HomeMy WebLinkAbout20240868.tiffCu-O-vaci--10lietqSS
BOARD OF COUNTY COMMISSIONERS
PASS AROUND REVIEW
PASS -AROUND TITLE: SambaSafety Contract Agreement Extension
DEPARTMENT: Human Resources
PERSON REQUESTING: Kelly Leffler, Jill Scott
DATE: 10/8/25
Brief description of the problem/issue:
The SambaSafety contract, which is the vendor we use for the Motor Vehicle Record Monitoring Program, is
expiring, and we would like to extend the contract to maintain the program. The agreement to extend the contract
is attached, along with an updated exhibit showing the 2026 pricing, going into effect 12/1/25, and the reduction
in drivers from 1,200 to 900. The reduction in drivers is due to the Sheriff's Office and the District Attorney's
Office opting out of the program.
What options exist for the Board?
The BOCC can approve to move forward with the amendment to extend the SambaSafety contract to maintain
the continual MVR monitoring program, or the BOCC and not approve the amendment.
Consequences:
If the agreement is not approved, then the county will no longer have a continual motor vehicle record
monitoring platform and will not have knowledge of the driving history of our employees or the ability to
provide on -demand training.
Impacts:
The motor vehicle record monitoring program positively impacts our efforts in mitigating risk by assuring
we have qualified drivers operating vehicles and equipment while representing Weld County.
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years):
The cost for 2026 is $67,500 and has been requested in the Safety and Wellness budget.
Recommendation:
It is recommended that the BOCC approve moving forward with the Agreement Extension between Weld County
and SambaSafety.
Perry L. Buck
Scott K. James
Jason S. Maxey
Lynette Peppier
Kevin D. Ross
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
coo.
(0/15/25
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Docusign Envelope ID: A0B63F97-89A7-4861-81 BB-BD782B16F659
k,tJly , I mt. I r,,urtctivmNT EXTENSION/RENEWAL BETWEEN
THE WELD COUNTY DEPARTMENT OF HUMAN RESOURCES
' AND SAFETY HOLDINGS INC., DBA SAMABASAFETY
This Agreement Extension/Renewal ("Renewal"), made and entered into 15th day of October 2025 by
and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human
Resources, hereinafter referred to as the "Department", and Safety Holdings Inc.. dba SambaSafety,
hereinafter referred to as the "Contractor".
WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld
County Clerk to the Board of County Commissioners as document No. 2024-0868approved on October 16th,
2024.
WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with
the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided
herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as
follows:
• The Original Agreement will end on October 15, 2025.
• The parties agree to extend the Original Agreement with the extension tern beginning October 161h
2025, through December 1, 2026. As of December 1, 2025, the pricing will change per the attachment
for the period of December 1, 2025, through December 1, 2026. This agreement may be extended
upon mutual written agreement of the Parties.
• The Renewal, together with the Original Agreement, constitutes the entire understanding between the
parties. The following change is hereby made to the Contract Documents, which shall be effective
upon the expiration of the current term of the Original Agreement
1. [The total new cost is $67,500 for term].
2. Attached updated pricing outline showing the reduction in number of drivers to 900 from 1,200.
• All other terms and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year
first above written.
CONTRACTOR:
John Conley
Printed Narpe-o s aay.
Signature
F508036AF4AE4D0
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Perry L. c)_c;phair 1��
ATTEST:
BY:
Weld County Clerk to the Board
Deputy Clerk to the Board
Service Order
Account Name: Weld County
sambasafety
* In addition to the Services and associated fees in the table below, state, data and additional resource fees ("State/Data Fees') may apply.
Payment Terms
Net 30
Payment Method
ACH
Subscription
Services
Item
Name
Number
Drivers
of
Price
Unit
Per
Total
Month
per
Service
Description
Ultimate
900
$6.25
$5,625.00
in
Comprehensive
Professional
courses
configurable
capabilities
by
platform
alert.
and
plus
scoring,
Identify,
training.
plan
training,
offers
with
advanced
with
monitoring,
everything
recommended
and
analytics,
take
under
action
alerts,
API
one
manage
University
Core
.
900
$0.00
$0.00
incident
Provides
training,
vehicle
defensive
types,
refresher
with
driving
access
courses
covering
skills
training
to
designed
comprehensive
complete
and
for
common
for
all
safety
driver
violations.
and
training,
driver
and
post
-
techniques,
Implementation
Services
Item
Name
Price
Service
Description
On
Demand
and
Support
Services
Item
Name
Price
Service
Description
MVR
Service
Fee
$1.00
SambaSafety
MVRs
below
usage.
defined
under
the
MVR
by
service
Customer's
Services
fee
Description.
charged
policy;
details
in
Invoiced
addition
on
fees
based
to data
are
on
fee
included
actual
for
Enrollment
Service
Fee
$1.00
SambaSafety
MVRs
below
under
defined
the
MVR
by
Services
service
Customer's
Description.
fee
charged
policy;
details
in
addition
on
fees
to data
are
fee
included
for
Monitoring
Service
Fee
$1.00
SambaSafety
MVRs
below
under
defined
the
MVR
by
Services
service
Customer's
Description.
fee
charged
policy;
details
in
addition
on
to
fees
data
are
fee
included
for
*The Price Per Unit is based upon the commitment by Customer of monitoring minimally the Number of Drivers set forth above, commencing on the Subscription
Start Date throughout the remainder of the Service Order Term.
Subscription
Start
Date
Initial
Term (Months)**
30 days
after
the
below
Effective
Date
12
Contract Form
Entity Information
Entity Name *
SAMBA HOLDINGS INC
Entity ID*
@00048651
Contract Name* Contract ID
SAMBASAFETY CONTRACT AGREEMENT EXTENSION 9983
Contract Status
CTB REVIEW
Contract Lead *
BPETERSON
Contract Lead Email
bpeterson@weld.gov
New Entity?
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description *
THIS CONTRACT EXTENDS OUR AGREEMENT WITH SAMBASAFETY TO CONTINUE THE MOTOR VEHICLE RECORD
MONITORING PROGRAM, REFLECTING UPDATED 2026 PRICING AND A REDUCTION IN DRIVERS DUE TO THE SO
AND DA OFFICE OPTING OUT OF THE PROGRAM.
Contract Description 2
Contract Type*
AGREEMENT
Amount*
$67,500.00
Renewable*
NO
Automatic Renewal
Grant
IGA
Department Requested BOCC Agenda Due Date
HUMAN RESOURCES Date* 10/11/2025
10/15/2025
Department Email
CM-
HumanResources@weld.g
ov
Department Head Email
CM-HumanResources-
DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
D.GOV
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be
included?
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date
10/16/2025
Review Date*
10/30/2026
Termination Notice Period Committed Delivery Date
Contact Information
Contact Info
Renewal Date
Expiration Date*
12/01/2026
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head
JILL SCOTT
DH Approved Date
10/13/2025
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
10/15/2025
Finance Approver
RUSTY WILLIAMS
Legal Counsel
BYRON HOWELL
Finance Approved Date Legal Counsel Approved Date
10/13/2025 10/13/2025
Tyler Ref*
AG 101525
Originator
BPETERSON
Cnh'aftro 8"181
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: SAMBA Contract
DEPARTMENT: Human Resources DATE: 10/8/24
PERSON REQUESTING: Jill Scott, CHRO and Kelly Leffler, Risk Manager
Brief description of the problem/issue:
On May 13th the BOCC awarded B2400055 for Continual Motor Vehicle Record Monitoring to SAMBA Safety for
an initial cost of $89,148.28, with an annual maintenance cost of $85,236 after year one. The contract has been
approved and signed by SAMBA Safety, has been approved by the County Attorney, and is attached for review.
What options exist for the Board?
The BOCC can approve to move forward with final signatures on the contract and to sign the attached Required
Compliance Forms. Or the BOCC can choose to not sign the attached contract.
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years):
Year one will cost $89,148.28 with an annual maintenance cost of $85,236 after year one. There is
$90,000 reserved in the 2024 budget for this project.
Recommendation:
It is recommended that the BOCC approve to move forward with obtaining the final signatures on the contract
and on the Required Compliance Form.
Support Recommendation Schedule
Race on B000 Agenda Work Session Other/Comments:
Perry L. Buck, Pro-Tem
Mike Freeman
Scott K. James
Kevin D. Ross , Chair
Lori Saine
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Karla Ford
From:
Sent:
To:
Subject:
Mike Freeman
Tuesday, October 15, 2024 8:53 AM
Karla Ford
Re: Please Reply - PA for SAMBA
Approve
Sent from my iPhone
On Oct 15, 2024, at 7:42 AM, Karla Ford <kford@weld.gov>wrote:
Please advise if you support recommendation and to have department place on the agenda.
From: Kelly Leffler <kleffler@weld.gov>
Sent: Thursday, October 10, 2024 12:53 PM
To: Karla Ford <kford@weld.gov>
Subject: FW: PA for SAMBA
Karla!
Will you please pass this around!
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Kelly Leffler
Risk Manager
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970-400-4220
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970-518-6106
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kleffler(t weld.gov
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P.O. Box 758, 1150 O St Greeley, CO 80632
Mission Statement: Weld County Human Resources is a strategic business partner dedicated to enhancing t
collaborating with individual departments, and supporting the values and goals of Weld County Government.
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IMPORTANT: This electronic transmission and any attached documents or other writings are intended only for the person or entity I
contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in
sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning
any attachments by anyone other than the named recipient is strictly prohibited.
Open Enrollment: October 21st - November 6th!
Join us for our Benefits Fair: Health Meets Wealth!
Date: Tuesday, October 29th
PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND SambaSafety
THIS AGREEMENT is made and entered into this j ttt,,{day of p(-rt je,V , 2024, by
and between the Board of Weld County Commissioners, on behalf of Human Resources,
hereinafter referred to as "County," and Safety Holdings Inc., dba SambaSafety, hereinafter
referred to as "Contractor" (each a "Party" and collectively the "Parties").
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. B2400055
Exhibit B consists of Contractor's Response to County's Request.
2. Service or Work. Contractor agrees to procure the materials, equipment and/or
products necessary for the Work and agrees to diligently provide all services, labor, personnel and
materials necessary to perform and complete the Work described in the attached Exhibits.
Contractor shall further be responsible for the timely completion and acknowledges that a failure
to comply with the standards and requirements of Work within the time limits prescribed by
County may result in County's decision to withhold payment or to terminate this Agreement.
3. Term. The term of this Agreement begins upon the date of the mutual execution
of this Agreement and shall continue through and until Contractor's completion of the
responsibilities described in the attached Exhibits. Both of the parties to this Agreement
understand and agree that the laws of the State of Colorado prohibit County from entering into
Agreements which bind County for periods longer than one year. This Agreement may be
extended upon mutual written agreement of the Parties.
4. Termination; Breach; Cure. County may terminate this Agreement for its own
convenience upon thirty (30) days written notice to Contractor. Either Party may immediately
terminate this Agreement upon material breach of the other party, however the breaching party
shall have fifteen (15) days after receiving such notice to cure such breach. Upon termination,
County shall take possession of all materials, equipment, tools and facilities owned by County
which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver
to County all drawings, drafts, or other documents it has completed or partially completed under
this Agreement, together with all other items, materials and documents which have been paid for
by County, and these items, materials and documents shall be the property of County. Copies of
work product that is incomplete at the time of termination shall be marked "DRAFT -
INCOMPLETE." If this Agreement is terminated by County, Contractor shall be compensated for,
and such compensation shall be limited to, (1) the sum of the amounts contained in invoices which
it has submitted and which have been approved by the County; (2) the reasonable value to County
of the services which Contractor provided prior to the date of the termination notice, but which
had not yet been approved for payment; and (3) the cost of any work which the County approves
in writing which it determines is needed to accomplish an orderly termination of the work. County
shall be entitled to the use of all material generated pursuant to this Agreement upon termination.
Upon termination of this Agreement by County, Contractor shall have no claim of any kind
whatsoever against the County by reason of such termination or by reason of any act incidental
thereto, except for compensation for work satisfactorily performed and/or materials described
herein properly delivered.
5. Extension or Amendment. Any amendments or modifications to this agreement shall be
in writing signed by both parties. No additional services or work performed by Contractor shall be
the basis for additional compensation unless and until Contractor has obtained written
authorization and acknowledgement by County for such additional services. Accordingly, no
claim that the County has been unjustly enriched by any additional services, whether or not there
is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable
hereunder. In the event that written authorization and acknowledgment by the County for such
additional services is not timely executed and issued in strict accordance with this Agreement,
Contractor's rights with respect to such additional services shall be deemed waived and such
failure shall result in non-payment for such additional services or work performed. In the event
the County shall require changes in the scope, character, or complexity of the work to be
performed, and said changes cause an increase or decrease in the time required or the costs to the
Contractor for performance, an equitable adjustment in fees and completion time shall be
negotiated between the parties and this Agreement shall be modified accordingly by Change Order.
Any claims by the Contractor for adjustment hereunder must be made in writing prior to
performance of any work covered in the anticipated Change Order, unless approved and
documented otherwise by the County Representative. Any change in work made without such
prior Change Order shall be deemed covered in the compensation and time provisions of this
Agreement, unless approved and documented otherwise by the County Representative.
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
$89,148.28 plus any applicable subscription overages, or pass -through state fees that are passed
on to the County at cost, as set forth in the Exhibits. No payment in excess of these amounts, as
2
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.
Contractor shall not make use of such material for purposes other than in connection with this
3
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.
4
Workers' Compensation / Employer's Liability Insurance as required by state statute,
covering all of the Contractor's employees acting within the course and scope of their
employment. The policy shall contain a waiver of subrogation against the County. This
requirement shall not apply when a Contractor or subcontractor is exempt under Colorado
Workers' Compensation Act., AND when such Contractor or subcontractor executes the
appropriate sole proprietor waiver form.
Commercial General Liability Insurance including public liability and property damage,
covering all operations required by the Work. Such policy shall include minimum limits as
follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal
injury $5,000; Medical payment per person.
Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily
injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property
damage applicable to all vehicles operating both on County property and elsewhere, for
vehicles owned, hired, and non -owned vehicles used in the performance of this Contract.
Professional Liability (Errors and Omissions Liability). The policy shall cover
professional misconduct or lack of ordinary skill for those positions defined in the Scope
of Services of this contract. Contractor shall maintain limits for all claims covering
wrongful acts, errors and/or omissions, including design errors, if applicable, for damage
sustained by reason of or in the course of operations under this Contract resulting from
professional services. In the event that the professional liability insurance required by this
Contract is written on a claims -made basis, Contractor warrants that any retroactive date
under the policy shall precede the effective date of this Contract; and that either continuous
coverage will be maintained or an extended discovery period will be exercised for a period
of two (2) years beginning at the time work under this Contract is completed. Minimum
Limits: $1,000,000 Per Loss; $1,000,000 Aggregate.
b. Proof of Insurance. Upon County's request, Contractor shall provide to County a
certificate of insurance, a policy, or other proof of insurance as determined in County's
sole discretion. County may require Contractor to provide a certificate of insurance naming
Weld County, Colorado, its elected officials, and its employees as an additional named
insured.
c. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing
services under this Agreement have or will have the above described insurance prior to
their commencement of the Work, or otherwise that they are covered by the Contractor's
policies to the minimum limits as required herein. Contractor agrees to provide proof of
insurance for all such subcontractors upon request by the County.
d. No limitation of Liability. The insurance coverages specified in this Agreement are the
minimum requirements, and these requirements do not decrease or limit the liability of
Contractor. The County in no way warrants that the minimum limits contained herein are
sufficient to protect the Contractor from liabilities that might arise out of the performance
of the Work under by the Contractor, its agents, representatives, employees, or
5
subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or
prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved
of any liability or other obligations assumed or pursuant to the Contract by reason of its
failure to obtain or maintain insurance in sufficient amounts, duration, or types. The
Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance
that it may deem necessary to cover its obligations and liabilities under this Agreement.
e. Certification of Compliance with Insurance Requirements. The Contractor stipulates that
it has met the insurance requirements identified herein. The Contractor shall be responsible
for the professional quality, technical accuracy, and quantity of all services provided, the
timely delivery of said services, and the coordination of all services rendered by the
Contractor and shall, without additional compensation, promptly remedy and correct any
errors, omissions, or other deficiencies.
14. Indemnity. Contractor shall indemnify, defend and hold harmless, the County
from and against any claim, suit, proceeding, damages, costs, expenses (including, without
limitation, reasonable attorneys' fees and court costs) brought by a third party arising from
the Contractor's violation of applicable laws, willful misconduct, or breach of obligations
arising from this 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; provided that such
approval is not unreasonably withheld. 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 lawfully required, both Parties agrees that a
duly authorized representative of each Party, including the County Auditor (in the case of the
County), shall have access to and the right to examine and audit any books, documents, papers and
records of the other Party, involving all matters and/or transactions related to this Agreement.
Contractor and County agree 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
6
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: Adam Kreisher
Position: Vice President of Sales
Address: 5445 DTC Pkwy Suite 950
Address: Greenwood Village, CO 80111
E-mail: areisher@sambasafety.com
Phone: 720-845-6895
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
this Agreement. This Agreement may be changed or supplemented only by a written instrument
signed by both parties.
7
22. Fund Availability. Financial obligations of the County payable after the current fiscal
year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made
available. Execution of this Agreement by County does not create an obligation on the part of
County to expend funds not otherwise appropriated in each succeeding year.
23. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-
50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld
County has any personal or beneficial interest whatsoever in the service or property which is the
subject matter of this Agreement.
24. Survival of Termination. The obligations of the parties under this Agreement that by
their nature would continue beyond expiration or termination of this Agreement (including,
without limitation, the warranties, indemnification obligations, confidentiality and record keeping
requirements) shall survive any such expiration or termination.
25. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal,
or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and
enforced without such provision, to the extent that this Agreement is then capable of execution
within the original intent of the parties.
26. Governmental Immunity. No term or condition of this Agreement shall be construed
or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections
or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as
applicable now or hereafter amended.
27. No Third Party Beneficiary. It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action relating to such
enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement
shall give or allow any claim or right of action whatsoever by any other person not included in this
Agreement. It is the express intention of the undersigned parties that any entity other than the
undersigned parties receiving services or benefits under this Agreement shall be an incidental
beneficiary only.
28. Board of County Commissioners of Weld County Approval. This Agreement shall
not be valid until it has been approved by the Board of County Commissioners of Weld County,
Colorado or its designee.
29. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant
thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any
provision included or incorporated herein by reference which conflicts with said laws, rules and/or
regulations shall be null and void. In the event of a legal dispute between the parties, Contractor
agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute.
8
30. 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.
31. 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:
,--OocuSipn4d by:
By:-3AmBFACBC07s410
Name: Berenice NUSS
b rt iAict, MASS
Title: Associate General Counsel
2024-09-04
Date of Signature
WELD COUNTS:
ATTEST: (4721...1
Weld County Clerk to the Board
BY: 1-1.04Cua
Deputy Clerk to the Board,
9
ARD OF COUNTY COMMISSIONERS
D COUNTY 1_QL ORADO
0
4,1
D. Ross, Chair
Weld County
Request for Proposal: #B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
Weld County
ATTN: Purchasing Department
RFP # B2400055 / Motor Vehicle Records Software
1301 N. 17th Avenue
Greeley, CO 80631
Key Vendor
Deadlines
Notice
of
Intention
3/15/2024
10:00 AM
MST/MDT
Technical
Questions
/ Inquiries
3/22/2024
10:00
AM
MST/MDT
RFP
Responses
4/8/2024 10:00
AM
MST/MDT
Template -IT RFP 2023 1.0
Weld County Request for Proposal - RFP It
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
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 13
6 VENDOR PRICING 13
7 WELD COUNTY INFORMATION TECHNOLOGY SOFTWARE AND SERVICES
CONTRACT RIDER 14
8 ADDITIONAL TERMS & CONDITIONS 18
8 1 NON -DISCLOSURE AGREEMEN"I' 18
8.2 COSTS 18
8.3 INTELLECTUAL PROPERTY 18
8.4 VENDOR'S RESPONSES 18
8.5 GOVERNING LAW 19
8.6 DISADVANTAGED BUSINESS ENTERPRISES 20
8.7 PROCUREMENT AND PERFORMANCE 20
8.8 TERMINATION 20
8.9 WARRANTY 20
8.10 TAXES 20
8.11 No LIABILITY 20
8.12 ENTIRE RFP 21
9 INSURANCE REQUIREMENTS 21
APPENDIX A: NOTICE OF INTENTION 24
APPENDIX B: VENDOR CERTIFICATION 25
APPENDIX C: CJIS SECURITY ADDENDUM 26
3/8/2024 9:40 AM Page -2
Bid #62400055
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
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
Continual Motor Vehicle Record Monitoring for Weld County Employees. The purpose of this
Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply a
Continual Motor Vehicle Record Monitoring for Weld County Employees 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".
3/8/2024 9:40 AM Page -3
Bid #B2400055
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
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
"Notice of Intention" Deadline
Technical Questions/Inquiries Deadline
RFP Addendum (all RFP questions answered)
Submission Deadline for RFP Responses
Interviews / Demos
Anticipated Post -Award dates:
Final Award Notification
Contract Negotiations Complete
Implementation Start Date
Implementation Completion Date
4 Proposal Preparation Instructions
3/8/2024
3/15/2024 10:00 AM MST/MDT
3/22/2024 10:00 AM MST/MDT
3/29/2024
4/8/2024 10:00 AM MST/MDT
4/15/2024 - TBD
5/13/2024
5/13/2024
6/1/2024
TBD
4.1 Vendor's Understanding of the RFP
In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its
entirety, and in detail, including making any inquiries to Weld County as necessary to gain
such understanding. Furthermore, the vendor is responsible for understanding Weld
County's infrastructure and systems in which their software may be used. Weld County
reserves the right to disqualify any vendor who demonstrates less than such understanding.
Further, Weld County reserves the right to determine, at its sole discretion, whether the
vendor has demonstrated such understanding. That right extends to cancellation of award, if
award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or
liability whatsoever to Weld County.
4.2 Communication
Verbal communication shall not be effective unless formally confirmed in writing by the
specified Weld County IT employee in charge of managing this RFP process. In no case shall
verbal communication govern over written communication.
4.2.1
Vendors' Inquiries. Applicable terms and conditions herein shall govern
communications and inquiries between Weld County and vendors as they relate
to this RFP. Inquiries, questions. and requests for clarification related to this RFP
are to be directed in writing to (email is preferred):
IT Contact Name:
Purchasing Department
E-mail: bids@weld.gov
Telephone: (970) 400-4223
Weld County Purchasing Department
1301 N. 17th Avenue
Greeley, CO 80631
3/8/2024 9:40 AM
Page -4
Bid#B24OOO55
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
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
Purchasing Department 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 REP, 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:
Purchasing Department
bids@weld.gov
Subject Line:
B2400055
/ Motor Vehicle Records Software
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.
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.
3/8/2024 9:40 AM Page -5
Bid #B2400055
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
RFP proposals must be delivered via email to the email address listed above on or before
4/8/2024 10:00 AM MST/MDT. Proposals received after this time will be disqualified.
4.4 Proposal Responses
The Board of County Commissioners and the Evaluation Committee reserve the right to
reject any or all proposals. Any objections to the specifications/requirements as set forth
should be filed in writing prior to the proposal deadline.
This request is NOT a Bid; therefore, any alternate solutions that meets or EXCEED the
outlined minimum requirements should be submitted for consideration. Weld County is
interested in any and all details of other innovative and original ideas above and beyond
those discussed in this Request for Proposal.
Proposal responses will be retained as property of Weld County.
All or a portion of the contents of the proposal of the successful vendor will become part of
any subsequent contractual obligation.
Proposals should contain a manual signature of an authorized representative of the
responding vendor(s).
Vendors responding to this RFP must be available for demos and/or interviews. The
Evaluation Committee will evaluate each vendor's written response to the RFP and determine
a short-list of vendors to move forward to the demo/interview stage. The top ranked vendors
will be notified of their demo/interview time with the Evaluation Committee. The project
manager and key individuals working on the project should be present.
Interested Vendors shall submit responses that clearly demonstrate their ability to provide the
solution as outlined in the Request for Proposals (RFP). Vendor submittals shall be
organized in the order listed below to facilitate fair and equal evaluation of the
responses. If responses do not follow the format below, your response may be ruled
non -responsive.
4.5 Proposal Format
Every vendor should submit their RFP Response in the format outlined below. For the
electronic response, separate each section with a section header page. Any hardcopy
responses shall separate each section behind a tab divider.
1. Cover Letter
2. Table of Contents
3. Pricing Table
Submit pricing via the Proposed Pricing tables from Section 6 of this RFP.
Note: Weld County is tax exempt and no taxes should be included with your
proposal.
4. Vendor Qualifications
a. (For Resellers only) Provide Letter of Authorization for proposed product
3/8/2024 9:40 AM Page -6
Bid #B2400055
Weld County Request for Proposal - RFP # B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
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 Continual Motor
Vehicle Record Monitoring for Weld County Employees.
d. Provide information on vendor's current clients. including the total number of
current clients they have provided Continual Motor Vehicle Record
Monitoring for Weld County Employees or substantially similar solutions.
e. 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)
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
3/8/2024 9:40 AM
Page -7 Bid #B2400055
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
vendor -supplied specifications and data sheets.
9. Response to Technical Specifications from Section 5.2 in this RFP
Include the responses to all technical specifications that are outlined in Section
5.2 (spreadsheet) in the Vendor Response Form. Note that there are multiple
tabs in the Vendor Response Form spreadsheet.
Note: Proposals shall not exceed 100 pages in length.
Vendors are advised that as a public entity, Weld County must comply with the provisions
of the Colorado Open Records Act (CORA) C.R.S. §24-72-201, et seq.
4.6 Withdrawals of Proposals
Proposals may be withdrawn upon written request to Purchasing Department 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
Motor Vehicle Record Monitoring for Weld County Employees as identified in this RFP.
Continual
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 Continual Motor Vehicle Record Monitoring
for Weld County Employees based on an evaluation of all qualified proposals.
There will be two rounds of evaluation of qualified proposals according to the criteria listed
below. The first round of evaluation is to identify a short-list of vendors who will then be
invited to do an onsite demo for Weld County. The second round of evaluation will be only of
those solutions proposed by the short-list of vendors and will be used to determine the final
product selection.
3/8/2024 9:40 AM Page -8
Bid #B2400055
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
All respondents must initially represent themselves solely by their written submittal.
First round of evaluation: The responses to this Request for Proposal will be reviewed by an
Evaluation Committee. based on the weighted criteria below, and will be used to determine a
short-list of vendors that will continue on with this RFP process:
Evaluation
Criteria
Evaluation
Standards
Score
Vendor
Qualifications
Support
&
•
•
•
•
•
Vendor
(organizational
to
viability.
Vendor
similar
Technical
for
functional
functional
Frequency
defect
Customer
qualifications
services.
handle
location,
fixes
demonstrates
has
in
project's
size
support
support
questions,
and
references
experience
support
meets
and
for
structure,
quality
scope
proposed
scope
meets
(answering
Weld
hours,
training
(if
appropriate
of
with
used)
as
County
staffing,
and
Weld's
product
Weld
and
product
delivering
confirms
technical
resources,
confirm
requirements
quality
expectations.
County.
updates
resources
assets,
and/or
vendor
vendor
projects
of
and
etc.).
etc.)
and
15
Technical
Technical
Architecture
Security
&
•
•
s
•
Proposed
architecture
constraints
environment.
Proposed
requirements.
Proposed
the
of
County
concerns.
continued
over
the
Proposed
product's
the
product
to
lifecycle
product
product
vendor
evaluate
vendor
investment
of
which
security
Weld
and
product
of
product
has
will
meets
will
and
County's
the
underlying
posture
in
regularly
work
address
product.
product
Weld
roadmap
roadmap
within
technical
over
County's
work
security
development
technical
the
the
maintains
shows
with
security
lifecycle
Weld
15
System
Capabilities
Alignment
Business
Needs
&
with
•
•
•
•
Vendor's
capability
the
Proposed
functional
Proposed
needs
Vendor's
deliverables
project
of
proposal
Weld
project
to
scope
product
requirements
product
and
meet
County.
deadlines
and
plan
displays
the
meets
aligns
expectations
objectives.
meets
technical
as
with
capacity
stated
outlined
the
the
necessary
in
business
and
outlined
and
in
RFP.
RFP.
in
40
Proposed
Licensing
Pricing
Model
&
•
•
the
Costs
consistent
Maintenance
disclosed
response
and
licensing
within
with
and
Costs
the
the
are
model
project
(or
response
both
subscription
are
reasonable
goals.
disclosed
and
are
costs)
within
and
both
are
30
3/8/2024 9:40 AM
Page -9
Bid #B2400055
Weld County Request for Proposal - RFP #
B2400055
Continual Motor Vehicle Record Monitoring for Weld County Employees
•
reasonable
goals.
Professional
hour
ensure
estimates
project
and
services
consistent
contain
goals
cost
sufficient
are
(if
met.
with
required)
the
detail
project
and
to
work
• %
that
for
the
individual
total
adds
categories
up
to 100%.
will
be adjusted
so
100%
Second round of evaluation of short-list vendor solutions: Qualified proposals from the short-
list of vendors will be evaluated on the following weighted criteria for solution selection:
Evaluation
Criteria
Evaluation
Standards
Score
Demo / Interview
•
•
•
Product
functionality.
Product
Weld
During
understanding
objectives,
County's
interview/demo,
demo
performance
and
verifies
requirements.
of
deadlines.
the
existence
and
Vendor
project
ease
of
requirements,
of
displays
required
use
meets
an
60
Proposed
Licensing
Pricing
Model
&
•
•
•
Costs
the
consistent
Maintenance
disclosed
reasonable
goals.
Professional
hour
ensure
and
response
estimates
project
licensing
within
with
and
services
and
Costs
the
consistent
contain
goals
the
are
(or
model
project
response
cost
are
both
subscription
sufficient
met.
(if
are
reasonable
goals.
with
required)
disclosed
and
the
detail
are
costs)
project
within
and
both
and
to
are
work
40
• %
that
for
individual
the
total
adds
categories
up
to 100%.
will
be adjusted
so
100%
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
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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.
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 is a local government entity that employs approximately 1,200 individuals whom
operate either a Weld County owned, or personally owned, vehicles while performing
essential functions of their job. Weld County is looking for software that will obtain Motor
Vehicle Records for new employees and will provide continual Motor Vehicle Record
monitoring for each employee that operates a vehicle while performing job functions. The
software should provide insight into high risk drivers, offer on -demand driver training, and the
ability to store driver files for each driver.
Weld County's overall IT environment is set-up as follows:
The following is a high-level description of our current technology environment:
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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
Systems
Operating
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
Windows
MFDs,
Print
HP,
Service
Dell
Account
Management
Microsoft
Active
Directory,
Azure
AD
Mobile
Devices
Dell,
HP,
Panasonic,
Pads,
Phones,
Androids
`updated 10/19/2023
5.2 Technical Specifications
Technical specifications for requested
County Employees are contained within the Vendor Response Form (attached below).
Vendors should fill out the Vendor Response Form in its entirety.
Continual Motor Vehicle Record Monitoring for Weld
S
tL
MI
Vendor Response
Form B2400055 (1).xl
The Vendor Response Form contains 5 worksheets:
• General
• Technical
• Security
• Reporting
• Integration
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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 Continual Motor Vehicle Record
Monitoring for Weld County Employees.
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.
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.
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RFP Pricing
Table.xlsx
7 WELD COUNTY INFORMATION TECHNOLOGY SOFTWARE AND
SERVICES CONTRACT RIDER
7.1 Introduction. By submitting a proposal (hereinafter referred to as `Proposal") in
response to the County's request for proposal (hereinafter referred to as "RFP'), as applicable
Contractor expressly agrees to be bound by all of the terms contained in the RFP, including
the following. THE TERMS AND CONDITIONS CONTAINED IN THIS RFP, INCLUDING THIS CONTRACT
RIDER, SHALL PREVAIL OVER ANY CONFLICTING TERMS PROVIDED IN THE PROPOSAL, AND ANY OTHER
TERMS PROVIDED IN THE CONTRACTORS 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
County from entering into Agreements which bind County for periods longer than one year.
This Agreement may be extended upon mutual written agreement of the Parties.
7.4 Extension or Amendment. Any amendments or modifications to this agreement shall
be in writing signed by both parties. No additional services or work performed by Contractor
shall be the basis for additional compensation unless and until Contractor has obtained written
authorization and acknowledgement by County for such additional services. Accordingly, no
claim that the County has been unjustly enriched by any additional services, whether or not
there is in fact any such unjust enrichment, shall be the basis of any increase in the
compensation payable hereunder. In the event that written authorization and acknowledgment
by the County for such additional services is not timely executed and issued in strict accordance
with this Agreement, Contractor's rights with respect to such additional services shall be
deemed waived and such failure shall result in non-payment for such additional services or
work performed. In the event the County shall require changes in the scope, character, or
complexity of the work to be performed, and said changes cause an increase or decrease in
the time required or the costs to the Contractor for performance, an equitable adjustment in
fees and completion time shall be negotiated between the parties and this Agreement shall be
modified accordingly by Change Order. Any claims by the Contractor for adjustment hereunder
must be made in writing prior to performance of any work covered in the anticipated Change
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Order, unless approved and documented otherwise by the County Representative. Any
change in work made without such prior Change Order shall be deemed covered in the
compensation and time provisions of this Agreement, unless approved and documented
otherwise by the County Representative.
7.5 Compensation. Upon Contractor's successful completion of the Work, and
County's acceptance of the same, County agrees to pay Contractor as set forth in the Proposal.
No payment in excess of that set forth in the Exhibits will be made by County unless a Change
Order authorizing such additional payment has been specifically approved by Weld County as
required pursuant to the Weld County Code. If, at any time during the term or after termination
or expiration of this Agreement, County reasonably determines that any payment made by
County to Contractor was improper because the service for which payment was made did not
perform as set forth in this Agreement, then upon written notice of such determination and
request for reimbursement from County, Contractor shall forthwith return such payment(s) to
County. Upon termination or expiration of this Agreement unexpended funds advanced by
County, if any, shall forthwith be returned to County. County will not withhold any taxes from
monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for
the accurate reporting and payment of any taxes related to payments made pursuant to the
terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Contractor
shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything
to the contrary contained in this Agreement, County shall have no obligations under this
Agreement after, nor shall any payments be made to Contractor in respect of any period after
December 31 of any year, without an appropriation therefore by County in accordance with a
budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30
of the Colorado Revised Statutes, the Local Government Budget Law (C. R. S. 29-1-101 et.
seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20).
7.6 Independent Contractor. Contractor agrees that it is an independent contractor and
that Contractor's officers. agents or employees will not become employees of County, nor
entitled to any employee benefits (including unemployment insurance or workers'
compensation benefits) from County as a result of the execution of this Agreement. Contractor
shall be solely responsible for its acts and those of its agents and employees for all acts
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
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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
o r 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,
e mployees, 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
o r 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.
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7.13 Compliance with Law. Contractor shall strictly comply with all applicable federal
and State laws, rules and regulations in effect or hereafter established, including without
limitation, laws applicable to discrimination and unfair employment practices.
7.14 Non -Exclusive Agreement. Unless otherwise expressly provided in this Agreement,
this Agreement is nonexclusive and County may engage or use other Contractors or persons
to perform services of the same or similar nature.
7.15 Fund Availability. Financial obligations of the County payable after the current fiscal
year are contingent upon funds for that purpose being appropriated, budgeted and otherwise
made available. Execution of this Agreement by County does not create an obligation on the
part of County to expend funds not otherwise appropriated in each succeeding year.
7.16 Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and
§24-50-507. The signatories to this Agreement state that to their knowledge, no employee of
Weld County has any personal or beneficial interest whatsoever in the service or property which
is the subject matter of this Agreement.
7.17 Survival of Termination. The obligations of the parties under this Agreement that
by their nature would continue beyond expiration or termination of this Agreement shall survive
any such expiration or termination.
7.18 Severability. If any term or condition of this Agreement shall be held to be invalid, illegal,
o r unenforceable by a court of competent jurisdiction, this Agreement shall be construed and
e nforced without such provision, to the extent that this Agreement is then capable of execution
within the original intent of the parties.
7.19 Governmental Immunity. No term or condition of this Agreement shall be construed
o r 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
e nforcement 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.
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7.22 Board of County Commissioners of Weld County Approval. This Agreement
shall not be valid until it has beer 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.
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.
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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
u nder the subsequent contract. Successful vendor will confirm the employment eligibility of all
e mployees 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,
u ndertaken 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
e mployee, 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
o perates 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.
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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
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
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• 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,
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
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Weld County Request for Proposal - RFP #
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Continual Motor Vehicle Record Monitoring for Weld County Employees
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 exterded discovery period will be exercised for a period of two (2)
years beginning at the time work under the subsequent Contract is completed.
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
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company acceptable to and approved by said Administrator, covering all operations hereunder
set forth in the Request for Proposal.
Proof of Insurance: County reserves the right to require the successful vendor to provide a
certificate of insurance, a policy, or other proof of insurance as required by the County's Risk
Administrator in his sole discretion.
Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor
liability, and inland marine, Successful vendor's insurer shall name County as an additional
insured.
Waiver of Subrogation: For all coverages, Successful vendor's insurer shall waive subrogation
rights against County.
Subcontractors: All subcontractors, subcontractors, independent contractors, sub -vendors,
suppliers or other entities providing goods or services required by the subsequent Agreement
shall be subject to all of the requirements herein and shall procure and maintain the same
coverage's required of Successful vendor. Successful vendor shall include all such
subcontractors, independent contractors, sub -vendors suppliers or other entities as insureds
under its policies or shall ensure that all subcontractors maintain the required coverages.
Successful vendor agrees to provide proof of insurance for all such subcontractors,
independent contractors, sub -vendors suppliers or other entities upon request by the County.
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Appendix A: Notice of Intention
From:
RFP #
NOTICE OF INTENTION
REQUEST FOR PROPOSAL
B2400055
Motor Vehicle Records Software
DUE 3/15/2024 10:00 AM MST/MDT
[VENDOR ORGANIZATION NAME)
[AUTHORIZED REPRESENTATIVE]
[TELEPHONE NO.]
[E-MAIL]
[VENDOR ORGANIZATION NAME] intends to respond to Weld County Request for Proposal
B2400055
TO: Weld County Purchasing
ATTN: Purchasing Department
RFP # B2400055 / Motor Vehicle Records Software
PO Box 758 / 1301 North 17th Avenue
Greeley, CO 80632
Email: bids@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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Continual Motor Vehicle Record Monitoring for Weld County Employees
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 # B2400055 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 4/8/2024.
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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Continual Motor Vehicle Record Monitoring for Weld County Employees
purposes include the screening of employees or applicants for
employment hired by criminal justice agencies.
2) To noncriminal justice governmental agencies performing
criminal justice dispatching functions or data
processing/information services for criminal justice agencies;
and
3) To private contractors pursuant to a specific agreement with an
agency identified in paragraphs (a)(1) or (a)(6) of this section
and for the purpose of providing services for the administration
of criminal justice pursuant to that agreement. The agreement
must incorporate a security addendum approved by the Attorney
General of the United States, which shall specifically authorize
access to criminal history record information, limit the use of the
information to the purposes for which it is provided, ensure the
security and confidentiality of the information consistent with
these regulations, provide for sanctions, and contain
such other provisions as the Attorney General may require. The
power and authority of the Attorney General hereunder shall be
exercised by the FBI Director (or the Director's designee).
This Security Addendum, appended to and incorporated by reference in a
government -private sector contract entered into for such purpose, is intended to insure
that the benefits of privatization are not attained with any accompanying degradation
in the security of the national system of criminal records accessed by the contracting
private party. This Security Addendum addresses both concerns for personal integrity
and electronic security which have been addressed in previously executed user
agreements and management control agreements.
A government agency may privatize functions traditionally performed by
criminal justice agencies (or noncriminal justice agencies acting under a management
control agreement), subject to the terms of this Security Addendum. If privatized,
access by a private contractor's personnel to NCIC data and other CJIS information is
restricted to only that necessary to perform the privatized tasks consistent with the
government agency's function and the focus of the contract. If privatized the contractor
may not access, modify, use or disseminate such data in any manner not expressly
authorized by the government agency in consultation with the FBI.
The goal of this document is to augment the CJIS Security Policy to ensure
adequate security is provided for criminal justice systems while (1) under the control or
management of a private entity or (2) connectivity to FBI CJIS Systems has been
provided to a private entity (contractor). Adequate security is defined in Office of
Management and Budget Circular A- 130 as "security commensurate with the risk and
magnitude of harm resulting from the loss, misuse, or unauthorized access to or
modification of information."
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Continual Motor Vehicle Record Monitoring for Weld County Employees
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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a. Investigate or decline to investigate any report of unauthorized use;
b. Suspend or terminate access and services, including telecommunications
links. The FBI will provide the CSO with timely written notice of the
suspension. Access and services will be reinstated only after satisfactory
assurances have been provided to the FBI by the CGA and Contractor. Upon
termination, the Contractor's records containing CHRI must be deleted or
returned to the CGA.
5.0 Audit
5.1 The FBI is authorized to perform a final audit of the Contractor's systems after
termination of the Security Addendum.
6.0 Scope and Authority
6.1 This Security Addendum does not confer, grant, or authorize any rights,
privileges, or obligations on any persons other than the Contractor, CGA, CJA (where
applicable), CSA, and FBI.
6.2 The following documents are incorporated by reference and made part of this
agreement: (1) the Security Addendum; (2) the NCIC 2000 Operating Manual; (3) the
CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20. The parties
are also subject to applicable federal and state laws and regulations.
6.3 The terms set forth in this document do not constitute the sole understanding by
and between the parties hereto; rather they augment the provisions of the CJIS Security
Policy to provide a minimum basis for the security of the system and contained
information and it is understood that there may be terms and conditions of the appended
Agreement which impose more stringent requirements upon the Contractor.
6.4 This Security Addendum may only be modified by the FBI, and may not be
modified by the parties to the appended Agreement without the consent of the FBI.
6.5 All notices and correspondence shall be forwarded by First Class mail to:
Information Security Officer
Criminal Justice Information Services
Division, FBI 1000 Custer Hollow Road
Clarksburg, West Virginia 26306
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Continual Motor Vehicle Record Monitoring for Weld County Employees
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.gov/about-us/ciis/cjis-security-policy-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 -31 Bid #62400055
sambasafety
&Li,
SAMBASAFETY CONFIDENTIAL INFORMATION
safetyholdingsinc.corn
SambaSafety Proposal
PREPARED FOR WELD COUNTY IN RESPONSE
TO RFP FOR CONTINUAL MOTOR VEHICLE
RECORD MONITORING FOR WELD COUNTY
EMPLOYEES
April 8th, 2024
Stephanie Minoletti
(720) 606-4239
slinton@sambasafety.com
Weld County
Weld County Purchasing Department
1301 N. 17th Avenue - Greeley, CO 80631
sambasafety.com
Cover Letter
sambasafety
Dear Weld County Purchasing Department,
SambaSafety is pleased to present its submission in response to Weld County's
RFP for Continual Motor Vehicle Record Monitoring for Weld County Employees.
Founded over 20 years ago, SambaSafety was the first to bring a continuous
license monitoring solution to market. In this submission we will demonstrate
our position as the market leader in mobility risk management solutions. We're
proud to have the industry's most -utilized MVR check and continuous license
monitoring solution, with over 19,000 active customers, and over 4,000,000
drivers actively enrolled in continuous license monitoring.
SambaSafety's platform is a comprehensive risk cloud management solution
inclusive of all -things -mobility risk, compliance, and training. This goes beyond
basic Motor Vehicle Record checks and alerts. SambaSafety's continuous
monitoring solution provides full visibility into driving behavior, providing
actionable insights and trends to platform administrators and users.
Our on -going multimillion -dollar investment in research & development and
corporate acquisitions enables us to release new and innovative solutions to
the market that streamline administrative overhead, increase visibility into
compliance, help manage risk, and train & retain top talent — providing
companies confidence to act. Recent examples of innovation include increased
insight through additional data sources (e.g.. insurance claims, crash data,
telematics, etc.), and the tools to manage that information so employers can
focus on improving driver behavior.
SambaSafety works in direct partnership with State DMVs and other government
entities to acquire, process, and report critical driver information. Our patented
data technology allows customers to filter irrelevant data. and quickly review
actionable information to make quicker and better driver risk management
decisions.
Throughout our history, we have made a deliberate effort to promote safer
communities by reducing risk through data insights.
Best Regards,
Stephanie Minoletti
sambasafety
I
Table of Contents
sambasafety
Table of Contents
Pricing Table 7
Vendor Qualifications 9
Response to Narrative Questions from Section 5.3 in this RFP 14
Project Plan 20
County Responsibilities 23
Additional Information 25
Response to Technical Specifications from Section 5.2 in this RFP 26
sambasafety
5
Pr
I
cin
g
Tab
1
sambasafety
Pricing Table
a. Submit pricing via the Proposed Pricing tables from Section 6 of this
RFP.
L
RFP Pricing Table -
Samba_Weld County.>
Should Weld County award SambaSafety's bid, we require a copy
of your tax-exempt certificate.
sambasafety
Vendor
Qualifications
sambasafety 8
Vendor Qualifications
• 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.
SambaSafety is the leading provider of cloud -based risk
management solutions since 1998. We serve over 16.000
customers and monitor over 4 million drivers daily across a
range of industries, including many on Fortune's Global 500
list. Our comprehensive, seamless solutions empower
businesses with critical insights and tools to evaluate driving
risks and improve driver safety.
Through the aggregation of federal, state, local and telematics
data sources, SambaSafety's flexible. end -to -end capabilities
e nable businesses to better identify and mitigate driving risk.
reduce crashes and foster safer communities. Companies who
u se SambaSafety's risk capabilities from pre -hire assessments
to continuous monitoring and training and benefit from up to:
• 22% reduction in violations
• 14% reduction in crashes
• 32% reduction in company risk profile events in the first
year
Throughout SambaSafety's 26 -year experience with MVR
monitoring and driver training the organization continues to
innovate and grow through research & development and
company acquisitions. Below is the history of SambaSafety's:
• 2005 - Milestone: 100,000 active drivers monitored
• 2012 - SambaSafety acquires American Driving Records,
Inc. (ADR)
• 2014 - SambaSafety acquires Softech International Inc.
• 2016 - ABRY Partners (private equity firm) purchases
SambaSafety
• 2017 - SambaSafety acquires Vigillo
• 2018 - Milestone: 1,000,000 active drivers monitored
• 2019 - Milestone: 2,000,000 active drivers monitored
• 2020 - Milestone: 3,000,000 active drivers monitored
csivi!k
coN sambasafety
9
• 2021 - SambaSafety acquires Instructional Technology Inc.
ITI for many decades has been the gold standard in
computer -based driver safety training. ITI was also
proficient in its ILT approach with many clients
leveraging them in this fashion. The ILT competency
remains strong in 2022 but is less of an emphasis
given the effectiveness and cost benefits of online
training - only strengthened by the onset of the
pandemic in 2021.
• 2021 - Stone Point Capital (private equity firm) purchases
SambaSafety
• 2022 - SambaSafety acquires Collision Management
Systems (U.K-based)
2023 - Milestone: 4.000,000 active drivers monitored
• Highlight vendor's experience and expertise with deploying Continual
Motor Vehicle Record Monitoring for Weld County Employees.
While SambaSafety has extensive experience in deploying
continuous motor vehicle record monitoring solutions for various
agencies similar to yours in size, we do not have previous history
of monitoring Weld County employees.
• Provide information on vendor's current clients, including the total
number of current clients they have provided Continual Motor Vehicle
Record Monitoring for Weld County Employees or substantially similar
solutions.
SambaSafety takes great care in protecting the confidentiality of
its customers and typically does not disclose names of active
customers at this stage of a sales cycle. We have over 16,000
customers with 4.1 million drivers on our platform. Recent
e nterprise level implementations include one of the largest fire
departments in the US (2K+ drivers), large national parcel
company (149K+ drivers). and the two largest ride share
companies (collectively over 1M+ drivers). We have a rich history
of partnering with government agencies, including those involved
in emergency services, providing tailored solutions that enhance
o perational efficiency, safety, and regulatory compliance,
e nsuring seamless response to critical situations. We would be
happy to further detail upon selection of SambaSafety as Vendor
o f Choice and the execution of an MNDA.
• List four (4) current references.
Reference #1
sambasafety
10
• Company: San Diego Metropolitan Transit System
• Contact Name and Title: Jared Garcia, Safety
Manager
• Email & Phone: jared.garcia@sdmts.com&(619) 238-
0100 x6481
• Brief summary & timeframe: At SambaSafety,
safeguarding the confidentiality and privacy of our
clients is paramount. We adhere to stringent data
protection measures to ensure that all sensitive
information remains secure and confidential
throughout our engagement.
As part of our commitment to confidentiality, we
regretfully cannot disclose specific details, including
summaries or timelines, of our clients'
implementations without their explicit consent. This
policy is in place to uphold the trust and privacy of
our valued clientele.
Rest assured, our team is fully dedicated to delivering
a seamless and efficient implementation process
tailored to each client's unique requirements. We
prioritize open communication and collaboration while
maintaining the highest standards of confidentiality.
Should you have any concerns or require further
clarification regarding our confidentiality practices or
implementation procedures, please do not hesitate to
reach out to us directly. We are committed to
addressing any inquiries you may have and ensuring
the utmost satisfaction in our services.
Reference #2
• Company: Adams County
• Contact Name and Title: Kyle Kos, Health Safety and
Risk Coordinator
• Email & Phone: kkos@adcogov.org&720-523-6394
• Brief summary & timeframe: See above answer.
Reference #3
• Company: University of California, Davis
• Contact Name and Title: Sally Bounds, Admin
Assistant Ill
ca1/4,
sambasafety
11
• Email & Phone sbounds@ucdavis.edu&530-752-
1199
• Brief summary & timeframe: See above answer.
Reference #4
• Company: Portland Community College
• Contact Name and Title: Kelly Brown, Risk
Management — Program Specialist
• Email & Phone kelly.brown12@pcc.edu&971-722-
2809
• Brief summary & timeframe: See above answer.
sambasafety
Narrative
Questions
(Section 5.3)
sambasafety 13
Response to Narrative Questions from section 5.3 in this RFP
a. 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).
SambaSafety's on -going multimillion -dollar investment into
research and development enables us to release new and
innovative solutions to the market that streamline
administrative overhead, increase visibility into compliance
and help manage risk. Upcoming investments include
increased insight through additional data sources, and the
tools to manage that information so employers can focus on
improving driver behavior. Advanced policy management and
workflow reduces administrative effort to track activity and
allows employers to focus on improvement. Increased driver
engagement via a self-service driver portal creates further
process efficiencies. Direct driver engagement will help
improve and automate the onboarding of new drivers,
management of their driving behavior — both good and bad —
and remediation when company policies are not met.
Recent examples of innovation and product development
include increased insight through additional data sources
(e.g., insurance claims, crash data, telematics, etc.), and the
tools to manage that information so employers can focus on
improving driver behavior. (1) Telematics, Analytics and
Training: 5 billion+ telematics data points are processed each
year. Include in -app telematics or camera data within our risk
management platform. for the most comprehensive view of
your drivers' risk. Critical license and real-time driver
behavior data is aggregated and normalized into a single Risk
Index. Easily analyze performance, identify concentrations of
risk, and examine trends across groups you have established
within the platform. Reinforce desired behaviors through
micro -learning courses, tailored to and inclusive of legal
considerations for sharing economy contractors. We develop
course content in-house, ensuring you have access to new
content on a consistent basis as well as custom development
for future needs. (2) License Validation and/or Vehicle
Registration: Validate the license and vehicle registration
provided by your candidate matches what is on file with the
DMV to reduce fraud and ensure you are checking the history
of the correct individual. Should fraud be detected, save
money by removing the candidate from the funnel
immediately. (3) License History Discovery: An average of 8%
of Americans move states annually. Discover additional
Icse% sambasafety
14
driving history often not available on a single MVR,
accounting for name and address, or state license changes.
This ensures the applicant meets regulatory and driving
history requirements, while improving supply so applicants are
not falsely disqualified. (4) Multi -Score Reports: Evaluate
qualifications in seconds with SambaSafety's proprietary,
configurable scoring. Our data -driven model allows you to
quickly assess and benchmark applicants for eligibility, risk
and increase your average LTV. Scoring can be configured by
market and a single MVR can receive one or multiple
adjudication scores, based on the job type, i.e. alcohol versus
food delivery, or both. Advanced policy management and
streamlined workflows reduce administrative effort associated
with tracking activity and allows employers to focus on
improvement.
These investments extend beyond our best -in -class Risk
Cloud platform - SambaSafety's Project Management.
Customer Success, Implementation, and Billing teams are
comprised of long -tenured experts who consistently go above -
and -beyond to delight our diverse customer base. Evidence
of this expertise is found in SambaSafety's annual customer
churn rate of <3%
b. Indicate vendor's compliance with offering ongoing Software
maintenance (technical support/upgrades) and specify:
• Standard business hours for technical support
Monday through Friday from barn - 5pm MST
• Location(s) of support services
SambaSafety's operations and customer support
o rganization is comprised of full-time U.S.-based
e mployees located across all North American time zones.
• Level of support during and outside of business hours (e.g.,
pager, 800 number, hours of operation, etc.).
Our Customer Success reps will be available to Weld
County's account The CS team will be supported by a
world -class. highly trained and tenured US -based
customer care team available during standard
business hours.
• Specify any additional cost for support during non -business
hours.
We are open to discussing potential additional costs
for support during non -business hours as part of
sambasafety
15
tailoring our services to best meet your company's
needs.
• Methods of reporting problems
Our Customer Success team and your Account Manager
are the subject matter experts on the product. necessary
settings. and troubleshooting any technical difficulties. If
the Customer Success team is not able to troubleshoot a
technical issue, we have a robust and automated
escalation process to resolve any issue. In the event of a
complex technical issue requiring engineering effort or
collaboration with a state entity to resolve, you can expect
daily and/or weekly communications with Customer
Success to keep you abreast of the status.
Samba proudly maintains a 99% uptime outside of
schedule maintenance and Samba possesses the
relationships to effectively work with State DMVs to alert
and troubleshoot connection issues. Regularly scheduled
maintenance windows are Thursdays 9:00 PM to 1:00 PST
and Saturdays 11:00 PM to 4:00 AM PST. The Success
team will provide you with the highest quality of service in
the industry comes from their highly defined escalation
procedures and an unprecedented level of experience with
an average tenure of 14.4 years.
Quality control and assurance is integral to SambaSafety's
success. Quality control measures include comprehensive
testing in each environment prior to releases, vulnerability
assessments, various data and error detection, etc.
• Response levels
cm=
SambaSafety Service
Level Guidelines
• How fixes are distributed and applied
SambaSafety reports security incidents to customers
once they are validated as such. SambaSafety
identifies the root cause and implements corrective
actions to mitigate risk.
• Problem escalation process (including resolution process and
timing)
Weld County team members are encouraged to contact
their dedicated CSM and the Director of Customer Success
sambasafety
16
to request an issue be escalated if service levels are not
being fulfilled. Moreover, Weld County's dedicated CSM is
trained to proactively escalate issues internally when
appropriate. SambaSafety's internal Escalation SOP
process documentation and ticket system allows for the
CSM to direct an escalation to the senior team members
within the appropriate department based upon the specific
issue (Engineering, Billing, Operations. etc). In the
unlikely event of an especially serious and/or urgent issue
it is likely a C -level team member will intervene to support
a timely resolution.
• Frequency of software updates/upgrades
Updates to the web app ale continuous, with updates being
pushed multiple times throughout the week.
b. 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
Continual Motor Vehicle Record Monitoring for Weld County
Employees.
We ensure compliance with periodic software upgrades,
guaranteeing compatibility with any system customization
implemented for Weld County Employees as outlined in the
RFP.
c. 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
Our team is equipped with IT engineering, and post -sale
implementation experts who are readily available to provide any
necessary training or support. While no specific IT training is
required, our comprehensive team is prepared to assist with
system administration, support, and usage as needed
throughout the project
d. 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.
After all contracts are signed and verified, the onboarding
process will begin:
co,
sambasafety
l7
• You will receive a Welcome Letter providing you with the
n ame of your Onboarding Specialist, instructions and next
ste
p
s
• Your Onboarding Specialist will work with you on your
group structure and account setup.
• Your Onboarding Specialist will work with you on the
n ecessary driver data and will perform your initial driver
u pload.
• Your Onboarding Specialist. in coordination with our
Training and Development team, will provide training (1:1
and/or recorded training) on how to use the system as well
as provide you with various resources on the platform.
After the initial onboarding process.. your account will be
transitioned to our Customer Support teams, who are experts
focused on providing exceptional customer service and
technical support. Our Customer Support teams handle
inquiries on topics such as motor vehicle records. state -
specific information. account functionality and other technical
support for SambaSafety software.
e. Provide details of any subcontracting arrangements that will come into
effect if vendor is awarded the business outlined in this RFP.
Not applicable. SambaSafety does not use subcontractors.
sambasafety
Project Plan
sambasafety
Project Plan
a. 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
Weld County Project
Plan.pdf.jpg
SambaSafety works with each customer to collaborate and
document implementation goals (work plan). Our standard
onboarding process begins with compliance and review
which includes preparing necessary state documents and
assigning an onboarding representative to ensure the client
is onboarded within the agreed upon timeline. Next,
SambaSafety will plan and prepare the account which
includes a client kick-off call. provisioning the account,
submitting necessary state documents and bringing in the
API consultant to provision custom APIs if required. The
account then is setup and tested internally to ensure all
criteria is met. All end users will be trained, and follow-up
calls are scheduled as necessary. After implementation is
complete, your account will transition to our Customer Care
team who is available to answer questions and assist with
issues that may arise along the way. Our Success team is
ranked among top performing software companies and we
hold a 97 percent customer retention rate. This is a direct
result of our ability to quickly respond to customers and
resolve any issues they experience.
The SambaSafety Implementation Specialist, CSRs, and AM
will all engage with the Weld County's team to gain an
intimate understand of their day-to-day responsibilities,
work -flows, and processes as it relates to driver risk
management. The SambaSafety team will aim to tailor its
partnership and support in such a way that minimizes the
administrative time required by Weld County associates. The
sambasafety
20
SambaSafety solution and dedicated support team is
designed to streamline workflows and time -spend by our
customers.
sambasafety
21
County
Responsibilities
sambasafety
County Responsibilities
$1.00 SambaSafety MVR service fee charged in addition to MVR state
fees.
464,
sambasafety
I
Additional
nformation
sambasafety
Additional Information
a. Provide vendor's standard contract template.
[�l
SambaSafety MSA
Template.pdf
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.
ADA Section 508 and 255 are not applicable to the services that
are the subject of this bid submission.
c. Provide a signed Vendor Certification document (from Appendix B of
this RFP.)
b=
Appendix_B_Vendor_
Certification_CompletE
d. Provide a CJIS Security Addendum Certification, if applicable (from
Appendix C of this RFP)
Not applicable.
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.
From time to time, Safety Holdings Inc. may be a party to
litigation. At this time, Safety Holdings Inc. is a party to non-
material litigation in a handful of cases in Arizona and California.
All these matters pertain to consumer disputes filed pursuant to
the Federal Credit Reporting Act and we do not consider such
litigation to be material or to have any impact on our ability to
provide services.
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 sheet.
I�l
•
ADDENDUM _1 General - Evidence of
CONTINUAL MOTOR Insurance.pdf
sambasafety
rn7os
&FI
2022-SOC2Report-Sa 2024 W9 Samba
mbaSafety.pdf Holdings Inc Remit.pc
25
Technical
Specifications
(Section 5.2)
Response to Technical Specifications from Section 5.2 in this RFP
sambasafety
26
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.
N
NI OP
--
Vendor Response
Form Samba_Weld Cc
sambasafety
REQUIRED COMPLIANCE FORMS
SAMBASAFETY PERMISSIBLE PURPOSE DISCLOSURE
Permissible Purpose. Upon the terms, and subject to the conditions set forth in the Master Services Agreement, Safety Holdings, Inc.
("SambaSafety") grants to Customer for the license period, a limited, nonexclusive, nontransferable, and revocable license to access the
SambaSafety System only for the following purposes (check all that apply):
❑
CDL Employer: For use by an employer or its agent or insurer to obtain or verify information relating to a holder of a
commercial driver's license that is required under state or federal law.
❑
Employment Signed Release: For use by a business, its agents, employees, or contractors for employment purposes, if the
requester obtains the written consent of the individual to whom the information pertains.
0
Government: For use by any government agency, including any court or law enforcement agency, in carrying out its
functions, or any private person or entity acting on behalf of a Federal, State, or local agency in carrying out its functions.
Customer certifies that
1. Customer shall use the Services for the sole and exclusive purpose(s) Customer has selected above and for no other purpose; and
2. Customer will only use the Services for its own use and Customer is the end user of the Services.
Customer certifies that when requesting Services for Emplovment purposes, Customer will:
1. Prior to requesting a report, provide a written disclosure to the employee or prospective employee in a document consisting solely of
the disclosure that Services may be obtained for employment purposes;
2. Prior to requesting a report, obtain express written consent from the employee or prospective employee prior to obtaining any
Services which explicitly authorizes the retrieval and use by Customer, its agents or contractors of any Information Services
regarding the particular employee or prospective employee in question; each submission of an order is a certification that the
disclosure was provided, and authorization has been obtained.
3. Provide the employee or prospective employee a notice, along with a copy of his or her report and a summary of rights under the
FCRA before taking adverse action; and
4. After taking adverse action, provide the employee or prospective employee a notice that adverse action has been taken along with a
copy of the report and summary of rights under the FCRA.
5. Not use the Services in violation of any employment equal opportunity laws. This includes any laws generally known as "Ban -the -
Box". Customer certifies that it will not order a report until allowed under these laws.
Customer acknowledges it is aware and will comply with all of the requirements of the Fair Credit Reporting Act ("FCRA"), and has
downloaded a copy of the documents found under the heading "Consumer Disclosures" at https://www.sambasafety.com/msa.
Customer understands that there are legal requirements and responsibilities when taking adverse action based in whole or part on consumer
reports. Customer understands and agrees to comply with adverse action procedures required by the FCRA including requirements to provide
a preliminary adverse action notice to consumers, along with a copy of the consumer report and A Summary of Your Rights Under the Fair
Credit Reporting Act, allowing the consumer a designated period of time to contact the CRA if consumer wishes to dispute any information in
the consumer report or to provide mitigating information to you, providing CRA contact information and providing a final adverse action notice
to the consumer if a final adverse employment decision is made.
Customer understands that SambaSafety is not legal counsel and cannot provide legal advice. Customer should work with counsel to develop
an employment screening program specific to your needs. It is necessary for Customer to work with counsel to ensure that Customer's
policies and procedures related to the use of CRA-provided information are in compliance with applicable state and federal laws and your legal
responsibilities.
I hereby certify that I am a legally authorized representative of Customer, and I hereby obligate Customer to the terms and conditions listed
above:
APPROVAL
Signature
Kevin D. Ross
Name
Board of Weld County Commissioners
OCT 1 6 2024
Date
Chair
Title
Company Name
2oZL)-O c
Contract For
Entity Information
Entity Name *
SAMBA HOLDINGS INC
Contract Name*
SAMBA SAFETY CONTRACT
Contract Status
CTB REVIEW
Entity ID*
@000486S1
Q New Entity?
Contract ID
8780
Contract Lead*
BPETERSON
Contract Lead Email
bpeterson@weld.gov
Contract Description*
CONTINUAL MOTOR VEHICLE RECORD MONITORING FOR WELD COUNTY EMPLOYEES
Contract Description 2
Contract Type *
AGREEMENT
Amount*
$89,148.28
Renewable*
YES
Automatic Renewal
Grant
IGA
Department
HUMAN RESOURCES
Department Email
CM-
HumanResources@weld.g
ov
Department Head Email
CM-HumanResources-
DeptHead@weld.gov
Bid/RFP #*
County Attorney #B2400055
GENERAL COUNTY
ATTORNEY EMAIL
Requested BOCC Agenda
Date *
10/16/2024
Parent Contract ID
Requires Board Approval
YES
Department Project #
Due Date
10/12/2024
Will a work session with BOCC be required?*
HAD
Does Contract require Purchasing Dept. to be
included?
YES
County Attorney Email
CM-
COUNTYATTORNEY@WEL
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
Termination Notice Period
Contact Information
Contact Info
Review Date"
09/01/2025
Committed Delivery Date
Renewal Date"
10/01/2024
Expiration Date
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
CONSENT 10/14/2024
Approval Process
Department Head
JILL SCOTT
DH Approved Date
10/14/2024
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
10/16/2024
Finance Approver
CONSENT
Legal Counsel
CONSENT
Finance Approved Date Legal Counsel Approved Date
10/14/2024 10/14/2024
Tyler Ref #
AG 101624
Originator
BPETERSON
MEMORANDUM
5/Z
TO: Esther Gesick, Clerk to the Board May 15, 2024
FROM: Jill Scott, Chief Human Resource Officer
SUBJECT: B2400055, Continual Motor Vehicle Record Monitoring
BOCC Approval Date: 6/13/2O24 5/20/2024
Proposals were received and opened on April 8th, 2024 for Continual Motor Vehicle
Record Monitoring Software. One proposal was received for $100,140.28 for year one
with annual maintenance of $96,768. Attached is the bid tabulation for your information.
We're seeking a software that will provide continual motor vehicle monitoring for all
Weld County Employees that must operate either a county owned vehicle or personal
vehicle to perform their regular job duties. As the county works to reduce risk, we are
also requesting that the software provide on demand training opportunities for all
drivers.
The proposal was reviewed by Human Resources and the scoring of the RFP response
is attached. The results of the Committee Evaluation (attached) show SambaSafety,
out of Denver, Colorado meets the outlined requirements. After receiving Samba
Safety's best and final offer, their cost of $89,148.28 will be for the initial cost of the
software licenses, first year of support and required professional services, with a cost of
$85,236 for annual maintenance after year one.
With the above information, I recommend the BOCC award the Continual Motor Vehicle
Record Monitoring Software to SambaSafety for a total amount of $89,148.28.
Mog
i�0O3b
Attachment
Summary of Committee Member Scorin
Contractor Name
9
Member #1
RFQ/RFP Score
Member #2
RFQIRFP Score
Member #3
RFQIRFP Score
SAMBA
71
71
68
WELD COUNTY PURCHASING
1301 N. 17th Avenue, Greeley, CO 80631
reverettCcaweld.gov
cgeisert weld.gov
ttavlor(aiweld.gov
Phone: 970-400-4222, 4223 or 4454
DATE OF BID: APRIL 8, 2024
REQUEST FOR: CONTINUAL MOTOR VEHICLE RECORD MONITORING SOFTWARE
DEPARTMENT: WELLNESS & SAFETY
BID NO: B2400055
PRESENT DATE: APRIL 15, 2024
APPROVAL DATE: MAY -1-3,2024 MAY 20, 2024
VENDOR
SAMBA SAFETY
DEPT LA 24536
PASADENA, CA 91185-4536
THE INFORMATION TECHNOLOGY AND SAFETY & WELLNESS ARE REVIEWING THE BIDS.
5/M
20Z�-oM
FE003(o
WELD COUNTY, CO
Memorandum
To: Board of County Commissioners
From: Jill Scott, Kelly Leffler
Date: 5/6/24
Subject: Continual Motor Vehicle Monitoring B 2400055
Human Resources is requesting an extension for approving Bid #62400055, as we work toward
completing the review process. We will plan to provide a recommendation on Monday, May
20th .
Thank You,
Jill Scott, Director of Human Resources
Kelly Leffler, Risk Manager
zo24-Qlo$
PEoo3u,
WELD COUNTY PURCHASING
1301 N. 17th Avenue, Greeley, CO 80631
reverett(S weld.gov
cgeisert(aiweld.gov
ttavlor(iweld.gov
Phone: 970-400-4222, 4223 or 4454
DATE OF BID: APRIL 8, 2024
REQUEST FOR: CONTINUAL MOTOR VEHICLE RECORD MONITORING SOFTWARE
DEPARTMENT: WELLNESS & SAFETY
BID NO: B2400055
PRESENT DATE: APRIL 15, 2024
APPROVAL DATE: MAY 13, 2024
VENDOR
SAMBA SAFETY
DEPT LA 24536
PASADENA, CA 91185-4536
THE INFORMATION TECHNOLOGY AND SAFETY & WELLNESS ARE REVIEWING THE BIDS.
2024-0868
4/15 ()03Co
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