HomeMy WebLinkAbout20251318.tiff Cortvac+DO-I O%33
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE: Award Recommendation for Budget and ACFR Publishing Software RFP (B2500059)
DEPARTMENT: Information Technology & Finance DATE: 12/12/2025
PERSON REQUESTING: Jennifer Oftelie and Rusty Williams, Finance and Accounting
Brief description of the problem/issue:
During the ERP Financials implementation, it was determined that a solution for publishing the budget book
and ACFR reporting was needed. An RFP was conducted, and three proposals were received, where one was
immediately disqualified for being incomplete. Finance, Accounting, and the Information Technology staff
reviewed both remaining proposals, held demos/interviews. and requested BAFO pricing. After this process,
both companies' reference checks were also contacted. Attached are the scores from the RFP selection
committee and the BAFO costs of the RFP proposals.
The selection committee determined that IGM Technology Corporation out of Ontario, Canada best meets the
requirements for Weld County. Their proposed cost for the initial year is $106,684.00., with a 3-year cost of
$245,442.76. The team would like to enter into contract in 2025 to start implementing for the 2027 budget
process. This is approximately six months earlier than originally planned and would require the department to
use salary savings in 2025 for the initial implementation, bringing in $20,000 over the original budget for 2026
for this early release.
With the above information, we recommend the BOCC award the Publishing Software for both the Budget Book
and Annual Comprehensive Financial Report to IGM Technology Corporation for a total initial year cost of
$106,684.00.
What options exist for the Board?
Consequences: Not approving this will result in the Finance and Accounting team continuing with the
use of their current tools which are primarily manual.
Impacts: If awarded, this tool would be used to improve the efficiency of creating the ACFR and the
budget book. Otherwise, these publications will be done as they are today, which is mainly manual
processes. The ACFR software currently being utilized will not be able to continue with the
implementation of Workday, so a different solution is an absolute necessity.
Costs (Current Fiscal Year/ Ongoing or Subsequent Fiscal Years):
The initial year cost is $106,684.00., with a 3 year cost of$245,442.76. All but the initial $20,000 for
early implementation is already planned for in the Finance budget.
Recommendation:
The recommendation is to proceed forward with this award to IGM Technology Corporation and put this
recommendation on the next available BOCC agenda.
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Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L. Buck •
Scott K. James 01-11.
Jason S. Maxey , Tv/
Lynette Peppler
Kevin D. Ross 7"''
Docusign Envelope ID:DC626C06-4759-4805-9145-89E98AFE7CB4
GRAVITY
ORDER FORM
Prepared by Name:Paul Felton
Prepared by Email:pfetton@onegravity.com
Customer Information Gravity Information
County of Weld,CO IGM US Holdings,Inc"Gravity"
Billing Address: Primary Address:
PO Box 758 333 SE 2 Ave,
Greeley,Colorado 80632 Miami,FL 33131
Billing Email Address:joftelie@weld.gov Contact Email:mmattson@igm.technology
Order Details
Subscription Start Date:4/1/2026 Annual Recurring Base Software Fee:$64,464.00
Subscription End Date:3/31/2029 Total One-Time Services Fee:$42,220.00
Currency: USD Annual Price Adjustment:5%
Payment Term: NET 30 Contract Term(Months):36
Software Services
Product/Service Additional Details
(If applicable)
Core Environment&User Access Setup Access includes up to 25 Named Users
ACFR Automation-Software
Budget Book Automation-Software
PAFR Automation-Software
Quarterly Report Automation-Software
Monthly Report Automation-Software
Data Integration w/Workday
ADA Compliance-Software
TOTAL SOFTWARE SERVICES FEE $64,464
Professional Services
Service Additional Details
(If applicable)
ACFR Automation-Setup Support
PAFR Automation-Setup Support
Budget Book Automation-Setup Support
Quarterly Report Automation-Setup Support
Docusign Envelope ID:DC626C06-4759-4805-9145-89E98AFE7CB4
GRAVITY
Monthly Report Automation-Setup Support
Single Sign-On:Setup
Data Integration w/Workday-Setup Support
ADA Compliance-Setup Support
TOTAL PROFESSIONAL SERVICES FEE $42,220
Billing Table
Start Date End Date Total Amount
12/30/2025 3/31/2026 $42,220
4/1/2026 3/31/2027 $64,464
4/1/2027 3/31/2028 $67,687
4/1/2028 3/31/2029 $71,071
Additional Details:
See Statement of Work attached as Exhibit A
First year fees are payable net 30 days from the Effective Date of this Agreement.
Signatures
This Order Form is entered into between IGM US Holdings,Inc.,with its principal place of business at 333 SE 2n0 Ave,Miami,FL 33131("Company"or
"Gravity"),and the entity identified above("Customer"),and is effective as of the date on which the last party executes this Order Form"the"Effective Date").
This Order Form includes and incorporates the attached Terms and Conditions("T&Cs"),as well as any applicable Statement of Work("SOW")incorporated
herein,in the event Professional Services are purchased.The Order Form,T&Cs,and any SOW shall collectively be referred to as the"Agreement."
IGM US Holdings,In Signed by: Weld County,CO: Board of County
A, _hi)0� Commissioner
Signature: ,vl0.l
Name: Mich aeattso
DD 55 C t7s° n ...19 Signature'
Title: Name: Sc K.James
CRO Date: Title: Chair,Board of Weld County Commissioners
1/14/2026 I 2:10 PM MST Date: J N 1 4 2
025
Attest. ...47. "a'Fi �► L4
Clerk to th Board f t
By: t � 1861 a:#0
Deputy Clerk to the Boar / ��; `
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GRAVITY
TERMS AND CONDITIONS
1. Software as a Service("SAAS")SERVICES AND SUPPORT
1.1. Subject to the terms of this Agreement,Company will use commercially reasonable efforts to provide Customer
the Services in accordance with the Service Level Terms attached hereto as Exhibit B.
1.2. Subject to the terms hereof,Company will provide Customer with reasonable technical support services in
accordance with the Support Terms attached hereto as Exhibit C.
2. RESTRICTIONS AND RESPONSIBILITIES
2.1. Customer will not,directly or indirectly:reverse engineer,decompile,disassemble or otherwise attempt to
discover the source code,object code or underlying structure,ideas,know-how or algorithms relevant to the
Services or any software,documentation or data related to the Services("Software");modify,translate,or
create derivative works based on the Services or any Software(except to the extent expressly permitted by
Company or authorized within the Services);use the Services or any Software for timesharing or service bureau
purposes or otherwise for the benefit of a third party;or remove any proprietary notices or labels.
2.2. Customer represents,covenants,and warrants that Customer will use the Services only in compliance with all
applicable laws and regulations.Customer hereby agrees to indemnify and hold harmless to the extent
permitted under Colorado law,company against any damages,losses,liabilities,settlements and expenses
(including without limitation costs and attorneys'fees)in connection with any claim or action that arises from an
alleged violation of the foregoing or otherwise from Customer's use of Services.
2.3. Customer shall be responsible for obtaining and maintaining any equipment and ancillary services needed to
connect to,access or otherwise use the Services,including,without limitation,modems,hardware,servers,
software,operating systems,networking,web servers and the like(collectively,"Equipment").Customer shall
also be responsible for maintaining the security of the Equipment and the administrative and user passwords.
3. CONFIDENTIALITY;PROPRIETARY RIGHTS
3.1. Each party(the"Receiving Party")understands that the other party(the"Disclosing Party")has disclosed or may
disclose business,technical or financial information relating to the Disclosing Party's business(hereinafter
referred to as"Proprietary Information"of the Disclosing Party).Proprietary Information of Company includes
non-public information regarding features,functionality and performance of the Service.Proprietary Information
of Customer includes non-public data provided by Customer to Company to enable the provision of the Services
("Customer Data").The Receiving Party agrees:(i)to take reasonable precautions to protect such Proprietary
Information,and(ii)not to use(except in performance of the Services or as otherwise permitted herein)or
divulge to any third person any such Proprietary Information.The Disclosing Party agrees that the foregoing shall
not apply with respect to any information after five(5)years following the disclosure thereof or any information
that the Receiving Party can document(a)is or becomes generally available to the public,or(b)was in its
possession or known by it prior to receipt from the Disclosing Party,or(c)was rightfully disclosed to it without
restriction by a third party,or(d)was independently developed without use of any Proprietary Information of the
Disclosing Party or(e)is required to be disclosed by law.
3.2. Customer shall own all right,title and interest in and to the Customer Data.Company shall own and retain all
right,title and interest in and to(a)the Services and Software,all improvements,enhancements or
modifications thereto,(b)any software,applications,inventions or other technology developed in connection
with Implementation Services or support,and(c)all intellectual property rights related to any of the foregoing.
3.3. No rights or licenses are granted except as expressly set forth herein.
GRAVITY
4. PAYMENT OF FEES
4.1. Customer will pay Company the then applicable fees described in the Order Form for the Services and
Implementation Services in accordance with the terms therein(the"Fees").If Customer's use of the Services
exceeds the Service Capacity set forth on the Order Form or otherwise requires the payment of additional fees
(per the terms of this Agreement),Customer shall be billed for such usage and Customer agrees to pay the
additional fees in the manner provided herein.Company reserves the right to increase the Service Fees to reflect
inflation and ongoing enhancements applied to the software platform,not to exceed 5%,to change the Fees or
applicable charges and to institute new charges and Fees at the end of the Initial Service Term or then-current
renewal term.If Customer believes that Company has billed Customer incorrectly,Customer must contact
Company no later than 60 days after the closing date on the first billing statement in which the error or problem
appeared,in order to receive an adjustment or credit.Inquiries should be directed to Company's customer
support department.
4.2. Company will bill through an invoice. Full payment for invoices issued in any given month must be received by
Company within thirty(30)days after the mailing date of the invoice.Unpaid amounts are subject to a finance
charge of 1.5%per month on any outstanding balance,or the maximum permitted by law,whichever is lower,
plus all expenses of collection and may result in immediate termination of Service.
5. TERM AND TERMINATION
5.1. Subject to earlier termination as provided below,this Agreement is for the Initial Service Term as specified in the
SaaS Services Agreement,and shall be automatically renewed for additional periods of the same duration as the
Initial Service Term(collectively,the"Term"),unless either party requests termination at least thirty(30)days
prior to the end of the then-current term.
5.2. Termination for Non-Appropriation of Funds:Contract will terminate if funds are not appropriated
for it in the county's budget for each future fiscal year.The contract will terminate on the last fiscal
year for which funds were appropriated within the term.
5.3. In addition to any other remedies,it may have,either party may also terminate this Agreement
upon thirty(30)days'notice(or without notice in the case of nonpayment),if the other party
materially breaches any of the terms or conditions of this Agreement,each party shall have 15 days to cure the
alleged breach. Customer will pay in full for the Services up to and including the last day on which the Services
are provided.Upon any termination,Company will make all Customer Data available to Customer for electronic
retrieval fora period of thirty(30)days,but thereafter Company may, but is not obligated to,delete
stored Customer Data.All sections of this Agreement which by their nature should survive termination will
survive termination,including,without limitation,accrued rights to payment,confidentiality obligations,
warranty disclaimers,and limitations of liability.
6. WARRANTY AND DISCLAIMER
6.1. Company shall use reasonable efforts consistent with prevailing industry standards to maintain the Services in a
manner which minimizes errors and interruptions in the Services and shall perform the Implementation Services
in a professional and workmanlike manner.Services may be temporarily unavailable for scheduled maintenance
or for unscheduled emergency maintenance,either by Company or by third-party providers,or because of other
causes beyond Company's reasonable control,but Company shall use reasonable efforts to provide advance
notice in writing or by e-mail of any scheduled service disruption.HOWEVER,COMPANY DOES NOT WARRANT
THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE;NOR DOES IT MAKE ANY WARRANTYASTOTHE
RESULTS THAT MAY BE OBTAINED FROM USE OF THE SERVICES.EXCEPT AS EXPRESSLY SET FORTH IN THIS
SECTION,THE SERVICES AND IMPLEMENTATION SERVICES ARE PROVIDED"AS IS"AND COMPANY DISCLAIMS
ALL WARRANTIES,EXPRESS OR IMPLIED,INCLUDING, BUT NOT LIMITED TO,IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.
GRAVITY
7. LIMITATION OF LIABILITY
7.1. NOTWITHSTANDING ANYTHING TO THE CONTRARY, EXCEPT FOR BODILY INJURY OF A PERSON,COMPANY
AND ITS SUPPLIERS(INCLUDING BUT NOT LIMITED TO ALL EQUIPMENT AND TECHNOLOGY SUPPLIERS),
OFFICERS,AFFILIATES, REPRESENTATIVES,CONTRACTORS AND EMPLOYEES SHALL NOT BE RESPONSIBLE OR
LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS AGREEMENT OR TERMS AND CONDITIONS RELATED
THERETO UNDER ANY CONTRACT, NEGLIGENCE,STRICT LIABILITY OR OTHER THEORY:(A)FOR ERROR OR
INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OR CORRUPTION OF DATA OR COST OF
PROCUREMENT OF SUBSTITUTE GOODS,SERVICES OR TECHNOLOGY OR LOSS OF BUSINESS;(B)FOR ANY
INDIRECT, EXEMPLARY, INCIDENTAL,SPECIAL OR CONSEQUENTIAL DAMAGES;(C)FOR ANY MATTER BEYOND
COMPANY'S REASONABLE CONTROL;OR(D)FOR ANY AMOUNTS THAT,TOGETHER WITH AMOUNTS
ASSOCIATED WITH ALL OTHER CLAIMS,EXCEED THE FEES PAID BY CUSTOMER TO COMPANY FOR THE
SERVICES UNDER THIS AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY,
IN EACH CASE,WHETHER OR NOT COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
8. MISCELLANEOUS
8.1. If any provision of this Agreement is found to be unenforceable or invalid,that provision will be limited or
eliminated to the minimum extent necessary so that this Agreement will otherwise remain in full force and effect
and enforceable.This Agreement is not assignable,transferable or sub-licensable by Customer except with
Company's prior written consent.Company may transfer and assign any of its rights and obligations under this
Agreement without consent.This Agreement is the complete and exclusive statement of the mutual
understanding of the parties and supersedes and cancels all previous written and oral agreements,
communications and other understandings relating to the subject matter of this Agreement,and that all waivers
and modifications must be in a writing signed by both parties,except as otherwise provided herein. No agency,
partnership,joint venture,or employment is created as a result of this Agreement and Customer does not have
any authority of any kind to bind Company in any respect whatsoever."In any action or proceeding to enforce
rights under this Agreement,each party shall bear its own costs and attorneys'fees, regardless of which
party prevails.".All notices under this Agreement will be in writing and will be deemed to have been duly given
when received,if personally delivered;when receipt is electronically confirmed,if transmitted by facsimile or e-
mail;the day after it is sent,if sent for next day delivery by recognized overnight delivery service;and upon
receipt, if sent by certified or registered mail, return receipt requested.This Agreement shall be governed by the
laws of Colorado without regard to its conflict of law provisions.Customer agrees to reasonably cooperate with
Company to serve as a reference account upon request.
GRAVITY
EXHIBIT A
Statement of Work
This Statement of Work("SOW")defines the scope,objectives,deliverables,and responsibilities associated
with the implementation of the SaaS Solution and Implementation Services purchased under the applicable
Order Form.
The specific modules and services to be implemented are as outlined in the Order Form and will be delivered in
accordance with this SOW.
Each module follows a structured,milestone-based implementation process.When multiple modules are
purchased as part of a bundle,implementation will be conducted as a unified project to streamline activities
and ensure cross-module consistency.
Implementation Methodology&Responsibilities
Implementation Approach
Our methodology is iterative and collaborative,rooted in best practices from both public and private sector
deployments. It emphasizes co-design,proactive communication,and phased delivery to ensure successful
adoption and long-term sustainability.
Each project begins with a Joint Application Design Session(JADS),where our teams collaborate to define the
solution framework and implementation plan.This is followed by structured milestones: Discovery, Data
Integration,Configuration,Delivery,and Sign-Off. Final user training and transition to support are included in all
deployments. The detailed definitions,deliverables,and responsibilities for each phase will be provided later in
a detailed project plan,which accompanies the SOW.
Client Responsibilities
The success of the implementation depends on active participation,timely decision-making,and clear
communication.To support this,the Client agrees to:
• Assign a primary project lead to coordinate internal resources and communications
• Participate in all milestone activities and design sessions(e.g.,Joint Application Design Sessions—
JADS)
• Provide timely access to relevant data,documentation,and legacy systems
• Review and approve project deliverables in a timely manner
• Attend configuration reviews,training sessions,and system testing as scheduled
• Perform data validation and confirm accuracy of loaded information prior to go-live
• Provide formal sign-off on deliverables within ten(10)business days of submission; if no feedback or
objections are received,deliverables will be considered accepted
• Notify Gravity promptly of any internal changes that may impact project scope or timeline
Assumptions
• Implementation services are delivered remotely unless otherwise agreed
• Project success depends on timely inputs from both parties
• Client-side approvals and resourcing will be in place before project kickoff
• Change orders are required for scope or timeline modifications
GRAVITY
Milestone 1: Discovery and Planning(Joint Application Design Sessions-JADS)
In this phase,Gravity and the Customer will collaborate through Joint Application Design Sessions(JADS)to
define the solution framework,establish key project plans,and align on configuration requirements.This
milestone sets the foundation for a successful implementation by aligning both teams on scope,expectations,
and timelines.
Objectives:
• Review and validate the project scope,contracts,and software subscription licenses
• Assess the Customer's current systems,documentation, reports,and templates
• Define the solution framework,workflows,and data structures within Gravity
• Identify any functional gaps or risks and outline a mitigation plan
• Establish project start and end dates and a preliminary timeline
• Confirm roles, responsibilities,and communication protocols
Deliverables:
• Finalized project plan and implementation timeline
• Configuration guide detailing the proposed Gravity system setup
• Roles and responsibilities matrix
• Risk log and mitigation strategies
• Documentation of current state review and system assessment
Milestone 2: Data Integration
Following the completion of the Discovery and Planning phase,Gravity and the Customer will begin configuring
the system based on the jointly defined solution design. During this phase,Gravity will configure data elements,
integrations(if purchased),and validation logic to align with the Customer's business requirements.Ongoing
collaboration will be essential to review configurations,resolve issues,and ensure alignment as questions or
changes arise.
Objectives:
• Configure data elements, roles, reports,dimensional structures,and workflows in accordance with the
agreed-upon design
• Establish integration with source systems or ingest structured data from the Customer
• Configure automated data imports, mapping structures,and validation logic
• Load,validate,and test required datasets
• Align on configuration changes through iterative reviews with the Customer
Deliverables:
• Data integration framework and documentation
• Configured system environment reflecting the Customer's structure and workflows
• Validated data imports with quality assurance(QA)checks
• Initial test results and configuration sign-off
• Import configuration templates(e.g.,for data file extracts and imports)
GRAVITY
Milestone 3:Configuration
With data structures and integration points established,the Configuration phase focuses on building the Gravity
system to meet the Customer's approved design specifications.Gravity will configure templates,workflows,
business rules,reports,outputs,and user roles to ensure alignment with project objectives.This phase also
includes planning for module delivery and documenting any necessary,changes,updates and modifications
prior to full acceptance
Objectives:
• Configure system components including database models,dimensions,cubes,rules,and views
• Build module-specific templates,data entry forms,workflows,and dashboards
• Set up user roles,groups,and approval routing based on the design
• Conduct internal system testing,review and QA
• Identify and document required adjustments based on testing feedback
Deliverables:
• Fully configured Gravity environment aligned to the approved scope
• Module-specific templates and workflows
• Role-based access and routing setup documentation
• Formal configuration,module delivery and acceptance
Milestone 4: Project Sign Off
In the final phase of the implementation,Gravity and the Customer will complete final testing,formalize
acceptance of delivered modules,and transition the relationship to the Training,Customer Success,and
Support teams.This phase ensures that all agreed-upon deliverables have been met and that the Customer is
equipped for a successful go-live and continued system adoption.
Objectives:
• Complete final testing and obtain user acceptance of the configured solution
• Review implementation experience and assess outcomes with the Customer
• Upload final project documentation and system configurations
• Confirm delivery of all in-scope modules and services per the implementation plan
• Prepare system for transition to training and post-go-live support
Deliverables:
• Formal module and project sign-off documentation signed by both parties
• Delivery of all purchased modules and implementation services
• Uploaded documentation and/or training recordings
• Transition summary and handoff to Training,Customer Success,and Support teams
• Communication and support plan for end-user engagement
GRAVITY
Milestone 5:Training
Gravity will work collaboratively with the Customer to deliver effective training tailored to user roles and the
modules in scope.Standard training materials for administrators and end users will be provided.Training may
be delivered by Gravity and/or the Customer,depending on internal preferences and capacity. Prior to training,
a plan will be reviewed and agreed upon to ensure alignment with the Customer's internal rollout and support
needs.
Objectives:
• Develop a training plan based on the approved configuration and user roles
• Deliver administrator and/or end-user training aligned to the modules deployed
• Confirm successful knowledge transfer
Deliverables:
• Training plan reviewed and approved by the Customer
• Standard training materials(Admin and End User)delivered
• Completed training sessions for applicable user groups
• Support transition and knowledge transfer plan finalized
This Statement of Work shall be governed by the terms and conditions set forth in the applicable Order
Form and the associated Terms and Conditions document between the parties.
GRAVITY
EXHIBIT B
Service Level Terms
The Services shall be available 99.9%, measured monthly, excluding holidays and weekends and
scheduled maintenance. If Customer requests maintenance during these hours, any uptime or downtime
calculation will exclude periods affected by such maintenance. Further, any downtime resulting from
outages of third-party connections or utilities or other reasons beyond Company's control will also be
excluded from any such calculation. Customer's sole and exclusive remedy, and Company's entire
liability, in connection with Service availability shall be that for each period of downtime lasting longer than
one hour, Company will credit Customer 5% of Service fees; provided that no more than one such credit
will accrue per day. Downtime shall begin to accrue as soon as Customer (with notice to Company)
recognizes that downtime is taking place, and continues until the availability of the Services is restored. In
order to receive downtime credit, Customer must notify Company in writing within 24 hours from the time
of downtime, and failure to provide such notice will forfeit the right to receive downtime credit. Such
credits may not be redeemed for cash. Company will apply any credits accumulated in the prior annual
period,towards the Service Fees in the next annual period.
GRAVITY
EXHIBIT C
Support Terms
Gravity will provide Technical Support to customer via e-mail Monday—Friday between 8am—8pm
Eastern Time ("Support Hours").
Customer may initiate a helpdesk ticket by emailing support@onegravity.com_.
Company will use commercially reasonable efforts to respond to all Helpdesk tickets within one (1)
business day.
Contract Form
Entity Information
Entity Name* Entity ID* New Entity? Please use the job
GRAVITY SUP-51003 aid linked here to add a
supplier in Workday.
Contract Name* Contract ID Parent Contract ID
ORDER FORM WITH TERMS AND CONDITIONS 1 0233
Requires Board Approval
Contract Status Contract Lead* YES
CTB REVIEW SWHITMORE
Department Project #
Contract Lead Email
swhitmore@weld.gov
Contract Description*
DURING THE ERP FINANCIALS IMPLEMENTATION, IT WAS DETERMINED THAT A SOLUTION FOR PUBLISHING THE
BUDGET BOOK AND ACFR REPORTING WAS NEEDED. AN RFP WAS CONDUCTED, AND GRAVITY WAS AWARDED.
Contract Description 2
Contract Type* Department Requested BOCC Agenda Due Date
AGREEMENT INFORMATION Date* 01 /10/2026
TECHNOLOGY-GIS 01 /14/2026
Amount*
S42,220.00 Department Email Will a work session with BOCC be required?*
CM- NO
Renewable* InformationTechnologyGI
YES Does Contract require Purchasing Dept. to be
S@weld.gov
included?
Automatic Renewal Department Head Email
Grant CM-
InformationTechnologyGI
IGA S-DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTORN EY@WEL
D.GOV
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date Review Date* Renewal Date*
12/01 /2027 12/31 /2027
Termination Notice Period
Committed Delivery Date Expiration Date
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
CONSENT 01 /12/2026
Approval Process
Department Head Finance Approver Legal Counsel
RYAN ROSE CONSENT CONSENT
DH Approved Date Finance Approved Date Legal Counsel Approved Date
01 /12/2026 01 /12/2026 01 /12/2026
Final Approval
BOCC Approved Tyler Ref#
AG 011426
BOCC Signed Date
Originator
BOCC Agenda Date SWHITMORE
01 /14/2026
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE: Award Recommendation for Budget and ACFR Publishing Software RFP (B2500059)
DEPARTMENT: Information Technology & Finance DATE: 12/12/2025
PERSON REQUESTING: Jennifer Oftelie and Rusty Williams, Finance and Accounting
Brief description of the problem/issue:
During the ERP Financials implementation, it was determined that a solution for publishing the budget book
and ACFR reporting was needed. An RFP was conducted, and three proposals were received, where one was
immediately disqualified for being incomplete. Finance, Accounting, and the Information Technology staff
reviewed both remaining proposals, held demos/interviews, and requested BAFO pricing. After this process,
both companies' reference checks were also contacted. Attached are the scores from the RFP selection
committee and the BAFO costs of the RFP proposals.
The selection committee determined that IGM Technology Corporation out of Ontario, Canada best meets the
requirements for Weld County. Their proposed cost for the initial year is $106,684.00., with a 3-year cost of
$245,442.76. The team would like to enter into contract in 2025 to start implementing for the 2027 budget
process. This is approximately six months earlier than originally planned and would require the department to
use salary savings in 2025 for the initial implementation, bringing in $20,000 over the original budget for 2026
for this early release.
With the above information, we recommend the BOCC award the Publishing Software for both the Budget Book
and Annual Comprehensive Financial Report to IGM Technology Corporation for a total initial year cost of
$106,684.00.
What options exist for the Board?
Consequences: Not approving this will result in the Finance and Accounting team continuing with the
use of their current tools which are primarily manual.
Impacts: If awarded, this tool would be used to improve the efficiency of creating the ACFR and the
budget book. Otherwise, these publications will be done as they are today, which is mainly manual
processes. The ACFR software currently being utilized will not be able to continue with the
implementation of Workday, so a different solution is an absolute necessity.
Costs (Current Fiscal Year/ Ongoing or Subsequent Fiscal Years):
The initial year cost is $106,684.00., with a 3 year cost of$245,442.76. All but the initial $20,000 for
early implementation is already planned for in the Finance budget.
Recommendation:
The recommendation is to proceed forward with this award to IGM Technology Corporation and put this
recommendation on the next available BOCC agenda.
2(Z5-131�
r 212 " F1 0032_
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L. Buck
Oif
Scott K. James ��-�►
Jason S. Maxey 3 Yv/
Lynette Peppler
Kevin D. Ross Yv
- �� Public Works Department
(970) 400-3750
1111 H Street., P.O. Box 758
COUNTY, CO Greeley, CO 80632
December 17, 2025
To: Board County Commissioners
Subject: Award Recommendation for Budget and ACFR Publishing Software
(B2500059)
As advertised, this solicitation is for Budget and ACFR Publishing Software.
During the ERP Financials implementation, it was determined that a solution for publishing the
budget book and ACFR reporting was needed. An RFP was conducted, and three proposals
were received, where one was immediately disqualified for being incomplete. Finance,
Accounting, and the Information Technology staff reviewed both remaining proposals, held
demos and interviews, and requested BAFO pricing. After this process, both companies'
reference checks were also contacted.
The selection committee determined that IGM Technology Corporation out of Ontario Canada
best meets the requirements for Weld County. Their proposed cost for the initial year is
$106,684.00, with a 3-year cost of$245,443.00. The team would like to enter contract in 2025 to
start implementing for the 2027 budget process.
Therefore, the recommendation is to award the bid to IGM Technology Corporation,
dba Gravity, in the amount of$106,684.00 for the first 12 months, and includes one-time
implementation expenses plus the first full year of service.
If you have any questions, please contact me.
Sincerely,
Jennifer Oftelie
Budget Manager
WELD COUNTY PURCHASING
1f36i 'y 1301 N. 17�h Avenue, Greeley, CO
-'H 80631
�;, ' � reverett(c�weld.bov
`" f � Ifil cbeisert(p�weld.bov
ttaylor(a�weld.gov
I Phone: 970-400-4222, 4223 or 4454
DATE OF BID: MAY 5, 2025
REQUEST FOR: BUDGET & ACFR PUBLISHING SOFTWARE
DEPARTMENT: FINANCE
BID NO: B2500059
PRESENT DATE: MAY12, 2025 MAY 14, 2025
APPROVAL DATE: DECEMBER 22, 2025
VENDOR
The Zen Partners
4700 Millenia Boulevard, Suite 175
Orlando, FL 32839
IGM Technology Corp
(dba Gravity)
318-77 McMurrich Street,
Toronto, ON M5R 3V#
Forvis Mazars, LLP (Non-responsive)
4350 Congress, Suite 900
Charlotte, NC 28209
FSH Technologies (Non-responsive)
2400 Market Street
Philadelphia, PA 19103
ClearGov, Inc. (Late Bid)
2 Mill and Main Place, Suite 630
Maynard, MA 01754
THE FINANCE DEPARTMENT IS REVIEWING THE BIDS.
WELD COUNTY PURCHASING
,4),2240e 1301 N.17th Avenue,Greeley,CO
80631., r ' reveretttc7i,weld.gov
.. ,'i,
coeisertaweld.gov
.C 0 U N J Y ttaylor(aiweldgov
Phone:970-400-4222,4223 or 4454
DATE OF BID:MAY 5,2025
REQUEST FOR: BUDGET&ACFR PUBLISHING SOFTWARE
DEPARTMENT: FINANCE
BID NO: B2500059
PRESENT DATE: MAY12,2025 MAY 14,2025
APPROVAL DATE:TBD
VENDOR
The Zen Partners
4700 Millenia Boulevard,Suite 175
Orlando,FL 32839
IGM Technology Corp
(dba Gravity)
318-77 McMurrich Street,
Toronto,ON M5R 3V#
Forvis Mazars,LLP
4350 Congress,Suite 900
Charlotte,NC 28209
FSH Technologies(Non-responsive)
2400 Market Street
Philadelphia,PA 19103
ClearGov,Inc.(Late Bid)
2 Mill and Main Place,Suite 630
Maynard,MA 01754
THE FINANCE DEPARTMENT IS REVIEWING THE BIDS.
2025-1318
5/l�4 F l O 67CZ
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