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PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND
PROPEL, INC.
THIS AGREEMENT is made and entered into this 9th day of February, 2024, by and
between the Board of Weld County Commissioners, on behalf of Information Technology
hereinafter referred to as "County," and Propel, 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. B2300205.
Exhibit B consists of Contractor's Response to County's Request.
Exhibit C consists of Contractor's response to Best and Final Offer 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
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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. Ii 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.
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 $72, 025.00
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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 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.
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Contractor shall not make use of such material for purposes other than in connection with this
Agreement without prior written approval of County.
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.
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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
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of the Work under by the Contractor, its agents, representatives, employees, or
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 failures due to any cause beyond its reasonable control, including but not limited to Acts of
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God, fires, strikes, war, flood, earthquakes or Governmental actions.
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: Steve Walsh
Position: VP Operations
Address: 105 Continental Place, Suite 400
Address: Brentwood, TN 37027
E-mail: swalsh@propelwellness.com
Phone: 615-377-6116
TO COUNTY:
Name: Kelly Leffler
Position: Risk Manager
Address: 1150 O St.
Address: Greeley, CO 80631
E-mail: kleffler@weld.gov
Phone: 970-400-4220
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
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this Agreement. This Agreement may be changed or supplemented only by a written instrument
signed by boil 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.
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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.
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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:
Propel, Inc.
By: 4 V C
Name: Robert C. Layne
Title: President & CEO
February 9, 2024
Date of Signature
WELD C • TY:
ATTEST' ;€1
Weld Pou Clerk to the B ►ard
BY:
Deputy Clerk I f the : oard
10
BOARD OF COUNTY COMMISSIONERS
WELD CO , QOLOI O
Kevin D. Ross, Chair FEB 2 6 2024
o1a��, oil
Weld County
Request for Proposal: #B2300205
Wellness Platform Replacement for Weld
Weld County Department of Human Resources
ATTN: Kelly Leffler
RFP # B2300205 / Wellness Platform
1150O St
Greeley, CO 80632
Key Vendor Deadlines
Notice of Intention
11/6/2023 10:00 AM MST/MDT
Technical Questions / Inquiries
11/13/2023 10:00 AM MST/MDT
RFP Responses
12/1/2023 10:00 AM MST/MDT
Template -IT RFP 2023 1.0
Weld County Request for Proposal - RFP # B2300205
Wellness Platform Replacement for Weld
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
4.3 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
2/8/2024 4:30 PM
Page -2 HR -1585
Weld County Request for Proposal - RFP # B2300205
Wellness Platform Replacement for Weld
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
Wellness Platform Replacement for Weld. The purpose of this Request for Proposal (RFP) is
to invite prospective vendors to submit a proposal to supply a Wellness Platform
Replacement for Weld 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".
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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 10/26/2023
"Notice of Intention" Deadline 11/6/2023 10:00 AM MST/MDT
Technical Questions/Inquiries Deadline 11/13/2023 10:00 AM MST/MDT
RFP Addendum (all RFP questions answered) 11/20/2023
Submission Deadline for RFP Responses 12/1/2023 10:00 AM MST/MDT
Interviews / Demos 12/11/2023
Anticipated Post -Award dates:
Final Award Notification
Contract Negotiations Complete
Implementation Start Date
Implementation Completion Date
4 Proposal Preparation Instructions
12/27/2023
1/15/2023
2/1/2023
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
vender 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: Kelly Leffler
E-mail:
Telephone:
kleffler@weld.gov
(970) 400-4220
Weld County Administration
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ATTN: Kelly Leffler
1150 O St
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
Kelly Leffler 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:
Kelly Leffler
kleffler@weld.gov
Subject Line: B2300205 / Wellness Platform
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.
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All sections shall be combined into a single electronic document. Additionally, native
Excel documents for the Vendor Response Form and the 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.
RFP proposals must be delivered via email to the email address listed above on or before
12/1/21023 10:00 AM MST/MDT. Proposals received after this time will be disqualified.
4.4 Proposal Responses
The Berard 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.
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Note: Weld County is tax exempt and no taxes should be included with your
proposal.
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 Wellness
Platform Replacement for Weld.
d. Provide information on vendor's current clients, including the total number of
current clients they have provided Wellness Platform Replacement for Weld
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)
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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 50 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 Kelly Leffler 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 Wellness
Platform Replacement for Weld 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 Wellness Platform Replacement for Weld
based on an evaluation of all qualified proposals.
Qualified proposals will be evaluated on the following weighted criteria:
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Evaluation
Criteria
Evaluation Standards
Score %
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.
15%
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.
30%
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• % 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 accept or 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.
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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 employs approximately 1,900 individuals who focus on serving the needs of
Weld County residents. We're seeking a wellness platform that is engaging, easy to use, and
offers a comprehensive approach to wellness by including topics such has mental, physical,
emotional, and financial wellness. This wellness platform needs to be accessible to all Weld
County Employees whether they spend their days behind the computer or out in the field and
will need to have a level of customization to incorporate incentive options.
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
Weld County supports current versions of the following technologies. Solutions which rely
upon software or hardware that has exceeded or will exceed EOS or EOSL in the next 24
months will not be considered.
Server Hardware
Cisco UCS
Server Operating
Systems
VM Servers, Microsoft Servers
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
Microsoft SQL Servers
Printers
File Shares
Canon MFDs, HP, Dell
Windows Print Service
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Account Management
Microsoft Active Directory, Azure AD
Mobile Devices
Dell, HP, Panasonic, iPads, iPhones, Androids
*updated 10/19/2023
5.2 Technical Specifications
Technical specifications for requested Wellness Platform Replacement for Weld are
contained within the Vendor Response Form (attached below). Vendors should fill out the
Vendor Response Form in its enirety.
The Vendor Response Form contains 4 worksheets (tabs):
• General
• Technical
• Security
• Integration
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 Wellness Platform Replacement for Weld.
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.
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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 "REP"), 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
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Courty 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
Courty 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
Courty. Upon termination or expiration of this Agreement, unexpended funds advanced by
Courty, 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
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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,
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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
WeldCounty 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.
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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.
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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 shall 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,
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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
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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,
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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.
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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,
suppiers 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.
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Appendix A: Notice of Intention
NOTICE OF INTENTION
REQUEST FOR PROPOSAL
RFP # B2300205 / Wellness Platform
DUE 11/6/2023 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
# B2300205.
TO: Weld County Department of Information Technology
ATTN: Kelly Leffler
RFP # B2300205 / Wellness Platform
PO Boa 758 / 1401 North 17th Avenue
Greeley, CO 80632
Email: kleffler@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.
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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 # B2300205 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 12/1/2023.
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:
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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.
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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
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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)(l) 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."
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Page -27 HR -1585
Weld County Request for Proposal - RFP # B2300205
Wellness Platform Replacement for Weld
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:
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Page -28 HR -1585
Weld County Request for Proposal - RFP # B2300205
Wellness Platform Replacement for Weld
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
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Page -29 HR -1585
Weld County Request for Proposal - RFP # B2300205
Wellness Platform Replacement for Weld
CERTIFICATION
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.00v/about-us/ciis/ciis-security-pol icy-resource-center/view
Printed Name/Signature of Contractor Employee Date
Printed Name/Signature of Contractor Representative Date
Organization and Title of Contractor Representative
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Page -30 HR -1585
Propel appreciates the opportunity to participate in Weld County's Wellness Platform Replacement RFP.
Within this submission, Propel hopes to demonstrate its qualifications in the wellbeing platform space,
technical expertise and commitment to data security, exceptional platform capabilities and dedication
to Weld County's vision for its wellbeing program, and a reasonable and fair pricing model.
Propel's philoEophy on well-being is very simple: truly engage employees through relevant resources,
activities, and culture to motivate healthy habit formation. Most programs focus on participation and
many are epispdic. The end goal for those programs is to get significant numbers of a population to sign
up to participate in an activity, event or limited -scope program. We believe that participation -whether
motivated by curiosity, financial incentive, one's social network, or other reason -is only the first step to
achieving healthy behavior change. Participation must lead to engagement —the active, regular usage of
tools and resources. But engagement cannot be the end goal either. Engagement must lead to habits -
actual modification of neural pathways. Once the habit is formed, behavior change is internalized and
the motivation transitions from extrinsic to largely intrinsic. Habits built around healthy behaviors lead
to healthy outcomes —healthier individuals and healthier populations.
Propel's techrology helps our clients to create a healthier population and supports a holistic approach.
Because individuals are at various stages of change, Propel is capable of meeting each user at his and
her perceived place of need. From that point of engagement, other features, resources and functionality
can serve as c3talysts to drive further health -improvement engagement.
Propel hopes That at the conclusion of this process, we have made it abundantly clear that Weld County
will not only have an improvement in its technological capabilities with Propel, but will have a strategic
partnership that will create sustainable program growth.
Thank you for the opportunity to share Propel.
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Nicholas Layne
VP Global Sales & Marketing
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TABLE OF CONTENTS 3
TABLE OF CONTENTS
COVER LETTER 2
PRICING 4
VENDOR QUALIFICATIONS 5
References 5
NARRATIVE QUESTIONS 6
Project Plan 9
County Responsibilities 11
Additional Information 12
Standard Contract Template 12
ADA Compliance 16
Vendor Certification 16
Litigation 17
Additional Information — Propel Overview 17
Technical Response 26
PRICING
Costs
Comments
Year 1
/ Initial
Cost
Annual
Maintenance
Cost
Hardware
N/A
$ -
$
Software
Licensing
Annual
employees
dependents
Includes
eligibility
planning,
device/app
mobile
support
license
compatibility
branding,
setup,
(spouses
unlimited
included
connectivity,
fees
competition
configuration,
for
competitions,
and
free).
and
1900
full
ongoing
$ 68,400.00
$ 68,400.00
Third
(Middleware)
Party
Software
N/A
$
$
Installation
Considered
implementation
fees
$ 5,000.00
$
Integration
$1500
developer
feeds
Single
time
Sign -on, $150/hr
to set up
data
of
Legacy
Data
Loading
legacy
Propel
loads
data
up
for
to 2
no charge.
years of
$
$
Maintenance/Subscription
$950 annual
$2000 annual
fee.
hosting
incentive
fee
and
program
$ 2,950.00
$ 2,950.00
After-hours
support
:osts
In
incident
will
regard
available
responded
hours.
the
make
event
to
or
after
resolution
hours.
of
software
to
a
hours
within
high
Portal
issue,
without
via
24
priority
support
email
business
Propel
is
and
-
-
Documentation &
Training
Included
Project
Managemen-
Included
$ -
$
Consulting
Services
Included
$ -
$
Miscellaneous
Applicable
Discounts
(State
as a negative
number)
Total:
$ 76,350.00
$ 71,350.00
References
VENDOR QUALIFICATIONS
Duquesne Light Authority
Propel created a fully customized platform with multiple integrations, challenges, education and
portal capabilit es. The implementation took less than 60 days.
Contact: Nicole Emreschak, Benefits Specialist
Email: nemreschak@duqlight.com
Phone: (412) 393-1497
One America Financial
Propel created a fully customized platform with multiple integrations, challenges, education and
portal capabilities. The implementation took less than 60 days.
Contact: Stephanie Kaiser, Benefits and Wellness Manager
Email: stephanie.kaiser@oneamerica.com
Phone: (317) 908-2731
Redstone Federal Credit Union
Propel created a fully customized platform with multiple integrations, challenges, education and
portal capabilities. The implementation took less than 60 days.
Contact: Mv1elisa Rogers, Senior Human Resources Analyst
Email: mrogers@redfcu.org
Phone: (256) 722-8380
Schweitzer Engineering Laboratories
Propel created a fully customized platform with multiple integrations, challenges, education and
portal capabilities. The implementation took less than 60 days.
Contact: Shea Stover, Wellness Specialist
Email: Shea_slover@selinc.com
Phone: (509) 334-5366
Propel's core aparoach to wellbeing is to leverage the organization's culture to help drive
engagement. This is why we fully brand the entire platform for our clients, structure the
content, navigation, features and engagement plan specifically for our client's program, fully
customize the incentive program specifically around the client's and design the program
marketing tools specifically for the client's needs. Propel has a great deal of experience in
helping organizations that haven't gotten what they desired from their current wellbeing
platform transition to an engagement -focused platform that embodies their culture and vision.
Propel is a privately held, profitable company with a long track -record of revenue growth being
selected to provide sophisticated programming for some of the nation's and the world's largest
organizations to include: the State of California, Barclays, Rolls-Royce, Ameriprise Financial, CF
Industries, NAPA Auto Parts, Sutter Home, Marcum Accountants and Advisors, Boston University
and hundreds more.
1)
NARRATIVE QUESTIONS
Indica-e 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).
Propel releases new content quarterly and releases feature updates two to four times per year.
Over the past year, Propel has released an employee recognition module that allows
admin strators to award individuals, groups, teams, incentive program members, or competition
participants non -financial or gift -card reward with Propel's built-in gift card platform, updates to
its on -demand communication tool that gives administrators the ability to send targeted
messages to specific segments of its population within the administrator panel in Propel, updates
to trackable activities, a new Weight Management self -guided program, and dozens of new
articles, podcasts, exercise videos, recipes, and meditation tools.
In the next year, Propel is planning updates to its device integration connections, new self -paced
programs, updates to its tracking tools, new articles, guided workout videos, expanded recipe
library, meditation tools, and more.
2) Indicate vendor's compliance with offering ongoing Software maintenance (technical
support/upgrades) and specify:
a. Standard business hours for technical support
Prope is available Monday — Friday 8am — 5pm CST
b. Location(s) of support services
Prope 's support and account staff is located in Nashville, TN
c. Level of support during and outside of business hours (e.g., pager, 800 number, hours
of operation, etc.).
Prope is available by email, phone, and chat for member support. Administrators have a
dedicated account executive that is available via email and phone, as well as during regularly
scheduled bi-weekly meetings.
d. Specify any additional cost for support during non -business hours.
In the event of a high priority incident or software issue, Propel will make resolution without
regard to hours. Portal support is available after hours via email and responded to within 24
business hours.
e. Methods of reporting problems
If a support ticket is issued for a software problem, it is evaluated within 24-48 hours depending
on the level of importance of the feature, and findings are reported back to the individual
employee as well as entered into the ticket. If more follow-up is required, the client is notified of
findings and plans to fix the issue.
f. Response levels
Any ir quiry from the Client's program administrator (phone message or email message) to the
assigned Propel admin-support team will receive a response from the Propel account team within
4 hours of message receipt during business hours (unless an out -of -office message is posted
indicating the intended recipient is not available to receive messages due to vacation, illness,
holidays, etc.). For example, if a Propel account team member is not immediately available to take
a call from the designated Client admin and that admin leaves a message, Propel will respond
within 4 hours. If a message is left at 10:00 a.m. on a Friday, the Propel account team member
will respond no later than 2:00 p.m. on Friday. If a message is left at 4:00 p.m. on Friday, the
Propel account team member will respond no later than 11:00 a.m. on Monday. If the response
to the Client admin takes longer than 4 hours, and the Client reports such delay via email to
Propel's Vice President -Client Services, the response will be considered a "delayed response."
PERFORMANCE GUARANTEE: Propel guarantees no more than 2 delayed responses per month.
Should Propel fail to achieve this service level, Client will receive program credit as follows:
Performance Level Achieved:
0-2 delayed responses per month: $ 0 credit
3-4 delayed responses per month: $100 credit
4-5 delayed responses per month: $250 credit
5-6 delayed responses per month: $500 credit
7+ delayed responses per month: $750 credit
Any earned credits can be used toward single -sign -on setup fees, data -feed setup fees, custom
report development fees, etc.
g. How fixes are distributed and applied
If a fix is required, Propel will notify the client of the scope of the problem as well as a timetable
for a fix. All software fixes are deployed after peak hours. If a fix necessitates only an update to
the content of the site (e.g., incorrect statement on the portal), fixes can be deployed immediately
(and even by the client if desired).
h. Problem escalation process (including resolution process and timing)
A Portal Support representative will attempt to resolve a problem during the first touchpoint and
carefully document the issues that are occurring. If the Portal Support team is unable to resolve
the problem, a support ticket will be created. If a support ticket is issued for a software problem,
it is evaluated within 24-48 hours depending on the level of importance of the feature, and
findings are reported back to the individual employee as well as entered into the ticket. If more
follow-up is required, the client is notified of findings and plans to fix the issue. The Chief
Administrative Officer is responsible for overseeing this process and supervising the creation of
an action plan to solve the issue. During regular bi-weekly meetings, client administrators are
informed cf any outstanding tickets that are being solved.
Frequency of software updates/upgrades
Content is released quarterly. Software updates and upgrades are released two to four times per
year.
3
4
5
Indicate compliance with periodic software upgrades providing general feature enhancements
that must be guaranteed to be compatible with whatever system customization the Vendor
makeE to the original Wellness Platform Replacement for Weld.
Prope 's platform is designed to be customized by the client, and any software upgrades that
occur will be compatible with the customization that has occurred.
IT Tra ning 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.
Prope 's training for the IT project team will include the eligibility file format, data feed
specif cations, file upload specifications, and single sign -on procedures. Any IT project team
memker may also be trained on the Propel administrator panel features and reports. A file feed
spec cocument and administrator training manual will be provided.
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.
Department administrators will be given a virtual, live training session (and have access to a
recorded session) from the County's Account Executive. This will include platform features, how
to create private competitions, how to interact with particular areas of the portal, and cover any
special areas of the portal that may be created (for example, a dedicated wellness champions or
department leadership page.) An administrator training manual will be provided to anyone
granted admin access. For participants, a similar session can be made available, specifically
focusing on the end -user features and program outline. Propel's Account Executive can also help
highlight specific areas of an incentive program. This video can be posted on the portal.
6) Provide details of any subcontracting arrangements that will come into effect if vendor is
awarded the business outlined in this RFP.
If the County decides to utilize a biometric screening partner, health risk assessment partner, or
health coaching partner, these relationships can be brought by the County and contracted
directly, or can be provided by Propel in a subcontracted relationship. These are not mandatory
and, Es mentioned, allow the County to use its preferred vendor. Propel is vendor agnostic.
Project Plan
Propel proposes creating a fully -custom wellbeing platform for Weld County that is branded and
formatted to look and feel like you, strategically aligned for your near -term goals, and highly flexible to
meet long-term program goals. This is a SAAS solution that is available to any employee, regardless of
location.
The platform will take a holistic approach to wellbeing, seeking to engage employees where they are
and create sustainable engagement through building wellbeing into the County's culture.
Propel will begin with its proprietary 360 Engagement process that seeks to understand your culture,
unique challenges, short-term goals, and long-term goals. Propel takes this information and develops a
strategic plan to deliver a unique platform to meet and exceed your organization's requirements.
Once the first draft of the Portal is complete, your team will have an opportunity to review the platform
and collaborate with the Propel design and technical team to make adjustments. We don't just give you
the same Portal that every other client gets — every Portal Propel creates is completely unique.
Propel's responsive design technology allows 100% of the fully customized platform to be accessed by
(and is optimized for) all mobile platforms.
The Portal will have the ability to:
• automate and administrate an incentive program with multiple incentive structures supported
(participation -based, progress -based, outcomes -based, or a combination of the three);
• run an unlim ted number of competitions at individual, team and group levels, for any length of
time, over ary trackable action;
• allow participants to launch their own private, invitation -only competitions between individuals or
teams;
• provide a deep library of total well-being tools, resources, and programs, including self -guided
personal programs, downloadable healthy recipes, guided workout videos, mindfulness and
meditation resources, corrective exercise programming, podcasts, articles, and more;
• allow Weld County to make thousands of changes at any time, including the creation of pages,
u ploading content, embedding videos, writing blogs, and more;
• allow administrators on your team to pull dozens of reports at any time that can be exported to
e xcel for further data manipulation;
• allow administrators to send on -demand messages to any segment of your population at any time;
• launch employee recognition initiatives and directly reward individuals through a built-in gift card
platform;
• integrate benefits communication, community events, employee success stories, virtual health fairs
and more;
• allow the integration of data feeds into the platform and the creation of single sign-ons.
The initial implementation process may be conducted onsite or virtually. Propel begins its
implementations with its exclusive 360 Engagement planning process. Propel will work with you to
design a program plan and fully customized central platform with relevant programming resources and
tools. This initial implementation process will evaluate past program history, corporate culture and
initiatives, peer connection opportunities and appropriate wellbeing journey programming. Propel seeks
to understand what "success" looks like to the client (one-year, three-year, five-year) and then work
with you to develoa metrics to reflect that definition.
This strategic discussion will lead to a more detailed discussion around program features, customization
and configuration options available through the Propel platform.
Once the basic program framework is identified, the Propel primary account team who will also serve
as the implementation team —will begin meeting with the appropriate Propel team members to begin
detailing the program framework and implementation plan.
After the planting discussions, the Propel account team lead will set up regular, ongoing meetings
(typically weedy or more frequent) between the Propel implementation team and the client's
implementation team for the collaborative development of the client's customized Propel platform and
program elements best supporting the client's program strategy. The Propel implementation team will
develop a timeline, component to-do list and assignments. Typically, a Propel implementation will take
between 45-6D days.
The broad categories of the implementation process (and subjects of the implementation meetings)
include:
• Goals & Metrics
• Program Design
• Branding and Design
• Incen :ive Program Structure and required reporting
• Techrical Configuration (e.g., Eligibility File Setup, SSO, etc.)
• Communications and Program Marketing
• External Vendor/Resource Integration (as required)
• Competition Design and Other Engagement Strategies
• Admin/CMS Training
The technical team members from Propel will meet separately with Weld County technical leads to
complete the integration, largely focusing on the eligibility file feed, incoming or outgoing data feeds
required by if e County, and any applicable single sign-ons.
Propel will assign a business analyst to the implementation that will ensure deadlines are met and
appropriate personnel are involved. Weld County will be invoiced for the first year of license fees and
implementati xi fee upon the signing of the Master Services Agreement.
t*opdllt
County Responsibilities
The County's primary responsibility will be to provide Propel information and evaluate Propel's
recommendations during the implementation process. The initial implementation process is kicked off
with a high-level strategic discussion of the organization's program history, challenges, goals and
expectations. We seek to understand what "success" looks like to the County (one-year, three-year, five-
year) and then work with the client to develop metrics to reflect that definition.
We discuss organizational culture, communication strategies and work styles. We also discuss the details
around the organization's proposed program elements and bring our expertise and experience around
program design, incentive strategies, motivation strategies and industry best -practices. This strategic
discussion will lead to a more detailed discussion around program features, customization and
configuration options available through the Propel platform. Once the basic program framework is
identified, the Propel primary account team —who will also serve as the implementation team —will
begin meeting with the appropriate Propel team members to begin detailing the program framework
and implementation plan.
After the initial planning discussions, the Propel account team lead will set up regular, ongoing meetings
(typically weekly or more frequent) between the Propel implementation team and the County's
implementation team for the collaborative development of the County's customized Propel platform
and program elements best supporting the client's program strategy. The Propel implementation team
will develop a timeline, component to-do list and assignments. The continued County responsibility will
be to include all relevant personnel for discussions about technical integration, communications and
branding, program design, and administrator training. The County's feedback will be solicitated every
step of the way, focusing on finding the correct presentation and strategy for your unique population.
Additional Information
Standard Coitract Template
MASTER SERVICES AGREEMENT
This Master Services Agreement ("Agreement") is made by and between Propel, Inc. ("Propel") and
CLIENT NAME ("Client") with an effective date of MONTH DAY, YEAR.
Whereas Propel offers healthcare technology products, communications support and wellness -
program support services marketed under the brand name Propel', and
Whereas Client desires to utilize such products and services in support of its wellness strategy and
programming,
In consideration of the mutual promises set forth herein, Propel and Client (collectively, "Parties")
agree as fDllows:
1.0 Purpcse
The purpc se of this Master Services Agreement ("Agreement") is to establish the general terms and
conditions applicable to healthcare technology products, product licenses, communications support
and/or wellness -program support services (collectively "Products and Services") that Propel
provides from time -to -time to Client and Client Affiliates during the Term of this Agreement.
2.0 Services
Propel offers Client the following non -exhaustive list of potential services: Web -Portal design and
development, Propel'' Wellness software licensing, wellness platform technology programming,
data management and reporting support, survey administration, contact -center support, web -
content development and management, communications strategy, design and resource
development, copywriting, video production, learning management system licensing, lifestyle
program delivery, health risk assessment licensing, biometric screening, training content
development and licensing, training program design and training program management. When
Client desires to purchase, license or otherwise implement a particular service or product, the
scope of such work will be detailed in a uniquely numbered Statement of Work and incorporated
into this Agreement as set forth in paragraph 3.0 of this Agreement.
3.0 Statements of Work
Before an product or service, or set of products and/or services, is provided by Propel to Client, the
Parties will execute a uniquely numbered Statement of Work ("SOW") which, upon execution, will
be attached to this Agreement as an addendum and incorporated herein by reference. Each SOW
will provide the specific terms for each product purchased or licensed and/or each service
implemerted. Each SOW will incorporate and be governed by the terms of this Master Services
Agreement. In the event of a conflict with respect to specific terms of work defined in the SOW, the
SOW terms will prevail and supersede only those terms of the Agreement which are in conflict with
the SOW.
4.0 Headings
Headings used in this Agreement and any associated Statements of Work are provided for
convenience only and shall not be used to construe meaning or intent.
5.0 Term
The initial term of this Agreement shall be from the date of this Agreement to MONTH DAY, YEAR
("Term"). The initial term may be extended by written agreement signed by authorized
representatives of each Party, or by automatic renewal as described in paragraph 6.0 of this
Agreement. The initial term may also be extended through the execution of a SOW that contains a
term that extends beyond the initial Term of this Agreement. In such case the Term of this
12
Agreement shall extend to the end of the term of such SOW unless otherwise extended or modified
by the Parties in writing or automatically renewed.
6.0 Renewal
Unless the Parties otherwise terminate the Agreement in accordance with the termination
provisions of this Agreement, or modify the Term of this Agreement, this Agreement will
automatically renew for successive one-year terms ("Renewal Term") at the expiration of the initial
Term upon the terms then in effect, including all changes and amendments, at the rates in effect as
of the expiration of expiring Term. Unless otherwise stated in the terms of SOWs in effect at the
expiration of an exp ring Term, the SOWs will automatically renew in accordance with the provisions
of this paragraph 6.0. If a SOW (or SOWs) has a Term that extends beyond the Renewal Term and
the Agreement is not renewed beyond such Renewal Term, the Agreement will remain in effect until
the Term of such SOW (or SOWs) expires or is otherwise terminated in accordance with the
provisions of such SOW (or SOWs).
7.0 Termination
Unless either Party delivers to the other Party a notice of termination of this Agreement at least
sixty (60) days prior to the expiration of the Term of this Agreement, then this Agreement will renew
in accordance with paragraph 6.0 of this Agreement.
8.0 Client Support
During the Term of this Agreement and any Renewal Terms, Propel shall maintain an individual Lead
Account Executive who shall serve as the primary Propel representative under this Agreement and
all SOWs. Propel will also assign two additional employees to serve on Client's account -management
team. The Propel Lead Account Executive (or in his or her absence, his or her designee) shall have
overall responsibility for managing and coordinating the performance of Propel's obligations under
this Agreement and shall have a direct connection to Propel's Chief Executive Officer to ensure
authorization to act in a timely manner for and on behalf of Propel with respect to all matters
relating to the Agreement and all SOWs executed under this Agreement. Should Client have any
concerns regarding the assigned Lead Account Executive's performance in executing his or her
duties, Client agrees to contact Propel's Chief Executive Officer directly to discuss such concerns and
reach resolution.
9.0 Confidentiality and Proprietary Content
The Parties acknowledge the relationship governed by this Agreement will be subject to a Business
Associate Agreement (BAA) which covers in part, the handling of client confidential information and
potential Protected Health Information (PHI). This paragraph is to be read in conjunction with the
BAA between the Parties, which is attached as Addendum B and incorporated herein by reference;
to the extent there are any conflicts in provisions governing confidentiality and proprietary content,
the provision that creates the greatest protections for Client will prevail.
9.1 Confidential Information
The Parties recognize and acknowledge that this Agreement creates a confidential relationship
between them and the non-public information concerning each Party's business affairs, customers,
vendors, finances, methods of operation, computer programs, documentation, and other such
information, whether written, oral, or otherwise, is confidential in nature. All such information is
hereinafter collectively referred to as "Confidential Information."
9.2 Non -Disclosure
The Parties agree that, except as directed by each other, they will not at any time during or after the
expiration of the Term of this Agreement, disclose any Confidential Information to any person
whatsoever and that upon the termination of this Agreement, each Party will turn over to the other
all documents, papers, employee data, intellectual property and other material in its possession or
control that relate to the other. Each Party further agrees to bind its employees, contractors and
13
other parries under its control, to the terms and conditions of this Agreement.
10.0 Protection of Client Data
The work contemplated by the Parties to be performed under this Agreement requires that Personal
Information about Client's employees, retirees and/or the family members of employees ("Client
Data") may be accessed, transferred and/or stored in various formats. The following provisions
address the protection of such Client Data.
10.1 Propel shall comply with and shall cause each of its Subcontractors to comply
with all applicable laws and regulations including all data protection and security laws
and regulations whether in effect at the time of execution of this Agreement or
coming into effect thereafter.
10.2 Propel shall not obtain any ownership interest in Client Data as a result of the
work performed under this Agreement. Propel shall ensure that all Client Data is
encrypted at security industry accepted standard levels while in transit to or from
Propel systems.
10.3 Propel has and shall maintain administrative, technical and physical safeguards
to protect the security, integrity and confidentiality of Client Data, including the
protection of Client Data against any unauthorized or unlawful access to, use of, or
disclosure of Client Data.
10.4 All Client Data will reside in Propel's data center located in the United States.
11.0 Records Retention
Propel ag -ees to maintain and enforce retention policies for any and all reports, logs, audit trails and
any other documentation that provides evidence of security, systems, and audit processes and
procedures in accordance with all relevant laws and regulations.
12.0 Payment
12.1 Timiig of Payment
The payment schedule of work under this Agreement shall be set forth in each specific SOW.
12.2 Overdue Payment
A paymert that is not received within thirty (30) days following the invoice due date is considered
an Overdue Payment. Propel will impose and Client agrees to pay a late -payment charge at the rate
of one pe-cent (1.0%) per month on any overdue amount.
12.3 Remedy for Overdue Payment
In the event of an Overdue Payment, Propel will remove Client's access to any Software provided
under license to Client, cease performing work under this Agreement and retain all payments made
by Client, regardless of the remaining Term of this Agreement or any SOW. This remedy does not
relieve CI ent of its obligation to pay for services already rendered.
13.0 Taxes
In addition to all other amounts due under this Agreement and any SOW, Client agrees to pay to all
applicable taxes.
14.0 Warranty Disclaimer
PROPEL'S WARRANTIES SET FORTH IN THIS AGREEMENT OR UNDER ANY STATEMENT OF WORK
DULY EXECUTED BY THE PARTIES ATTACHED TO THIS AGREEMENT AND INCORPORATED HEREIN BY
REFERENCE ARE EXCLUSIVE AND ARE IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS
FOR A PARTICULAR PURPOSE.
15.0 Limitation of Liability
14
Propel shall not be responsible for, and shall not pay, any amount of incidental, consequential or
other indirect damages, whether based on lost revenue, based on a violation of any applicable law
or regulation relating to the privacy or security of Client Data, or otherwise, regardless of whether
Propel was advised of the possibility of such losses in advance. In no event shall Propel's liability
hereunder exceed the greater of the amount paid to Propel under this Agreement or $50,000.00,
whichever is greater, regardless of whether Client's claim is based on contract, tort, strict liability,
product liability or otherwise.
16.0 Force Majeure
Any delay or failure in the performance by either Party shall be excused if and to the extent caused
by the occurrence o' a Force Majeure. For purposes of this Agreement, Force Majeure shall mean a
cause or event that is not reasonably foreseeable or otherwise caused by or under the control of the
Party claiming Force Majeure, including acts of God, fires, floods, explosions, riots, wars, hurricane,
pandemic, domestic or international terrorism, vandalism, accident, restraint of government,
governmental acts, injunctions, labor strikes and other like events that are beyond the reasonable
anticipation and control of the Party affected thereby, despite such Party's reasonable efforts to
prevent, avoid, delay, or mitigate the effect of such acts, events or occurrences, and provided such
events or the effects thereof are not attributable to a Party's failure to perform its obligations under
this Agreement.
17.0 Third -party Failure to Perform
In some cases,. Propel may connect Client's third -party vendors/products/services to the Propel
platform as ar administrative and end -user convenience. Client acknowledges that such Client -third -
party vendor/products/services are not controlled by Propel and the performance of such Client -
third -party vendor/products/services is not guaranteed, warrantied or otherwise supported by
Propel. Further, unless otherwise specifically identified as an obligation of Propel under this
Agreement or any related Statement of Work, the failure of such Client -third -party
vendor/product/service to perform to a standard acceptable to Client is not to be construed as a
failure of Propel to perform its obligations under the Terms of this Agreement or any SOW.
18.0 Notice
Any notice required by this Agreement or given in connection with it, shall be in writing and shall be
given to the appropriate Party by personal delivery or by certified mail, postage prepaid, or
recognized overnight delivery services.
If to Propel:
Propel, Inc.
ATTN: President
105 Continental Place, Suite 400
Brentwood, Tennessee 37027
If to Client:
CLIENT NAME
ANN:
19.0 Governing Law
This Agreement shall be construed and enforced in accordance with the laws of the state of
Tennessee.
20.0 No Assignment
Neither this Agreement nor any interest in this Agreement may be assigned by either Party without
the prior express written approval of the other Party.
21.0 Final Agreement
This Agreement terminates and supersedes all prior understandings or agreements on the subject
matter hereof. This Agreement may be modified only by a further writing that is duly executed by
authorized rep'esentatives of each Party.
15
22.0 Severability
If any tern of this Agreement is held by a court of competent jurisdiction to be invalid or
unenforceable, then this Agreement, including all of the remaining terms, will remain in full force
and effect as if such invalid or unenforceable term had never been included.
SIGNATURE PAGE FOLLOWS
IN WITNESS WHEREOF, Propel, Inc. and Client have executed this Master Services Agreement on
the day and year first above written.
Propel, Inc. CLIENT NAME
ADA Compliance
Propel is ADA compliant and meets WCAG 2.2 standards for accessibility.
Vendor Cert?fication
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 # B2300205 issued by Weld County. The undersigned is a
duly authorized officer, hereby certifies that:
The Visibility Company, d.b.a Propel, Inc.
(Vendor Name)
agrees to be kound 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
12/1/2023.
The undersigr ed 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 ar 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: Nicholas Layne Title: VP Global Sales & Marketing
Signature: Date: 11/20/23
Name: Title:
Signature: Date:
Signature of Authorized Officer:
Name:
Signature:
Nicholas Layne
Title: VP Global Sales & Marketing
Date: 11/20/23
16
Litigation
Propel has not ha i over the last three years and does not currently have any litigation ongoing.
Additional Information — Propel Overview
Propel has been quietly serving global organizations' need for proficient, proven technology
combined with highly engaging programming and communication resources for two decades.
Propel serves domestic and global employers across diverse industries and includes such
organizations as Barclays, Rolls-Royce, State of California, NAPA Auto Parts and Sutter Home.
Propel's capabilities include the ability to fully customize an integrated, fully responsive portal to
drive engagement and well-being improvement among these employee populations as well as
the employees' spouses and dependents who are included at no cost.
Propel's core approach to well-being is to leverage the client's culture to help drive engagement.
This is why we fully brand the entire platform for our clients, structure the content, navigation,
features and engagement plan specifically for our client's program, fully customize the incentive
program around the client's culture and design the program marketing tools for the client's needs.
We do this with:
• Strategic program planning and design;
• Fully mobile -optimized web platform that has a built-in content management
system allowing instant access to make changes;
• Robust set of evidence -based well-being education, engagement tools and
resources;
• The most flexible and customizable challenge engine in the industry allowing the
client to launch an unlimited number of challenges that can be individual, team or
group -based covering any measurable action(s);
• A fully customizable incentive program engine allowing the client to run multiple,
global programs with unique program rules and global reward options;
• Sophisticated tracking tools allowing the user to track hundreds of actions along
with the ability to connect activity -tracking devices for automatic activity upload;
• Unlimited polls and surveys
• Employee recognition tools and a built-in gift -card platform
• The abipity for colleagues to connect with each other through messaging, teaming,
private challenges, success stories, employee recognition and more;
• Integration with third -party resources to enhance the well-being journey
experience;
• On -demand, real-time reporting for the administrator and real-time reporting for
the user; dashboards, leaderboards, custom surveys and more;
• Fully customized communication design to promote the program and initiatives.
17
Wellbeing Content Library
Propel offers a deep database of evidence -based educational content in multiple formats
(articles, videos, interactive modules, assessments, webinars, and more).
Topics for th s content include physical activity, nutrition, weight management, financial well-
being, stress management, tobacco use prevention, anxiety and depression, chronic disease
prevention, heart health, mindfulness, resilience, sleep health, life satisfaction, women's health,
men's health, corrective exercise, ergonomics, work/life balance and more.
Propel will dksign a completely customized Portal that is branded for the organization and
promotes th? organization's core health and well-being program goals. Content will be positioned
on the Porta and promoted in ways consistent with the organization's unique program needs.
The organization's Portal has its own Content Management System (CMS) allowing the
organization s well-being Portal to be easily modified for each monthly/quarterly program theme;
the dedicated Propel team provides full platform -management service while still allowing the
organization's team full control of the Portal to also make any changes at any time if desired. New
content can ae uploaded, existing content can be modified, moved or deleted. Links can be set
up, navigatic n modified, new features turned on, etc. at any time.
The Portal c&n even be structured with multiple versions ("nodes") that are localized for cifferent
regions if del.ired (localized for language, content, initiatives, communication, resources, etc.).
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Propel includes hundreds of evidence -based highly professional, integrated instructional videos from our
internal professionals as well as from our integrated partner, Caravan Wellness, covering a wide variety
of physical and mental health topics. We add new content to this library every quarter.
19
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Propel leads the industry with the most robust and customizable challenge engine available
allowing the organization to launch an unlimited number of individual, team and group
challenges biased on hundreds of trackable actions/topics. Challenges can be based on company -
defined groups (department, division, etc.) as well as based on geography (city, state, country,
etc.). Individ gals can also launch their own "private" individual and team challenges with select
colleagues/tams (only those who accept the invitation for these private challenges will be able to
participate and see the leaderboard).
Essentially, anything that is measurable can be tracked within Propel and used to support a challenge,
or incentive.
Participants :an self -report their activity and/or use a connected tracking device (e.g., Fitbit,
Garmin, Apple Watch, etc.) to track activity automatically.
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Propel customizes each client's incentive program to meet their needs whether the program is
outcomes -based, progress -based, or participation -based. The incentive structure is also
customized based on whether the program uses financial or non -financial incentives, and
whether it uses annual, quarterly, or monthly payments, or uses spot awards/raffles.
The Propel incentive platform can accommodate data input from the Propel tracking tools (and
third- party activity tracking devices such as Fitbit, Garmin, Apple Watch, etc.), data feeds from
third -party vendors, as well as data upload by the administrator. The Propel team provides
consultative support for the incentive design based on our deep research in behavioral economics
and motivation science, and our decades of experience. Propel programs the incentive rules and
designs a custom incentive -progress dashboard so the participant has a clear picture of the
program requirements and current program progress.
Propel can even serve as your incentive -fulfillment vendor as the platform has an integrated gift -
card program (with global card options) and a customizable "marketplace" for incentive
products/awards. The client can also use other incentives such as premium discount, health
savings account contribution, PTO, etc.
The organization can even run multiple incentive structures targeted at different groups;
employees will only see the incentive program that is relevant to them when they log in.
Following are a few examples of incentive -progress dashboards customized for different clients'
cultures.
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The flexibilit/ of the Propel platform makes it possible for our clients to integrate a wide variety of
resources and initiatives into their customized version of the Portal. For example, many of
Propel's clients choose to use the Portal as a benefits communication platform, community
initiatives platform, employee recognition platform, safety education platform and more. We
create specific sections of the platform to accommodate this content, add links, single -sign -on
connections wherever appropriate and even pull data from, or push data to, third parties to
create the best user experience. Creating one, integrated and customized platform for multiple
initiatives al po significantly improves the program administrator's experience.
Most all of these types of integrations are included at no additional cost.
Following are just a few examples of such program/initiative integrations.
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22
4t Reports
Propel offers dozens of real-time, on -demand reports accessible from the admin panel for
those employees the o-ganization gives administrator authorization. Reports are updated every
15 minutes and can be generated at any time and for any date range for comparison. The
reports can also De exported to Excel for further analysis if desired.
Propel also offers on -demand communication tools allowing the organization to communicate
specific messaging to selected groups at any time. Also included are tools that allow the
organization to create employee recognition programs that can send recognition messages and
that can even include g ft cards for a wide range of recognition initiatives. This functionality is
included at no acditional cost.
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Propel firmly believes that beneath every successful well-being and prevention program is a
strong marketing and communication foundation. Accordingly, Propel provides customized,
program communication planning and design support at no additional cost. This includes
writing custom communications and designing custom posters, flyers, digital communication,
email messaging, etc. as appropriate for the organization's culture and communication goals.
(Printing/mailing costs not included.)
Following are just a few examples of the thousands of custom communication resources we've designed for clients.
HYDRATION
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Propel believes in true aartnership and is dedicated to each of our client's program successes.
That's why we provide a dedicated team of account service professionals to each client and set
weekly or bi- weekly calls with each client's program -management team to ensure the tools,
resources, program plan and communication plan is on track to achieving the client's success
metrics as defined during our strategic planning/implementation process.
Thank you for including Propel in this important process. We look forward to learning more
about your program needs and goals and sharing more about Propel's capabilities!
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25
Technical Response
Ref
#
Criteria
Categor
y
Respons
e
Code
Comment
GE-
01
Provide
standards
guide
wellneess
programs,
strategies,
initiatives
ines
best
and
for
portal
and
practice
R
S
Your
with
strategy,
dedicated
administrators
and
execution.
account
to
team
help
with
planning,
bi-weekly
meets
GE-
02
Provide
webirars
tracking
regist-ation
indivi
challenges,
use
weight
log/components.
Upda-e
annua
new
content.
n
Jual
itrition
Ily
management
tools
wellness
tools,
and
and
and
tool,
easy
and
provide
health
event
team
to
R
S
All
content
say
portal.
recorded
administrative
completed
standard
in
what
is
Wellness
content
added
by
features
new
a
team
third
quarterly
content
webinars
from
or
within
party.
Propel,
health
is
and
added
can
Propel.
clients
utilize
integrate
educators,
to
New
their
pre-
have a
your
or
be
relevant
GE-
03
Lifestyle
Management
programs
weight,
exercise,
cessa
management,
financial
management,
cardiovascular,
sleep
nutrition,
(including
smoking
stress
S
S
Propel
programs,
instruction
additional
is
available
has
a
articles,
to
Lifestyle
as
library
teach
an
add
podcasts,
of
these
Medicine
on.
self
-paced
and
concepts.
e -learning
personal
video
An
course
_ion,
diabetes
GE-
04
Annual
earning
point
management.
tracking,
incentive
campaign,
and
R
S
Propel
your
payout
required
designs
preference.
a custom
activities,
incentive
incentive
strategy,
program
with
and
GE-
05
targe:
Ability
personalized
wellness
goals
to
resources
generate
goals
and
to
S
S
track
tools.
their
can set
progress
their
within
own
Propel's
private
goals
tracking
and
Employees
26
GE-
06
Mobile App
R
S
Propel's platform is fully available on mobile
devices through its responsive design There is
no discrepency between what an employee can
access on a desktop and a mobile device
GE-
07
Ability to integrate
with multiple
wearable devices, to
include apple
watches, samsung,
garmin, androids,
fitbit
R
S
Propel directly integrates with Apple, Google,
Fitbit, and Garmin, and indirectly connects to
dozens more
GE-
08
Ability to integrate
with multiple apps,
to include,
myfitnesspal, strava,
'health, runkeeper,
S
S
GE-
09
Health Risk
Assessment
S
TP
Propel gives clients the option of brining their
own HRA or using Propel's preferred provider,
Wellness Checkpoint Propel also has a well-
being assessment that focuses on lifestyle
practices that can be implemented
GE-
10
Engaging real age
model with the
ability to integrate
biometric values
directly into the HRA
to generate a
personal and specific
action plan using
tools of the portal
R
TP
Propel's Wellness Checkpoint partnership
allows biometric data to give a Wellbeing Age
to participants
GE-
11
Portal program and
communication
strategy (including
marketing materials
to promote site and
challenges)
R
S
Propel's integrated communication approach
provides clients with custom designed
marketing materials, branded for their
program, and offers multiple avenues of
communication (print, digital, on -portal, email,
etc ) Propel also provides strategic program
marketing guidance that has been built over
our 20+ years of experience
GE-
12
Regular
consultations with
vendor expert as
well as "as needed"
consults regarding
dashboard
personalization
program objectives,
incentive program
S
S
Propel is eager to be a true partner, which
means regular meetings, planning sessions,
brainstorming sessions, and more Propel's
responsiveness and attention to detail are a key
distinguishing factor for its clients
27
ideas
desigi,
porta
engaging
to
yea
to
fresh
r.
creative
keep
from
the
and
year
GE-
Platfcrm
has easy-
S
S
On -demand
reporting
allows
administrators
to
13
to
funct
Please
that
-use
onaility.
reporting
list
available
reports
pull
participation,
tracking,
program
referral
available
reporting
program
incentive
progress,
24/7.
over
challenge
incentive
progress,
membership,
engagement,
progress,
and
educational
redemption,
challenge
more.
activity
This
is
are
GE-
Abilit"
to
offer
R
S
Propel's
localization
functionality
allow
it
to
14
different
challenges,
and
selected
indivi
departments.
it
programs,
groups
events,
and
to
show
people.
for
visible
Incentive
communication,
departments
different
to
Many
the
programs,
content
Propel
employees
or
and
locations
challenges,
content
clients
to
in
different
those
have
that
can
specific
are
groups.
be
groups
localized
only
of
pages
in
formation
Jual
Propel.
be relevant
This
allows
to
the
everything
employee.
on
the
portal
to
TC-
If on-
)remise,
Describe
Propel
does
not
operate
on -premise.
Each
01
Provide
Server
client
has a separately
installed
web
application
operating
system
and
database
(accessed
through
a client
portal),
requi
ements
which
but
physically
is
located
maintained
on
servers
managed
for
Propel
by
by
IBM
Propel,
locations
Corporation,
party
based
data
clients).
center
inside
which
the
host
serves
U.S.
at
(Dallas,
as
IBM
Propel's
Data
Texas
third
Center
for
-
U.S.
TC-
Provi,ie
hardware
Describe
Propel
does
not
have
hardware
requirements
02
requi
ements
for
for
its
platform,
as it
is web
-based.
As long
as a
PCs/laptops/tablets
device
navigate
has internet
to
the
wellbeing
access,
it
portal.
will
be able
to
TC-
Supported
Describe
Windows,
macOS
03
work:
tation
operating
systems
TC-
List
a iy additional
Describe
1. memory
04
hardware
2. disk
space
requi
cements
(i.e.
3.
processors
printErs,
scanners,
To run the
Propel
platform,
one only
needs
a
applii
nces, etc.)
connection
needed
privileges
unless
to
and
the
the
wants
internet.
person
to download
has
No
disk
administrative
space
reports.
is
Propel
can run on
both
Windows
or Apple
28
platforms and on any type of mobile device
since it is a SAAS solution
TC-
05
Describe how the
application is
licensed (i e
concurrent, per user,
per site, etc )
Describe
Per eligible employee per year Spouses and
dependents are free
TC-
06
If on -premise,
Identify any third
party applications
that are required by
your software, and
the tested versions
needed
(eg,IIS, NET,
Apache, JAVA, and
ect )
Describe
N/A
TC-
07
List all supported
browsers and
browser versions
Describe
All modern browsers other than Internet
Explorer are supported
TC-
08
What is the
application upgrade
process? How many
times per year are
there upgrade
releases?
Describe
Clients are first made aware of new features or
updates to the Propel platform by their Account
Manager The Account Manager will provide
either documentation on updates and/or
provide a client walk-through of the updates
using our demo platform The Account
Manager will let the client know when the
updates will be deployed to the Staging
environment Once on Staging, the client will
have full access to explore the new release or
update prior to it being scheduled for
Production deployment Production deploys are
done after business hours and scheduled at
least 2 weeks prior with client approval
Releases are made 2 -4x per year
TC-
09
For a typical
configuration,
describe the typical
support role and
functions provided
by an information
technology person
Describe
An IT professional from the County will
primarily be responsible for coordinating the
implementation of eligibility file feeds, data
feeds, and any single sign -on connections
Propel's team will handle the bulk of this work,
but in the cases where internal connections
must be made, the County's IT leader will be
29
taking
work
will
point.
be required.
Following
implementation,
no
TC-
10
For
configuration,
describe
suppert
functions
by
(Human
person
a
a
-ypical
f anctional
role
the
Resources)
provided
typical
and
Describe
During
HR
information
necessary
providing
the
helping
with
Propel.
Propel's
run,
ensure
leader
portal
and
the
the
to
resources
After
support
recap
stakeholders
feedback
roll
implementation
will
execute
on
-out
launch,
help
initiatives,
the
on
growth.
by
and
the
and
organization,
and
this
a
bi-weekly
providing
launch
for
planning
strategy
making
person
make
the
phase,
of
platform,
background
bringing
decisions
process,
the
provided
will
basis
changes,
the
platform
have
County's
to
and
plan,
and
in
for
by
the
continued
SE-
01
forms
-Username/password
-Certifi:ate
-Biometric
-Token
What
authentication
supported?
Emplo"ee
partcipate
will
need
forms
may
include:
Spouses
in
a login.
of
Possible
the
are
program
that
Describe
Username/password
or SAML 2.0 SSO supported.
SE-
02
Single
support
Azure
'Comment'
descrik
Sign -On
using
AD. Use
e.
(SSO)
Microsoft
the
box
to
Describe
Yes
SE-
03
If SSO
supported/not
can
policy
Describe
the
s not
user
Je
capabilities.
password
customized?
enabled,
Describe
Yes,
rules.
the client can fully customize the password policy
SE-
04
If SSO
supported/not
is Multi
Authentication
availak
enforced?
supported
le?
s
-Factor
not
enabled,
(MFA)
Can it
Describe
MFA methods.
be
Describe
Yes, MFA
turned
is available
on for employees
and
the
to
client
use
can decide
if it is
30
SE-
05
Describe the sensitive
data collected,
processed, or stored in
this solution Sensitive
data may include
-Personally Identifiable
Information (PII)
-Personal Health
Information (PHI)
-Payment card data
-Criminal Justice
Information (CJI)
-Criminal History Record
Information (CHRI)
-Banking or other
finance -related data
Describe
Only PII and PHI are stored Policies containing procedures
are available upon request
SE-
06
Data is encrypted in
transit Use the
'Comment' box to
describe
R
Yes, using TLS1 2
SE-
07
Data is encrypted at rest
Use the 'Comment' box
to describe
R
Yes, AES256 and B!tlocker
SE-
08
If TLS is used, minimum
level accepted is TLS 1 2
R
Yes
SE-
09
For cloud and Software-
as -a -Service (SaaS)
proposals, describe the
proposed hosting vendor
Describe
Propel is hosted on bare -metal, physical servers in IBM
data centers
SE-
10
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
The platform for Weld County would be hosted in the IBM
data center in Dallas, TX
SE-
11
Security roles or
permissions can be
granted to either
individual accounts or to
groups Describe access
control to different
modules/levels of
software
S
Propel has security roles that are assigned to individuals
The adman role has access to the administrator panel, the
standard role is for employees and spouses, the limited
role is for dependents included in the platform
SE-
12
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
No
SE-
13
Solution is HIPAA
compliant
R
Yes
IN-
01
Solution supports
sending email via
Exchange
S
S
31
IN-
02
Solution
Active
integrates with
Directory/LDAP
R
NS
IN-
03
Solution
with
report
customer
integrations
Pc werBI
Juilding
for
custom
by
N
NS
IN-
04
Solution
WorkDay
integrates with
N
CF
Can do
SSO or pull
data
32
Exhibit C
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
N/A
$
S
Software
Licensing
Annual
employees
dependents
branding,
setup,
unlimited
connectivity,
compatibility
competition
license
configuration,
competitions,
(spouses
included
fees
full
and
mobile
for
planning,
ongoing
and
free).
1900
eligibility
device/app
Includes
support
$
65,075.00
$
65,075.00
Third
Party Software
(Middleware)
N/A
$
-
$
-
Installation
Considered
implementation
fees
$
4,000.00
$
-
Integration
$1500
developer
Single
time
Sign -on, $150/hr
to set up data
feeds
of
2 SSO Connections Included
Legacy Data Loading
Propel
data
loads
for
no
up to 2 years of
charge.
legacy
$
-
$
-
Maintenance/Subscription
$950 annual
annual
incentive
hosting
program
fee and
fee.
$2000
$
2,950.00
$
2,950.00
After-hours support costs
In
incident
will
to
not
the event
make
hours.
available
or
resolution
Regular
of
software
after
a
high
portal
hours.
priority
issue,
without
Propel
regard
support is
Documentation & Training
Included
Project Management
Included
$
-
$
-
Consulting
Services
Included
$
-
$
-
Miscellaneous
Applicable
Discounts
(State as a negative number)
Total:
$
72,025.00
$
68,025.00
Contract Form
Entity Information
Entity Name *
PROPEL INC
Contract Name
WELLNESS PLATFORM REPLACEMENT
Contract Status
CTB REVIEW
Entity ID*
@00048062
Contract Description
WELLNESS PLATFORM REPLACEMENT FOR WELD
Contract Description 2
BOCC WORK SESSION ON 2/5/24
APPROVED TO AWARD THE BID TO PROPEL ON 2/7/24
Contract Type*
AGREEMENT
Amount*
$72,025.00
Renewable"
YES
Automatic Renewal
Grant
IGA
Department
HUMAN RESOURCES
Department Email
CM-
HumanResources@weldgo
v.com
Department Head Email
CM-HumanResources-
DeptHead@weldgov.com
Bid/RFP #*
County Attorney B2300205
GENERAL COUNTY
ATTORNEY EMAIL
Q New Entity?
Contract ID
7837
Contract Lead
BPETERSON
Contract Lead Email
bpeterson@weld.gov
Parent Contract ID
Requires Board Approval
YES
Department Project #
Requested BOCC Agenda Due Date
Date* 02/17/2024
02/21/2024
Will a work session with BOCC be required?*
HAD
Does Contract require Purchasing Dept. to be
included?
YES
County Attorney Email
CM-
COUNTYATTORNEY@WEL
DGOV.COM
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
Contact Info
Review Date *
01/10/2025
Renewal Date *
02/01/2024
Committed Delivery Date Expiration Date
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
TOBY TAYLOR 02/16/2024
Approval Process
Department Head
JILL SCOTT
DH Approved Date
02/15/2024
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
02/26/2024
Finance Approver
CHERYL PATTELLI
Legal Counsel
BRUCE BARKER
Finance Approved Date Legal Counsel Approved Date
02/16/2024 02/16/2024
Tyler Ref #
AG 022624
Originator
BPETERSON
MEMORANDUM
TO: Esther Gesick, Clerk to the Board
FROM: Ryan Rose, Chief Information Officer
SUBJECT: B2300205. Wellness Platform RFP
BOCC Approval Date: 2/5/2024 2/7/2024
January 22, 2024
Proposals were received and opened on December 1, 2023 for Wellness Platform RFP
(HR -1585). Six (6) proposals were received ranging from $27,480.00 to $122,243.00.
Attached is the bid tabulation for your information.
We're seeking a wellness platform that is engaging, easy to use, and offers a
comprehensive approach to safety and wellness by including topics such has mental,
physical, emotional, and financial wellness. This wellness platform needs to be
accessible to all Weld County Employees whether they spend their days behind the
computer or out in the field and will need to have a level of customization to incorporate
incentive options.
The proposals were reviewed by both Information Technology and Human Resources
staff and the scoring of the RFP responses is attached. The results of the Committee
Evaluation (attached) show Propel, out of Brentwood, TN is the overall best value for
this solicitation. After receiving Propel's best and final offer, their cost of $72,025.00 will
be for the initial cost of the software licenses, first year of support, and required
professional services.
With the above information, I recommend the BOCC award the Wellness Platform RFP
to Propel for a total amount of $72,025.00.
aoaLl-oiHco
�-rooi3
PE003Co
Template Vendor Response 08-25-2020
Pricing
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
I _
Hardware
N/A
Year 1 / Initial Cost
Annual Maintenance
Cost
$
Software Licensing
Annual license fees for 1900
employees (spouses and
dependents included free). Includes
branding, configuration, eligibility
setup, competition planning,
unlimited competitions, device/app
connectivity, full mobile
compatibility and ongoing support
$ 65,075.00
Third Party Software (Middleware)
N/A
$
$ 65,075.00
Installation
Considered implementation fees
$ 4,000.00
Integration
$1500 Single Sign -on, $150/hr of
developer time to set up data feeds
2 SSO Connections Included
Legacy Data Loading
Propel loads up to 2 years of legacy
data for no charge.
$
Maintenance/Subscription
$950 annual hosting fee and $2000
annual incentive program fee.
$ 2,950.00
After-hours support costs
In the event of a high priority
incident or software issue, Propel
will make resolution without regard
to hours. Regular portal support is
not available after hours.
$ 2,950.00
Documentation & Training
Included
Project Management
Consulting Services
Included
Included
$
$
$
Miscellaneous
Applicable Discounts
(State as a negative number)
Total:
$ 72,025.00
$ 68,025.00
Template Vendor Response 08-25-2020
Pricing
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
Hardware
Comments
N/A
Year 1 / Initial Cost
$
Annual Maintenance
Cost
Software Licensing
Annual license fees for 1900
employees (spouses and
dependents included free). Includes
branding, configuration, eligibility
setup, competition planning,
unlimited competitions, device/app
connectivity, full mobile
compatibility and ongoing support
65,075.00
Third Party Software (Middleware)
N/A
$ 65,075.00
Installation
Considered implementation fees
$
4,000.00
Integration
$1500 Single Sign -on, $150/hr of
developer time to set up data feeds
2 SSO Connections Included
Legacy Data Loading
Propel loads up to 2 years of legacy
data for no charge.
Maintenance/Subscription
After-hours support costs
$950 annual hosting fee and $2000
annual incentive program fee.
In the event of a high priority
incident or software issue, Propel
will make resolution without regard
to hours. Regular portal support is
not available after hours.
$ 2,950.00
$ 2,950.00
Documentation & Training
Included
Project Management
Included
Consulting Services
Included
Miscellaneous
Applicable Discounts
(State as a negative number)
Total:
$ 72,025.00
$ 68,025.00
Skyler
Vendor Name Total Adjusted Score
,;14J
Navigate Well
Virgin Pulse
HealthSource
Propel
16
15 75
141
15
Monty
Vendor Name Total Adjusted Score
Navigate Well
GReach,Fitness
Virgin Pulse
141
14
13
12i
HeafthSource W v '°', W i''` 131
Propel
15
Kelly
Vendor Name Total Adjusted Score
Aetne� _
Navigate Well
`Reach Fitness
Virgin Pulse
;FHalthSoutrce', 777'
"r
Propel
Nicole
Vendor Name Total Adjusted Score
Aetna _F _ - 10i
Navigate Well 12
Reach Fitness ,^: -ti..,..
Virgin Pulse 14
:HealthSource, _ 12
Propel X11
Bonnie
Vendor Name Total Adjusted Score
Aetna
Navigate Well
Reach Fitness
Virgin Pulse
HealthSource
Propel
13
14
9
16
12
14
TOTALS
Vendor Name Total Adjusted Score Rank
Aetna
Navigate Well
Reach Fitness
Virgin Pulse
HealthSource
Propel
12.40 5
14.20 2
10.00 6
14.95 1
12.60 4
14.00 3
Eric - Security
Vendor Name Total Adjusted Score
Aetna
Navigate Well
Reach Fitness
Virgin Pulse
HealthSource
Propel
4.23
4.3
4.85
4.92
5
4.85
DATE OF BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
P ROJECT NAME:
P RESENT DATE:
APPROVAL DATE:
12/1/2023
Wellness Platform Solution
INFORMATION TECHNOLOGY / HUMAN RESOURCES
#B2300205
HR -1585 Wellness Platform RFP
1/22/2024
2/7/2024
Vendor Name & Address Product Total Bid Amount
WELD COUNTY Dept. of Information Technology
PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632
E-mail: kleffler�weldgov.com
Phone: (970) 400-4220
Fax: (970) 304-6572
Aetna
333 W. Wacker Dr. Suite 21
Chicago, IL 60606
Navigate
140 S. 68th St. Suite 2200 West
Des Moines, IA 50266
HealthSource Solutions
3149 Fernbrook Lane North
P lymouth, MN 55447
P ropel
105 Continental Place Suite 400
Brentwood, TN 37027
Virgin Pulse
75 Fountain St.
P rovidence, RI 02902
Reach Fitness
1235 Radio Road Suite 120
Redwood City, CA 94065
Member Engagement Platform
Optimized Wellbeing Portal
WellRight
Propel
Virgin Pulse
Reach Wellness Platform
** Bids are being reviewed at this time by dept.**
(includes first year support)
$27,480.00
($.60 per employee, per month for members, $2.90 per
employee per month for non-members)
$63,420.00
($2.65 per employee per month)
$68,200.00
($3.00 per employee per month)
$76,350 00
($3.00 per employee per month based on calculation of 1900
employees)
$82,500 00
($3.28 per employee per month based on calculation of 1900
employees)
$122,243.00
(Not clear enough to calculate per employee per month cost)
WELD COUNTY, CO
Memorandum
To: Board of County Commissioners
From: Jill Scott, Kelly Leffler
Date: 1/31/24
Subject: Wellness Platform Solution Bid B2300205
Human Resources is requesting an extension for approving Bid #B2300205. A work session is
scheduled for February 5th to discuss the received bids. A proposed vendor will be
recommended for approval on Wednesday, February 7th.
Thank You,
Jill Scott, Director of Human Resources
Kelly Leffler, Safety Manager
Z/5
2024r-OlA(D
170O13
}C 003to
WELD COUNTY Dept. of Information Technology
PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632
E-mail: kleffler(aiweldoov.com
Phone: (970) 400-4220
Fax: (970) 304-6572
DATE OF BID: 12/1/2023
REQUEST FOR: Wellness Platform Solution
DEPARTMENT: INFORMATION TECHNOLOGY / HUMAN RESOURCES
BID NO: #B2300205
PROJECT NAME: HR -1585 Wellness Platform RFP
PRESENT DATE: 1/22/2024
APPROVAL DATE: 2/5/2024
Vendor Name & Address
Product
Total Bid Amount
(includes first year support)
Aetna
333 W. Wacker Dr. Suite 21
Chicago, IL 60606
Member Engagement Platform
$27,480.00
($.60 per employee, per month for members, $2.90 per
employee per month for non-members)
Navigate
140 S. 68th St. Suite 2200 West
Des Moines, IA 50266
Optimized Wellbeing Portal
$63,420.00
($2.65 per employee per month)
HealthSource Solutions
3149 Fernbrook Lane North
Plymouth, MN 55447
WellRight
$68,200.00
($3.00 per employee per month)
Propel
105 Continental Place Suite 400
Brentwood, TN 37027
Propel
$76,350.00
($3.00 per employee per month based on calculation of 1900
employees)
Virgin Pulse
75 Fountain St.
Providence, RI 02902
Virgin Pulse
$82,500.00
($3.28 per employee per month based on calculation of 1900
employees)
Reach Fitness
1235 Radio Road Suite 120
Redwood City, CA 94065
Reach Wellness Platform
$122,243.00
(Not clear enough to calculate per employee per month cost)
O111A
** Bids are being reviewed at this time by dept.**
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