud of our history and tradition of brilliance, having been ranked on the top of the Denver Business Journal's Fastest Growing Private Companies as well as Inc.'s 50015000 list of the fastest growing private companies in America. Zivaro is pleased to submit our response to the above -referenced RFP due December 27, 2023. Zivaro is thrilled to have the opportunity to continue our relationship with the County and we look to continue to grow our valuable partnership. If you have any questions regarding our proposal, please feel free to contact me at either of the below points of contact. Thank you in advance for your consideration. Sincerely, Cjl Clifford W Flowers Executive Vice President ZVARO Zivaro's Primary Contact Mitch Harty Account Executive c: 970.443.3866 e: mharty@zivaro.com Zivaro, Inc. 3900E Mexico Ave. Ste1000 Denver, CO 80210 Page 3 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. 3. Pricing Table See Attachment A for a completed pricing excel document and Attachment A.1 Zivaro Quote. 4. Vendor Qualifications a) (For Resellers only) Provide Letter of Authorization for proposed product See Attachment B for a Letter of Authorization to resell PrinterLogic a Vasion product. h) Provide a brief synopsis of your company (size, structure, capabilities and financial condition). At a minimum, briefly describe the company history, ownership and primary industries served. Provide details of any material changes (e.g. ownership, structure, acquisitions, etc.) in the last calendar year. Zivaro began its journey as a vendor -agnostic IT product reseller, providing our customers with a mature technology ecosystem, from leading technology partners, to meet their mission and business needs. Since that time, we have evolved into an industry -leading, technology services provider as well, delivering full solutions to IT consumers across the Federal and Commercial marketplace. Zivaro, the largest privately held IT company in the state of Colorado, is fiscally strong, earning over $200M in revenue in 2021, employing nearly 200 men and women today, and maintaining multiple fluid credit lines. We focus our efforts on regulated markets, with over 70% of our revenue coming from Federal Customers. Zivaro is committed to quality assurance and as such, maintains our ISO 9001:2015 certification. Zivaro, an award -winning IT company based in Denver, Colorado, is a small business under NAICS code 334111. Founded in 1998, we have successfully provided over $3.5B in Information Technology (IT) hardware, software, and services to hundreds of Federal and Commercial clients over this time. We have a long history as leaders in the IT industry repeatedly demonstrating a deep depth of technical knowledge, wide breadth of offerings, and a high level of performance execution on multiple large IDIQ contracts. PrinterLogic, Inc. dba Vasion is a Delaware Corporation software company founded in 2001 that provides a serverless (SaaS), centrally managed, direct IP print management infrastructure. The company has roughly 350 employees globally, and has two foreign, wholly owned subsidiaries: PrinterLogic, Ltd based in London, UK and PrinterLogic, GmbH, based in Germany. PrinterLogic, Inc. dba Vasion is a private company and does not provide financial information however, it is financially sound. ci I1ighlight vendor's experience and expertise with deploying IT Print Management Software Solution. PrinterLoigc empowers their customers with an intuitive solution that allows customers to seamlessly migrate existing environments into the solution, and provides clear and well documented trainings, knowledge -base articles, and training videos. Our SaaS solution provides companies of all sizes the flexibility to scale their print environment to fit their unique needs. Customers can add print features to address sustainability, cost, and security initiatives via our Page4 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. Bundle offerings, helping them adapt to the ever-changing work environment and ensuring future business success. d) Provide information on vendor's current clients, including the total number of current clients they have provided IT Print Management Software Solution or substantially similar solutions. PrinterLogic has 10,000 current clients e) List four (4) current references. Reference; should be: • Stare or local government agencies • Projects similar in size, application, and scope • Projects completed within die past 24 months • Include a brief summate and timeframe for implemcntalion • Include a contact name, position, email address, and current phone number for each reference. See below for a list of current PrinterLogic references. Company: State of Colorado DOT Contact Name and Position: Teddy Abad-Perez - Secure Office Print Ecosystem Email Address: teddy.abad@state.co.us Phone Number: 303-866-3881 Summary: Implemented PrinterLogic to reduce very heavy infrastructure. Eliminated all print servers and allowed them to reduce time/investment into print drastically. Company: City of Aurora Contact Name and Position: Josh Smith - Technical Infrastructure Manager - Email Address: iomsmith@auroragov.org Phone Number: 303-739-7760 Summary: The city was looking for a secure release functionality that would be a seamless experience across all devices. They were also excited to reduce print infrastructure and improve print capabilities. Company: State of Colorado Department of Human Services Contact Name and Position: Robert Barnes - System Administrator Email Address: Robert.BarnesPstate.co.us Phone Number: 303-239-4584 ZN/ARO Page 5 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. Summary: The Department implemented PrinterLogic to migrate off legacy infrastructure, and help streamline their driver deployment process. Company: Boulder County Contact Name and Position: Dave Arlington - IT Infrastructure Manager Email Address: darlington@bouldercounty.org Phone Number. 303-441-3525 Summary: The County adopted PrinterLogic to eliminate their print servers and print headaches. Struggled with driver deployments, consumables, and heavy investments into personnel/time spent with print. They were able to drastically improve the print environment and get a solid ROI for the solution. 5. Response to Narrative Questions (Section 5.3) The following questions should be answered in the Vendor RI=P Proposal: 1) indicate vendor's product release cycle, including details of releases over the past year and also detail on forward looking releases and major improvements features within each release (Ivor the next year). Vasion maintains a DevSecOps development method, resulting in daily product releases. Vasion does not have a public roadmap for features. Your sales representative/customer support manager can provide additional information on upcoming feature releases. 2) Indicate vendor's compliance with offering ongoing Software maintenance (technical support/upgrades) and specify: a. Standard business hours for technical support 24x7x365 b. Locations) of support services United States — Utah and Remote (across the United States) c. Level of support during and outside of business hours (e.g., pager, 800 number, hours of operation, etc.). Vasion offers technical support see support.vasion.com — support ticket, email, or phone d. Specify any additional cost for support during non -business hours. Support is 24x7x365 c. Methods of reporting problems support ticket, email, or phone LZIVAIROI Page 6 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. E Response levels Support tickets are triaged and escalated as needed g, How fines are distributed and applied Fixes and patches are applied potentially on a daily basis (SaaS) h. Problem escalation process (including resolution process and tinting) All support issues are tiered. Come in as a Tier 1 and can be escalated depending upon case or issues. (4 Tiers) i. Frequency of software updates,upgrades Daily t) Indicate compliance with periodic software upgrades providing general feature enhancements that must be guaranteed to be compatible with whatever system customization the Vendor makes to the original IT Print Management Software Solution. Unless otherwise explicitly stated, all software upgrades made to the PrinterLogic product will be compliant with all previously released interactions of the Printerlogic product provided that these products are still supported by the company and not EOS/EOL. 4) IT Training Plan - Detail your training plan for the IT project team. The training plan should include system administration, supporting, and using the system. Identify training materials that will be available to IT. Training material is available for review at videos.printerlogic.com. Additional training and support articles are available at kb.printerlogic.com and help.printerlogic.com 5) End -user Training Plan — Propose a detailed training plan that you recommend for end - users, and department administrators. Identify training materials that will he available to these end -users and department administrators. Administrators can be trained during the initial setup and configuration. End user training guides are provided in the product documentation. ii) Provide details of any subcontracting arrangements that will come into effect if vendor is awarded the business outlined in this REP. There will be no subcontractors. PrinterLogic will be performing all the work. 6. Project Plan Please see Attachment C for Vasion's Professional Services Statement of Work. IILZIVARO Page 7 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County: IT Print Management Software Solutions Zivaro Inc. 7. County Responsibilities Customer agrees to assign a dedicated System Administrator ("SA") and a Project Manager ("PM"). Customer's PM will coordinate all Customer -specific resources and commitments as identified by Vasion during the installation including: ❖ Participation in design meetings ❖ Written approval (email is acceptable) of the design before implementation of installation ❖ Providing the required IT expertise necessary for installation and configuration for the Application into Customer's Network environment ❖ Providing direct access to Customer's technical experts ❖ Preparation so that all required LAN/WAN access and administrative rights, print server configuration, firewall changes and virus control configurations are made available before implementation of application ❖ Provide a Server, VM, or Virtual Desktop(Must be running at all times) with web access to host the Service Client. ❖ Providing Vasion's Technical Trainer with a suitable training environment including, but not limited to, onsite visit ahead of time (usually the day before the scheduled training and ❖ EDW: Have admin access to your Microsoft SQL database. Must be using SQL server - version 2012 or above (If using Windows 11, Microsoft SQL Server 2019 must be used). Use Windows 2012+ server, Windows 10, and Windows 11 (Windows 11 must use Microsoft SQL Server 2019).described in Section 3.3.2) to configure and prepare for training, screen projection capabilities, computer access for each trainee, internet access and, if applicable, printed training materials sent via email from Vasion and printed by Customer Customer will also validate that all MFPs are properly configured and that a representative of the MFP vendor is available for device -specific support, if needed. 8. Additional Information al Provide vendor's standard contract template. Zivaro, Inc.'s standard terms are: Upon acceptance of this Quote all product, software, and OEM support and maintenance purchases are final unless cancellation or return is pre -approved by Zivaro and OEM, subject to Zivaro's Return Policy available at https://zivaro.com/return-policy/. Upon acceptance of the Quote, unless otherwise negotiated, Zivaro's Master Sales Agreement (MSA) will govern the performance and delivery of these items. The most current version of the MSA is available at www.zivaro.com/MSA and may be updated from time to time without notice. However, if there are standard terms that Weld County prefers we review and accept, Zivaro is prepared to execute the performance of the anticipated award based on Weld County's standard terms. Page 8 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ab1751 Weld County: IT Print Management Software Solutions Zivaro Inc. b) ADA Compliance with Sections 508 and 255 -- Provide a statement of acknowledgment or completion of a Voluntary Product Accessibility Template (Vpat) indicating compliance With Section 508 (of the United States Workforce Rehabilitation Act of 1973) and Section 255 (of the Americans sa ith Disabilities Act) standards. Zivaro has read and agrees. c) Provide a signed Vendor Certification document ( from Appendix B of this RFP.) See Attached D for a signed vendor certification. d) Provide a C:'JIS Security_ Addendum Certification, if applicable (from Appendix C of this ROP) See Attached D for a copy of the signed CJIS Security Certification. ci List details of any litigation the vendor or any of its subsidiaries or affiliates has had in the past three (3) years as well as any that are currently in litigation. Zivaro has no claims or litigation that would adversely impact its ability to perform the contract work. Within the past three years, the only litigation Zivaro, Inc. has been a party to is for a claim that Zivaro filed against Bohica Associates Corporation in the State of California. This claim was for unpaid invoices for services Zivaro rendered. Current status of that lawsuit is the payment from Bohica for the judgment made in Zivaro's favor. f) Provide any additional information that will aid in evaluation of the Contractor's qualifications with respect to this project. Include any relevant vendor -supplied specifications and data sheets. Please see Attachment E. 9. Response to Technical Specifications (Section 5.2) See Attachment F for a completed Excel Vendor Response Form. ZIVARO Page9 Doc ID: 2719198d9d1875b664e8fd4bn21cc9a338ac1751 Template Vendor Response 08-25-2020 Vendor Response Vendors shall populate the entire table for the implementation costs for their solution. These prices are to remain valid for six months past the Submission Deadline for RFP Responses specified in Section 3. Costs Comments Year 1 / Initial Cost Annual Maintenance Cost Hardware $ _ $ Software Licensing $ 26,345.85 $ 26,345.85 Third Party Software (Middleware) $ - $ Installation $ 8,550.30 $ - Integration Included $ - Legacy Data Loading $ - $ - Maintenance/Subscription Included Included After-hours support costs Included Included Documentation & Training Included Included Project Management Included Included Consulting Services Included Included Miscellaneous $ - $ - Applicable Discounts (State as a negative number) $ - $ Total: $ 34,896.15 $ 26,345.85 Hardware: Software Licensing: Third -Party Software (Middleware): Installation: Integration: Legacy Data Loading: Maintenance: After-hours Support Costs: Documentation & Training: Project Management: Consulting Services: Miscellaneous: Applicable Discounts: List, describe, and record the cost of each piece of hardware that is required to optimally run the software. List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software. Indicate if there are any additional licenses required for a test environment. List, describe, and record the cost of each piece of software (including operating systems) that is required to optimally run the software. Describe any labor, equipment, supplies, or other costs associated with installing your proposed software. Describe any labor, equipment, supplies, or other costs associated with integrating the proposed solution into our current architecture and back -end systems. Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system. Describe and cost out any other ongoing costs associated with the operation and maintenance of the proposed solution. List all fees associated with after-hours support, such as providing support for software upgrades or weekend on - call technical support. List all fees associated with user or technical documentation and training. List and describe any project management fees associated with the proposed solution. Describe and detail out any costs for consulting services that may need to be provided based on the work outlined. List and describe any other costs associated with the proposed software solution. List amounts or percentages of discounts that may apply to this proposal, based on volume, governmental considerations, etc. yARD 3900 E Mexico Avenue, Suite 1000 Denver, CO 80210-3945 www.zivaro.com Pbnnp 9;70-443-3856 Account Executive: Mitch Harty 970-443-3866 mharty@zivaro.com Inside Account Manager: Keith Lyden 720-836-7480 klyden@zivaro.com Quotation Prepared For: Aleksei Churyk Weld County Government Weld County Information Services, ATTN: Ronna Brinkman Greeley, CO, 80631 (970)400-2555 achuryk@weldgov.nom 1 P-C-SAS-COR-250+ Ship To: Aleksei Churyk Weld County Information Services ATTN: Ronna Brinkman 1401 N 17th Avenue Greeley, CO 80631 (970)400-2555 achuryk@weldgov.com PRINTERLOGIC:Print - Commercial - SaaS - Core - 250-499 Mfr: PRINTERLOGIC Qty. 295 2 P-C-SAS-ASB-250+ PRINTERLOGIC:Print - Commercial - SaaS - Advanced Security - 250-49 295 Mfr: PRINTERLOGIC 3 P-PS-BRZ-1 PRINTERLOGIC:Professional Services Bronze Package Mfr: PRINTERLOGIC Date: 12/20/2023 QUOTE#. 149645 List Price $ 0.00 $ 0.00 1 $ 0.00 3 item(s) 'WM $ 66.16 $ 22.47 $ 8,550.30 Sub -Total Tax @0% Freight Total $ 19, 517.20 $ 6,628.65 $ 8,550.30 $ 34,696.15 $ 0.00 $ 0.00 $ 34,696.15 Date: 12/20/2023 QUOTE#. 149645 Quote Valid Until: 04/19/2024 Payment Details Pay by: Company PO Term: Net 30 days Terms and Conditions Shipping and Delivery Details Shipping via: FEDEX Ground (DropShip) Terms with approved credit. Quote does not include possible sales taxes and freight charges. Upon acceptance of this Quote all product, software, and OEM support and maintenance purchases are final unless cancellation or return is pre -approved by Zivaro and OEM, suoject to Zivaro's Cancellation and Return Policy available at https://zivaro.com/cancellation-and-return-policy/. Upon acceptance of the quote, unless otherwise negotiated, Zivaro's Master Sales Agreement (MSA) will govern the performance and delivery of these items. The most current version of the MSA is available at www.zivaro.com/MSA and may be updated from time to time without notice. Prepared by: Keith Lyden Phone: 720-836-7480 Email: klyden@zivaro.com DocuSign Envelope ID: 5AACCE14-767E-4E2E-8F20-29FA1AE905B7 December 8, 2023 Weld County Government Re: Letter of Authorization To Whom It May Concern: The purpose of this letter is to confirm that Zivaro, Inc. is an authorized reseller of Vasion's products and is authorized to resell Vasion's products to its customers through a Vasion-authorized distributor. Sincerely, DocuSigned by: btA Jed Beck Chief Revenue Officer jed.beck@vasion.com PrinterLogic Inc. dba Vasion 435-652-1288 1432 South Tech Ridge Drive I St. George: Utah 84770 Vasion.com \/ASION PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government STATEMENT OF WORK This Statement of Work No. 2312-1 ("SOW") dated December 6, 2023 ("Effective Date") is made by and between Weld County Government ("Customer") and PrinterLogic, Inc. dba Vasion ("Vasion"). Customer and Vasion may be referred to herein individually as a "Party" and collectively as the "Parties." Executive Summary 1.1 This SOW outlines Vasion's Professional Services for Customer's installation of the latest public release PrinterCloud ("Application"). Vasion will provide Professional Services for a time period of up to four (4) months from the Effective Date or until twentyfive (25) hours of services have been consumed, whichever comes first. Professional Services hours shall not be used for development. 1.2 Vasion will perform the following: project management services, design, import of the production print from supported Application software as shared services, and training where applicable. Vasion will perform the services during normal business hours as defined as: Monday through Friday 7:00 AM to 6:00 PM Mountain Standard Time (MST) less holidays as shown on the Vasion Support Service Level Agreement. 1. Implementation Implementation of the Application will provide the following: a. A shared printer objects import mechanism from Microsoft® Windows Server T. 2008, 2008R2, 2012, 2012R2 and 2016 operating systems b. An import mechanism to import direct IP printer objects including printer name, model, IP and port c. An Application Workstation Client for Microsoft 8, 8.1,10, and 11. Macintosh OS 11(Big Sur) and 12(Monterey. Ubuntu Linux 16.4, 18.04, 20.04, and Redhat 7. d. A web -based Self -Service PrinterLogpc SaaS Portal e. Ability for Customer to track printed data including number of pages printed, printing costs, color and monochrome copy count, and print timestamp f. Ability to deploy printers to workstation clients based on deployment methods agreed upon in the design phase. g. A Browser extension that supports Microsoft Edge(Chromium), Safari(13, 14, and 15), Internet Explorer 11, Firefox 3+, and Google Chrome 45+. h. A Service Client to be set up on a VM, Remote Desktop, or server to give functionality for SNMP, Secure/Pull Print, and ONP. i. A mobile app for ios 13+, Android 9+, and Chrome OS(all). 2. Customer's Responsibilities Customer agrees to assign a dedicated System Administrator ("SA") and a Project Manager ("PM"). Customer's PM will coordinate all Customer -specific resources and commitments as identified by Vasion during the installation including: • Participation in design meetings • Written approval (email is acceptable) of the design before implementation of installation • Providing the required IT expertise necessary for installation and configuration for the Application into Page 1 Updated September 2018 V/ \ IDN PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government Customer's network environment Providing direct access to Customer's technical experts Preparation so that all required LAN/WAN access and administrative rights, print server configuration, firewall changes and virus control configurations are made available before implementation of application Provide a Server, VM, or Virtual Desktop(Must be running at all times) with web access to host the Service Client. Providing Vasion's Technical Trainer with a suitable training environment including, but not limited to, onsite visit ahead of time (usually the day before the scheduled training and EDW: Have admin access to your Microsoft SQL database. Must be using SQL server - version 2012: or above (If using Windows 11, Microsoft SQL Server 2019 must be used). Use Windows 2012+ server, Windows 10, and Windows 11 (Windows 11 must use Microsoft SQL Server 2019).described in Section 3.3.2) to configure and prepare for training, screen projection capabilities, computer access for each trainee, internet access and, if applicable, printed training materials sent via email from Vasion and printed by Customer Customer will also validate that all MFPs are properly configured and that a representative of the MFP vendor is available for device -specific support, if needed. 3. Project Phases Vasion has separated the project into phases correlating with a particular category of work. The phases allotted for this SOW shall not change without a mutually signed Change Order; a copy of such Change Order is attached herein as Attachment 1. In the event that the project exceeds the Project Close Date, defined in Section 3.5, Vasion will submit an invoice to Customer for the project extension. 3.1 Phase 1: Project Management Project Management includes one (1) weekly thirty (30) minute call between the Parties focusing on the creation of a plan encompassing: a) Identification of project stakeholders from each Party b) A project schedule including a four (4) month Gantt timeline describing deadlines and; deliverables c) Plans for onsite travel (See Section 3.3.2) d) Go -live and project close dates 3.2 Phase 2: Design Services The Vasion PM and Customer's SA will remotely design together the installation and include: a) Documenting the Windows Server where the Application will be installed and how the Application will be configured b) Creation of a design document in the form of a visual diagram and, when appropriate, individual PDF documents that visually illustrate the installation configuration c) Presentation of a design document to Customer for Customer's review, revisions, and, when agreed upon by the Parties, Customer's written acceptance (email is acceptable) and approval before installation of the Application 3.3 Phase 3: Implementation, Installation and Configuration The Parties' designated PM and SA will meet together in one or more calls separate from the weekly 30 -minute call. This meeting will be held to configure, implement and install the PrinterCloud base application features, plus any additional enhanced features purchased by Customer. Refer to the Gantt timeline created during Phase 1 for description of deliverables. Page 2 Updated September 2018 V/ \IDNJ PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government 3.3.1 Remote Implementation When Professional Services are performed remotely, Vasion assumes the Customer will have Internet connectivity from database server and workstations. Vasion further assumes that the Vasion Project Manager performing the work will be provided the required access to Customer's database server(s) and workstation(s) as necessary to complete this SOW. 3.3.2 Onsite Implementation Will Vasion send a Technical Trainer onsite to the Customer's location to perform Professional Services? O YES X NO Will Vasion send a Professional Services System Engineer onsite to Customer's location to perform Professional Services? O YES X NO If Professional Services are performed onsite at Customer's location, travel and Professional Services tasks shall be performed and completed during normal business hours Monday through Friday in the Customer's time zone. 3.3.3 Data Warehouse If requested by the Customer, Vasion will create up to 0 custom report(s) for Customer as part of Professional Services. Vasion will describe the scope and specifications for this custom report in a document separate from this SOW. In general, such specifications will describe the content, aesthetics and formatting of the custom report. After the custom report has been created, Customer will be entitled to three (3) revisions provided that the revisions fall within the original specifications of the newly -created custom report. 3.3.3.1 General Data Protection Regulation (GDPR) Notice The Customer, not Vasion, specifies the content of custom reports created by Vasion. As such, content in custom reports may be considered Personal Data and/or Special Category Data. Such data may require special consideration and noticing by the Customer in order to adhere to the European Union General Data Protection Regulation (GDPR). The obligations of Vasion and Customer in regards to Personal Data and the GDPR are discussed in the End User License Agreement between Vasion and Customer found at: http://docs.printerloeic.com/Content/EU LA/E U LA. htm? H ighlight=EU LA 3.4 Phase 4: Application Testing and Training The following terms apply for testing and training on the Application: 3.4.1 Application Testing Vasion will test the Application's performance and train Customer's designated personnel. For the avoidance of doubt, application testing will be conducted based on the deliverables described in the Gantt timeline created during Phase 1. 3.4.2 Training Page 3 Updated September 2018 VASION PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government Select One Training Type Location Hours Description Core G Helpdesk Onsite* 16 Designed for administrative users and conducted by a Vasion Technical Trainer. Target audience is administrators of the software who will train end users. Core only Onsite* 12 A Vasion Technical Trainer will train administrators of the software. Helpdesk Onsite* 4 A Vasion Technical Trainer to train your company's internal helpdesk team. i Helpdesk Remote 4 A Vasion Technical Trainer to train your company's internal helpdesk team. X Basic Remote 4 A Vasion Engineer will train customer on the deliverable identified in the Gantt chart. *Onsite training includes one (1) onsite training session at Customer's specified location with a Vasion Technical Trainer to take Customer's designated team members through; Vasion's Core Technical Certification Training and the Help Desk Training course. Onsite Core Technical Certification Training and Help Desk Training must both be completed during the same week as Vasion's onsite visit. At the conclusion of the onsite training; access to Vasion's online learning center with courses on PrinterLogic's core solution and its Help Desk training will be made available for reference to up to twenty (20) persons designated by Customer. 3.5 Phase 5: Project Close Go -Live Date: TBD Project Close Date: TBD All applicable onsite Professional Services defined in this Section 3 must be completed before, project closure. Upon completion of all Professional Services, Vasion's PM will host a closeout meeting with Customer's PM wherein completion of all tasks is validated. The closeout meeting will be followed with a completion email from Vasion's PM containing contact information for Vasion's Support Services. All future support shall be based on a separate Service Level Agreement between the Parties. The Project Close Date described in this Section 3.5 shall not change unless agreed to by the Parties as described in Section 7.2 herein. Page 4 Updated September 2016 PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government 4. Professional Services Costs and Travel Requirements 4.1 Professional Services Travel Costs Customer will be responsible to reimburse Vasion for Vasion's actual travel expenses incurred in connection with the performance of Professional Services described in this SOW. Vasion shall submit to the Customer an itemized invoice for travel -related expenses including, but not limited to, airfare, automobile rental or other method of ground transportation, meals and lodging. The invoice for Vasion's travel -related expenses shall be sent to Customer upon completion of travel and is payable Net 30 from the date of invoice. 4.2 Advanced Notice for Onsite Travel Customer shall provide Vasion with a minimum of 21 days advance notice to schedule and arrange travel itineraries for onsite visits. 4.3 Expiration Dates Onsite travel by Vasion employees must be completed by or on the Project Close date identified in Section 3.5. 4.4 Multiple Travel Dates for Onsite Travel In the event that two (2) Vasion employees are scheduled to travel to Customer's location for onsite training and, when required, implementation assistance, said employees may not always arrive during the same week due to scheduling considerations. Whenever possible, Vasion will send both employees onsite during the same week, but reserves the right to send employees separately when necessary. 5. Fees and Billing Pricing for this SOW can be found with your Vasion Quote. Additionally, when onsite travel occurs, Customer will reimburse Vasion for actual onsite travel expenses as described in Section 4. 6. Payment Terms The fee referenced in Section 5 is an upfront fee due at the signing of this SOW. All amounts due under this SOW including fees described in a Change Request Form are payable Net 30 days from the date of the invoice. All invoiced amounts and payments will be made in U.S. Dollars in immediately available funds. Should Vasion employees travel onsite to perform Professional Services, payment and travel terms in Sections 4 and 5 shall apply. 7. Termination of Statement of Work 7.1 Termination of SOW At the Project Close Date, if (i) Customer has not scheduled any work to be performed, or (ii) Customer has scheduled work to be performed, but due to unavailability of Customer, such work has not been completed, this SOW will be deemed to be terminated by Customer. If mutually agreed upon in writing, an extension to complete this SOW may be drawn up between the Parties. Customer shall be invoiced $200 per hour for any and all extensions to finish work pertaining to this SOW. Page 5 Updated September 2018 PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government 7.2 Extending the SOW with a Change Order Should the Parties agree to change and extend the Project Close Date, a Change Request Form described in Section 8 may be completed and signed by both Parties. If applicable, a new Project Close Date will be defined in the Change Request Form. 7.3 Cancellation Policy In the event Customer cancels this SOW before the completion of all work defined herein, Vasion shall retain the total amount of fees prepaid by Customer. 8. Change Order Request Policy 8.1 Identified Changes Changes identified by Customer or Vasion will be discussed as soon as possible to determine potential impact to the schedule, scope, or budget of this SOW. Specifically, changes will include, but not be limited to: • Any scope items or work activities not listed in this SOW • Provision or development of deliverables or work products not included in this SOW • A change in Vasion or Customer responsibilities from those defined in this SOW • Any rework of completed activities or accepted deliverables • Investigative work to determine the impact of major changes • A revised Project Close Date (if applicable) Changes including cost and schedule implications that are agreed to by Customer and Vasion will be documented in a Change Request Form using the template included herein as Attachment 1 and, when signed by both Parties, shall constitute a Change Order. 8.2 Change Order Services Vasion will perform services identified by either Party as outside this SOW using the following procedure: • The Vasion PM will create a Change Order using a Change Request Form. The Change Request Form shall document the SOW change, additional required resources, changes to the work plan, (including due dates, if applicable) and additional estimated time and fees, if applicable. • Vasion will perform the additional services after receiving written authorization from Customer and the Change Order has been signed by both Parties. A Change Order? signed by both Parties constitutes Customer's written acceptance of an agreement to pay Vasion for any additional services requested and set forth in the Change Request Form. Any payments due as a result of a Change Order shall be invoiced and payment is due pursuant to Section 6 herein. All written materials provided with this SOW are supplemental to, but do not replace, the Vasion. software documentation and are subject to the terms and conditions of the End User License Agreement and/or applicable Service Level Agreement. Customer should consult the standard' online user documentation for information regarding product processes, features, functions and. requirements. This Agreement may not be modified or supplemented except in writing and'. signed by both Parties. Page 6 Updated September 2018 VASIONI PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government Signatures The signatories below are authorized representatives of the respective Parties. By signing below, Customer authorizes Vasion to commence performance of services as described in this SOW. PrinterLogic, Inc. dba Vasion Weld County Government By: By: Name: Name: Title: Title: Date: Date: Page 7 Updated September 2018 \//�SION PROFESSIONAL SERVICES STATEMENT OF WORK for Weld County Government Attachment 1: Change Request Form Change Request Form Change Orders are subject to the original terms of this Statement of Work. Request Date: Request Number: Request By: Priority: [Immediate, Moderate, Low] Item 1: Describe any changes needed. Item 2: Describe when this change needs to be implemented. Item 3: Describe the item in this SOW the change impacts and detail. Item 4: Describe the impact if this change is not implemented. Item 5: Describe the number of hours needed to implement any changes. Item 6: State the fees/fee rate to complete changes. Item 7: Define a revised Project Close Date (if applicable). Approval Change Order Approved and Accepted: PrinterLogic, Inc. dba Vasion Weld County Government By: By: Name: Name: Title: Title: Date: Date: Page 8 Updated September 2018 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Appendix B: Vendor Certification This certification attests to the vendor's awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to RFP # B2300066 issued by Weld County. The undersigned is a duly authorized officer, hereby certifies that: Zivaro, Inc. (Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addendum thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 6 months as of 12/27/2023. The undersigned further certify that their firm (check one): ❑ IS x❑ IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Weld County of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Carolina Carolina Signature: Name: Signature: Mitch Harty Signature of Authorized Officer: Clifford W Flowers Name: Signature: Title: Director of Contracts Date: Title: Account Executive Date: Title: Date: 12 / 21 / 2023 Executive Vice President 12/20/2023 9:12 PM Page -24 IT -1393 Doc ID: 2719198d9d1875b664e8fd4b021cc9a338ac1751 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution Appendix C: CJIS Security Addendum FEDERAL BUREAU OF INVESTIGATION CRIMINAL JUSTICE INFORMATION SERVICES SECURITY ADDENDUM Legal Authority for and Purpose and Genesis of the Security Addendum Traditionally, law enforcement and other criminal justice agencies have been responsible for the confidentiality of their information. Accordingly, until mid -1999, the Code of Federal Regulations Title 28, Part 20, subpart C, and the National Crime Information Center (NCIC) policy paper approved December 6, 1982, required that the management and exchange of criminal justice information be performed by a criminal justice agency or, in certain circumstances, by a noncriminal justice agency under the management control of a criminal justice agency. In light of the increasing desire of governmental agencies to contract with private entities to perform administration of criminal justice functions, the FBI sought and obtained approval from the United States Department of Justice (DOJ) to permit such privatization of traditional law enforcement functions under certain controlled circumstances. In the Federal Register of May 10, 1999, the FBI published a Notice of Proposed Rulemaking, announcing as follows: 1. Access to CHRI [Criminal History Record Information] and Related Information, Subject to Appropriate Controls, by a Private Contractor Pursuant to a Specific Agreement with an Authorized Governmental Agency To Perform an Administration of Criminal Justice Function (Privatization). Section 534 of title 28 of the United States Code authorizes the Attorney General to exchange identification, criminal identification, crime, and other records for the official use of authorized officials of the federal government, the states, cities, and penal and other institutions. This statute also provides, however, that such exchanges are subject to cancellation if dissemination is made outside the receiving departments or related agencies. Agencies authorized access to CHRI traditionally have been hesitant to disclose that information, even in furtherance of authorized criminal justice functions, to anyone other than actual agency employees lest such disclosure be viewed as unauthorized. In recent years, however, governmental agencies seeking greater efficiency and economy have become increasingly interested in obtaining support services for the administration of criminal justice from the private sector. With the concurrence of the FBI's Criminal Justice Information Services (CJIS) Advisory Policy Board, the DOJ has concluded that disclosures to private persons and entities providing support services for criminal justice agencies may, when subject to appropriate controls, properly be viewed as permissible disclosures for purposes of compliance with 28 U.S.C.534. 12/20/2023 9:12 PM Page -25 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution We are therefore proposing to revise 28 CFR 20.33(a)(7) to provide express authority for such arrangements. The proposed authority is similar to the authority that already exists in 28 CFR 20.21(b)(3) for state and local CHRI systems. Provision of CHRI under this authority would only be permitted pursuant to a specific agreement with an authorized governmental agency for the purpose of providing services for the administration of criminal justice. The agreement would be required to incorporate a security addendum approved by the Director of the FBI (acting for the Attorney General). The security addendum would specifically authorize access to CHRI, limit the use of the information to the specific purposes for which it is being provided, ensure the security and confidentiality of the information consistent with applicable laws and regulations, provide for sanctions, and contain such other provisions as the Director of the FBI (acting for the Attorney General) may require. The security addendum, buttressed by ongoing audit programs of both the FBI and the sponsoring governmental agency, will provide an appropriate balance between the benefits of privatization, protection of individual privacy interests, and preservation of the security of the FBI's CHRI systems. The FBI will develop a security addendum to be made available to interested governmental agencies. We anticipate that the security addendum will include physical and personnel security constraints historically required by NCIC security practices and other programmatic requirements, together with personal integrity and electronic security provisions comparable to those in NCIC User Agreements between the FBI and criminal justice agencies, and in existing Management Control Agreements between criminal justice agencies and noncriminal justice governmental entities. The security addendum will make clear that access to CHRI will be limited to those officers and employees of the private contractor or its subcontractor who require the information to properly perform services for the sponsoring governmental agency, and that the service provider may not access, modify, use, or disseminate such information for inconsistent or unauthorized purposes. Consistent with such intent, Title 28 of the Code of Federal Regulations (C.F.R.) was amended to read: § 20.33 Dissemination of criminal history record information. a) Criminal history record information contained in the Interstate Identification Index (III) System and the Fingerprint Identification Records System (FIRS) may be made available: 1) To criminal justice agencies for criminal justice purposes, which 12/20/2023 9:12 PM Page -26 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution purposes include the screening of employees or applicants for employment hired by criminal justice agencies. 2) To noncriminal justice governmental agencies performing criminal justice dispatching functions or data processing/information services for criminal justice agencies; and 3) To private contractors pursuant to a specific agreement with an agency identified in paragraphs (a)(1) or (a)(6) of this section and for the purpose of providing services for the administration of criminal justice pursuant to that agreement. The agreement must incorporate a security addendum approved by the Attorney General of the United States, which shall specifically authorize access to criminal history record information, limit the use of the information to the purposes for which it is provided, ensure the security and confidentiality of the information consistent with these regulations, provide for sanctions, and contain such other provisions as the Attorney General may require. The power and authority of the Attorney General hereunder shall be exercised by the FBI Director (or the Director's designee). This Security Addendum, appended to and incorporated by reference in a government -private sector contract entered into for such purpose, is intended to insure that the benefits of privatization are not attained with any accompanying degradation in the security of the national system of criminal records accessed by the contracting private party. This Security Addendum addresses both concerns for personal integrity and electronic security which have been addressed in previously executed user agreements and management control agreements. A government agency may privatize functions traditionally performed by criminal justice agencies (or noncriminal justice agencies acting under a management control agreement), subject to the terms of this Security Addendum. If privatized, access by a private contractor's personnel to NCIC data and other CJIS information is restricted to only that necessary to perform the privatized tasks consistent with the government agency's function and the focus of the contract. If privatized the contractor may not access, modify, use or disseminate such data in any manner not expressly authorized by the government agency in consultation with the FBI. The goal of this document is to augment the CJIS Security Policy to ensure adequate security is provided for criminal justice systems while (1) under the control or management of a private entity or (2) connectivity to FBI CJIS Systems has been provided to a private entity (contractor). Adequate security is defined in Office of Management and Budget Circular A- 130 as "security commensurate with the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of information." 12/20/2023 9:12 PM Page -27 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution The intent of this Security Addendum is to require that the Contractor maintain a security program consistent with federal and state laws, regulations, and standards (including the CJIS Security Policy in effect when the contract is executed), as well as with policies and standards established by the Criminal Justice Information Services (CJIS) Advisory Policy Board (APB). This Security Addendum identifies the duties and responsibilities with respect to the installation and maintenance of adequate internal controls within the contractual relationship so that the security and integrity of the FBI's information resources are not compromised. The security program shall include consideration of personnel security, site security, system security, and data security, and technical security. The provisions of this Security Addendum apply to all personnel, systems, networks and support facilities supporting and/or acting on behalf of the government agency. 1.0 Definitions 1.1 Contracting Government Agency (CGA) - the government agency, whether a Criminal Justice Agency or a Noncriminal Justice Agency, which enters into an agreement with a private contractor subject to this Security Addendum. 1.2 Contractor - a private business, organization or individual which has entered into an agreement for the administration of criminal justice with a Criminal Justice Agency or a Noncriminal Justice Agency. 2.0 Responsibilities of the Contracting Government Agency. 2.1 The CGA will ensure that each Contractor employee receives a copy of the Security Addendum and the CJIS Security Policy and executes an acknowledgment of such receipt and the contents of the Security Addendum. The signed acknowledgments shall remain in the possession of the CGA and available for audit purposes. The acknowledgement may be signed by hand or via digital signature (see glossary for definition of digital signature). 3.0 Responsibilities of the Contractor. 3.1 The Contractor will maintain a security program consistent with federal and state laws, regulations, and standards (including the CJIS Security Policy in effect when the contract is executed and all subsequent versions), as well as with policies and standards established by the Criminal Justice Information Services (CJIS) Advisory Policy Board (APB). 4.0 Security Violations. 4.1 The CGA must report security violations to the CJIS Systems Officer (CSO) and the Director, FBI, along with indications of actions taken by the CGA and Contractor. 4.2 Security violations can justify termination of the appended agreement. 4.3 Upon notification, the FBI reserves the right to: 12/20/2023 9:12 PM Page -28 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution a. Investigate or decline to investigate any report of unauthorized use; b. Suspend or terminate access and services, including telecommunications links. The FBI will provide the CSO with timely written notice of the suspension. Access and services will be reinstated only after satisfactory assurances have been provided to the FBI by the CGA and Contractor. Upon termination, the Contractor's records containing CHRI must be deleted or returned to the CGA. 5.0 Audit 5.1 The FBI is authorized to perform a final audit of the Contractor's systems after termination of the Security Addendum. 6.0 Scope and Authority 6.1 This Security Addendum does not confer, grant, or authorize any rights, privileges, or obligations on any persons other than the Contractor, CGA, CJA (where applicable), CSA, and FBI. 6.2 The following documents are incorporated by reference and made part of this agreement: (1) the Security Addendum; (2) the NCIC 2000 Operating Manual; (3) the CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20. The parties are also subject to applicable federal and state laws and regulations. 6.3 The terms set forth in this document do not constitute the sole understanding by and between the parties hereto; rather they augment the provisions of the CJIS Security Policy to provide a minimum basis for the security of the system and contained information and it is understood that there may be terms and conditions of the appended Agreement which impose more stringent requirements upon the Contractor. 6.4 This Security Addendum may only be modified by the FBI, and may not be modified by the parties to the appended Agreement without the consent of the FBI. 6.5 All notices and correspondence shall be forwarded by First Class mail to: Information Security Officer Criminal Justice Information Services Division, FBI 1000 Custer Hollow Road Clarksburg, West Virginia 26306 CERTIFICATION 12/20/2023 9:12 PM Page -29 IT -1393 Weld County Request for Proposal - RFP # B2300066 IT Print Management Software Solution I hereby certify that I am familiar with the contents of (1) the Security Addendum, including its legal authority and purpose; (2) the NCIC Operating Manual; (3) the CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20, and agree to be bound by their provisions. I recognize that criminal history record information and related data, by its very nature, is sensitive and has potential for great harm if misused. I acknowledge that access to criminal history record information and related data is therefore limited to the purpose(s) for which a government agency has entered into the contract incorporating this Security Addendum. I understand that misuse of the system by, among other things: accessing it without authorization; accessing it by exceeding authorization; accessing it for an improper purpose; using, disseminating or re -disseminating information received as a result of this contract for a purpose other than that envisioned by the contract, may subject me to administrative and criminal penalties. I understand that accessing the system for an appropriate purpose and then using, disseminating or re -disseminating the information received for another purpose other than execution of the contract also constitutes misuse. I further understand that the occurrence of misuse does not depend upon whether or not I receive additional compensation for such authorized activity. Such exposure for misuse includes, but is not limited to, suspension or loss of employment and prosecution for state and federal crimes. The entire CJIS Security policy is found here: http://www.fbi.gov/about-us/ciis/ciis-securite-policv-resource-center/view Printed Name/Signature of Contractor Employee Date Jessica Rodriguez ` JP - h c 3J 12/21/2023 Printed Name/Signature of Contractor Representative Date Zivaro, Inc. / Contract Specialist Organization and Title of Contractor Representative 12/20/2023 9:12 PM Page -30 IT -1393 PrinterLogic a vAsiom solution E m nate Print Servers Establish a serverless printing infrastructure that eliminates the need for print servers, delivers centralized print management, and empowers end -users to install their own printers with a single click. Migrate Automatically import your existing printer objects and eliminate all print servers. Manage Centrally manage printer objects, drivers, profiles, and settings. "To have a single view of our print environment dramatically simplifies our lives. And knowing that there is no single point of failure gives us peace of mind." MANFRED LAPP I LUFTHANSA TECHNIK AG PrinterLogic by VASION Deploy Push new printers and updates to end users without scripting or GPOs. Print Centrally manage direct IP printing and keep print jobs local. Fr - 10, of customers are likely to recommend PrinterLogic. printerlogic.com Serverless Printing Infrastructure With our centrally managed direct IP printing platform, you'll eliminate all print servers and empower end users with mobile printing, secure release printing, and many advanced features that legacy print management applications can't provide. True SaaS Solution Printer Agnostic Completely serverless, mutli tenancy, no VPN required VDI Printing Deploy printers based on user ID, device location and/or name Advanced Reporting Track all print/scan/copy activity across your organization OS Agnostic Direct IP printing for Windows. Mac. Linux. and Chrome OS Mobile Printing Empower users to securely print from any iOS or Android device Other Features Keep Print Jobs Local Touchless Secure Printing Maintain PHI Compliance Deploy and manage native drivers for any network printer Secure Release Printing Hold print jobs and release them from any printer. anywhere Cloud -based IdP Support Authenticate with identity providers like Okta, Azure AD. and Google ID Off -Network Printing Provide secure printing access to BYOD, remote, and affiliate end users Zero Trust Printing Automated Updates EMR Printing PrinterLogic a -•• - =wa) •1 -straws.• sbrinb • ❑s....s... • Cla as•e...0csN..-.. a if ...•.. Demo -• Statrtxarnv'_rca Govetrment Snow Aemenstrabon 1. 'Sam .root e w.r7.._w.+. Hart ham Park UK Office }_- Self -Service Printer Installation Portal Empower end users to install printers via floor plan map or drop down list without calling the helpdesk. ....• au Saii tl s"-•• • L'*Ss emit s--- • pan -1 . Csawn Ce-...► 00—. - C s''-yr.- •a :is .•. we as • • ii ISN.. ,.t. • C. 1•-1 f t +r a tie '-•••••••••••• .-r ss PIS asp ..w • s r sww. ramp ',It a.. S.- as am. O nada S. eralossaistai WOW SSW 1,16 AS. —•••••• - e._..... - - H ..-. N. •h'.• re. us..Is• - O Centralized Admin Console Manage printer objects, set up automated deployments, and track costs from a single user interface. c 11 4 O VDI FARM USER E.MDP0INT Dynamic VDI Printing Leverage existing front end printing infrastructure and deliver a uniform print experience to users in VDI environments. PrinterLogic a vr\sioN solLtlon printerlogic.com amt (-tag 1'. 1 !, f. is _ s • v -CI - -*C.; • ;flit ti *1s•:•1r:e• rJ j: • c '11 — ti t • r • Eliminating Print Servers An Architectural and Use Case Overview PrinterLog Ic a VASioN solution • r r` • - - 1• / I ' Introduction Printer -Logic's enterprise printer and driver management solution completely eliminates the need for print servers, delivers centralized print management, and empowers end users to install their own printers with a single click. In addition, the platform solves the most prominent pain points in print management by: • Simplifying Printing in Virtual Environments (Citrix, VMware, VDI) • Increasing Security and Reducing Waste Through Pull Printing • Simplifying Printer Driver Management and Deployment • Printing From any Mobile Device to any Network Printer • Delivering Powerful Reporting and Alerting Features • Eliminating Print -job Related WAN Traffic • Getting Rid of Scripting and GPOs Eliminating Print Servers PrinterLogic eliminates the need for print servers, thereby simplifying print management, reducing infrastructure, and lowering costs. This section discusses the background, issues mitigated, implementation, features, and benefits of using PrinterLogic to eliminate print servers. Background In a typical printing environment, an IT staff member implements and provisions a print server to service the printers on the network. IT organizations use two types of architectures when implementing print servers: centralized and distributed print servers. In a centralized model, a print server sits in the data center and services every network printer in the enterprise. The name, printer driver, and configuration of each printer are used by the print server to distribute printers to end users. To deploy printers to end users, an IT admin creates group policy objects (GPOs) to define who gets the printer and how it is configured. 2 Figure 1: Multiple Sites with Multiple Print Servers 1Centralized Print Servers 2 Distributed Pant Servers 3 Unmanaged Direct IP HELP DESK PR WEE WAN An end user initiates a print job from a workstation. This sends it to the print server, where it is spooled, rendered, and sent to the network printer. If the end user is in a branch office, print jobs wilt travel both to and from the datacenter, creating additional WAN traffic. In addition, when the server goes down, the entire organization can no longer print. To alleviate WAN traffic, some IT departments implement a distributed model in which print servers are placed at each location. Distributed print environments stilt suffer from the single points of failure that are part and parcel of the print server architecture, but these now tend to be more isolated to individual branch disruptions. Likewise, distributed environments also require complex scripting and GPOs to manage and distribute printers to end user devices. One way to overcome the disadvantages of the print server architecture is through direct IP printing. This architecture eliminates the need for print servers because it creates a direct connection between the workstation and the printer. However, this architecture lacks many of the deployment and management features of a print server. In the direct IP model, the IT staff member configures each workstation to print to the network printer by manually associating the two devices. To manage printers, IT will maintain a spreadsheet that contains printer names, IP addresses, physical locations, and printer driver file locations. Although this model eliminates the single points of failure, WAN traffic, and GPOs, it introduces a host of management challenges. Inevitably this model will generate additional service desk calls every time an end user wants to install a new printer. 3 The Complexity and Cost of Print Servers Historically, print servers were designed to provide self-service printer installation, printer deployment through GPOs, centralized print management, a printer driver repository, printer security, and print queue management. Each of these features was designed to address the problems IT departments faced when managing and deploying printers to end users. Print Servers were initially a good idea. However, modern IT environments have found that they require additional management, create risk through a single point of failure, complicate deployment, consume IT resources, and drive up costs. Some of the problems of print servers are outlined below: Costs Each print server at every site requires hardware procurement and licensing, cooling, power, physical security, management. maintenance, upgrades, virus scans, and so on. The average cost per print server is between $2,000 to $5,000 USD per year. Risk from a Single Point of Failure If the print server crashes, no one can print. Clustered print servers do not crash as often, but the trade-off for the high availability of clustered print servers is higher costs for hardware, licensing, management, power, and maintenance. Scripting and GPO Management Overhead Managing scripts and GPOs to deploy printers to end users can consume significant IT staff time and resources. Often even the simplest of tasks, such as changing a printer's name or replacing a printer with a new model and printer driver, requires a script. Scripts can get complicated and are often difficult to create and troubleshoot. GPOs require elevated permissions to manage, slow end user logon times, and can cause deployment and printing problems owing to their hierarchical nature. Self -Service Printer Installation Print servers' native self-service printer installation features are often too difficult for end users to use. Instead, they call the service desk and wait for assistance. Service desk calls are expensive and end users are unproductive while they wait for printer installation assistance. 4 Management Headaches Print servers require operating system upgrades, patches, security, virus scanning, and so on. All of these take time and money to carry out. In fact, print server management requirements can be painful in many different ways: • Difficult driver updates: If you have 40 sites, you have 40 print servers. Each time a manufacturer releases a new printer driver that solves some problem you are experiencing, you must update the driver on all 40 print servers. Rolling back problematic driver updates can be even more time consuming. • Complicated caveats: Another troublesome situation is when you need to support a 32 -bit workstation with a 64 -bit print server, but the manufacturer does not provide a model -specific 64 -bit driver. In this case, the only solution is to use a 32 -bit universal driver with the exact same name as the 64 -bit universal driver, and then force all the 32 -bit workstation users to change to the newly named driver. • Driver conflicts: Yet another issue with print servers is that printer drivers do not always coexist gracefully. Just to keep drivers from conflicting, IT sometimes creates individual print servers for each printer manufacturer: a model -specific driver print server, a universal driver print server, another model -specific print server, a driver test print server, and so on. Otherwise, the printer drivers can conflict and crash the print server. Traditional print server architecture suffers from all these pain points, costs, and complications. Conventional direct IP printing introduces other problems, including a lack of management and constant service desk incidents for installing printers. An ideal scenario would be to combine the simplicity of direct IP printing with the management features of a print server. Fortunately, PrinterLogic provides this solution. PrinterLogic's next -generation print management software converts your entire print environment to centrally managed direct IP printing and eliminates the need for print servers. The Solution: Implementing PrinterLogic to Eliminate Print Servers PrinterLogic is designed to support organizations of all sizes in a streamlined, efficient way. There are three quick steps to installing PrinterLogic's application and eliminating your print servers. E 1. Install the Application IT staff use the PrinterLogic installation package to automatically install the IIS role, PrinterLogic web application, and database on a virtual or physical Windows Server 2008 R2 (or newer) at your organization's data center or HQ. 2. Import Printers IT staff use a web browser to access the PrinterLogic Admin Console and import printer objects and associated drivers from existing print servers. During the import process, all of your existing printer drivers, port settings, device settings, and preferences are copied from your print servers into the PrinterLogic application without changes. From then on, IT staff can use the PrinterLogic Admin Console to create and manage the printer objects. 3. Install the Client IT staff use a small MSI, PKG, or DEB file provided to deploy the PrinterLogic Client silently to all workstations. Once installed, the Client silently converts all existing printers that were connected to print servers into centrally managed direct IP printers that print to a physical printer. Customized printer settings that were configured on the printer, such as the default printer setting or duplex and paper tray configurations, remain intact through the conversion. After this step is complete, you can pull the plug on your print server(s) and users continue printing without any problems as shown in Figure 2. From then on, you can use the PrinterLogic Admin Console to centrally manage printers without any print servers, group policies, or scripts. 1 LA Self Service Po rta I Sot Management Self Service Portal PrinterLogic Architecture The PrinterLogic software consists of three main components: • PrinterLogic Admin Console • PrinterLogic Self -Service Installation Portal • PrinterLogic Client Each component is described briefly on the following pages. PrinterLogic Admin Console This web -based console enables IT to manage all the printers in your entire organization from a single screen. On the left, the Admin screen presents a tree view of your organization, where you can drill down by country, state or region, building, and floor number to select any particular printer in your fleet, On the right, you can enter or edit any attributes for that specific printer. cile nano • OPRINTER INSTALL • ►rw few hewn :An J► y taros - ran nes • • -re AS* . . ..> in. — Senn PrinterLogic h.. • aa.. ...:. P.S. .erg. taw's . fir >.rrs ari 2.+. nosey wpm a.L. aggirri .r erg .wr igen t. r Art Arra Mr Ow tare *LW in.1A •fttbneraannitnnea't `11; t Zara • Se nr-trag• b. Arne rout *inn (At ilea( is w... 4r.2 - at 1 For example, under the General tab, you can enter or edit the printer name, location, add a comment, view the direct URL to the driver install, check to indicate a color printer, or check to hide that printer from the PrinterLogic Portal so that no end users can see it. You can use the Port, Drivers/Profiles, Deploy, and Security tabs to configure and manage many other printer settings. You can also perform many additional print management functions as explained in this document. This screen can also be used to add, edit, and delete printers. • Add printers: With PrinterLogic, creating a printer is as simple as it should be. Select the folder for the location where you want to add a printer, then create the new printer. • Edit printers: You can edit printer object attributes quickly and easily by selecting a printer in the tree and then changing the desired attribute(s). Any changes you make are automatically applied to that printer on all workstations. • Delete printers: When you delete a printer, that printer is automatically removed from all end user workstations. 1 S elf -Service Installation Portal The PrinterLogic Self -Service Installation Portal empowers your end users to quickly find and install printers, with no need to call the service desk. For example, when an end user travels to a remote office where they need to print, they almost always end up calling the help desk for support. Users seldom know all the information required by the native Windows Add Printer dialog, such as the printer type (network or local), printer name, print server name hosting the printer, and so on. If the help desk is not available immediately, the user can be blocked from completing a vital task. For example, printing out a proposal, contract, or letter to be signed at a meeting can be critical to the organization. Not being able to print is generally frustrating to the end user. P rinterLogic solves this problem by providing a web -based portal that empowers end users to quickly find and install printers, with no need to call the help desk. This significantly reduces printer -related help desk costs, and boosts productivity by empowering end users. An end user can access the portal at any time by clicking the PrinterLogic icon in the Windows system tray, typing the URL directly into their default browser (printers.domain.com), or clicking a link on the company intranet site. P rinterLogic's Self -Service Installation Portal can display optional floor plan maps that can be easily uploaded. Hovering the cursor over any printer on the floor plan shows that printer's name, model, location, and an optional field for comments. The end user simply clicks any printer icon to install it. If you don't have the floor plan maps uploaded, printers are also displayed in a clickable list. P rinterLogic Client heft .W.I if Pt .ltn . .rt! \ vary > rAA••1 ..- ..., ....... • s •'r. • I. says ► Car Ctlicars CAtio 4 ranee . I.«...9440 . IC 10)11I el ! filet Sir tat lwI 1 1... w1. I JIM. Printerlog ic A a a .�, Coniewenos Stew OMNI I MPat Wi.a Sys .I Ss WMa laeu Y.One MIS No o... ?raft he .Dews Ao.IM Cann CS. Ma Ira.- Cal Wnf ;.- trvr. -ear :..rat Il' WOOOPlete %al cc.. a:a Suers Met 4rw .iiw CI.s. Landed Ow, Cov. Cana%. Sws MW CGa. Dar. Figure 4: Self -Service Installation Portal The PrinterLogic Client is a software agent that is deployed to end user Windows, Macintosh, or Linux workstations, using the provided MSI, PKG, or DEB installation packages. The Client runs in the background as a service to automatically perform print management tasks without any user intervention and allows for self installation without the end user requiring installation privileges. These tasks include installing a printer, updating a printer driver, etc. B PrinterLogic Database This database contains printer objects, floor plans, printer drivers, printer driver configurations, the tree structure, and other settings. Features Prim management tasks that were previously accomplished with print servers, group policies, and scripts, can now be completed using the PrinterLogic application. PrinterLogic provides a rich set of features, including: Centrally Managed Direct IP Printing You can manage your entire organization's printers from a single Admin Console, regardless of whether you use domains or no domains, trusted or untrusted. Any changes you make to a printer object are automatically applied to that printer on all your workstations. For example, if you change a printer's name in the Admin Console, the Client will change that printer's name on all your user workstations. You can use the same screen to add, edit, and delete printers that will ripple through the organization and update all workstations. Self -Service Installation Portal Here are some of the added benefits of the PrinterLogic Self -Service Installation Portal: • Auto -locate: When a user visits the portal, their current location is automatically selected based on their IP address, so they can simply click the desired printer to install it. • Floor plans: optional floor plan maps make it even easier for a user to find and install the nearest printer, especially when they're roaming. • Search: The user can enter a partial printer name and see the location of any matching printers. When the user selects a printer from the list, they are taken to the right folder with the printer selected; they can simply click a prompt to begin the installation. • Customization: You can customize the portal header to show your company logo and any instructions or comments in the local language, based on the end user's location. • Security: With Active Directory integration, you can hide or show the tree folders or printers according to the user's group, OU, or even IP address range. • Single enterprise portal: Whether you have one corporate domain, many disparate domains without trusts, or no domains at all, all users can still securely access the web portal and see the printers that users have the rights to install. • Fewer help desk calls: Whether a user is in Los Angeles or London, and no matter where they roam on the enterprise campus, they can simply click the PrinterLogic icon in the system tray (or a link in the company Intranet) and the portal opens to their current location. Then they can install the nearest printer without calling the help desk or waiting for a ticket to be filled. • Citrix support: The end user can also access the PrinterLogic Portal in Citrix desktop sessions so they can quickly find and install the nearest printer. • VMware Horizon View support: The end user can access the PrinterLogic Portal in VMware Horizon View sessions so they can quickly find and install the nearest printer. Mass Printer Edit/Create/Management Enterprise custoi f iers with larger environments can benefit from the mass edit feature provided in the PrinterLogic Admin Console. Authorized IT Admins see all your printers and attributes at the same time and use find -and -replace to make numerous changes to printer objects, deployment assignments, drivers, and so on. The same feature enables the authorized admin to quickly create, modify, or delete hundreds or even thousands of printers at a time. 121 P rinter Deployment P rinterLogic eliminates the need for time-consuming group policy objects (GPOs) or scripts to deploy printers to end users. Instead of giving rights to IT staff to manage group policies —with the risk that they could make drastic non -printer -related changes you can use the Admin Console to safely empower IT staff to manage printer deployment. Here are some of the added benefits of using PrinterLogic's built-in printer deployment feature, instead of GPOs and scripts: • Active Directory integration: With PrinterLogic's web -based GUI, you can easily deploy printers to Active Directory users, computers, groups, containers, OUs, or even IP address ranges. PrinterLogic shows you all printers with all deployment assignments, so you can make mass changes as easily as individual deployment changes. • No GPO rights required: You can enable any IT staff including service desk personnel you would never permit to edit group policies or scripts to add and remove printer deployment assignments, without having any rights to group policy objects, scripts, or print servers. • Desktop and thin client support: You can deploy printers to Windows, Mac, and Linux desktops, and thin clients. • Write filter for thin client support: PrinterLogic can disable any write filters (either enhanced or file -based), install the required printer(s), and then re -enable the write filter. • Proximity printing/location-based printing: PrinterLogic enables you to add printers to a WOIKStatiorn according to the workstation s IP address, name, or even Active Directory computer, group, or OU membership. This provides a simple way to provision the nearest printers to any user accessing that workstation. • Faster logins: With group policies or scripts, whenever a printer is installed during logon, the logon process is delayed, often for several minutes. With PrinterLogic, any required printer installation begins after the user's login is complete and the desktop is available. That way, the user can begin working immediately, while the printer is installed in the background. 11 • Advanced default printer options: You can set a default printer either the first time that printer is installed, every time the user logs on, or by the user's current location. To achieve this without PrinterLogic would require time-consuming custom scripting by someone with advanced programming experience. With PrinterLogic, all it takes is the click of a checkbox. • Orphan printer removal: With PrinterLogic, you can remove printers from workstations as easily as you deploy them. Simply remove the deployment assignment and the printer will be automatically removed from all workstations where it was installed. No more slowdowns caused by orphaned printers trying to connect to printer shares that don't exist. P rinter Driver Management You can use the Admin Console to change the selected driver for any printer. If the driver you want is not in the drop -down list, you can upload it to the database to make it available. The PrinterLogic Client will then update all installed printers to use the new driver. To replace a driver so that all printers use the new driver, you go to the driver repository and simply replace the old driver with the new driver. With traditional print servers, you would have to install the driver on each print server, and then change the driver for each printer on every print server. With P rinterLogic, you only need to update the driver in a single location. P rinter Driver Profile Management You can use the printer driver profile to configure driver settings such as DPI, duplexing, paper size, paper source, paper trays, and so on. Since PrinterLogic displays the actual driver's interface, you can configure all the settings provided by the driver. You can also configure the profile to apply each time a user logs on or even after each print job is prnted. For example, suppose a company has a paper -saving policy so that all print jobs must be prnted double -sided (duplexed). If a user manually disables duplex printing for a one-sided job like labels, the duplex profile is automatically reapplied to the next print job. P ort Management and Redirection If any printer has a hardware problem, so that you need to redirect all its print jobs to a similar printer, you can use PrinterLogic to make a single port redirection change. From then on, all print jobs will be routed to the second printer. When the first printer comes back into service, remove the redirection. 12 SNMP Monitoring and Alerts The SNMP console shows the status of your organization's entire printer fleet. Any notifications like ink low, paper low, paper empty, ping status, etc. are shown on this screen to make monitoring your printer fleet a breeze. Set up email notifications to automatically alert IT workers of a problem, allowing them to proactively manage all printers. Administrative Auditing Auditing all print management events helps you quickly pinpoint what changed and who changed it. All actions from a simple printer name change to a complex set of driver setting changes are stored and viewable for quick management. Role -Based Access Control Since PrinterLogic integrates with Active Directory, you can specify which users can log on to the Admin Console with an existing Active Directory username and password. Once an IT or help desk person is logged on, you can control their privileges by assigning them a built-in role or create a custom one. These roles determine an employee's access to print management functions. You can use roles to empower each site administrator to manage their site's printers, or to give central control over all your printers to a single staff member. Print Job Auditing and Reporting Although print jobs are sent directly to a physical printer, the PrinterLogic Client on each workstation sends certain metadata to the Admin Console. This enables you to see print job statistics in an intuitive, exportable format. The administrator then uses reports to determine print job usage and print job costs. You can answer valuable questions about the cost of printing on a single printer or the cost of toner and paper for the entire organization. It will also help you change any policies or help optimize your driver profiles for more efficient use. 13 The administrator has many predefined reports to determine departmental usage, printer usage, and paper waste. It can be as granular as how many print jobs are color vs. grayscale, duplex vs. simplex, and large vs. small print jobs. Administrators simply set up scheduled reports to be sent to executives or department heads to educate the organization on printing usage and costs. Queue Management P rinterLogic provides your IT staff with a single web -based portal for managing all your printer queues. The Client notifies the PrinterLogic Web Stack (formerly Printer Installer) Server of all print jobs in each workstation's local print queues, so that IT staff can cancel or delete any problem or unnecessary print jobs. P rinter Driver Caching S ome multinational enterprises have large presences in countries with a very limited or expensive WAN link, where they don't want users downloading drivers from PrinterLogic to install a printer. To address this concern, you can create an IP Address Range object and specify a beginning and ending IP address, and a Windows share (e.g. \\server\share) at the remote region or location. From then on, when a user logs onto a PC in the IP address range and needs to install a printer, the system will download drivers from the specified Windows share instead of the PrinterLogic server. Meanwhile, PrinterLogic will automatically keep the cache up-to-date with new drivers. High Availability PrinterLogic can be configured with a warm standby PrinterLogic server. In the unlikely event that the primary PrinterLogic server ever fails, the secondary PrinterLogic server can handle any print management requests. Remember that even if the PrinterLogic server is offline. all end users can still print, since all print jobs are sent directly to a physical printer. 14 Quick Review The Benefits of Eliminating Print Servers The many benefits of eliminating print servers and implementing centrally managed direct IP printing with PrinterLogic include: • Simplify your infrastructure: With PrinterLogic you can eliminate all your print servers and dramatically simplify your infrastructure (while drastically reducing cost). • Streamline your print management: Now you can manage all the printers in your entire enterprise through a single web -based admin console. • Empower your staff: IT staff can now manage all the printers at their own sites, and end users can quickly and easily install their own printers. • Reduce help desk calls: With a self-service installation portal to quickly install their own printers, end users are much less likely to call the help desk for printer hassles. • Quick return on investment (ROI): The ROI for PrinterLogic occurs very rapidly. Eliminating costly print servers arid reducing help desk calls equals quick savings. Conclusion All the cost, effort, and complexity of traditional print servers are no longer necessary. PrinterLogic replaces all the functionality that print servers used to provide in a single integrated platform. It also adds many new features that simplify print management and provisioning, reduce costs, and empower users to install printers for themselves, without calling the help desk. To find out more about how you can eliminate all your print servers with PrinterLogic, contact sales®printerlogic.com or call 435.652.1288 for a quick WebEx product demonstration and a 30 -day trial install. 15 Technical Functional Requirements Response Category Values: R = Required S = Should N = Nice Describe to Have Have Vendors comments functionality, Response S = Standard TP = Third CF = Configuration PF = Planned RP = Requires NS = Not shall to Code Party supported populate explain or feature Functionality Programming explain Values: or add-on, that and the "Response functionality, deficiencies included in Code" provide in the this proposal in column functionality. this proposal additional for all Comments (reference functionality information should 3rd and about party include include the sources) detailed not included within 12 months Ref # Criteria Category Response Code Comment TE-01 Is the recommended solution hosted or cloud -based? S SaaS and Virtual Appliance available TE-02 Does the application monitor all print devices (MFD, Desktop, etc.) R S SNMP monitoring and Alerting avaiable TE-03 Does the items, application automatically need for toner etc. track and report printer errors, maintenance R S SNMP monitoring and Alerting avaiable TE-04 Can notifications be configured staff when a printer requires attention to send via email or SMS message to designated Describe S Alerts sent via Email TE-05 Explain networked how the application manages and delivers printers print drivers to MFD and Describe S A small client agent/app runs on devices where printing will be managed TE-06 Are applications, application/solution extensions, or add-on's to function needed on end user devcies for this Describe S A small client agent (operating system specific TE-07 Does the application manage all manufacturers of printer) Are there print objects (varying makes any excluded printer types and R S Support for any printer with a manufacturer signed type 3 driver TE-08 Will the application be able to provide driver updates on demand R S Yes TE-09 Can the application configure settings for all or muliple devices R S Application cannot interact with physical print devices for configuration TE-10 Backup b000ks and and restore network printer configurations settings including mailboxes, address settings R S Scan to functionality Address Books on creates a common central user database experience across all devices basing TE-11 Automatically find new devices on the network and auto configure them S S The devices. software Tools makes are it included easy for administrators to add and configure new for new device discovery TE-12 Ability to rename a printer from the application S S Yes, Renaming printers on the a printer in the adminstration device at the next client chek-in console will rename the TE-13 Ability to restart printers remotely S NS No TE-14 Auto assign printers by location S S Ability to deploy based on IP Address range TE-1S Does the application provision by device or user Describe S Printers deployed by Active Directory, SCIM), IP Address, Hostname, Mac Address 3rd party identity provider(SAML, TE-16 Able to control who can print to what devices by individual or groups S S Printers deployed SCIM), IP Address, by Active Directory, 3rd party identity Hostname, Mac Address provider(SAML, TE-17 Deploy printer via User, group or PC S S Printers deployed SCIM), IP Address, by Active Directory, Hostname, Mac Address 3rd party identity provider(SAML, TE-18 Choice of authentication home they can fall back options (Example: if the user to username and password has left their card at login) S S Secure release available by Badge, UserlD/Pin, and Mobile Application Ref # Criteria Category Response Code Comment TE-19 Ability to apply rules to groups/users job attribute, user/group, device feature in addition to printers. Define action by and type Describe S Role Based Access Control provided for Administrators, Portal Security configurable for end users TE-20 Does the application black/white and/or provide color the ability copying only to restrict users or groups of users to S S Application can set and reapply settings TE-21 Able to automate firmware updates S NS Application cannot interact with physical print devices for configuration TE-22 Explain the process for both printing and walk-up use and if additional item(s) such as a secondary server are required Describe S No secondary application/server required TE-23 After a a user authenticates at a device, they hold -release queue should be able to release jobs from Describe S The control to the printer. panel application Users can also and Mobile App show jobs that can be released cancel held jobs TE-24pp When desired, can the application utilize limits/quotas to limit Describe S Quota management restricts how much a user can print over a given amount of time TE-25 Does the application user runs out provide the of their designated ability credit to stop jobs while in progress when a or quota by site S S Quota management their quota limit will not allow a user to print if the job would go over TE-26 Displays a list of jobs that can be individually printed or cancelled R S The control panel application to the printer. Users can also and Mobile cancel held App show jobs that can be released jobs TE-27 Release jobs selected from a list S S The control to the printer. panel application and Mobile App show jobs that can be released TE-28 Ability to set an upper document size to stop unusually large print jobs S PF Rules and Routing engine to accomplish this is on the roadmap TE-29 Ability to redirect large print jobs to other MFD via automated process S PF Rules and Routing engine to accomplish this is on the roadmap TE-30 Does the application by clicking the print icon have the option to stop "double submitted " jobs caused twice S S Quota Management can before printing the same be configured to require a time interval to expire document again (1-15 seconds) TE-31 Can the application written on the allow bottom (or a small top) of portion of text such as a username to be every page N NS Application cannot modify printed documents at this time Vendors Integration to Functional Requirements Response deficiencies Category Response Values: S = R = Required TP S = Should Have CF N = Nice to Have PF Describe RP NS explain Standard = Third = Configuration = Planned = Requires = Not shall populate that functionality, in the Code Values: feature Party or Functionality Programming supported the "Response Code" column provide additional information functionality. Comments should and included in this proposal for all functionality and include comments about the functionality, or explain include detailed explanations sufficient (reference 3rd party sources) to add-on, not included in this proposal within 12 months Ref It Criteria Category Response Code Comment IN -01 Is the recommended solution hosted or cloud -based? R S SaaS or Virtual Appliance IN -02 Does the solution integrate into third -party IT Service Operation Management resources S S SNMP alerting can be configured, via email, to enter ticketing systems IN -03 Does the solution support/notify via exchange S S Email Allerting of SNMP status available IN -04 Does the solution integrate with Active Directory/LDAP S S Integration with AD/LDAP requires firewall communication for real time password verifcation only. Third party SAML/SCIM connections prefered IN -05 how do you migrate printers into new program from existing environment Describe S Printer Import Application I Hosted Solutions (answer below) IN -06 What server/hosted type does the application offer (Examples: Local Print Server Based, Central Print Server Based, Hosted, etc.) Describe N/A IN -07 Does the system have capabilities for clustering, high availability, etc. Describe N/A IN -08 If your recommended application is central server based or hosted centrally, does your application have the ability to minimize WAN utilization by keeping print related activity on the sites LAN Describe N/A IN -09 Provide bandwidth requirements and bandwidth including; sending print job to printer, print driver monitoring, etc. estimates for all installation, reporting, transaction types alerts, Describe N/A IN -10 An on -premise application will be placed behind a load balancer for security and resiliency purposes - will this cause any issues Describe N/A IN -11 Provide the projected storage and/or hold space for any on -premise components of the application Describe N/A IN -12 What ports and protocals would the application require for printing and administration? Describe N/A IN -13 What type and versions of databases are required? Describe N/A IN -14 Provide recommended hardware requirements for all server systems (processor, architecture, RAM, hard drive, physical server environment, etc.) Describe N/A IN -15 Provide Server operating system requirements Describe N/A IN -16 Provide hardware requirements for PCs/laptops/tablets Describe N/A IN -17 Supported workstation operating systems Describe N/A Ref # Criteria Category Response Code Comment IN -18 List any additional hardware requirements (i.e. printers, scanners, appliances, etc.) Describe N/A IN -19 Describe how the application is licensed (i.e. concurrent, per user, per site, etc.) Describe N/A IN -20 Identify any third tested versions party applications that are required by your software, and the needed Describe N/A IN -21 Identify all web servers and components required by this application. What version of IIS is required Describe N/A Cloud Hosted Solutions IN -22 For cloud and Software -as -a -Service vendor (SaaS) proposals, describe the proposed hosting Describe S Application is Multi -Tennant hosted in AWS IN -23 For cloud and SaaS proposals, specify all region(s) data for this solution will be processed and/or stored in. Include storage location of backup data. Are backups encrypted? Describe S 3 AWS Zones AWS West (Oregon) 1 disater recovery site AWS East (Virginia) All data is AES 256 encrypted at rest IN -24 Any hybrid applications, where some components are in the SAAS/Cloud and others are on premise, must use secure protocols, e.g. SSL/TLS, for inter -data transfer. Explain how you will meet the secure protocols for a hybrid application. Describe S Client egress traffic is TLSv1.2 encrypted IN -25 Provide hardware requirements for PCs/laptops/tablets Describe S No special requirements IN -26 Supported workstation operating systems Describe S Windows, Mac, Linux, ChromeOS (managed Chromebooks), iOS, and Android IN -27 List any additional hardware requirements (i.e. printers, scanners, appliances, etc.) Describe S Some capabilities require a service client installed on an operating system. IN -28 Describe how the application is licensed (i.e. concurrent, per user, per site, etc.) Describe S Licensed based on number of print queues manged IN -29 What is the application upgrade process? How many times per year are there upgrade releases? Describe S Contnuous Developemet, Continuous Delivery methodology. Updates are pushed to production as needed IN -30 List all supported browsers and browser versions Describe _ S Chrome, Safari, Firefox, Edge Vendors shall populate Security comments to explain Functional Requirements Response or explain deficiencies Category Response Code Values: Values: S = Standard feature R = Required TP = Third Party or add-on, S = Should Have CF = Configuration N = Nice to Have PF = Planned Functionality Describe RP = Requires Programming NS = Not supported the "Response Code" column for all functionality and include that functionality, provide additional information about the in the functionality. Comments should include detailed explanations and included in this proposal functionality, not included in this proposal (reference 3rd party sources) within 12 months Ref # Criteria Category Response Code Comment SE -01 How do Administrators access your application Describe S Role based access control SE -02 What forms of authentication into the application/software are supported? Possible forms may include: -Username/password -Certificate -Biometric -Token Describe S Username/Password SE -03 Single Sign -On (55O) support using Active Directory or Azure AD S S Yes, Azure AD preferred SE -04 If SSO is not supported/not enabled, can the user password policy be customized Describe S Yes, Local account password policy can be defined SE -05 If SSO is not supported/not enabled, is Multi -Factor Authentication (MFA) enforced? Describe supported MFA methods available? Can it be Describe S Yes, if Azure AD is used you would use their MFA options. SE -06 Data is encrypted in transit R S Yes, TLSv1.2 SE -07 Data is encrypted at rest R S Yes, AES 256 SE -08 Security roles or permissions can be granted to either individual accounts or to groups. Describe access control to different modules/levels of software S S Granular access granted via RBAC SE -09 Describe the various levels of access to the application. Explain the ability to delegegate permissions at various levels by role and location. Describe S Granular access granted via RBAC SE -10 How does the application allow users to log out of the device using the various authentication methods? Describe S Log out option SE -11 Has your company experienced a data breach or compromise that has affected customer data? If so, describe the incident and the response to that incident Describe NS No SE -12 Provide documented auditing controls Describe S See https://trust.vasion.com SE -13 Provide documented data retention and destruction policies Describe S See https://trust.vasion.com SE -14 If not fully proprietary, describe any parts of your system that are managed by a third party Describe S Proprietary Reporting Functional / Requirements Metrics Response Category Values: R = S = N = Describe venom -5 5na11 populate functionality, provide Comments should needed to fulfill the Response Code S = Standard feature Required TP = Third Party Should Have CF = Configuration Nice to Have PF = Planned Functionality RP = Requires Programming NS = Not supported additional include function. Values: and or add-on, me Response detailed References included information in cone explanations by this proposal in this column Tor an tunctlonaray-an❑ tntiuoe comments to explain about the functionality, or explain deficiencies in the functionality. sufficient to clearly communicate the effort and methodology page and paragraph to attached documents are acceptable. proposal (reference 3rd party sources) tnat ' not included within 12 months Ref U Criteria Category Response Code Comment RE -01 Does audit, your proposed control, track, application report their offer devices Administrative tools to Describe S Yes RE -02 Provides List the reports pre -defined in the reports comment for users and section administrators. R S Records (1 line item per print job), User, Manager, Printer RE -03 Ability combination the report to easily generation construct of database fields tool queries being including used) and reports meta from data any (define Describe S Enterprise Data Warehouse Dimensions generated allows on a Microsoft custom SQL repoting Server via Facts and RE -04 Ability custom for users and reports administrators to create their own S S Enterprise Dimensions Data Warehouse generated on a allows Microsoft custom SQL repoting via Facts and Server RE -05 Ability to create ad -hoc reports easily and quickly S S Enterprise Data Warehouse Dimensions generated on a allows Microsoft custom SQL repoting via Facts and Server RE -06 Report getting low on printers with errors, needing maintenance or toner R S SNMP monitoring and alerting RE -07 Report on driver version R S Printer CSV eport shows currently assigned drivers RE -08 Report on required firmware updates R NS Not Supported RE -09 Does the application provide a live dashboard R PF Roadmap item RE -10 Explain page for how both the black application & white will and report color a separate for copying cost and printing per S S When provide a user color/b&w prints the information client reads to the the metadata customer database about the print job to RE -11 Reports of print jobs including owner and type R S Reporting can be filtered to the user level RE -12 Does the history of application individual users provide the ability to look up print S S Reporting available data in retained perpetuity for 2 years in the cloud. EDW synced data RE -13 Ability environment. to review the content of print activity within their S S Only metadata (not acutal documents) is retained RE -14 Track print usage for billing and accountability S PF Client Cost Recovery (bill back, job codes) is a roadmap item Contract For Entity Information Entity Name * ZIVARO INC Entity ID* @00026715 Q New Entity? Contract Name* Contract ID PRINTERLOGIC PRINT MANAGEMENT SOFTWARE 8330 AGREEMENT Contract Status CTB REVIEW Contract Lead SWHITMORE Contract Lead Email swhitmore@co.weld.co.0 Parent Contract ID Requires Board Approval YES Department Project # Contract Description ZIVARO, INC IS PROVIDER OF PRINTERLOGIC, A PRINT MANAGEMENT SOFTWARE THAT WILL HELP CENTRALIZE OUR PRINT MANAGEMENT CAPABILITIES. THIS SOFTWARE WILL ASSIST WITH PRINTER STATUS MONITORING, ISSUE/MAINT TRACKING AND REPORTING, DEVICE SETUP AND CONFIG Contract Description 2 Contract Type* Department Requested BOCC Agenda Due Date AGREEMENT INFORMATION Date* 06/06/2024 TECHNOLOGY-GIS 06/10/2024 Amount* $34,696.15 Department Email Will a work session with BOCC be required?* CM- NO Renewable* InformationTechnologyGI YES S@weldgov.com Does Contract require Purchasing Dept. to be Automatic Renewal Grant IGA Department Head Email CM- InformationTechnologyGI S- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL DGOV.COM 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. 05/01/2025 Renewal Date. 06/01/2024 Committed Delivery Date Expiration Date Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 CAROLINA PALACIOS PRIMARY CONTRACTS@ZIVARO.COM 303-455-8800 Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE DH Approved Date 06/10/2024 Finance Approver CONSENT Purchasing Approved Date 06/10/2024 Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 06/10/2024 06/10/2024 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 06/17/2024 Tyler Ref # AG 061 724 Originator SWHITMORE MEMORANDUM TO: Esther Gesick, Clerk to the Board April 9, 2024 FROM: Ryan Rose, Chief Information Officer SUBJECT: B2300066 - IT Print Management Solution BOCC Approval Date: April 15, 2024 Proposals were received and opened on December 27, 2023 for IT Print Management Solution (IT -1393 IT Print Management Solution). Three (3) proposals were received ranging from $34,896.15 to $107,750.00. Attached is the bid tabulation for your information. This software will help centralize our print management capabilities and will assist with printer status monitoring, issue/maintenance tracking and reporting, device setup and configurations, printer and print object security, multi -location support and detailed print analytics. The Information Technology staff reviewed and scored all proposals. Zivaro out of Denver, CO proposed the lowest cost solution of $34,896.15 and meets the required functionality. Cost includes the software licenses, installation, first year of support, and required professional services. With the above information, I recommend the BOCC award the IT Print Management Solution to Zivaro for a total amount of $34,896.15. 202 -oloy I i o013 WELD COUNTY Dept. of Information Technology PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632 E-mail: kjass@weld.gov Phone: (970) 400-2534 Fax: (970) 304-6572 DATE OF BID: December 27, 2023 REQUEST FOR: IT Print Management Solution DEPARTMENT: INFORMATION TECHNOLOGY BID NO: #B2300066 PROJECT NAME: IT -1393 Print Management Solution PRESENT DATE: Monday, April 1, 2024 APPROVAL DATE: Monday, April 15, 2024 Vendor Name Product Total Bid Amount Address (includes first year support) Zivaro 3900 E Mexico Avenue, Suite 1000 Denver, CO 80210-3945 PrinterLogic $34,896.15 Toshiba Business Solutions 1101 W. 48th Ave. Denver, CO 80221 PaperCut Print Management $107,750.00 SDLC corp 5214F Diamond Heights Blvd San Francisco, CA 94131 Product name not identified within the RFP *** Disqualified, did not meet minimum requirements of the RFP*** ** Bids are being reviewed at this time by dept.** 2024-0744 4/1 1 i 00 13 Hello