HomeMy WebLinkAbout20250023.tiffResolution
Approve Professional Service Agreement for Customization, Support, and
Integration Services for AthenaOne Electronic Medical Record (EMR) System, and
authorize Chair to sign — Cranberry Peak Consulting, LLC
Whereas, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
Whereas, the Board has been presented with a Professional Service Agreement for
Customization, Support, and Integration Services for the AthenaOne Electronic Medical
Record (EMR) System, between the County of Weld, State of Colorado, by and through
the Board of County Commissioners of Weld County, on behalf of the Department of
Public Health and Environment, and Cranberry Peak Consulting, LLC, commencing upon
full execution of signatures, and ending December 31, 2025, with further terms and
conditions being as stated in said agreement, and
Whereas, after review, the Board deems it advisable to approve said agreement, a copy
of which is attached hereto and incorporated herein by reference.
Now, therefore, be it resolved by the Board of County Commissioners of Weld County,
Colorado, that the Professional Service Agreement for Customization, Support, and
Integration Services for the AthenaOne Electronic Medical Record (EMR) System,
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Public Health and
Environment, and Cranberry Peak Consulting, LLC, be, and hereby is, approved.
Be it further resolved by the Board that the Chair be, and hereby is, authorized to sign
said agreement.
The Board of County Commissioners of Weld County, Colorado, adopted the above
and foregoing Resolution, on motion duly made and seconded, by the following vote on
the 6th day of January, A.D., 2025:
Perry L. Buck, Chair: Aye
Scott K. James, Pro-Tem: Aye
Jason S. Maxey: Aye
Lynette Peppler: Aye
Kevin D. Ross: Aye
Approved as to Form:
Bruce Barker, County Attorney
Attest:
Esther E. Gesick, Clerk to the Board
Cc: I -IL (5c/[3F/SK)
of /29/25
2025-0023
HL0058
CorrhvAc+1Dl� 3`l"l lv
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS AROUND TITLE: Professional Services Agreement for EMR Consultant
DEPARTMENT: PUBLIC HEALTH AND ENVIORNMENT DATE: December 12, 2024
PERSON REQUESTING: Jason Chessher, Executive Director
Shaun May, Public Health Services Division Director
Brief description of the problem/issue:
For the Board's review and approval is a professional services agreement between Ryan Dow, Electronic
Medical Record (EMR) Consultant, and the Board of County Commissioners of Weld County for the use
and benefit of the Weld County Department of Public Health and Environment (WCDPHE).
The purpose of this professional services agreement is to obtain customization, support, and integration
services to optimize and enhance the use of AthenaOne, our electronic medical record (EMR) system.
Services will focus on meeting grant reporting requirements, customizing clinical encounter workflows,
streamlining patient portal features, and ensuring seamless system integration and provider onboarding.
Activities will be conducted by current staff; no additional FTE is being requested.
What options exist for the Board?
With the approval of the Board, this professional services agreement will allow our department to
optimize and improve our use of our current EMR in a more timely and efficient manner.
If the Board declines approving this professional services agreement some inefficiencies regarding the use
of the EMR will continue.
Costs (Current Fiscal Year TOngoing orSubsequent Fiscal. Years)
This professional services contract has a "not to exceed" amount of $52 per hour up to and not exceed
$20,000 annually to cover the items listed in the Scope of Work.
Recommendation: I recommend approval to place this professional services agreement with Ryan Dow,
EMR Consultant on a future agenda for formal consideration.
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L. Buck, Pro-Tem Gtr'
Mike Freeman IY\e
Scott K. James ti*
Kevin D. Ross, Chair
Lori Saine / )
2025-0023
u c.o H LOO5
PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND
[CONTRACTOR]
THIS AGREEMENT is made and entered into this day of 3fk.Vt,Lkl
Z02,51by and between the Board of Weld County Commissioners, on behalf of - D
COUNTY DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT', hereinafter
referred to as "County," and [CRANBERRY PEAK CONSULTING, LLCC, 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 N/A Does not meet the threshold for an RFP
Exhibit B consists of Contractor's Response to County's Request for a scope of
services.
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
1
responsibilities described in the attached Exhibits. Both of the parties to this
Agreement understand and agree that the laws of the State of Colorado prohibit
County from entering into Agreements which bind County for periods longer than
one year. This Agreement may be extended upon mutual written agreement of the
Parties.
4. Termination; Breach; Cure. County may terminate this Agreement for its own
convenience upon thirty (30) days written notice to Contractor. Either Party may
immediately terminate this Agreement upon material breach of the other party,
however the breaching party shall have fifteen (15) days after receiving such notice
to cure such breach. Upon termination, County shall take possession of all materials,
equipment, tools and facilities owned by County which Contractor is using, by
whatever method it deems expedient; and, Contractor shall deliver to County all
drawings, drafts, or other documents it has completed or partially completed under
this Agreement, together with all other items, materials and documents which have
been paid for by County, and these items, materials and documents shall be the
property of County. Copies of work product that is incomplete at the time of
termination shall be marked "DRAFT -INCOMPLETE." If this Agreement is
terminated by County, Contractor shall be compensated for, and such compensation
shall be limited to, (1) the sum of the amounts contained in invoices which it has
submitted and which have been approved by the County; (2) the reasonable value to
County of the services which Contractor provided prior to the date of the termination
notice, but which had not yet been approved for payment; and (3) the cost of any
work which the County approves in writing which it determines is needed to
accomplish an orderly termination of the work. County shall be entitled to the use of
all material generated pursuant to this Agreement upon termination. Upon
termination of this Agreement by County, Contractor shall have no claim of any kind
whatsoever against the County by reason of such termination or by reason of any
act incidental thereto, except for compensation for work satisfactorily performed
and/or materials described herein properly delivered.
5. Extension or Amendment. Any amendments or modifications to this agreement
shall be in writing signed by both parties. No additional services or work performed
by Contractor shall be the basis for additional compensation unless and until
Contractor has obtained written authorization and acknowledgement by County for
such additional services. Accordingly, no claim that the County has been unjustly
enriched by any additional services, whether or not there is in fact any such unjust
enrichment, shall be the basis of any increase in the compensation payable
hereunder. In the event that written authorization and acknowledgment by the
County for such additional services is not timely executed and issued in strict
accordance with this Agreement, Contractor's rights with respect to such additional
services shall be deemed waived and such failure shall result in non-payment for
such additional services or work performed. In the event the County shall require
changes in the scope, character, or complexity of the work to be performed, and said
changes cause an increase or decrease in the time required or the costs to the
Contractor for performance, an equitable adjustment in fees and completion time
2
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 exceed $ 52 per hour up to and not exceeding $20,000. 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
3
personnel assigned to the Work during the performance of this Agreement and no
personnel to whom County has an objection, in its reasonable discretion, shall be
assigned to the Work. Contractor shall require each subcontractor, as approved by
County and to the extent of the Work to be performed by the subcontractor, to be
bound to Contractor by the terms of this Agreement, and to assume toward
Contractor all the obligations and responsibilities which Contractor, by this
Agreement, assumes toward County. County shall have the right (but not the
obligation) to enforce the provisions of this Agreement against any subcontractor
hired by Contractor and Contractor shall cooperate in such process. The Contractor
shall be responsible for the acts and omissions of its agents, employees and
subcontractors.
9. Ownership. All work and information obtained by Contractor under this Agreement
or individual work order shall become or remain (as applicable), the property of
County. In addition, all reports, documents, data, plans, drawings, records and
computer files generated by Contractor in relation to this Agreement and all reports,
test results and all other tangible materials obtained and/or produced in connection
with the performance of this Agreement, whether or not such materials are in
completed form, shall at all times be considered the property of the County.
Contractor shall not make use of such material for purposes other than in connection
with this Agreement without prior written approval of County.
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
4
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.
Types of Insurance.
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.
5
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.
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.
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.
No limitation of Liability. The insurance coverages specified in this Agreement
are the minimum requirements, and these requirements do not decrease or limit the
liability of Contractor. The County in no way warrants that the minimum limits
contained herein are sufficient to protect the Contractor from liabilities that might
arise out of the performance of the Work under by the Contractor, its agents,
representatives, employees, or 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.
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.
6
14.Indemnity. The Contractor shall defend, indemnify and hold harmless County, its
officers, agents, and employees, from and against any and all injury, loss, damage,
liability, suits, actions, claims, or willful acts or omissions of any type or character
arising out of the Work done in fulfillment of the terms of this Agreement or on
account of any act, claim or amount arising or recovered under workers'
compensation law or arising out of the failure of the Contractor to conform to any
statutes, ordinances, regulation, judicial decision, or other law or court decree. The
Contractor shall be fully responsible and liable for any and all injuries or damage
received or sustained by any person, persons, or property on account of its
performance under this Agreement or its failure to comply with the provisions of the
Agreement. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this contract of indemnity applies.
In consideration of the award of this contract, the Contractor agrees to waive all
rights of subrogation against the County its associated and/or affiliated entities,
successors, or assigns, its elected officials, trustees, employees, agents, and
volunteers for losses arising from the work performed by the Contractor for the
County. A failure to comply with this provision shall result in County's right to
immediately terminate this Agreement.
15. Non -Assignment. Contractor may not assign or transfer this Agreement or any
interest therein or claim thereunder, without the prior written approval of County. Any
attempts by Contractor to assign or transfer its rights hereunder without such prior
approval by County shall, at the option of County, automatically terminate this
Agreement and all rights of Contractor hereunder. Such consent may be granted or
denied at the sole and absolute discretion of County.
16. Examination of Records. To the extent required by law, the Contractor agrees that
an duly authorized representative of County, including the County Auditor, shall have
access to and the right to examine and audit any books, documents, papers and
records of Contractor, involving all matters and/or transactions related to this
Agreement. Contractor agrees to maintain these documents for three years from the
date of the last payment received.
17. Interruptions. Neither party to this Agreement shall be liable to the other for delays
in delivery or failure to deliver or otherwise to perform any obligation under this
Agreement, where such failure is due to any cause beyond its reasonable control,
including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or
Governmental actions.
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:
7
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: Cranberry Peak Consulting, LLC
Position: President_
Address: 601 Halldale Rd
Address: Montville, ME 04941
E-mail: cranberrypeakconsulting@gmail.com
Phone: (207) 616-6208
TO COUNTY:
Name: Shaun May
Position: Division Director
Address: 1555 North 17th Ave
Address: Crppipy, Cci RQR31
E-mail: smay@weld gnv
Phone: 970-400-2309
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 AgreementlModifications. This Agreement including the Exhibits attached
hereto and incorporated herein, contains the entire agreement between the parties
with respect to the subject matter contained in this Agreement. This instrument
supersedes all prior negotiations, representations, and understandings or
agreements with respect to the subject matter contained in this Agreement. This
Agreement may be changed or supplemented only by a written instrument signed by
both parties.
22. Fund Availability. Financial obligations of the County payable after the current
fiscal year are contingent upon funds for that purpose being appropriated, budgeted
and otherwise made available. Execution of this Agreement by County does not
8
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.
30. Public Contracts for Services Contractor certifies, warrants, and agrees that it
does not knowingly employ or contract with an illegal alien who will perform work
9
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. Contractor shall
not knowingly employ or contract with an illegal alien to perform work under this
Agreement or 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 contract 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 by the Colorado Department of Labor and
Employment. Contractor shall, within twenty days after hiring a 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 the other requirements of federal or state
law. If Contractor fails to comply with any requirement of this provision, 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, 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 federal or state law, and (c)
shall produce one of the forms of identification required by federal law 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.
10
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.
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:
_Cranberry Peak Consulting, LLC_
By:
Name: an Dow _
Title: President
12/04/2024
Date of Signature
WELD COy '✓
ATTEST: ,� J � .1!".4,0:64, BOARD OF COUNTY COMMISSIONERS
Weld County Clerk to the Board WEOUNTY, COL DO
l�l
Deputy Clerk to the Boar
BY:
11
1075- 0023
Scope of Services
For: [Weld County Public Health]
Prepared by: [Ryan Dow]
Date: [ 10/28/2024]
1. Purpose and Objectives
The purpose of this scope of services document is to outline the customization, support, and
integration services required by the Weld County Government Healthcare Provider to optimize and
enhance their use of athenaOne as their electronic medical record (EMR) system. Services will
focus on meeting grant reporting requirements, customizing clinical encounter workflows,
streamlining patient portal features, and ensuring seamless system integration and provider
onboarding.
2. Scope of Services
The following services will be provided:
Service 1: Report Building and Review
1. Custom Field and Notes Section Creation: Develop and configure custom fields and
notes sections to capture required data points for grant reporting.
2. Custom Report Building: Build custom reports that aggregate relevant data to meet grant
and compliance requirements.
3. Existing Report Modification: Review and refine existing reports to ensure data accuracy,
relevancy, and alignment with reporting needs.
Service 2: Clinical Encounter Customization and Streamlining
1. Electronic Referral Orders: Implement electronic referral orders to improve the efficiency
and accuracy of patient referrals.
2. Order Sets and Procedure Templates: Create and map specific order sets and procedure
templates to the correct CPT codes to ensure consistency and billing accuracy.
3. Appointment -Specific Encounter Layouts: Customize encounter layouts based on the
type of appointment, ensuring clinical staff can easily access relevant information for each
visit.
Service 3: Task Assignment Override (TAO) Review
1. TAO Mapping and Review: Assess current TAO mappings to ensure documents and
messages are routed correctly based on Weld County's specific workflows.
2. Updates and Additions: Add or modify TAOs as necessary to ensure accurate and efficient
task routing.
Service 4: Patient Portal Setup and Customization
1. Appointment Scheduling Configuration: Customize the scheduling options available
through the patient portal to optimize appointment bookings.
2. Results View Customization: Set up and configure the results view in the portal to provide
patients with easy, secure access to their results.
3. Intake/Encounter Forms: Develop and deploy patient -facing forms for intake and
encounter documentation, accessible directly through the portal.
4. Patient Portal Adoption Strategies: Assist with patient portal onboarding and training
strategies to promote active patient engagement and portal utilization.
Service 5: Clinical Forms Customization
1. New Form Creation: Develop new clinical forms in PDF or HTML format tailored to the
unique documentation needs of the healthcare provider.
2. Existing Form Modification: Review and modify current clinical forms to align with current
requirements and workflows.
Service 6: Interface Network Management
1. Interface Functionality Review: Regularly assess existing interfaces to confirm
functionality and ensure seamless data flow.
2. Error and Mapping Issue Resolution: Troubleshoot and resolve any errors or mapping
discrepancies within the interface message queue manager.
3. New Interface Implementation: Implement new connections using APIs, HL7, FLATFILE,
or other integration methods to support expanded interoperability.
Service 7: athenaOne Provider Onboarding and Support
1. Provider Training and Resources: Provide comprehensive onboarding training for new
users and ongoing support for existing athenaOne users.
2. Help Desk Services: Act as a help desk to answer questions and resolve issues related to
athenaOne.
3. Internal Documentation Development: Create a repository of "tips and tricks," known
issues, and resolution documentation for internal use.
3. Deliverables
The deliverables for this project include:
Custom fields and reports for grant compliance
Streamlined clinical encounter templates and order sets
Task Assignment Override (TAO) documentation and mappings
Patient portal setup documentation and customization
Customizable clinical forms in PDF or HTML format
Functional interface reviews and newly implemented connections
Provider onboarding and training materials, including support documentation
4. Roles and Responsibilities
Service Provider Responsibilities:
Develop and implement the specified configurations and customizations.
Conduct regular meetings with client stakeholders to assess needs and report on progress.
Provide documentation for any customizations or workflows implemented.
Deliver training and support as detailed in the scope of services.
Client Responsibilities:
• Provide access to necessary system components and stakeholder contacts.
• Supply any documentation or data required for customization.
• Designate a point of contact for project communications and approvals.
• Participate in required training sessions and adopt recommended workflows.
5. Assumptions and Exclusions
Assumptions:
• The client will provide timely feedback on deliverables.
• Necessary permissions and access to athenaOne modules and data will be available.
Exclusions:
• Any service outside the detailed scope will require a separate agreement.
• System changes or customizations requested after the initial scope has been approved will
follow the outlined change request process.
6. Quality Assurance and Approval Process
• Quality Standards: All deliverables will meet industry standards and be thoroughly tested
for accuracy and functionality.
• Review and Approval: Each deliverable will be reviewed by the client for approval before
proceeding to the next phase of the project.
7. Compensation
• The Client agrees to pay the contractor an hourly rate of $52.00 for services rendered. This
rate applies to all work performed under the scope of services outlined in this document,
including but not limited to planning, execution, communication, and any necessary
adjustments. The contractor will track hours worked and provide a detailed invoice to the
Client on a [weekly/bi-weekly/monthly] basis or as otherwise agreed.
Contract Form
Entity Information
Entity Name* Entity ID*
CRANBERRY PEAK CONSULTANTS @00049374
LLC
O New Entity?
Contract Name * Contract ID
PROFESSIONAL SERVICES AGREEMENT FOR EMR 8976
CONSULTANT - RYAN DOW
Contract Status
CTB REVIEW
Contract Lead *
BFRITZ
Contract Lead Email
bfritz@weld.gov;Health-
Contracts@weld.gov
Contract Description*
PROFESSIONAL SERVICES AGREEMENT FOR EMR CONSULTANT - RYAN DOW
Contract Description 2
Contract Type*
AGREEMENT
Amount*
$52.00
Renewable*
NO
Automatic Renewal
Grant
IGA
Department
HEALTH
Department Email
CM-Health@weld.gov
Department Head Email
CM-Health-
DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
D.GOV
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Parent Contract ID
Requires Board Approval
YES
Department Project #
Requested BOCC Agenda Due Date
Date* 01 /02/2025
01/06/2025
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be
included?
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*
12/01/2025
Committed Delivery Date
Renewal Date
Expiration Date*
12/31/2025
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head
JASON CHESSHER
DH Approved Date
12/19/2024
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
01/06/2025
Finance Approver
CHERYL PATTELLI
Legal Counsel
BYRON HOWELL
Finance Approved Date Legal Counsel Approved Date
12/19/2024 12/19/2024
Tyler Ref #
AG 010625
Originator
BFRITZ
Hello