HomeMy WebLinkAbout20233301.tiff RESOLUTION
RE: APPROVE INTERGOVERNMENTAL AGREEMENT AMENDMENT#1 FOR COUNTY
COMPUTER REFRESH PROGRAM FOR LEASED COMPUTING ASSETS AND
AUTHORIZE CHAIR TO SIGN
WHEREAS,the Board of County Commissioners of Weld County,Colorado,pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County,Colorado,and
WHEREAS, the Board has been presented with an Intergovernmental Agreement
Amendment#1 for the County Computer Refresh Program for Leased Computing Assets between
the County of Weld,State of Colorado,by and through the Board of County Commissioners of
Weld County,on behalf of the Department of Human Services,and the Colorado Department of
Human Services,commencing November 17,2023,with further terms and conditions being as
stated in said amendment,and
WHEREAS,after review,the Board deems it advisable to approve said amendment,a
copy of which is attached hereto and incorporated herein by reference.
NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County,Colorado,that the Intergovernmental Agreement Amendment#1 for the County
Computer Refresh Program for Leased Computing Assets between the County of Weld,State of
Colorado,by and through the Board of County Commissioners of Weld County,on behalf of the
Department of Human Services,and the Colorado Department of Human Services, be,and
hereby is,approved.
BE IT FURTHER RESOLVED by the Board that the Chair be,and hereby is,authorized
to sign said amendment.
Cc. 2023-3301
HR0095 12/21/23
INTERGOVERNMENTAL AGREEMENT AMENDMENT #1 FOR COUNTY COMPUTER
REFRESH PROGRAM FOR LEASED COMPUTING ASSETS
PAGE 2
The above and foregoing Resolution was,on motion duly made and seconded,adopted
by the following vote on the 8th day of November,A.D.,2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY,COLORADO
ATTEST: �` �I c�
�" '"�^� `'�I"�' ' Mike eman,Chai
Weld County Clerk to the Board
B jot-14M
•„1�W Per L.B ck,Pro-Tem
Deputy Clerk to the Board
Scott K.James
AP...��ED AS �.,-,.t! •
�' "'*►' n
D.Ross
County Forney
I �1• f.,� �:L. ,!ne
�l
Date of signature: "1141Z3
2023-3301
HR0095
CM01/aC,4-1t 15U9
BOARD OF COUNTY COMMISSIONERS
PASS AROUND REVIEW
PASS-AROUND TITLE:Amendment#1 to the Intergovernmental Agreement(IGA)with the Colorado
Department of Human Services(CDHS)for the Computer Refresh Leasing Program
DEPARTMENT:Human Services DATE: October 31,2023
PERSON REQUESTING: Jamie Ulrich,Director,Human Services
Brief description of the problem/issue:On October 26,2022,the Department entered into an IGA for
the Computer Refresh Leasing Program,identified as Tyler ID#2022-2985,for the leasing of computer
equipment,software,services,and accessories.CDHS has now issued an Amendment#1 to this
agreement that applies to the CBMS Supplemental County Lease Computing Asset Lease Schedule
and updates the allotted amount the County has to spend for the three-year lease cycle starting in fiscal
year 2023-2024.
What options exist for the Board?
• Approval of the IGA Amendment#1.
• Deny approval of IGA Amendment#1.
Consequences:The County will not receive supplemental funding.
Impacts:The County will bear the cost of computers and accessories.
Costs(Current Fiscal Year/Ongoing or Subsequent Fiscal Years):
• Total allocation=$457,317.00.
• Funded through CDHS CBMS Computer Refresh Program.
Recommendation:
• Approval of the Amendment#1 and authorize the Chair to sign.
Support Recommendation Sc dule
Place on BOCC Mends Work Session Other/Comments:
dir
Perry L.Buck,Pro-Tem 4
Mike Freeman,Chair 1MC''
Scott K.JamesAf.51:''Sh
Kevin D.Ross
Lori Seine
Pass-Around Memorandum;October 31,2023-CMS ID 7569 2023-3301
IVY t- X t5
DocuSign Envelope ID:2820EB46-8B5F-4FA3-90EB-BF6193CD6A62
ASO COLORADO
Financial services
Saes..
['Niue.of contracts and Procurement 2024 IHHA 187276
eClearance#:2318504
STATE OF COLORADO
DEPARTMENT OF HUMAN SERVICES
INTERGOVERNMENTAL AGREEMENT AMENDMENT#1
SIGNATURE AND COVER PAGE
State Agency Original Contract Number
Colorado Department of Human Services 179171
Community Partnerships
Contractor Amendment Contract Number
County 187276
Weld County Department of Human Services eClearance
2318504
Current Contract Maximum Amount Contract Performance Beginning Date
Initial Term The later of the Effective Date November 17,2023.
Perpetual
Extension Terms Current Contract Expiration Date
NA The oldest expiration date of both Leased Computing Asset
Supplier Vendor and Leasing/Financing Vendor agreements.
If either Leased Computing Asset Supplier Vendor or
Leasing/Financing Vendor agreement is in effect,this
Agreement is in effect.
Maximum Amount for All Fiscal Years
See Exhibit A and Attachments 1&2
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment
and to bind the Party authorizing his or her signature.
CONTRACTOR STATE OF COLORADO
Weld County Jared Polis,Governor
Colorado Department of Human Services
Michelle Barnes,Executive Director
DocuSigned by:
"r .Ri &-Irb a tuI&
02PJ0D920dG4rC_.
By:Mike Freeman,Chair of the Weld County Board of By:Pedro Almeida,Deputy Executive Director,
C,gglttpisOion8erktZ3 Administrative Solutions
Date: nn��jjvY [L 11/29/2023
Date:
In accordance with§24-30-202 C.R.S.,this Amendment is not valid until signed and dated below by the State Controller or an
authorized delegate.
STATE CONTROLLER
Robert Jaros,CPA,MBA,JD
r-DoeuSigned by:
1r„:.�ti�ivaradow
By: �asv auio..
Andrea Euric�intnt fiamson/Telly Belton
11/29/2023
Amendment Effective Date:
Amendment Contract Number. Page 1 Rev.154/19
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COLORADO
Fa,�taat se�>�oes
Dep....n of Human Senices
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
1. PARTIES
This Amendment(the"Amendment")to the Original Contract shown on the Signature and Cover Page
for this Amendment(the"Contract")is entered into by and between the Contractor,and the State.
2. TERMINOLOGY
Except as specifically modified by this Amendment,all terms used in this Amendment that are defined
in the Contract shall be construed and interpreted in accordance with the Contract.
3. AMENDMENT EFFECTIVE DATE AND TERM
A. Amendment Effective Date
This Amendment shall not be valid or enforceable until the Amendment Effective Date
shown on the Signature and Cover Page for this Amendment.The State shall not be bound
by any provision of this Amendment before that Amendment Effective Date,and shall have
no obligation to pay Contractor for any Work performed or expense incurred under this
Amendment either before or after the Amendment term shown in§3.B of this Amendment.
B. Amendment Term
The Parties'respective performances under this Amendment and the changes to the Contract
contained herein shall commence on the Amendment Effective Date shown on the Signature
and Cover Page for this Amendment or Month Day,Year,whichever is later and shall
terminate on the termination of the Contract.
4. PURPOSE
This Amendment applies to the CBMS Supplemental County Leased Computing Asset Lease
Schedule.It documents the allotted amount the County has to spend on the CBMS Supplemental
County Leased Computing Asset Lease Schedule and acknowledges that any additional cost
incurred by the County will be the County responsibility.
5. MODIFICATIONS
The Contract and all prior amendments thereto,if any,are modified as follows:
Addition of Attachment 2 to Exhibit A Scope of Work.
A. Addition of Attachment 2,Human Services Department State Fiscal Year Allocation.
6. LIMITS OF EFFECT AND ORDER OF PRECEDENCE
This Amendment is incorporated by reference into the Contract,and the Contract and all prior
amendments or other modifications to the Contract,if any,remain in full force and effect except
as specifically modified in this Amendment. Except for the Special Provisions contained in the
Contract,in the event of any conflict,inconsistency,variance,or contradiction between the
provisions of this Amendment and any of the provisions of the Contract or any prior modification
to the Contract,the provisions of this Amendment shall in all respects supersede,govern,and
control. The provisions of this Amendment shall only supersede,govern,and control over the
Amendment Contract Number: Page 2 Rev.1/14/19
COLORADO
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Dertston of Contracts and Procurement
CMS#:187276
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Special Provisions contained in the Contract to the extent that this Amendment specifically
modifies those Special Provisions.
Amendment Contract Number: Page 3 Rev.1/14/19
is. COLORADO
F4na�new srsyscets
DePamnerrt d Huuras 5Crvrce9
D9vfstar of Contracts and Procurement
CMS#:187276
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Exhibit A—Statement of Work
This Exhibit A addresses the responsibilities of the Colorado Department of Human Services(State)
and Weld County C`County"),in the funding of and engagement of a Leased Computing Assets
Contract.
This Agreement applies to any County Leased Computing Asset Lease Schedule entered into in
November 2022 and every subsequent Leased Computing Asset order,unless Agreement is terminated
by either Party.
1. State Responsibilities
a. County Leased Computing Asset Overview
i. State is responsible for facilitating the County Leased Computing Asset process,
with County input and implementation by a Leased Computing Asset Supplier
Vendor and Leasing/Financing Vendor and third-party subcontractors,for Option 2
and 3 Counties and selection and deployment of Leased Computing Assets.County
will order Leased Computing Assets each year on a rotating basis for three different
programs,one year for each program for a total of three one-year cycles,CBMS
Original orders,CBMS refreshed orders,and Children,Youth,and Families(CYF)
refreshed orders.
ii. State shall order Leased Computing Assets and Service Level Options on behalf of
County in compliance with State configuration standards.
b. State Notification to County
i. State shall provide notification to the County of Leased Computing Assets that are
set to expire,no later than 30 days before expiration.
ii. At the same time the above I.b.i.notification takes place,State,through its Leased
Computing Asset Supplier Vendor or Leasing/Financing Vendor,shall notify
County which Leased Computing Asset(identified via serial number—and located
by County,via end-user and Absolute software)shall be returned by County to
Leased Computing Asset Supplier Vendor or its third-party contractor.
iii. In the State's sole discretion,State shall provide County with any shared
information relevant to County performance,and/or suggestions for improvement
and/or expansion of this Agreement or the Leased Computing Asset Program.
C. Communication Management
i. The State shall manage communication between the State,the State's IT Service
Delivery&Vendor Partner,and the Governor's Office of Information Technology
(OIT),Counties,and the Leased Computing Asset Supplier Vendor and the
Leasing/Financing Vendor.
d. Leased Computing Asset Reconciliation
i. The State shall facilitate the Leased Computing Asset reconciliation process for
Leased Computing Assets at the end of the three-year lease cycle,to assist in
returning Leased Computing Assets to the Leasing/Financing Vendor,
communicating County financial obligation calculated by the Leasing/Financing
Amendment Contract Number: Page 4 Rev.1/14/19
Aria COLORADO
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
Vendor,such as renewal lease fees for Leased Computing Assets that will continue
to be used and buyout offers for lost,stolen or broken(not covered under warranty).
ii. The State shall facilitate proper Leased Computing Asset reconciliation by offering
adequate asset management resources and training in order to ensure sufficient asset
management at the County.
e. Allocation Report
i. The State will provide the County with monthly Allocation reports and will conduct
a meeting every six months to review the Allocation balance,expenditures,and
Party performance.
f. Absolute Software
i. The State shall not utilize Absolute in an attempt to locate County personnel
assigned to the Leased Computing Device except in the instances of an emergency
or in determining whether the Leased Computing Device is being used for purposes
outside the terms of this Agreement.The State might also pull data reports from the
county's Absolute console in a number of different scenarios,including but not
limited to:
1. If the County reports and suspects that the Leased Computing Device has
either gone missing or has been stolen.
2. If the County reports or suspects that the Leased Computing Device has been
damaged or determined to be broken.
3. If the Leased Computing Assets Supplier Vendor reports that the device is
expired and has been unreturned after the County has received,accepted,
and installed refreshed the Leased Computing Device.
ii. The State shall periodically audit random Leased Computing Assets to ensure that
the Absolute software is installed,activated,and properly configured.
iii. The State shall utilize Absolute to audit Leased Computing Assets that are reported
in use by the County after the three-year lease cycle.
2. County Responsibilities
a. Option 2 County versus Option 3 County Responsibility
i. Responsibilities for the HP Computer Refresh Program differ based upon whether
the County is an Option 2 or Option 3 County.
1. Option 2 Counties are counties that receive'To the Desk'support for IT
infrastructure and hardware.This option is intended for a County that does
not have any information technology department or staff The State will be
responsible for infrastructure installation and support of the leased
equipment in its entirety;this may include the following:servers,routers,
laptops,desktops,and other hardware;and connectivity to the Colorado
State Network(CSN)using leased data communications circuit(s).
2. Option 3 Counties are counties that receive'To the Door'support for IT
infrastructure and hardware.This option is intended for a County that
employs an Information Technology(IT)staff on-site who will perform all
DHS state access duties in compliance with OIT and CDHS standards and
procedures.The State will only be responsible for any leased equipment
Amendment Contract Number: Page 5 Rev.1/14/19
ieeCOLORADO
Financial Services
Department of t-lunven Senna.
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
including routers,computers,and connectivity to the State-Wide Area
Network using the leased data communications circuit(s).
ii. Responsibilities for Option 2 Counties
1. Option 2 Counties receive IT support from the State IT Service Delivery
Provider&Vendor Partner for the HP Computer Refresh program,
including,but not limited to,
a. Leased Computing Asset ordering
b. Providing an image to HP for imaging the County Order,including
installing Absolute within the county image
c. Installation services for new Leased Computing Assets
d. Gather expired Leased Computing Assets at the end of the three-year
lease cycle
e. Asset management for lost,stolen,or broken Leased Computing
Assets,either during the three year lease cycle or at the end of the
three year lease cycle,by using the HP Customer Service Portal and
the Absolute Console
iii. Responsibilities for Option 3 Counties
1. Option 3 Counties are responsible for satisfying all responsibilities of the HP
Computer Refresh program through local IT support.
b. Acceptance and Documentation
i. When County accepts the delivery of Leased Computing Assets and the installation
thereof,County shall provide State with County signed proof of acceptance and
installation of Leased Computing Assets delivered by Leased Computing Asset
Supplier Vendor or its third-party subcontractors after County:
1. inspects Leased Computing Assets and accepts Leased Computing Assets,
2. signs confirmation of acceptance and installation of Leased Computing
Assets,and
3. maintains a copy of the signed acceptance and installation.
ii. Signed documentation that County accepts the delivery of Leased Computing Asset
and the installation thereof,shall contain:
1. the Lease schedule number,
2. the legible name and signature of the County representative who accepted
the delivery of Leased Computing Assets and the installation thereof,
3. the date of the acceptance and installation,and
4. the County location where the Leased Computing Assets will be utilized.
C. Absolute Software
i. County shall activate and use Absolute software in accordance with its licensing
agreement,to document real-time Leased Computing Asset location and end-user
identification throughout the Leased Computing Asset term or until County returns
the Leased Computing Assets to Leased Computing Asset Supplier Vendor,or its
third-party contractor,or County completes a Leased Computing Asset Buyout for
that Leased Computing Asset;whichever is later.When the Leased Computing
Assets are in the Leased Computing Asset Supplier Vendor's,or third-party
contractor's possession,or cannot be located,that Leased Computing Asset will be
Amendment Contract Number: Page 6 Rev.1/14/19
igte COLORADO
Finarrdai Services
Department d Hum.,Semces
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
rendered inactive via Absolute software and data will no longer be accessible by
either Party.
ii. The County will allow the State access to the County's Absolute console.
iii. The County shall comply with all Colorado Office of Information Technology
reporting policies.These reporting policies include the following features must be
turned on:
1. Hardware
a. This feature includes reports and alerts on hundreds of hardware
attributes.
b. This feature also monitors the Lease Computing Assets on leasing
reports.
c. This feature also tracks new device activations and connection
history.
d. This feature also leverages pre-built custom reports for Absolute.
e. Finally,this feature flags missing Lease Computing Assets and can
alert administrators when the Lease Computing Assets reconnect to
the internet.
2. Software
a. This feature assesses installed software by device and population.
b. This feature will also report and alert on software configuration
changes or policy non-compliance.
3. Full-Disk Encryption State
a. This feature will report on the encryption status reporting for the
Lease Computing Asset.
4. Device Usage
a. This feature will assess device usage by analyzing login/unlock and
device interaction events.
b. This feature will also report on average daily usage by device.
5. Geolocation Tracking
a. This feature will track device location with 365 days of history.
b. This feature will also define geofences to detect unauthorized device
movement.
6. Installed Applications
a. This feature will assess installed software by device or population.
b. This feature will also report and alert on software configuration
changes or policy non-compliance.
iv. Provide State with end usernames and location of all Leased Computing Assets
upon request,at predetermined intervals,via a database shared by the Parties,via
Absolute software,and/or via a spreadsheet.County shall update changed end-user
names and location via Absolute software,shared databases,and spreadsheets when
reassigning Leased Computing Assets to a different end-user and/or location and/or
when an end-user has a name change.
d. Acceptance and Deinstallation Requirements
i. When County completes a Lease Buyout of Leased Computing Assets,County shall
provide State with County signed proof of acceptance and de-installation(de-
Amendment Contract Number: Page 7 Rev.1/14/19
COLORADO
a Finasidal Services
DAns4on of Contracts and Procurement
CMS#:187276
eClearance#:2318504
commissioning)of Leased Computing Assets signed by Leased Computing Asset
Supplier Vendor or its third-party subcontractor.
ii. County Leased Computing Asset shall be returned to the Leased Computing Assets
Supplier Vendor,or its third-party contractor,by County.The Leased Computing
Assets County shall be returned 60 days after the County accepts newly installed
Leased Computing Assets.
e. Penalties
i. If the County does not comply with the provisions of this Agreement,the County
risks State issuance of one or more of the following potential penalties.
1. County may be disallowed from ordering future Leased Computing Assets
through the State Leased Computing Asset program.
2. County may be required to return all Leased Computing Assets.
3. County Agreement may be terminated by the State.
4. County Allocation may be reduced.
5. County may be prohibited from entering into a new agreement with the State
for Lease Computing Assets.
ii. For additional State and County remedies,see section 12.-Remedies of the
Agreement.
iii. For additional dispute resolution options,see section 14.-Dispute Resolution of the
Agreement.
iv. Before the State issues one or more of the above penalties,the State shall:
1. Gather facts to determine whether the County is noncompliant and
mitigating facts,and look at whether the County is making a good faith
effort to comply.
2. Issue an initial written warning that details the County noncompliance and in
two weeks after the date of the warning letter,the County shall provide the
State with a detailed remediation plan.
3. If the State accepts the County's remediation plan,the County shall have 60
days to implement the remediation plan.
4. If the State rejects the County's plan of correction,the County shall have 5
business days to correct the remediation plan.If the State rejects the
County's remediation plan for a second time,the State will impose a State
developed remediation plan and the County will have 45 days to implement
the State remediation plan.
5. If the State determines that either the County remediation plan or the State
developed remediation plan was not implemented by County as written,or if
the State determines the County is not making a good faith effort to comply,
the State will use its discretion in determining whether to impose the
penalties described in Section 2.,c.above.
I. Potential Expenses
i. End of Three-Year Lease Cycle-Lease Buyout Fee.At the end of the three-year
lease cycle,for all Leased Computing Assets that are not timely returned to Leased
Computing Asset Supplier Vendor as stated in section l.d.,above,County shall pay
Leasing/Financing Vendor the Lease Buyout fee established by the
Leasing/Financing Vendor
Amendment Contract Number: Page 8 Rev.1/14/19
mhoCOLORADO
Fhta:tefai seivicea
Doparimoot d Muman Soroces
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
1. At the end of the three-year lease cycle,the County will be responsible for
paying the Leased Computing Asset Supplier or Financial Vendor the Lease
Buyout fee established by the Leased Computing Asset Supplier or Financial
Vendor if the County damages the Leased Computing Asset in a way that is
not covered by the standard Leased Computing Asset Supplier Vendor
warranty and is thus unrecoverable by the Leased Computing Asset Supplier
or Financial Vendor.
2. At the end of the three-year lease cycle,the County will be responsible for
paying the Leased Computing Asset Supplier or Financial Vendor the Lease
Buyout fee established by the Leased Computing Asset Supplier or Financial
Vendor if the County loses or is unable to recover the Leased Computing
Asset and is thus unreturnable to the Leased Computing Asset Supplier or
Financial Vendor.
3. At the end of the three-year lease cycle,the County will be responsible for
paying the Leased Computing Asset Supplier or Financial Vendor the Lease
Buyout fee established by the Leased Computing Asset Supplier or Financial
Vendor if the Leased Computing Asset is stolen and determined to be
unrecoverable and is thus unretumable to the Leased Computing Asset
Supplier or Financial Vendor.
ii. During the Three-Year Lease Cycle-Lease Buyout Fee.At any time during the
Leased Computing Asset 3-year lease cycleterm,County may purchase the Leased
Computing Asset via Lease Buyout,at a fee established by the Leasing/Financing
Vendor,for any lost,stolen,and/or broken(not covered under warranty)Leased
Computing Assets,or for any Leased Computing Assets County will not be able to
timely return to the Leased Computing Asset Supplier Vendor—for example,if
Leased Computing Assets are on a litigation hold,or if County wants to keep a
stock of extra computing equipment and accessories.County shall maintain its proof
of payment for three years after payment of Lease Buyout fee and immediately
provide State with proof of payment.
1. The County will be responsible for paying the Leased Computing Asset
Supplier or Financial Vendor the Lease Buyout fee established by the
Leased Computing Asset Supplier or Financial Vendor if the County
damages the Leased Computing Asset in a way that is not covered by the
standard Leased Computing Asset Supplier Vendor warranty.
2. The County will be responsible for paying the Leased Computing Asset
Supplier or Financial Vendor the Lease Buyout fee established by the
Leased Computing Asset Supplier or Financial Vendor if the County loses or
is unable to recover the Leased Computing Asset before the end of the three
year lease cycle.
3. The County will be responsible for paying the Leased Computing Asset
Supplier or Financial Vendor the Lease Buyout fee established by the
Leased Computing Asset Supplier or Financial Vendor if the Leased
Computing Asset is stolen and determined to be unrecoverable by the end of
the three year lease cycle.
Amendment Contract Number: Page 9 Rev.1/14/19
fee COLORADO
EYnandal snviees
UePsrlmerrt d Hturur services
Division of Contracts and Procurement
CMS#:187276
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iii. Renewal Lease Fee at the End of the Three Year Lease Cycle or the County
Allocation will be reduced by the renewal lease fee established by the
Leasing/Financing Vendor for the term the Leased Computer Assets are kept by the
County.In no event will the renewal lease fee exceed the Buyout fee.County shall
maintain its proof of payment for three years after payment of Lease Buyout fee and
immediately provide State with proof of payment upon payment of the buyout fee.
g. Leased Computing Asset Management
i. To practice proper Leased Computing Asset management,the County shall engage
in adequate asset management practices,including but not limited to:
1. Utilizing signed Acceptance and Installation Reports that both the State and
the County shall keep on file to document what Leased Computing Assets
were delivered and installed at the county.
2. Activating every Leased Computing Asset on the Absolute Console to
ensure the State and County are able to geolocate and track the Lease
Computing Asset.
3. Reconciling Acceptance and Installation Reports against both State and
County records and against the HP Customer Service Portal.
4. During the three-year lease lifecycle,the County shall continuously update
the Absolute console as necessary and reconcile local records against the HP
Customer Service Portal to maintain an accurate record of all Leased
Computing Assets.
5. At the end of the three-year lease period,and upon receiving refreshed
Leased Computing Assets,the County shall return all expired Leased
Computing assets and sign the De-installation Report.The County shall keep
this record on file for future reference.
h. Leased Computing Asset Supplier Standard Warranty
i. The Leased Computing Asset Supplier currently provides a number of standard
warranty features for every Leased Computing Asset,including remote problem
diagnoses and support,onsite hardware support,replacement parts and materials,
and general service and coverage guarantees.
ii. The Leased Computing Asset Supplier currently provides repair and replacement for
operational failure or part failure that occurs during the normal functioning of the
device.
iii. The Leased Computing Asset Supplier currently does not provide Accidental
Damage Protection for Leased Computing Assets.Accidental Damage protection is
defined as operational or mechanical failure caused by an accident from handling
which occurs in the course of the normal intended use of the Leased Computing
Assets.
i. Leased Computing Assets Usage
i. County shall ensure that Leased Computing Assets will be utilized exclusively by
the program staff for which the computer devices were ordered and funded and only
for activities that support that program.
j. Support by County Personnel
i. County shall designate,maintain,and fund at least one County personnel as a single
point of contact to fulfill the above duties in compliance with this Agreement.The
Amendment Contract Number: Page 10 Rev.1/14/19
alaiCOLORADO
Financial servfees
Department d Nvrun Services
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
percentage of time spent by County personnel on fulfilling the duties in compliance
with this Agreement is at the discretion of the County.
3. County Allocation
a. State and County will work together to establish a methodology to determine a Leased
Computing Asset budget to lease Computing Assets based on a dollar amount rather than
on quantity of Leased Computing Assets.
b. The County Budget shall be based on Leased Computing Asset quantity,rather than a
dollar amount,until State and County establish the above methodology to determine a
budget based on a County Leased Computing Asset dollar amount.
c. Converting County Leased Computing Asset Allocation,based on a dollar amount rather
than a Leased Computing Asset quantity,does not change any terms of this Agreement or
change the way County participates under this Agreement.
4. Invoices&Payment
a. Financial obligation to State by County under this Agreement is limited to the unpaid,
obligated balance of every Leased Computing Asset Buyout Estimate for County
unreturned Leased Computing Assets(unreturned for any reason)issued by Leased
Computing Asset Supplier Vendor or Leasing/Financing Vendor for a Lease Schedule
entered into by the State on behalf of County for Leased Computing Asset.This Agreement
formalizes the existing business practice of County financial obligation to pay Leased
Computing Asset Supplier Vendor or Leasing/Financing Vendor for unreturned,broken,
lost,or stolen Leased Computing Assets:
i. In lieu of a Lease Buyout,the Leased Computing Assets Supplier Vendor or
Leasing/Financing Vendor may implement a Lease Penalty for County unreturned
Leased Computing Assets to County for not timely returning expired(past lease
term)Leased Computing Assets,County agrees to pay this Lease Penalty in lieu of
a Lease Buyout.
ii. State will make all attempts to work with Leased Computing Assets Supplier
Vendor and/or Leasing/Financing Vendor to agree on behalf of County to obligate
County to the lesser of a Lease Buyout fee or Lease Penalty.State is not obligated to
pay any portion of the Lease Buyout fee and/or Lease Penalty.
b. If County enters into a Lease Buyout for any Leased Computing Assets,the County is
obligated to pay either the Leased Computing Asset Supplier Vendor or Leasing/Financing
Vendor directly for that Lease Buyout agreement and State is no longer obligated to pay the
remaining lease fee of the unused lease term or the Service Level Option assigned to that
Leased Computing Assets.See sections 2.f.,2.g,and 2.h.above.
c. State shall not pay any amount under this Agreement to County,Leased Computing Assets
Supplier Vendor,or Leasing/Financing Vendor unless payment is a reimbursement of a
County overpayment to State or a passthrough reimbursement to County received by State
from Leased Computing Asset Supplier Vendor or Leasing/Financing Vendor.
d. County shall pay the State for County's lease or purchase of computer device lease services
beyond the County's State Allocation budget,stated within this Scope of the Work.The
State shall promptly pass through any County's payments to the Leasing/Financing Vendor.
Except within its role as a pass through entity,the State is not liable for County's
obligations incurred under this Agreement which includes this Statement of Work.The
State shall provide each County an invoice at least 30 days prior to the date the payment is
Amendment Contract Number: Page 11 Rev.1/14/19
ISO COLORADO
Masi Services
r«Human...c:
Division of Contracts and Procurement
CMS#:187276
eClearance#:2318504
due to the computer device leasing vendor.The State shall ensure that any payment to the
State is paid over to the Leasing/Financing Vendor prior to the date that payment is due to
the Lease/Financing vendor.
Amendment Contract Number: Page 12 Rev.1/14/19
hite COLORADO
Financial services
Dep.vtmcnt of Niaman ServC_ps
F)fviseon o[Contracts an6 Procurement
CMS#:187276
eClearance#:2318504
Attachment 2
Human Services Department State Fiscal Year Allocation
Weld County agrees to participate in the County Leased Computer Program under the terms set forth
in this Agreement by the Colorado Department of Human Services.
Human Services Department agrees to an allocation of$457,317 for the three-year lease cycle starting
in state fiscal year 2023-2024 and agrees to abide by the terms in this Agreement,including those
terms that outline County obligations if Weld County Department of Human Services orders computer
devices for the totality of above state fiscal year that exceeds the dollar value of the above County state
fiscal year allocation.
By: Date: NOV 0 8 2023
Mike Freeman
County Title:Board of County Commissioners
County Name:Weld County,Colorado
Amendment Contract Number: Page 13 R .1/14/19
OZoO -33x1
Contract Form
Entity Information
Entity Name* Entity ID* O New Entity?
COLORADO DEPARTMENT OF @00003650
HUMAN SERVICES
Contract Name* Contract ID Parent Contract ID
COLORADO DEPARTMENT OF HUMAN SERVICES 7569 20222985
(INTERGOVERNMENTAL AGREEMENT FOR COMPUTER
REFRESH LEASING AMENDMENT#1) Contract Lead* Requires Board Approval
WLUNA YES
Contract Status
CTB REVIEW Contract Lead Email Department Project#
wluna@weldgov.com;cob
bxxIk@weIdgov.com
Contract Description*
COLORADO DEPARTMENT OF HUMAN SERVICES(INTERGOVERNMENTAL AGREEMENT FOR COMPUTER REFRESH
LEASING AMENDMENT#1).IGA IS IN PERPETUITY. LEASE CYCLE IS THREE YEARS. COST FOR SFY 2023-24:
$457,317.00 FOR THE THREE YEAR CYCLE.
Contract Description 2
PA ROUTING THROUGH NORMAL PROCESS. ETA TO CTB 11/01/2023.
Contract Type" Department Requested BOCC Agenda Due Date
AMENDMENT HUMAN SERVICES Date* 11/04/2023
11/08/2023
Amount* Department Email
$457,317.00 CM- Will a work session with BOCC be required?*
HumanServices@weldgov. NO
Renewable*
com
YES Does Contract require Purchasing Dept.to be
Department Head Email included?
Automatic Renewal CM-HumanServices-
DeptHead@weldgov.com
Grant
County Attorney
GENERAL COUNTY
IGA ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
DGOV.COM
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note:the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date Review Date" Renewal Date"
08/30/2024 10/31/2024
Termination Notice Period Committed Delivery Date Expiration Date
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head Finance Approver Legal Counsel
JAMIE ULRICH CHERYL PATTELLI BYRON HOWELL
DH Approved Date Finance Approved Date Legal Counsel Approved Date
11/04/2023 11/06/2023 11/06/2023
Final Approval
BOCC Approved Tyler Ref*
AG 110823
BOCC Signed Date Originator
WLUNA
BOCC Agenda Date
11/08/2023
Houstan Aragon
From: noreply@weldgov.com
Sent: Thursday,October 2,2025 8:50 AM
To: CM-ClerktoBoard;Sara Adams;Lesley Cobb;CM-HumanServices-DeptHead
Subject: Fast Tracked Contract ID(9969)
Contract#9969 has been Fast Tracked to CM-Contract Maintenance.
You will be notified in the future based on the Contract information below:
Entity Name:COLORADO DEPARTMENT OF HUMAN SERVICES Contract Name:COLORADO DEPARTMENT OF
HUMAN SERVICES(INTERGOVERNMENTAL AGREEMENT FOR COMPUTER REFRESH LEASING)Contract Amount:
$0.00 Contract ID:9969 Contract Lead:SADAMS
Department:HUMAN SERVICES
C WA 1 99 lob
Review Date:9/1/2026
Renewable Contract:YES EaS--Tvac -R-evi'ewec,/
Renew Date:11/1/2026
Expiration Date:
Tyler Ref 6:
Thank-you
2023-3c501
Oo5
Houstan Aragon
From: Sara Adams
Sent: Thursday,October 2,2025 8:47 AM
To: CTB
Cc: HS-Contract Management
Subject: FAST TRACK-CDHS Intergovernmental Agreement(CMS#9969)
Attachments: Weld County-Intergovernmental Agreement(IGA)(e).pdf;24 IHHA 179171-Am 1
(187276)Weld CBMS Supplemental County IGA(e).pdf
Good morning CTB,
FAST TRACK ITEM:
Attached please find the CDHS IGA for Computer Refresh Leasing(Tyler ID#2022-2985)and
Amendment#1(Tyler#2023-3301).This agreement is in perpetuity and is reviewed on a yearly
basis.No changes are required.This will be a Fast Track item in CMS for tracking purposes only(CMS#
9969).
Thank you,
Sara
AmisoP
WEL*
c:ouwr,r,ao
Sara Adams
Contract Administrative Coordinator
Department of Human Services
Desk:970-400-6603
P.O.Box A,315 N.11th Ave.,Greeley,CO 80632
013000
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