HomeMy WebLinkAbout20231174.tiffCon-l'voac- l Dt# 1'51
PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND HSGovTech/HS
Cloud Suite
THIS AGREEMENT is made and entered into this 16th day of May, 2023, by and between the
Board of Weld County Commissioners, on behalf of Information Technology Department, hereinafter
referred to as "County," and [HSGovTech/HS Cloud Suite], hereinafter referred to as "Contractor".
WHEREAS, County desires to retain Contractor to perform services as required by County and
set forth in the attached Exhibits; and
WHEREAS, Contractor is willing and has the specific ability, qualifications, and time to perform
the required services according to the terms of this Agreement; and
WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time,
skill, expertise, and experience necessary to provide the services as set forth below.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein,
the parties hereto agree as follows:
1. Introduction. The terms of this Agreement are contained in the terms recited in this document
and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated
herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define
the performance obligations of Contractor and Contractor's willingness and ability to meet those
requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached
document, the terms of this Agreement shall control, and the remaining order of precedence shall based
upon order of attachment.
Exhibit A consists of County's Request for Bid (RFB) or Request for Proposal (RFP) as set forth
in Bid Package No. B2300060.
Exhibit B consists of Contractor's Response to County's Request.
Exhibit C - Environmental Health and Code Enforcement Scope of Work
Exhibit D - Service Level Agreement (SLA)
Exhibit E - Contract Fees and Payment Schedule
Exhibit F - Standard Insurance Coverages
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
comenfi IqGjac9x- e&,
Lo/z71/23 G/olS7,23
2023—
TOOL
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 $ 85,200.00 (including
the first year of support), and $28,008 as annual reoccurring fees as set forth in the Exhibits. No payment
in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such
additional payment has been specifically approved by Weld County as required pursuant to the Weld
County Code. If, at any time during the term or after termination or expiration of this Agreement, County
reasonably determines that any payment made by County to Contractor was improper because the service
for which payment was made did not perform as set forth in this Agreement, then upon written notice of
such determination and request for reimbursement from County, Contractor shall forthwith return such
2
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 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
3
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.
Types of Insurance.
Workers' Compensation / Employer's Liability Insurance as required by state statute, covering
all of the Contractor's employees acting within the course and scope of their employment. The
policy shall contain a waiver of subrogation against the County. This requirement shall not apply
when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act., AND
when such Contractor or subcontractor executes the appropriate sole proprietor waiver form.
Commercial General Liability Insurance including public liability and property damage, covering all
operations required by the Work. Such policy shall include minimum limits as follows: $1,000,000 each
occurrence; $1,000,000 general aggregate; $1,000,000 Personal injury $5,000; Medical payment
per person.
Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily injury per
person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage
applicable to all vehicles operating both on County property and elsewhere, for vehicles owned,
hired, and non -owned vehicles used in the performance of this Contract.
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,
4
Contractor warrants that any retroactive date under the policy shall precede the effective date of
this Contract; and that either continuous coverage will be maintained or an extended discovery
period will be exercised for a period of two (2) years beginning at the time work under this Contract
is completed. Minimum Limits: $1,000,000 Per Loss; $2,000,000 Aggregate.
b. Proof of Insurance. Upon County's request, Contractor shall provide to County a certificate of
insurance, a policy, or other proof of insurance as determined in County's sole discretion. County
may require Contractor to provide a certificate of insurance naming Weld County, Colorado, its
elected officials, and its employees as an additional named insured.
c. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing
services under this Agreement have or will have the above described insurance prior to their
commencement of the Work, or otherwise that they are covered by the Contractor's policies to the
minimum limits as required herein. Contractor agrees to provide proof of insurance for all such
subcontractors upon request by the County.
d. No limitation of Liability. The insurance coverages specified in this Agreement are the
minimum requirements, and these requirements do not decrease or limit the liability of Contractor.
The County in no way warrants that the minimum limits contained herein are sufficient to protect
the Contractor from liabilities that might arise out of the performance of the Work under by the
Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess
its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader
coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant
to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts,
duration, or types. The Contractor shall maintain, at its own expense, any additional kinds or
amounts of insurance that it may deem necessary to cover its obligations and liabilities under this
Agreement.
e. Certification of Compliance with Insurance Requirements. The Contractor stipulates that it has met
the insurance requirements identified herein. The Contractor shall be responsible for the
professional quality, technical accuracy, and quantity of all services provided, the timely delivery
of said services, and the coordination of all services rendered by the Contractor and shall, without
additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies.
14. Indemnity. The Contractor shall defend, indemnify and hold harmless County, its officers,
agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or
willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms
of this Agreement or on account of any act, claim or amount arising or recovered under workers'
compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances,
regulation, judicial decision, or other law or court decree. The Contractor shall be fully responsible and
liable for any and all injuries or damage received or sustained by any person, persons, or property on account
of its performance under this Agreement or its failure to comply with the provisions of the Agreement. It
is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs
where this contract of indemnity applies. In consideration of the award of this contract, the Contractor
agrees to waive all rights of subrogation against the County its associated and/or affiliated entities,
successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising
from the work performed by the Contractor for the County. A failure to comply with this provision shall
result in County's right to immediately terminate this Agreement.
5
15. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest
therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to
assign or transfer its rights hereunder without such prior approval by County shall, at the option of County,
automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be
granted or denied at the sole and absolute discretion of County.
16. Examination of Records. To the extent required by law, the Contractor agrees that an
duly authorized representative of County, including the County Auditor, shall have access to and
the right to examine and audit any books, documents, papers and records of Contractor, involving all matters
and/or transactions related to this Agreement. Contractor agrees to maintain these documents for three
years from the date of the last payment received.
17. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery
or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due
to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war,
flood, earthquakes or Governmental actions.
18. Notices. County may designate, prior to commencement of Work, its project representative
("County Representative") who shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the project. All requests for contract interpretations, change orders, and other
clarification or instruction shall be directed to County Representative. All notices or other communications
made by one party to the other concerning the terms and conditions of this contract shall be deemed
delivered under the following circumstances:
(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: Cameron Garrison
Position: Director of Operations
Address: 436 East 36th Street Ste 53
Address: Charlotte, NC 28205
E-mail: Cameron@hscloudsuite.com
Phone: 980-309-1749
TO COUNTY:
Name: Jacob Mundt
Position: Director of Applications, Web and GIS
Address: 1401 N 17th Ave
Address: Greeley, CO 80631
E-mail: jmundt@weld.gov
Phone: 970-400-2521
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.
6
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.
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.
7
30. Public Contracts for Services C.R.S. §8-17.5-101. Contractor certifies, warrants,
and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under
this Agreement. Contractor will confirm the employment eligibility of all employees who are newly hired
for employment in the United States to perform work under this Agreement, through participation in the E -
Verify program or the State of Colorado program established pursuant to C.R.S. §8-17.5-
102(5)(c). Contractor shall not enter into a contract with a subcontractor that fails to certify with Contractor
that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under
this Agreement. Contractor shall not use E -Verify Program or State of Colorado program procedures to
undertake pre -employment screening or job applicants while this Agreement is being performed. If
Contractor obtains actual knowledge that a subcontractor performing work under this Agreement
knowingly employs or contracts with an illegal alien Contractor shall notify the subcontractor and County
within three (3) days that Contractor has actual knowledge that a subcontractor is employing or contracting
with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or
contracting with the illegal alien within three (3) days of receiving notice. Contractor shall not terminate
the subcontract if within three days the subcontractor provides information to establish that the
subcontractor has not knowingly employed or contracted with an illegal alien. Contractor shall comply
with reasonable requests made in the course of an investigation, undertaken pursuant to C.R.S. §8-17.5-
102(5), by the Colorado Department of Labor and Employment. If Contractor participates in the State of
Colorado program, Contractor shall, within twenty days after hiring an new employee to perform work
under the contract, affirm that Contractor has examined the legal work status of such employee, retained
file copies of the documents, and not altered or falsified the identification documents for such
employees. Contractor shall deliver to County, a written notarized affirmation that it has examined the
legal work status of such employee and shall comply with all of the other requirements of the State of
Colorado program. If Contractor fails to comply with any requirement of this provision or of C.R.S. §8-
17.5-101 et seq., County, may terminate this Agreement for breach, and if so terminated, Contractor shall
be liable for actual and consequential damages.
Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Contractor
receives federal or state funds under the contract, Contractor must confirm that any individual natural
person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-
76.5-103(4), if such individual applies for public benefits provided under the contract. If Contractor
operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of
the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall
produce one of the forms of identification required by C.R.S. § 24-76.5-101, et seq., and (c) shall produce
one of the forms of identification required by C.R.S. § 24-76.5-103 prior to the effective date of the contract.
31. Attorney's Fees/Legal Costs. In the event of a dispute between County and Contractor concerning
this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or
legal costs incurred by or on its own behalf.
32. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra-
judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference
shall be null and void.
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.
8
Exhibit A — B2300060 RFP to Replace Envision Connect
9
EXHIBIT
eaarl.as
Weld County
Request for Proposal: #B2300060
Envision Connect Replacement
Weld County Department of Information Technology
ATTN: Jeannine Allen
RFP # B2300060 / Envision Connect Replacement
PO Box 758 / 1401 North 17th Avenue
Greeley, CO 80632
Key Vendor
Deadlines
Notice
of
Intention
2/21/2023
10:00 AM
MST/MDT
Technical
Questions
/ Inquiries
2/28/2023 10:00
AM
MST/MDT
RFP
Responses
3/15/2023
10:00 AM
MST/MDT
10
Template -IT RFP 2023 1.0
Weld County Request for Proposal -RFP# B2300060
Envision Connect Replacement
Table of Contents
STATEMENT OF WORK 3
1.1 PURPOSE 3
1.2 COVERAGE & PARTICIPATION 3
2 GENERAL INFORMATION 3
2.1 ORIGINAL RFP DOCUMENT 3
2.2 THE ORGANIZATION - COUNTY OF WELD 3
3 RFP SCHEDULE 4
4 PROPOSAL PREPARATION INSTRUCTIONS 4
4.1 VENDOR'S UNDERSTANDING OF THE RFP 4
4.2 COMMUNICATION 4
4.3 PROPOSAL SUBMISSION 5
4.4 PROPOSAL RESPONSES 6
4.5 PROPOSAL FORMAT 6
4.6 WITHDRAWALS OF PROPOSALS 8
4.8 CRITERIA FOR SELECTION 8
4.9 SELECTION AND NOTIFICATION 10
5 PROJECT OVERVIEW 11
5.1 HIGH-LEVEL OVERVIEW 11
5.2 TECHNICAL SPECIFICATIONS 12
5.3 NARRATIVE VENDOR QUESTIONS 12
6 VENDOR PRICING 13
7 WELD COUNTY INFORMATION TECHNOLOGY SOFTWARE AND SERVICES
CONTRACT RIDER 13
8 ADDITIONAL TERMS & CONDITIONS 17
8.1 NON -DISCLOSURE AGREEMENT 17
8.2 COSTS 18
8.3 INTELLECTUAL PROPERTY 18
8.4 VENDOR'S RESPONSES 18
8.5 GOVERNING LAW 18
8.6 DISADVANTAGED BUSINESS ENTERPRISES 19
8.7 PROCUREMENT AND PERFORMANCE 19
8.8 TERMINATION 19
8.9 WARRANTY 20
8.10 TAXES 20
8.11 No LIABILITY 20
8.12 ENTIRE RFP 20
9 INSURANCE REQUIREMENTS 20
APPENDIX A: NOTICE OF INTENTION 23
APPENDIX B: VENDOR CERTIFICATION 24
5/18/2023 2:29 PM
Page -2 HEE-1409
Weld County Request for Proposal - RFP # 62300060
Envision Connect Replacement
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 an
Envision Connect Replacement. The purpose of this Request for Proposal (RFP) is to invite
prospective vendors to submit a proposal to supply a Envision Connect Replacement 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".
5/18/2023 2:29 PM
Page -3 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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 2/14/2023
"Notice of Intention" Deadline 2/21/2023 10:00 AM MST/MDT
Technical Questions/Inquiries Deadline 2/28/2023 10:00 AM MST/MDT
RFP Addendum (all RFP questions answered) 3/3/2023
Submission Deadline for RFP Responses 3/15/2023 10:00 AM MST/MDT
Virtual Demos 3/27/2023 — 3/31/2023
Anticipated Post -Award dates:
Final Award Notification
Contract Negotiations Complete
Implementation Start Date
Implementation Completion Date
4 Proposal Preparation Instructions
4/28/2023
5/31/2023
6/1/2023
9/15/2023
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: Jeannine Allen
E-mail: fallen@weld.gov
Telephone: (970) 400-2548
Weld County Department of Information Technology
5/18/2023 2:29 PM
Page -4 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
ATTN: Jeannine Allen
PO Box 758 / 1401 North 17th Avenue
Greeley, CO 80632
Informal Communications shall include, but are not limited to: requests from/to
vendors or vendors' representatives in any kind of capacity, to/from any Weld
County employee or representative of any kind or capacity with the exception of
Jeannine Allen for information, comments, speculation, etc. Inquiries for
clarifications and information that will not require an addendum may be submitted
verbally to the named above at any time.
4.2.2 Formal Communications shall include, but are not limited to:
In lieu of a mandatory, pre -proposal meeting, questions concerning this RFP
must be submitted in writing and be received prior to the Technical
Questions/Inquiries Deadline listed in Section 3. Email is the preferred
method of communication. Inquiries for clarifications/information that will not
require addendum may be submitted verbally to the contact named above at
any time during this process.
Errors and omissions in this RFP and enhancements. Vendors shall
recommend to Weld County any discrepancies, errors, or omissions that may
exist within this RFP. With respect to this RFP, vendors may recommend to
Weld County any enhancements, which might be in Weld County's best
interest. These must be submitted in writing and be received prior to the
Technical Questions/Inquiries Deadline listed in Section 3
Verbal and/or written presentations and pre -award negotiations under this
RFP.
Addenda to this RFP.
4.2.3 Addenda: Weld County will make a good -faith effort to provide a written
response to each vendor question submitted as a Technical Question. All
questions and answers will be shared with all recipients in an addendum. All
addenda will be posted to the BidNet Direct site (formally Rocky Mountain E -
Purchasing System): http://www.bidnetdirect.com.
Weld County is not obligated to respond to any questions or requests for
clarification if received by Weld County after the Technical Questions/Inquiries
Deadline listed in Section 3.
Please note the vendor is ultimately responsible for verifying they have received
any / all addenda prior to submitting their proposal.
4.3 Proposal Submission
Vendors are to submit one (1) electronic copy of the RFP response via email to:
Jeannine Allen
fallen@weld.gov
Subject Line: B2300060 / Envision Connect Replacement
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.
5/18/2023 2:29 PM
Page -5 HEE-1409
Weld County Request for Proposal -RFP# B2300060
Envision Connect Replacement
All sections shall be combined into a single electronic document. Additionally, native
Excel documents for the Vendor Response Form and the Pricing Table should also be
included in your electronic submission as separate files. For proper comparison and
evaluation, the County requests that proposals be formatted as directed below. Submittals
received that fail to follow this format may be ruled non -responsive.
RFP proposals must be delivered via email to the email address listed above on or before
3/15/2023 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 the present.
Interested Vendors shall submit responses that clearly demonstrate their ability to provide the
solution as outlined in the Request for Proposals (RFP). Vendor submittals shall be
organized in the order listed below to facilitate fair and equal evaluation of the
responses. If responses do not follow the format below, your response may be ruled
non -responsive.
4.5 Proposal Format
Every vendor should submit their RFP Response in the format outlined below. For the
electronic response, separate each section with a section header page. Any hardcopy
responses shall separate each section behind a tab divider.
1. Cover Letter
2. Table of Contents
3. Pricing Table
Submit pricing via the Proposed Pricing tables from Section 6 of this RFP.
5/18/2023 2:29 PM
Page -6 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
Note: Weld County is tax exempt and no taxes should be included with your
proposal.
4. Vendor Qualifications
a. (For Resellers only) Provide Letter of Authorization for proposed product
b. Provide a brief synopsis of your company (size, structure, capabilities and
financial condition). At a minimum, briefly describe the company history,
ownership and primary industries served. Provide details of any material
changes (e.g. ownership, structure, acquisitions, etc.) in the last calendar
year.
c. Highlight vendor's experience and expertise with deploying Envision Connect
Replacement.
d. Provide information on vendor's current clients, including the total number of
current clients they have provided Envision Connect Replacement or
substantially similar solutions.
List four (4) current references. References should be:
• State or local government agencies
• Projects similar in size, application, and scope
• Projects completed within the past 24 months
• Include a brief summary and timeframe for implementation
• Include a contact name, position, email address, and current phone
number for each reference.
5. Response to Narrative Questions from Section 5.3 in this RFP
6. Project Plan
Provide a proposed project plan detailing all of the tasks and associated timelines
and milestones. A complete outline must be provided by the vendor that
demonstrates the following considerations:
- Understanding of the project requirements and deliverables
- Hardware Server requirements
- Technical approach to the project
- Organization and managerial competence
- Work plan and project controls
- Payment milestones
7. County Responsibilities
Identify all services and excluded costs to be borne by Weld County.
8. Additional Information
a. Provide vendor's standard contract template.
b. ADA Compliance with Sections 508 and 255 —
Provide a statement of acknowledgment or completion of a Voluntary
Product Accessibility Template (Vpat) indicating compliance with Section 508
(of the United States Workforce Rehabilitation Act of 1973) and Section 255
(of the Americans with Disabilities Act) standards.
c. Provide a signed Vendor Certification document (from Appendix B of this
RFP.)
d. Provide a CJIS Security Addendum Certification, if applicable (from Appendix
C of this RFP)
5/18/2023 2:29 PM Page -7 HEE-1409
Weld County Request for Proposal -RFP# B2300060
Envision Connect Replacement
e. List details of any litigation the vendor or any of its subsidiaries or affiliates
has had in the past three (3) years as well as any that are currently in
litigation.
f. Provide any additional information that will aid in evaluation of the
Contractor's qualifications with respect to this project. Include any relevant
vendor -supplied specifications and data sheets.
9. Response to Technical Specifications from Section 5.2 in this RFP
Include the responses to all technical specifications that are outlined in Section
5.2 (spreadsheet) in the Vendor Response Form. Note that there are multiple
tabs in the Vendor Response Form spreadsheet.
Note: Proposals shall not exceed 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 Jeannine Allen 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 Envision
Connect Replacement as identified in this RFP.
An Evaluation Committee will evaluate all qualifying proposals. All requirements in this RFP
should be satisfied to ensure that the proposal will qualify for consideration. It is the intent of
the County to award a contract for the requested Envision Connect Replacement based on
an evaluation of all qualified proposals.
5/18/2023 2:29 PM
Page -8 HEE-1409
Weld County Request for Proposal -RFP # B2300060
Envision Connect Replacement
Qualified proposals will be evaluated on the following weighted criteria:
Evaluation
Criteria
Evaluation Standards
Score %
Technical
Architecture &
Security
• Proposed product has underlying technical
architecture which will work within the
constraints of Weld County's technical
environment.
• Proposed product meets Weld County's security
requirements.
• Proposed vendor product roadmap maintains
the product's security posture over the lifecycle
of the product and will regularly work with Weld
County to evaluate and address security
concerns.
Proposed vendor product roadmap shows
continued investment in product development
over the lifecycle of the product.
20
System
Capabilities &
Alignment with
Business Needs
Vendor's proposal displays capacity and
capability to meet the expectations outlined in
the project scope and objectives.
Proposed product meets technical and
functional requirements as stated in RFP.
Proposed product aligns with the business
needs of Weld County.
• Vendor's project plan meets the necessary
deliverables and deadlines outlined in RFP.
30
Demo
Product demo verifies existence of required
functionality.
Product performance and ease of use meets
Weld County's requirements.
• During demo, Vendor displays an understanding
of the project requirements, objectives, and
deadlines.
20
Proposed Pricing &
Licensing Model
Costs and licensing model are disclosed within
the response and are both reasonable and
consistent with the project goals.
Maintenance Costs (or subscription costs) are
disclosed within the response and are both
reasonable and consistent with the project
goals.
• Professional services cost (if required) and work
hour estimates contain sufficient detail to
ensure project goals are met.
30
• % for individual categories will be adjusted so
that the total adds up to 100%.
100%
5/18/2023 2:29 PM
Page -9
HEE-1409
Weld County Request for Proposal -RFP# B2300060
Envision Connect Replacement
Note: All respondents must initially represent themselves solely by their written submittal.
The responses to this Request for Proposals will be reviewed by an Evaluation Committee.
Based upon the Evaluation Committee's findings, interviews and/or demos may be conducted
with a short-list of vendors who have submitted qualifying proposals.
4.9 Selection and Notification
Weld County reserves the right to accept or reject any and all proposals, to waive any
informalities or minor irregularities in proposals, and to accept the proposal deemed, in the
opinion of Weld County, to be in the best interest of Weld County.
Weld County is not required to select the proposal with the lowest pricing, but will take into
consideration which vendor demonstrates the best ability to satisfy the requirements outlined
in the RFP, the ability to service the contract, past experience, financial stability, and other
relevant criteria.
When deemed to be in the best interest of the County, the Weld County Controller,
Purchasing Director, or Chief Information Officer may request a Best and Final Offer (BAFO)
as a part of any Formal Purchase. Any request for a BAFO should be made following all
pertinent discussions, questions, and all addendums made to clarify full understanding of,
and responsiveness to, the solicitation requirements. If a request for BAFO pricing is made,
the request may be sent to the short-list of vendors who have submitted the most qualified
proposals. All vendors from which a BAFO has been requested shall be accorded fair and
equal treatment with respect to any opportunity for discussion and revision of proposals. All
pricing and information shall remain confidential until the successful proposal is accepted by
the Board of County Commissioners.
Best and Final offers shall be requested in writing via email. The request shall include:
• Notice that this is an opportunity to submit a best and final offer.
• A due date for submission of the Best and Final Offer.
After receipt and analysis of final pricing, proposals shall be evaluated by the Evaluation
Committee. The Evaluation Committee with determine the top -ranked vendor proposals.
Upon this determination, Weld County may contact the top -ranked vendors to obtain proof of
financial stability prior to recommendation of any vendor proposal to the Chief Information
Officer (CIO). If the top -ranked vendor cannot prove financial stability, the vendor may be
disqualified, and Weld County will then reach out to additional top ranked vendors with the
next best proposal for financial information.
After the Evaluation Committee has received vendor financial information (if requested) and
determined that the vendor is financially stable, they will present their recommendation to the
Chief Information Officer (CIO). The CIO will then present the recommendation to the Weld
County Board of Commissioners. The Commissioners will make the final decision. Written
notification will be sent to the winning vendor via email.
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.
5/18/2023 2:29 PM
Page -10 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
5 Project Overview
5.1 High-level Overview
Weld County is requesting a software solution for approximately 50 users for our
Environmental Health Services to assist in managing Program Groups (Food, Child Care,
Schools, Body Art, and Ambulances). This includes tasks such as tracking, permitting,
inspections, invoicing, payments, and reporting. We are in search of a packaged solution that
will allow for resulting inspections in the field, allow for the posting of restaurant inspections
on the Internet and to groups such as Yelp, and allow for tracking of employee information
(e.g., user roles and time). Weld County desires a solution that allows for some customization
(e.g., creating custom fields, custom forms, custom reports, and the ability to make system
changes as regulations change). In addition, Weld County would like to track facility
information for Vectors and Household Hazardous Waste within the software solution.
Detail technical specifications are included in the Vendor Response Form in Section 5.2 of
this RFP.
Weld County's overall IT environment is set-up as follows:
The following is a high-level description of our current technology environment:
Current Environment - Weld County:
• Primarily Virtual Servers
• Cisco network infrastructure and Fiber backbone connecting County buildings;
fiber with some point-to-point wireless links connecting our County campuses
(Greeley, Fort Lupton, Longmont)
• Multiple image capturing systems
• On -premise block and file storage availability in SAN and NAS capacity
Server Hardware
Cisco UCS
Server Operating
Systems
VM Servers, Microsoft Server 2016, 2019, and 2022
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
Latest supported versions/service packs of:
• Microsoft SQL Server 2017, 2019
Anti -Virus
Crowdstrike
Printers
File Shares
Canon MFDs, HP, Dell
Windows Print Service
5/18/2023 2:29 PM
Page -11
HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
VPN Access
Fortinet Forticlient
Account Management
Microsoft Active Directory, Azure AD
Data Protection
EMC Avamar, Data Domain, IDPA
Mobile Devices
Dell, HP, Panasonic, iPads, iPhones, Androids
'updated 1/15/2023
5.2 Technical Specifications
Technical specifications for requested Envision Connect Replacement are contained within
the Vendor Response Form (attached below). Vendors should fill out the Vendor Response
Form in its entirety.
The Vendor Response Form contains 6 worksheets:
• General
• Technical
• Security
• Reporting
• Integration
• Workflow
Vendor Response
Form 2-10-23.xlsx
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
5/18/2023 2:29 PM
Page -12 HEE-1409
Weld County Request for Proposal -RFP # B2300060
Envision Connect Replacement
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 Envision Connect Replacement.
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.
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 CONTRACTOR'S SCOPE OF WORK, LICENSE AGREEMENT, SERVICES
AGREEMENT, PURCHASE ORDER, OR ANY OTHER DOCUMENT PROVIDED BY CONTRACTOR WHICH
PURPORTS TO CONTRACTUALLY BIND THE COUNTY RELATED TO THE SERVICES INCLUDED WITHIN THE
RFP.
7.2 Purchase of Services. Contractor agrees to procure the goods, materials, equipment
and/or products necessary to provide the services described in this RFP (collectively referred
to herein as the "Work"). Contractor shall further be responsible for timely delivery, and
acknowledges that a failure to comply with the standards and requirements of this RFP within
5/18/2023 2:29 PM
Page -13 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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
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.
5/18/2023 2:29 PM
Page -14 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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
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
5/18/2023 2:29 PM
Page -15 HEE-1409
Weld County Request for Proposal -RFP# # B2300060
Envision Connect Replacement
the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other
law or court decree. The Contractor shall be fully responsible and liable for any and all injuries
or damage received or sustained by any person, entity, or property on account of its
performance under this Agreement or its failure to comply with the provisions of the Agreement.
It is agreed that the Contractor will be responsible for primary loss investigation, defense and
judgment costs where this contract of indemnity applies. In consideration of the award of this
contract, the Contractor agrees to waive all rights of subrogation against the County its
associated and/or affiliated entities, successors, or assigns, its elected officials, trustees,
employees, agents, and volunteers for losses arising from the work performed by the
Contractor for the County. A failure to comply with this provision shall result in County's right
to immediately terminate this Agreement. Contractor further agrees and understands that the
laws of the State of Colorado prohibit the County from indemnifying any person or entity, public
or private, and as such the County makes no promise of indemnification to Contractor, and any
conflicting provision is void.
7.11 Non -Assignment. Contractor may not assign or transfer this Agreement or any
interest therein or claim thereunder, without the prior written approval of County. Any attempts
by Contractor to assign or transfer its rights hereunder without such prior approval by County
shall, at the option of County, automatically terminate this Agreement and all rights of
Contractor hereunder. Such consent may be granted or denied at the sole and absolute
discretion of County.
7.12 Interruptions. Neither party to this Agreement shall be liable to the other for delays in
delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where
such failure is due to any cause beyond its reasonable control, including but not limited to Acts
of God, fires, strikes, war, flood, earthquakes or Governmental actions.
7.13 Compliance with Law. Contractor shall strictly comply with all applicable federal
and State laws, rules and regulations in effect or hereafter established, including without
limitation, laws applicable to discrimination and unfair employment practices.
7.14 Non -Exclusive Agreement. Unless otherwise expressly provided in this Agreement,
this Agreement is nonexclusive and County may engage or use other Contractors or persons
to perform services of the same or similar nature.
7.15 Fund Availability. Financial obligations of the County payable after the current fiscal
year are contingent upon funds for that purpose being appropriated, budgeted and otherwise
made available. Execution of this Agreement by County does not create an obligation on the
part of County to expend funds not otherwise appropriated in each succeeding year.
7.16 Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and
§24-50-507. The signatories to this Agreement state that to their knowledge, no employee of
Weld County has any personal or beneficial interest whatsoever in the service or property which
is the subject matter of this Agreement.
5/18/2023 2:29 PM
Page -16 HEE-1409
Weld County Request for Proposal - RI=P # B2300060
Envision Connect Replacement
7.17 Survival of Termination. The obligations of the parties under this Agreement that
by their nature would continue beyond expiration or termination of this Agreement shall survive
any such expiration or termination.
7.18 Severability. If any term or condition of this Agreement shall be held to be invalid, illegal,
or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and
enforced without such provision, to the extent that this Agreement is then capable of execution
within the original intent of the parties.
7.19 Governmental Immunity. No term or condition of this Agreement shall be construed
or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits,
protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et
seq., as applicable now or hereafter amended.
7.20 No Third Party Beneficiary. It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action relating to
such enforcement, shall be strictly reserved to the undersigned parties and nothing in this
Agreement shall give or allow any claim or right of action whatsoever by any other person not
included in this Agreement. It is the express intention of the undersigned parties that any entity
other than the undersigned parties receiving services or benefits under this Agreement shall
be an incidental beneficiary only.
7.21 Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by
any extra -judicial body or person. Any provision to the contrary in this Agreement or
incorporated herein by reference shall be null and void.
7.22 Board of County Commissioners of Weld County Approval. This Agreement
shall not be valid until it has been approved by the Board of County Commissioners of Weld
County, Colorado or its designee. first
7.23 Choice of Law/Jurisdiction. Colorado law, and rules and regulations established
pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this
Agreement. Any provision included or incorporated herein by reference which conflicts with
said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between
the parties, Contractor agrees that the Weld County District Court shall have exclusive
jurisdiction to resolve said dispute.
7.24 Attorneys Fees/Legal Costs. In the event of a dispute between County and Contractor
concerning this Agreement, the parties agree that each party shall be responsible for the
payment of attorney fees and/or legal costs incurred by or on its own behalf.
8 Additional Terms & Conditions
8.1 Non -Disclosure Agreement
Weld County reserves the right to require any vendor to enter into a non -disclosure agreement.
5/18/2023 2:29 PM
Page -17 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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.
8.5 Governing Law
This RFP and the Vendor's Response shall be governed by United States federal laws,
Colorado state laws, and the Weld County Home Rule Charter. The successful vendor shall
indemnify and hold harmless Weld County against all claims for royalties, for patents or suit for
infringement thereon, which may be involved in the manufacture or use of the material to be
furnished.
Successful Vendor Hiring Practices of Illegal Aliens - Successful vendor certifies, warrants, and
agrees that it does not knowingly employ or contract with an illegal alien who will perform work
under the subsequent contract. Successful vendor will confirm the employment eligibility of all
employees who are newly hired for employment in the United States to perform work under the
subsequent Agreement, through participation in the E -Verify program or the State of Colorado
program established pursuant to C.R.S. §8-17.5-102(5)(c). Successful vendor shall not
knowingly employ or contract with an illegal alien to perform work under the subsequent
Agreement or enter into a contract with a subcontractor that fails to certify with Successful
vendor that the subcontractor shall not knowingly employ or contract with an illegal alien to
perform work under the subsequent Agreement. Successful vendor shall not use E -Verify
Program or State of Colorado program procedures to undertake pre -employment screening or
job applicants while the subsequent Agreement is being performed. If Successful vendor
obtains actual knowledge that a subcontractor performing work under the public contract for
services knowingly employs or contracts with an illegal alien Successful vendor shall notify the
5/18/2023 2:29 PM
Page -18 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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,
undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor and
Employment. If Successful vendor participates in the State of Colorado program, Successful
vendor shall, within twenty days after hiring a new employee to perform work under the
subsequent contract, affirm that Successful vendor has examined the legal work status of such
employee, retained file copies of the documents, and not altered or falsified the identification
documents for such employees. Successful vendor shall deliver to County, a written notarized
affirmation that it has examined the legal work status of such employee, and shall comply with
all of the other requirements of the State of Colorado program. If Successful vendor fails to
comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may
terminate the subsequent Agreement for breach, and if so terminated, Successful vendor shall
be liable for actual and consequential damages.
Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if
Successful vendor receives federal or state funds under the subsequent contract, Successful
vendor must confirm that any individual natural person eighteen (18) years of age or older is
lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4), if such individual
applies for public benefits provided under the subsequent contract. If Successful vendor
operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is
a citizen of the United States or is otherwise lawfully present in the United States pursuant to
federal law, (b) shall produce one of the forms of identification required by C.R.S. § 24-76.5-
101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. § 24-
76.5-103 prior to the effective date of the contract.
8.6 Disadvantaged Business Enterprises
Weld County assures that disadvantaged business enterprises will be afforded full opportunity
to submit bids in response to all invitations and will not be discriminated against on the grounds
of race, color, national origin, sex, age, or disability in consideration for an award.
8.7 Procurement and Performance
The successful vendor agrees to procure the materials, equipment and/or products necessary
for the project and agrees to diligently provide all services, labor, personnel and materials
necessary to perform and complete the project. The successful vendor shall further be
responsible for the timely completion, and acknowledges that a failure to comply with the
standards and requirements outlined in the RFP within the time limits prescribed by County
may result in County's decision to withhold payment or to terminate this Agreement.
8.8 Termination
County has the right to terminate this Agreement, with or without cause on thirty (30) days
written notice. Furthermore, this Agreement may be terminated at any time without notice upon
a material breach of the terms of the Agreement.
5/18/2023 2:29 PM
Page -19 HEE-1409
Weld County Request for Proposal -RFP # B2300060
Envision Connect Replacement
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
• 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
5/18/2023 2:29 PM
Page -20 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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
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
5/18/2023 2:29 PM
Page -21 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
subsequent Contract resulting from professional services. In the event that the
professional liability insurance required by the subsequent Contract is written on a claims -
made basis, Contract Professional warrants that any retroactive date under the policy shall
precede the effective date of the subsequent Contract; and that either continuous coverage
will be maintained or an extended discovery period will be exercised for a period of two (2)
years beginning at the time work under the subsequent Contract is completed.
Minimum Limits:
Per Loss $ 1,000,000
Aggregate $ 2,000,000
Crime Coverage: Coverage shall include employee dishonesty, forgery or alteration and
computer fraud. If Contractor is physically located on Weld County's premises, third party
fidelity coverage extension shall apply. The policy shall include coverage for all directors,
officers, agents and employees of the Contractor.
i. The bond or policy shall include coverage for extended theft and mysterious
disappearance.
ii. The bond or policy shall not contain a condition requiring an arrest and conviction.
Limits:
Per Loss $ $1,000,000
Successful vendors shall secure and deliver to the County at or before the time of execution of
the subsequent Agreement, and shall keep in force at all times during the term of the
subsequent Agreement as the same may be extended as herein provided, a commercial
general liability insurance policy, including public liability and property damage, in form and
company acceptable to and approved by said Administrator, covering all operations hereunder
set forth in the Request for Proposal.
Proof of Insurance: County reserves the right to require the successful vendor to provide a
certificate of insurance, a policy, or other proof of insurance as required by the County's Risk
Administrator in his sole discretion.
Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor
liability, and inland marine, Successful vendor's insurer shall name County as an additional
insured.
Waiver of Subrogation: For all coverages, Successful vendor's insurer shall waive subrogation
rights against County.
Subcontractors: All subcontractors, subcontractors, independent contractors, sub -vendors,
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.
5/18/2023 2:29 PM
Page -22 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
Appendix A: Notice of Intention
NOTICE OF INTENTION
REQUEST FOR PROPOSAL
RFP # B2300060 / Envision Connect Replacement
DUE 2/21/2023 10:00 AM MST/MDT
From:
(VENDOR ORGANIZATION NAME]
;RE SENIGVT';VEI
T E E0i0O,NE NO
[E-MAIL]
[VENDOR ORGANIZATION NAME] intends to respond to Weld County Request for Proposal
# B2300060.
TO: Weld County Department of Information Technology
ATTN: Jeannine Allen
RFP 432300060 / Envision Connect Replacement
PO Box 758 / 1401 North 17th Avenue
Greeley, CO 80632
Email: jallen@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.
5/18/2023 2:29 PM
Page -23 HEE-1409
Weld County Request for Proposal - RFP # B2300060
Envision Connect Replacement
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 # B2300060 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 3/15/2023.
The undersigned further certify that their firm (check one):
❑ IS
❑ IS NOT
currently debarred, suspended, or proposed for debarment by any federal entity. The
undersigned agree to notify Weld County of any change in this status, should one occur, until
such time as an award has been made under this procurement action.
Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:
Name:
Signature:
Name:
Signature:
Signature of Authorized Officer:
Name:
Signature:
Title:
Date:
Title:
Date:
Title:
Date:
5/18/2023 2:29 PM
Page -24 HEE-1409
Exhibit B — Healthspace's Response to B2300060
10
Weld County
Request for Proposal: #B2300060
SUBMITTED BY:
Cameron Garrison. Executive Director of Growth & Operations
HS GovTech Solutions (formerly HealthSpace USA)
Weld County Department of Information Technology
ATTN: Jeannine Allen
RFP # B2300060 I Envision Connect Replacement
PO Box 758 / 1401 North 17th Avenue, Greeley, CO 80632
Key Vendor Deadlines
Notice of Intention 2/21/2023 10:00 AM MST/MDT
Technical Questions / Inquiries 2/28/2023 10:00 AM MST/MDT
RFP Responses 1 3/15/2023 10:00 AM MST/MDT
Weld County Request for Proposal - RFP # B2300060
1. Cover Letter
From HS GovTech
Page -2 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Executive Summary - Introduction to HS GovTech
Thank you for the opportunity to participate in this request for proposal (RFP) for Weld County.
HS GovTech is honored to participate in this process and to submit this proposal. We have
recently rebranded our company from the previous name — HealthSpace USA. This is simply a
rebranding process to be aligned with our clients and their main tasks.
Founded 23 years ago, HS GovTech has grown into the premier provider of web -based and
mobile solutions for Environmental Health (EH) Departments across North America. HS GovTech
has by far the largest user base of environmental health departments of any company in North
America. At any one time there are thousands of EH officials who are using our product
concurrently around North America.
HS GovTech has over 800 city/county, and state environmental health departments using our
highly configurable commercial -off -the shelf (COTS) product. We are proud of the fact that HS
GovTech has the largest portfolio of statewide EH deployments of any company with a product in
this market. Some of our large statewide EH clients include; the State of Virginia, Tennessee,
West Virginia, Oregon, Wisconsin etc. (see references for full list). We are also the choice of
some of the largest City and County EH Departments around the country - including the City of
San Francisco, Orange County CA, City of Dallas, Cleveland Ohio, Memphis, TN, and hundreds
of others.
This growing, and diverse client base has been achieved by providing our clients best in class
technology, with continual innovation, provided by the most experienced staff in the environmental
health sector. Environmental Health solutions is why HS GovTech was founded 23 years ago, it
is not only all we focus on, it is our passion, it is in our DNA. Unlike many other government
services companies - that through acquisitions and corporate growth strategies - have moved
their core focus and investment into other government sectors outside of EH, we have stayed
with our founding principles and our core competency. A product suite that is built to serve
multiple, very different agencies, is a product that we believe is full of compromises that can harm
the efficiency of EH professionals. With 97 full time employees, HS GovTech has the largest, and
most experienced, team ever built to serve the Environmental Health community as they carry out
their crucial public health mission.
Our flagship product - HSCIoud Suite T"" platform is the solution proposed herein to be used for all
programs. This includes all the program areas regulated and requested in this REP. Our HSCIoud
Suite• platform - is the most modern, configurable, and flexible solution for large scale, complex,
implementations in Environmental Health. The programs in the proposed scope have all been
implemented numerous times in other large state deployments, meaning the state is not trusting
the critical services they provide to a system that is trying something for the first time.
The HS GovTech Difference:
One of the things that sets HS GovTech apart is our staff and their expertise. Our team has over
500 years of combined experience working with EH departments to meet their needs and provide
solutions that make their departments more efficient, transparent, and help extend and improve
the services they can provide the public for each budget dollar spent.
In 2014, HS GovTech felt that innovation had stagnated in EH software. The company felt
strongly that a new investment was needed, as in a period of just 7 years (2007-2014) the
landscape had changed from flip phones to smartphones - from clunky laptops to sleek tablets
such as iPad. We leveraged our years of experience serving EH departments, along with the
investment of more than $15 million dollars in what we internally referred to as a "moonshot"
initiative to make sure that environmental health was not left behind in a rapidly evolving - and
increasingly mobile and web driven - world. This vision and investment set the stage for the
biggest leap in innovation in environmental health software in twenty years.
From HS GovTech
Page -3 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
The newest version of our system, HSCIoud Suitee. - which is the solution being proposed for
Weld County - reflects this innovation, and all our years of experience, combining the latest in
cloud -based technology, as well as mobile app technology for iPad, Android and Windows
devices for field -based work tasks.
Not Just a Vendor - A Partner:
Think of HS GovTech as an extension of your staff. We do not need "ramp up time" to get to know
how environmental health specialists' work. We do not talk to our clients in "tech speak," but as
expert partners in our client's important environmental health mission.
It is an important distinction because the best tech minds in the world do not mean much if they
do not understand your job, and how you use our product every day. Nothing is more frustrating
than calling a vendor with a question or for support, and realizing the person on the other end of
the line does not have a real understanding of what you do or how you do it. Our knowledge
base, and core competency in EH gives us the key advantage of being able to collaborate with
our clients to add value at all stages of the process. With hundreds of successful
implementations, including numerous statewide deployments, HS GovTech brings unique
experience that greatly enhances the success of a large project such as this, by being able to
provide Weld County valuable perspective and lessons learned from other similar EH
implementations - including in border states and local agencies. This results in a better outcome
by creating a better configured "custom without custom code" system, and avoiding some of the
challenging chaos large technology projects can be known for at the same time.
Our team knows that our clients are frequently asked to work on ever tighter budgets, while at the
same time being asked to perform more EH services for the public. Whether issuing a permit,
investigating a complaint, performing an inspection in the field (including offline - using iPads, or
Windows devices) or running analysis and reports on your data, we understand the vitally
important role that environmental health departments play in their communities, and we are
pleased to provide the tools to help in that mission - all in a user-friendly, reliable, and directly in a
web browser.
We take our responsibility to make our clients' lives easier - and more effective - very seriously,
and it shows in our track record of service.
HSCIoud Suite TM - has an RFP award rate of over 98%. But more importantly, HS GovTech has
the highest customer retention rate of any company serving this market in the last 23 years. That
is something we are immensely proud of because it is only achieved by providing great support
after the sale and initial implementation of our products and services. It is also a track record that
can only be achieved over such a long period by investing in continual innovation while never
forgetting who you are innovating for. We believe our track record shows, not only the true value
HS GovTech provides as a partner, but the passion that we have for serving our partner EH
agencies.
On behalf of all of us at HS GovTech, thank you for the opportunity to bid on your project, and for
the time you will spend reviewing our proposal. We look forward to the opportunity to - if so
honored - demonstrate our product and show Weld County the HS GovTech difference.
*Note for readers: We have tried to balance wanting to provide detailed information about our
company and product - we could go on interminably, as all vendors that are proud of their product
could - against being careful to not monopolize reviewers' limited time, and to comply with
formatting requests. We understand this is a large document and you have multiple submissions
to review. With the immense flexibility of our system - and its nearly unlimited configuration
options, including the ability to flexibly configure how Weld County ultimately wishes to implement
this project - and by considering our best practices from other large similar implementations - we
tried to answer in sufficient detail the questions and provide additional detail we felt would be
helpful, and that other agencies have told us was, in the review and award consideration process.
From HS GovTech
Page -4 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
We are happy to answer any further questions the county team may have, that are appropriate in
the context of the procurement evaluation and award decision process.
We feel strongly that HS GovTech is an excellent fit for the requirements laid out in this RFP and
have it all in an off the shelf environment. All functionality described in this response is available
to demonstrate, if selected to do so, or answer questions in an interview if selected to do so.
t! /L9rL ya4.4ldBYL
Cameron Garrison
Executive Director of Growth and Operations, HS GovTech Solutions, Inc.
Proposed Solution Overview:
Our flagship platform first deployed in 2015 - HSCloud Suite TM - is the first low code/no code, highly
configurable, web -based application ever developed specifically for Environmental Health. HSCloud
Suite TM is the only solution on the market that can be fully customized (as if it is custom built) through
configuration, without custom code or extensive customer consulting work. In the case of this RFP's
Scope of Work, we have deployed these program areas in multiple statewide deployments that mirror
how your agency is structured. We have templates that would provide functionality off the shelf, but
the state can choose from multiple templates, and then those templates can be easily modified to
allow the state to do something truly unique and different from any other state, if they so choose. This
rapidly deployable solution is economical, but with the feel, functionality, and performance of a fully
custom-built enterprise solution.
Four Core Components in the HSCloud Suite"
1. HS Cloud Suite'. Online Enterprise Application
The HSCloud Suite T" product (HSCloud) is the first ever completely configurable web -based
application for public health departments. The reason our configurability options are so unique is
because we are now able to allow our clients to do configuration that has historically required custom
code, and still does for most other products in the government tech space.
Being able to configure, without writing new custom code, for unlimited options, and your
agency -specific features, is a very key point, because while the core mission of each of our EH clients
is similar, each department has their own unique way of doing business in compliance with the codes
and regulations and related statutes.
This "similar" - but not the "same" - situation is what led us to develop HSCloud Suite TM. No two
departments collect the exact same data, or in the exact same way. "Similar to" is simply not good
enough. So, HSCloud Suite TM allows the department to collect the exact fields, on their exact forms,
with their own business rules, exactly the way that they want to, for all the program areas they
regulate.
There are never any fields in the application that you're asked to "use as is" or "ignore - or leave blank -
if you don't need it" Even down to the names of the fields you put data in, everything is configured for
your agency and what you call it at your agency. This makes all elements of the system instantly
recognizable to all staff in your agency.
This makes a substantial difference in user friendliness, lessens user frustration during go -live,
increases acceptance by staff, and avoids complicated and costly extra training time spent trying to
reprogram your staff to do business the way the software wants it to be done. Instead, HSCloud
From HS GovTech
Page -5 RFP 82300060
Weld County Request for Proposal -RFP # B2300060
Suite'" is configured to function and do business the way you want to. We believe you should dictate
how your system works for you, not the other way around. This is something we have focused heavily
on as a direct result of client feedback about their frustrations with past system implementations with
other vendors.
HS GovTech allows agencies to generate exact forms to be printed, emailed, or faxed out of the
system, such as: inspections, complaints and investigations, invoices/renewals, permits etc. instead of
generic forms, or computerized "approximation" of forms. In fact, as part of our work in replying to this
RFP, and if needed, we can set up a system instance where we use some of your agency's forms into
the system and can demo examples of forms to you. This rapid configurability results in much faster
implementation times than traditional software vendors can provide. It also provides for a much more
satisfactory end product than other vendors in this market have been able to provide.
HSCloud Suite T° is the core of the system, the nerve center for your department, with all functionalities
accessible 24070365 in a browser, with seven -nine (99.99999%) uptime.
This proposal includes a fully configurable system that Weld County is requesting to effectively
manage your programs and your staff including the following programs as listed in the RFP:
Food
Child Care
Schools
Body Art
Ambulances
Vectors
Household Hazardous Waste
Tasks such as these are readily available in the solution:
Tracking
Permitting
Inspections
Invoicing
Payments
Reporting
Our System also provides the following standard features and capabilities for all programs including,
but not limited to:
Scheduling and employee tracking capabilities (mapping and routing abilities)
Field inspections on iPads, Android, or Windows devices. The field application can work
completely disconnected without an internet connection
Billing and Financial module and tools (with available embedded PCI tier 1 credit card
processing) and integration for external systems needed for processing and exchanging
financial and other information
Complaint and investigation management (for all programs in the RFP)
The most intuitive and powerful ad -hoc reporting tools available for EH. If you collect data in
any of your programs, you can run a report with just a few clicks without any knowledge of
databases or query writing. We also support data lake integration, as well as support for 3rd
party BI solutions such as PowerBl, Tableau, etc.
Integration to third party systems as required
Unlimited document storage - including photo/video/audio files
From HS GovTech
Page -6 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
SSO - single sign on - included that allows the agency to tie login to HSCIoud Suite'. for their
users to their active directory. All main platforms and protocols for SSO (from Azure to Okta
etc.) are supported by the platform
Fully integrated "two-way" communication tools that allow an authorized user to send emails or
text messages to any contact in the agency's database. Two way means that if a user is on
the license file for a restaurant and they need to check with the manager about something
from the last inspection, they can email or text the manager right from the restaurant's
facility/license/permit file in HS Cloud SuiteTM and the system logs the communication with the
facility. When the manager receives the message, they can reply to it and the reply will also
be logged and stored with that facility's records for transparency and consistent access to all
relevant information on one screen.
The two-way communication tool also supports broadcast email and text ability. This became
very key in the Covid19 related pandemic as EH departments had to communicate quickly
within the regulated community. For example, if you needed to send a communication to all
restaurants in jurisdictions (updated guidance on new pandemic restrictions or protocols), it
can be done by putting one message together - select the list(s) of contacts you wish to
include - and send the guidance/message one time.
New full HD video (with Al transcription enabled), video conferencing that is fully integrated
into the solution allowing the first true ability to perform "virtual inspections."
With a network uptime of 99.99%, the HSCIoud web app is available 2407 from anywhere you may be.
Get a request for information, or for a report from political leadership, one evening or on a weekend?
No problem - authorized staff can login from home, or anywhere with a web connection to run a report
or perform any aspect of their job.
All inspections, or other data, performed by your agency using HSCIoud Suiten" can be automatically
posted to the web for the public - on URL of your choosing - based on rules and guidelines your
agency wants to use to post such information online.
HS GovTech can provide a password protected online portal for constituents that own facilities (or
licenses) regulated. This online portal allows facility operators to log in and interact with your agency
(for example, accessing permit information, applying for permits, paying fees, fines etc.) at no
additional cost.
Another big advantage of HSCIoud Suite T., is that as a web -based hosted application, it requires no
additional investment in separate software licenses, or hardware infrastructure (other than mobile
tablets for field staff) of any type to fully run the system. All implementing costs are included in our
fixed price, with no surprises or third -party purchases required.
Integration and interoperability are another strength of the system. Any data in HSCIoud Suite TM can
be exported, and/or, integrated - via real time or batch updating - to or from the system. We have a lot
of experience converting data from the current solution the state is using — Envision Connect and our
data team has scripts and processes for the specific data structures of the product.
2. HS Touch mobile app
Once you have implemented the system, staff can simply download the app from the Apple or
Microsoft App store or install it on a Windows device. When the app downloads, the inspector logs in
with their unique user ID and password and the app automatically configures with your department's
forms, codes, and data. From there, your staff is ready to begin to securely use an iPad, Android
tablet, or Windows device, to perform inspections and many other job duties in the field.
Each license type and associated forms required in this RFP are available for your field staff to perform
their jobs using those forms, whether it is complaint investigations, notices of violations, inspections,
From HS GovTech
Page -7 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
etc. on mobile devices in the field. These mobile tools allow staff to perform their day-to-day job using
devices they are already familiar with and use in their own daily lives.
The field app has many additional powerful features. For example, it allows for pictures to be taken in
the field using the device's camera and seamlessly included in inspections or other documents you
need them in - these photos can be annotated and drawn on - it can even accommodate video.
The mapping software, native to all tablets, can be tied into the scheduler and the scheduler routing
tools, helping field inspectors order their day more efficiently and within the priority categories and
policies of your department. Also, having a tablet - or other device - allows you to stay connected with
your staff electronically through the day by sending alerts to one, several, or all your team in the field at
any time. Alerts can also be sent to staff cell phones in the field, if needed.
The mobile Apps can operate in a "disconnected" mode in the field. If you choose not to buy a data
plan for your field staff, or if the connection they have is weak, the system runs all features for field
inspectors fully offline. Once the field staff have an active internet connection, they can simply sync
and the data collected while in the field is loaded into Weld County's main HSCIoud Suiters. All data
syncs - both up and down - are fully encrypted, allowing inspectors to connect at public hotspots
without concern about the security of your data.
The apps are native for Apple iOS and Windows devices and the client can choose the platform(s)
they wish to use. Weld County may also choose to mix and match hardware. For example, some field
staff could be on Windows devices, while others have a combination of iPad and Windows based
laptops and tablets. There is no additional cost for using multiple hardware types in the field - other
than the cost of the hardware devices you choose to procure. This allows you to "test" various devices
over time to decide long term which devices are best suited for long term needs in the field.
The app is as easy to use as any of the dozens of commercial apps your staff are already interacting
with on their personal devices every day. So, performing inspections and other required field work, in
the HSTouch App, becomes virtually as easy as ordering something online.
3. Robust Reporting Without Writing Queries
HSData: The third core component of our system - HSData - is an advanced reporting suite of tools,
fully integrated into the web -based application that includes a dashboard of reports you look at and
use often. Simple one -click and an updated report is there. It also includes advanced configurable
reports to meet the needs of every program in your department, including the ability to allow users to
look at their data in new, unexpected ways (ad -hoc) so your department can use your data to answer
any question to make program decisions, or answer those random, unpredictable inquiries every
department gets from political leaders, the media etc.
4. Citizens Portal:
With the HS Cloud Suitero platform being a 100% real time online system, any functionality that you
wish to make available online for operators, such as the ability to apply for permits, renew permits, pay
fees, manage, and update their account information with the department. There is no middleware, or
separate database to maintain, it is all fully integrated in the same powerful solution.
The included citizens portal ability also allows you to post information for the general public, including
but not limited to inspection result information, general public education information etc.
The citizens portal can be configured to include the functionality the deploying agency wishes to
include, as well as custom navigation menus, design schemes etc.
From HS GovTech
Page -8 RFP 02300060
Weld County Request for Proposal - RFP # B2300060
2. Table of Contents
From HS GovTech
Page -9 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Contents
1. COVER LETTER
2. TABLE OF CONTENTS
3. PRICING TABLE
4. VENDOR QUALIFICATIONS
5. RESPONSE TO NARRATIVE QUESTIONS FROM SECTION 5.3 IN THIS RFP
6. PROJECT PLAN
7. COUNTY RESPONSIBILITIES
8. ADDITIONAL INFORMATION
9. RESPONSE TO TECHNICAL SPECIFICATIONS FROM SECTION 5.2 IN THIS RFP
APPENDIX A: NOTICE OF INTENTION
APPENDIX B: VENDOR CERTIFICATION
From HS GovTech
2
9
11
13
16
22
26
28
32
34
35
Page -10 REP B2300060
Weld County Request for Proposal — RFP # B2300060
3. Pricing Table
From HS GovTech
Page -11 RFP 62300060
Weld County Request for Proposal - RFP # B2300060
Template Vendor Response
08-25-2020
Pricing
Vendor Response
Vendors shall populate the entire table for the implementation
costs for their solution. These prices are to remain valid for six
months past the Submission Deadline for RFP Responses
specified in Section 3.
FROM:HS GovTech Solutions, Inc.
Costs
Comments
Year 1
/ Initial
Cost
Annual
Maintenance
Cost
Hardware
N/A
i
0.00
0.00
Software
Licensing
Setup
includes:
Legacy
integration,
installation,
maintenance
and
support.
data,
35,400.00
45,000.00
Third
(Middleware)
Party Software
i
N/A
N/A
Installation
Included
Included
Integration
Included
Included
Legacy
Data
Loading
Included
Included
Maintenance/Subscription
Included
Included
After-hours
support
costs
*Optional
4800.00*
Documentation
& Training
Included
Included
Project
Management
Included
Included
Consulting
Services
Included
Included
Miscellaneous
N/A
N/A
Applicable
Discounts
State
Colorado
Annual
offset
of
0.00
- 16,992.00
Total:
$ 35,400.00
$ 28,008.00
Please note:
As a highly configurable low code/no code platform, designed specifically for Environmental
Health agencies, HS GovTech pricing is determined based on the size of the agency, both in
users and in the proposed scope of the programs - and integrations - to be implemented.
HS GovTech quotes all implementations as fixed price for the contract scope. as a turnkey, fully
delivered system proposal.
The software application cost includes all environments (development, test/training. and
production) deployed for Weld County, and unlimited user seat license for contract term. All
professional services (data conversion, business analysis, configuration and customization, and
onsite training) for the fixed price quoted. The Annual fee covers unlimited user seat license. data
hosting, security responsibility, updates, maintenance, new feature rollout, support for
configuration changes. and support/help desk access. It also includes source code in 3rd party
escrow on behalf of the county.
From HS GovTech
Page -12 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
4. Vendor Qualifications
From HS GovTech
Page -13 RFP B2300060
Weld County Request for Proposal -RFP# B2300060
a. (For Resellers only) N/A
b. HS GovTech - We are a privately held C -Corp with an experienced board of directors in the
Environmental Health (EH) market, experienced C -Suite - all with at least 15 years' experience in
Environmental Health Solutions Deployment. We started our journey in 1999 to assist the Public
Health regulatory agencies and we have been serving the segment exclusively. Currently, there
are 102 full time employees in the company and we serve over 800 regulatory agencies across
North America (USA and Canada).
Early in 2022, our company completed a "rebranding" process when we changed the name of our
company from HealthSpace USA to HS GovTech.
c. In the recent few years, we have successfully replaced several Envision Connect systems.
d. Specific references can be provided to your agency (as needed) for the agencies where Envision
Connect was replaced with HSCloud Suite.
e. Four (4) current references:
Name of Agency
Colorado CDPHE
Contact name and details
(phone/email)
Sean Scott
303-692-3422
sean.scott@state.co.us
Implementation Date
2020
Summary
Enterprise deployment of HSCloud Suite for all activity statewide
for. Manufactured food, Dairy, Environmental Agriculture, Retail,
Assisted Living, Child Care, Corrections, Artificial tanning.
Includes online portal for citizens and entity operators and allows
for payments online. All local health agencies (30) have their own
agreements to add additional functionality, programs, and
configurations beyond the state scope; the state has achieved
statewide adoption.
Name of Agency
Adams County, CO
Contact name and details
Nick Ingmire
720-523-6148
ningmire@adcogov.org
Implementation Date
2022
Summary
Enterprise deployment of HSCloud Suite for
Food, pools, lodging, schools, body art, sewage, housing, disease
surveillance, MyHD (online portal), HS Pay (license fee payment)
From HS GovTech
Page -14
RFP 62300060
Weld County Request for Proposal - RFP # B2300060
Name of Agency
Arapahoe County, CO
Contact name and details
Carol Jeppsen
303-795-4522
CJeppsen@arapahoegov.com
Implementation Date
2022
Summary
HSCIoud Suite for Body art, waste water, pools.
Name of Agency
Douglas County, CO
Contact name and details
Laura Kesner
303-663-6243
LKesner@douglas.co.usa
Implementation Date
2022
Summary
HSCIoud Suite for: On -site water, hazardous waste, body art and
land use.
From HS GovTech
Page -15 RFP B2300060
Weld County Request for Proposal -RFP # B2300060
5. Response to Narrative Questions from Section 5.3 in
this RFP
From HS GovTech
Page -16 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
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)
As a highly configurable web application, the
lifecycle is different from the client/server
model. For example, the HSCloud Suite."'
application doesn't have a version that will
ever go out of support. Major features and
upgrades are generally released quarterly
and are made available for clients to utilize.
There are procedures and notifications
established for distribution of any upgrades or
new features to which Weld County is entitled
under the software maintenance agreement.
Updated user and operational documentation, l
and assistance is also provided. HS GovTech
has established procedures for distribution of
new features and functionality. HS GovTech is
responsible for updating all relevant
environments, updating documentation, and
providing training where needed. All new
features are uploaded to the test environment
and are not deployed directly to production for
continuity of operation and training.
Earlier this year (2023) a major enhancement
to the "list screen" was deployed and all
clients are happy to use the feature.
Our clients continue to provide feedback from
which these upgrades are implemented and
we encourage Weld County to do the same if
we were successful with our bid.
Given the modern web -based functionality,
and ongoing development of new features
and enhancements HSCloud Suite TM is truly a
"future -proof" solution.
As mentioned above, in an "evergreen"
cloud -based solution, versioning isn't quite
the same. However, in a version view of the
solution it would be at version 6.24. All of the
programs/modules in this solution have been
in production for at least five years.
Compliance with offering ongoing Software maintenance (technical support/upgrades) and
specify:
i Standard business hours for technical support ,7 am to 6 pm MST
Location(s) of support services USA West Coast, East Coast and Canada
From HS GovTech
Page -17
RFP B2300060
Weld County Request for Proposal -RFP # B2300060
Item
Level of support during and outside of
business hours (e.g., pager, 800 number,
hours of operation, etc.).
Response from HS GovTech
Enterprise client support for HSCloud Suite TM
is included in this proposal (includes call
center, online portal for support/ticketing and
incident reporting/tracking). The support
portal is native within HSCloud Suiten'. and
includes alerting on status of support items.
Full Telephone help desk support is available
from 8am to 8pm EST. The online real time
portal allows for ticket creation, support
requests, and tracking of tickets in process
etc. 24/7. The telephone help desk is an 800
number for authorized users to call. An email
address to a dedicated support staff (team) is
also provided to all clients.
Specify any additional cost for support during While not required, the access to the
non -business hours. after-hours support will be $4800 per year.
Methods of reporting problems
Response levels
Online portal for true transparency where
each support ticket is housed and Weld
County will have full access to see the issue
progress. Our support desk will also assist
your agency by generating a support ticket.
HS GovTech Service Level Agreement (SLA)
defines and provides guarantees on response
and resolution times. Resolution time is
ultimately determined by severity, as defined
in the SLA.
The HS GovTech network will be available
99.99% of the time, excluding scheduled
maintenance or upgrades approved by both
Client and HS GovTech. Should a network
outage occur that results in Client system
unavailability, HS GovTech will credit Client
5% of the monthly license and maintenance
fee for every additional one (1) hour of
downtime, up to but not exceeding 100% of
one monthly payment. These credits will be
applied toward future license and
maintenance payments.
How fixes are distributed and applied All fixes and upgrades are completed by HS
GovTech and all clients are pre -notified.
Internal QA and testing is completed via
scripts prior to fix -release.
From HS GovTech
Page -18
RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Item
Problem escalation process (including
resolution process and timing)
From HS GovTech SLA:
The HS GovTech network will be available
99.99% of the time, excluding scheduled
maintenance or upgrades approved by both
Client and HS GovTech. Should a network
outage occur that results in Client system
unavailability, HS GovTech will credit Client
5% of the monthly license and maintenance
fee for every additional one (1) hour of
downtime, up to but not exceeding 100% of
one monthly payment. These credits will be
applied toward future license and
maintenance payments.
HS GovTech will notify Client at least
forty-eight (48) hours in advance of any
scheduled network downtime for maintenance
and service. In the event of an unscheduled
outage, HS GovTech will immediately notify
the Client System Administrator of the outage
and its estimated length.
For outages lasting one (1) hour or longer, the
HS GovTech Operations Manager and
Director of Programming and Development
will treat the outage as top priority for
immediate resolution. If the outage lasts
more than two (2) hours, the issue is
assigned to the Chief Technology Officer.
Any outage lasting four (4) or more hours is
escalated to the HS GovTech Chief Executive
Officer.
Should the outage last more than four (4)
hours HS GovTech will provide updates to the
Client System Administrator every four (4)
hours on the system status. All updates and
notifications will be sent via email to the Client
System Administrator.
For system support:
HS GovTech has the following standard
priority levels. These will be included in SLA
upon successful contract execution.
Critical (Work stoppage)
From HS GovTech
Page -19
RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Response from HS GovTech
High (Some important production functionality
is not available, or a small number of users
cannot access the system)
Medium (Causes a business impact where
there is minimal loss of service and a
workaround is available such that the system
can continue to operate fully, and users are
able to continue business operations)
Low (There is a problem or issue with no loss
of service and no business impact)
Frequency of software updates/upgrades
Our cloud -based solution gets major updates
, (enhancements) twice per year, based on
client's feedback and requests.
Compliance with periodic software upgrades This has been successfully completed for
providing general feature enhancements that many clients. Each upgrade is tested
must be guaranteed to be compatible with internally prior to release and each client can
whatever system customization the Vendor decide whether they will use the upgrade or
makes to the original Envision Connect not.
Replacement.
Our product roadmap typically runs at least 6
quarters (18 months) out, and is heavily
informed by our large client base. It is
critically important for new features to be what
are deemed important by actual users rather
than what we judge to be important. This is
critical to the success and continual "cutting
edge" status of our product.
IT Training Plan — Detail your training plan for The system admin training includes all details
the IT project team. The training plan should to complete the tasks typically performed by
include system administration, supporting, the super users (admins). Changing
and using the system. Identify training = permission, modifying field names, adjusting
materials that will be available to IT. fees, override of fees, reporting, etc. Assigned
Project Manager will ensure that the super
user is ready prior to go -live. Support and
help desk is always available on demand
when required.
Prior to commencement of user acceptance
testing (UAT), HS GovTech provides a full
functional demonstration and training for UAT
{ users.
End -user Training Plan — Propose a detailed i We provide training - both onsite (or virtual, if
training plan that you recommend for needed) - to make sure users are prepared to
end -users, and department administrators. i take the system live. We produce custom
Identify training materials that will be available
From HS GovTech
Page -20
RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Item
to these end -users and department
administrators.
documentation/manuals based on final
department configurations and workflows.
We also produce custom video tutorials for all
key aspects of the system that users may
access at any time. All ongoing support and
training material is custom configured for the
department based on your implementation
and is fully available online within the system.
This bid response includes full on -site training
and ongoing annual "refresher training,"
We also produce customer, interactive
training aides, including as well as context
driven embedded user help on each screen,
guided in -system walkthroughs of all key
processes.
The initial training for go -live is available
on -site, as is the annual refresher training.
All new enterprise clients are in what is called
"enhanced live support" for the first 30 days
post go -live. This includes onsite staffing for a
minimum of a week, and the project team that
deployed the product will oversee support
until the department and HS GovTech agree
that it is in the interest of the department to
move to traditional support.
Virtual (and as needed, in -person) training
throughout the year can be scheduled via
support team, as well as 24x7 video training
modules available in the HS Cloud Suite T.
help center.
The admin tools (system admin) are all
browser based within the application for
authorized admin users. They are logically
laid out and include contextual help. We also
include training and support specifically for
the admin functionality.
All training sessions are recorded and can be
made available in the system for future use.
Provide details of any subcontracting HS GovTech is fully staffed without the need
arrangements that will come into effect if for any subcontractors. All team members are
vendor is awarded the business outlined in 9 full time employees of the company.
this REP.
From HS GovTech
Page -21
RFP B2300060
Weld County Request for Proposal — RFP # B2300060
6. Project Plan
From HS GovTech
Page -22 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Understanding of the xroiect requirements and deliverables
As the largest provider of environmental health data management services in the United States
HS GovTech fully understands the requirements of this REP
Further, HS is the official platform for EH data management in the state of Colorado. This
includes a full statement deployment for CDPHE, as well as local deployments for the large local
"home -rule" counties in the state.
HS GovTech follows the agile methodology in managing our projects and deployments. This
works well given the range of configurations that a client may choose to include in their system,
and it provides the most flexible process for our clients on a rapid deployment timeline, when
compared to custom solutions.
As this is the most configurable solution ever built for EH, an agile, module by module
configuration approach works very well. This allows Weld County to assign an SME for various
elements (Food program, Body Art Program, Animal Feed Program etc.) to review configurations
and specifications for their respective area of responsibility.
We use a product called JIRA for our project management and ticketing tracking in project
management. This is a browser -based integrated solution that requires no licensing by our
clients. The tool is dynamic, including charts/graphs/dashboards and allows for real time
management of all elements of a project, from timeline to risk management, to individual work
items and tickets. All stakeholders can see in real time where any aspect of the project is at any
time without having to ask someone for the information. The system also allows for exporting of
project plans and timelines, should a physical file be needed for presentation or reporting
purposes. It is the responsibility of HS GovTech to create, and maintain, the project plan and
timeline, in accordance with the wishes of the client project manager.
We view project management, configuration, and deployment as the first phase of a very long
partnership and work collaboratively with our client partners to configure and deploy at a pace
and cadence that works for your agency, and its unique priorities and challenges.
Once a contract is executed, Lead Project Manager will come on -site, along with the project's
assigned members of the implementation team. All will be (can be) present on -site to establish a
relationship with the Weld County project lead and to meet, orient, set the tone, and work with all
stakeholders to set the project up for success and to begin the configuration and implementation
process.
One of the advantages of our experience, technology, and our approach to implementing that
technology is an overall light footprint in terms of required dedicated resources by the client. HS
GovTech implements using the Agile method.
HS GovTech creates a schedule, work plan, and online project plan and tracking portal. This
project portal has been through many client implementations and has been optimized for EH
implementations. If any, Weld County and assigned Project Manager will approve changes to
deliverable time frames in writing at least two weeks prior to any impacted milestones. All
approved changes will be reflected in the work plan and HS GovTech will highlight and explain
any major changes to an earlier approved version. HS GovTech project manager keeps a
"assumptions" document and "risk ledger" that is reviewed frequently by both teams.
Hardware Server requirements
Since our solution is a web -based hosted solution, there are no hardware requirements for Weld
County. Only hardware requirements for the county will be for field devices (such as iPads or
Android devices).
From HS GovTech
Page -23 RFP B2300060
Weld County Request for Proposal -RFP # B2300060
Technical approach to the project
Weld County should feel extremely confident that HS GovTech will provide the development
services and training necessary for the project. This section describes our proposed approach for
staffing, alignment with the project plan, and defines how resources are coordinated to work
effectively with the county and the ultimate users.
HS GovTech follows the agile methodology in managing our projects and deployments. This
works well given the range of configurations that a client may choose to include in their system,
and it provides the most flexible process for our clients on a rapid deployment timeline, when
compared to custom solutions.
As this is the most configurable solution ever built, an agile - module by module - configuration
approach works very well. This allows you to assign an SME for various elements to review
configurations and specifications for their respective area of responsibility.
We use JIRA and Confluence, for our project management tools. This is a browser based
integrated solution that requires no licensing by our clients. The tool is dynamic, including
charts/graphs/dashboards, and allows for real time management of all elements of a project, from
timeline to risk management, to individual work items and tickets. All stakeholders can see in real
time where any aspect of the project is at any time without having to ask someone for the
information. The system also allows for exporting of project plans and timelines, should a physical
file be needed for presentation or reporting purposes. It is the responsibility of HS GovTech to
create, and maintain, the project plan and timeline, in accordance with the wishes of county's
project manager.
We view project management, configuration, and deployment as the first phase of a very long
partnership and work collaboratively with our partners to configure and deploy at a pace and
cadence that works for Weld County and its unique priorities and challenges.
HS GovTech has the largest full-time staff of 97, exclusively dedicated to the delivery of
technology solutions for EH and Ag departments.
Organization and managerial competence
There is no other solution that is as modern, highly configurable, and as highly staffed by EH
knowledgeable professionals with numerous years of experience each available in the market.
Our staff and their expertise, and our zeal to continually innovate sets us in a class of our own.
Our team of 100 full time personnel has a combined total of over 500 years of experience working
with EH Departments to meet their needs and provide solutions that make their departments
more efficient, transparent, and help extend and improve the services they can provide the public
for each budget dollar spent.
It is the most feature -rich platform specifically for EH, is the widest used, supported by the largest
and best staff ever assembled for the EH market segment.
Full - no code required - department configuration and modification ability at any time
over the life of the contract.
The most robust citizens portal ever created for environmental health
Fully integrated payment processing capabilities
Integrated HD web conferencing and "virtual inspection capability"
Fully integrated broadcast email and text alert capability. This became a crucial tool
during the pandemic.
The most robust GIS functionality available standard off the shelf.
From HS GovTech
Page -24 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
The most robust, fully integrated - drag and drop - reporting engine tailored specifically
for EH
The only solution with a native app for Apple and Windows to allow full functionality
disconnected in the field with virtually no restrictions on functionality
The only truly end -to -end pure SaaS product that doesn't require dedicated personnel by
the agency to maintain
The strongest and most resilient hosting infrastructure available for environmental
health.
99.99% SLA uptime, with annual SOC2 Type2 audit by KPMG
More than 100 full time staff focused on the needs of our EH clients, and all with multiple
implementation experience in like departments.
The largest staff of former EH employees in the industry (our Director of Regulatory
Affairs as the bureau chief for the City of Houston EH department for 20 years).
An R&D - innovation budget - of over $2 million per year.
We are partnered with NEHA, as well as CEHA, and numerous similar organizations in the US -
and invest heavily in these organizations, and their mission. The highest recognition that we
frequently receive is the recommendation of our existing client partners to other agencies to "go
with HS GovTech. No organization is perfect but they will never fail you or quit on you"
Our Director of Regulatory Affairs, Chirag Bhatt has been affiliated with numerous national
organizations in the EH field for over 30 years, and sits on numerous committees and workgroups
with the Conference for Food Protection, NACCHO, NEHA, Food Safety Summit and gives of his
time to speak at numerous conferences, and visit departments on request throughout the year at
no charge.
Work plan and project controls
HS GovTech creates a schedule, work plan, and online project plan and tracking portal. This
project portal has been through many client implementations and has been optimized for EH
implementations. If any, the agency and assigned Project Manager will approve changes to
deliverable time frames in writing at least two weeks prior to any impacted milestones. All
approved changes will be reflected in the work plan and HS GovTech will highlight and explain
any major changes to an earlier approved version. HS GovTech project manager keeps a
"assumptions" document and "risk ledger" that is reviewed frequently by both teams.
We try hard to keep a light touch on agency resources. Your staff has a regulatory job to do and
turning them into software implementation experts doesn't always align with their primary job and
responsibilities. The ability to have the heavy lifting done, in accordance with best practices, by a
vendor with experience is a large part of why a system like this is procured vs. being done in
house. However, it is important for the agency to define a couple of key roles that are able to
consult with HS GovTech as needed.
Payment milestones
Payment schedule and terms:
• 50% of the system setup fee and the first year license, hosting, maintenance, and technical
support fees shall be due and payable execution of this Agreement by the Department.
• 25% of system setup fee to be paid upon completion of configuration and initial data conversion.
From HS GovTech
Page -25 RFP B2300060
Weld County Request for Proposal -RFP# B2300060
• 25% of system setup fee to be paid upon completion of go -live of application for County.
• 2nd - 5th year license, hosting, maintenance, and technical support due annually on the
anniversary of contract signing.
7. County Responsibilities
From HS GovTech
Page -26 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Weld County Project Manager: This is not a full-time role, but it is important that the county
have someone in charge, and that is able to make decisions on behalf of the contract to keep the
implementation moving crisply. An estimate of the first month of the project would be a max of
15-20 hours a week of involvement (that estimate is high), and 10-15 hours a week that is
milestone driven from time to time throughout the project (such as User Acceptance Testing)
Weld County SMEs: Depending on who the project manager is, they may not be a daily user of
the system post go -live. Identifying a subject matter expert (for example someone that is very
familiar with the occupancy process and data flow) can be very helpful in the configuration JAD
session stage. This person can be the "voice of the average user" to ensure that workflows and
feature implementation make the users life easier, not frustrating. This is not more than .25% FTE
over the life of the contract, and in some cases, it may make sense for the project manager and
the SME to be the same person.
Weld County data contact If there is someone on staff that is familiar with the legacy data
(when applicable), it is helpful to have that contact available. While we do the heavy lifting on
mapping and conversion, if a question arises that needs someone with historical familiarity with
the data available it can be very helpful to the project. This is rarely a .25% of FTE effort level on
a project of this nature.
Identify testers for user acceptance testing: The county may wish to select a small number of
users to be a part of user acceptance testing (UAT). This prevents a single person's perspective
from being the only testing done by the agency, it also allows sections of the system to be divided
up easily among different testing areas (i.e.: permits, inspections, reporting, etc.). This is a
one-time effort investment during UAT prior to go -live, working from defined test scripts and user
stories. In some cases, the SME's designated by the agency may also be the same UAT testers.
From HS GovTech
Page -27 RFP 82300060
Weld County Request for Proposal - RFP # B2300060
8. Additional Information
From HS GovTech
Page -28 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
1. Provide vendor's standard contract template.
Attached Separately
File: "HSCloud Suite Sample Contract HS GovTech.pdf"
2. 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.
HS GovTech is in compliance with Section 508 (US Workforce Rehabilitation Act of 1973) and
Section 255 (ADA standards) with all services provided via HSCloud Suite and HSTouch
3. Provide a signed Vendor Certification document (from Appendix B of this RFP.)
Included in this proposal document (Appendix B)
4. Provide a CJIS Security Addendum Certification, if applicable (from Appendix C
of this RFP)
Appendix C is not found on the RFP document.
We are familiar with the contents of (1) the Security Addendum, including its legal authority and
purpose; (2) the NCIC 2000 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.
5. 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.
None
6. Provide any additional information that will aid in evaluation of the Contractor's
qualifications with respect to this project. Include any relevant vendor -supplied
specifications and data sheets.
HS GovTech is in use in the State of Colorado and we are extremely familiar with the
rules/regulations and related components in the regulatory segment in the state of Colorado.
HS GovTech is focused on environmental health. We don't deploy systems for dozens of different
types of government agencies, rather are focused on EH and are truly experts in innovative
technology that is meaningful to the day-to-day lives of our users. We don't view ourselves as
just a vendor doing a business transaction, but rather long-term partners to our clients. Our team
has a combined total of over 500 years of experience working with EH Departments to meet their
needs and provide solutions that make their departments more efficient, transparent, and help
extend and improve the services they can provide the public for each budget dollar spent.
By partnering with our clients, we are able to provide truly meaningful new features. Our product
road map is informed by our clients. No one is better equipped to provide feedback on pain
points, and what an ever -evolving regulatory landscape requires, than the users that do the job
every day.
Another very economical and unique feature of our solution, is that we offer unlimited seat
licenses for the scope of the application to your agency. So, if the number of users increases over
time, those users can be added — directly by you without having to contact us and there is no
effect on cost.
From HS GovTech
Page -29 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
Our system is a cloud -based SaaS (Software -as -a -solution) and ready to be deployed - while still
fully configurable - off the shelf. No extensive custom development is ever required.
Our R&D team is always looking for solutions that can enhance the public health agency's
evolving needs. All new releases, upgrades are shared with clients. One item on the near -term
release road map is fully integrated chat within the application, including automated reminders,
and the ability to ask a question that the database contains an answer to in regular plain English,
and get an instant response from that chat channel.
We have a primary focus on environmental health. However, in the past 2 years, our system has
been configured and implemented for many adjacent regulatory functions at the wish of the
jurisdictions we serve. From code enforcement activities to fire, our clients have led the way to
use our product and its power for non -EH related regulatory activities in some innovative ways.
The most common structure - because of the modern technology framework and flexibility - is for
the system to be seamlessly integrated with other applications via API's (or other methods) to
seamlessly be part of a larger ecosystem, without giving up the value that the core focus of
solution provides EH agencies.
Our roots and passion are EH, it's in our DNA, and we are proud of the extraordinary subject
matter expertise, and highly tailored functionality we deliver in this core market.
The most common structure - because of the modern technology framework and flexibility - is for
the system to be seamlessly integrated with other applications via API's (or other methods) to
seamlessly be part of a larger ecosystem, without giving up the value that the core focus of
solution provides EH agencies.
As a SaaS solution, our system requires a very light technical expertise footprint. The application
can be agency configured without any knowledge of coding or database expertise. It is truly a no
code platform for our clients. We have many agencies with no IT or DBA support at all, as well as
agencies where IT wishes to - and does - play a key role in managing the solution.
In terms of the technical work of deployment - from configuration, documentation, data
normalization and conversion etc. - we do the heavy lifting as directed by our client agency.
As a web -based and hosted application, it requires no additional investment in separate software
licenses, or hardware infrastructure other than mobile devices (if desired), for field staff to fully
deploy and run the system. All costs of implementing are included in our fixed price, with no
surprises or third -party purchases required by the agency.lnternet enabled computers, or devices
such as iPad, phones etc., are all that an agency needs to have. All smart phones are also able
to use the system (however the restricted screen size on phones makes it not preferred by some
field staff - and tablets such as iPad or Surface Pro or Surface Go are the most popular for field
use).
Any internet connected computer or device with a browser - Chrome, Edge, Safari, Firefox etc. —
or their mobile equivalents will run HSCloud Suite TM. For the thin client app (for disconnected
work in the field), a 2020 iPad or newer with 16 GB of storage or more. Any windows device
running Windows 10 or higher.
From HS GovTech
Page -30 RFP B2300060
Weld County Request for Proposal - RFP # B2300060
We utilize AWS (Amazon Web Services), to host the application and data. We have each clients'
application and data running concurrently in multiple, geographically separate AWS data centers.
This allows us to guarantee a 99.99% uptime SLA to our clients. It also means that disaster
recovery is much more robust than in typical solutions. While we do incremental and nightly
backups of each location, there is not a need for restoration of those. If a data center goes down,
or needs to have unexpected maintenance, the system routes all sessions to the next location
preventing any downtime.
Each client has their own separate instance of the application, and their own SQL database. We
never have any two clients in joint tenancy.
New user account setup can be completed by the super user (admin).
There are no limitations to data access with us. An authorized agency admin could, for example,
extract (via the application UI) up to all of the data in the system without having to make a request
to HS GovTech.
From HS GovTech
Page -31 RFP 02300060
Weld County Request for Proposal - RFP # B2300060
9. Response to Technical Specifications from Section
5.2 in this RFP
From HS GovTech
Page -32 RFP B2300060
Weld County Request for Proposal — RFP # B2300060
Responses to Technical Specifications (Section 5.2) are included (following page 35) in:
"Weld County Vendor Responses from HS GovTech.pdf"
From HS GovTech
Page -33 RFP B2300060
Weld County Request for Proposal -RFP# B2300060
Appendix A: Notice of Intention
NOTICE OF INTENTION
REQUEST FOR PROPOSAL
RFP # B2300060 / Envision Connect Replacement
DUE 2/21/2023 10:00 AM MST/MDT
TO: Weld County Department of Information Technology
ATTN: Jeannine Allen
RFP # B2300060 / Envision Connect Replacement
PO Box 758 / 1401 North 17th Avenue
Greeley, CO 80632
Email: fallen@weld.gov
Completed
Feb 21, 2023 9 AM CST
Via email to jallen@weld.gov
l
From:
Cameron Garrison
Executive Director of Growth and Operations
HS GovTech Solutions (formerly HealthSpace USA)
Cameron(c�hsgovtech. com
980-309-1749
HS GovTech Solutions, Inc. intends to respond to Weld County Request for
Proposal # B2300060.
From HS GovTech
Page -34 RFP 62300060
Weld County Request for Proposal - RFP # B2300060
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 # B2300060 issued by Weld County. The
undersigned is a duly authorized officer, hereby certifies that:
HS GovTech Solutions, Inc.
(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 3/15/2023.
The undersigned further certify that their firm (check one):
IS
VI 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:
Cameron Garrison
CaJnwn /G2Ltia-erL
From HS GovTech
Title:
Date:
Executive Director of
Growth and Operations
3/14/2023
Page -35 RFP B2300060
Template Vendor Response 08-25-2020
Pricing
Response - HS GovTech
Vendors shall populate the entire table for the
implementation costs for their solution. These
prices are to remain valid for six months past
the Submission Deadline for RFP Responses
specified in Section 3.
Costs
Comments
Year
1 / Initial
Cost
Maintenance
Annual
Cost
Hardware
N/A
Software
Licensing
Setup includes: Legacy
integration, installation,
and support.
data,
maintenance
$
35,400.00
$
45,000.00
Third
Party Software (Middleware)
N/A
N/A
Installation
Included
Included
Integration
Included
Included
Legacy
Data
Loading
Included
Included
Maintenance/Subscription
Included
Included
After-hours
support costs
OPTIONAL
$4,800
Documentation & Training
Included
Included
Project
Management
Included
Included
Consulting
Services
Included
Included
Miscellaneous
N/A
N/A
Applicable
Discounts
State of Colorado
Annual
offset
N/A
(16,992.00)
Total:
$
40,200.00
$
28,008.00
Weld County Vendor Responses Form HS GovTech
Template
General
Functional
FROM:
HS
Vendor
Response
08-25-2020
Requirements
Solutions,
Inc.
Response
Category
Values:
R =
S =
N =
Describe
Required
Should
Nice
to
Have
Have
Vendors
explain
deficiencies
communicate
paragraph
Response
S =
TP
CF
PF
RP
NS
=
=
=
=
Standard
=
Third
Configuration
Planned
Requires
Not
that
shall
functionality,
in
to
Party
supported
populate
the
the
attached
Code
feature
Functionality
Programming
effort
or
functionality.
add-on,
Values:
and
the
documents
"Response
provide
and
included
methodology
Comments
additional
are
in
this
Code"
acceptable.
in
proposal
needed
this
information
should
column
proposal
for
include
to fulfill
(reference
all
about
the
functionality
the
detailed
function.
functionality,
explanations
3rd
and
References
party
include
sources)
or explain
sufficient
comments
by
to clearly
page and
to
GovTech
not included
within
12 months
Ref
#
Criteria
Category
Response
Code
Comment
GE
-01
Has
successfully
the
application
used
for
been
teleworkers?
tested
and
S
S
GE
-02
Does
client
functions?
the
for
solution
user
and
support
administrative
a web
-based
S
S
GE
-03
Does
statutory
the
application
requirements
change
are
if
passed?
new
Describe
S
Standard
be
will
edited
be
provided
feature
by
the
as
super
any statutory
user
(admin)
requirement
and
adequate
change
training
can
GE
-04
Does
portal?
application
have a
public
facing
Describe
S
MyHD
apply
to
sharing
protocols.
file
for/pay
a
provides
complaint
of
inspection
for
public
the
and
required
results
facing
monitor
online
portal
licenses.
the
for
progress.
as
per
business
Provides
county's
Provides
owners
public
business
to
acces
GE
-05
Does
configured
Areas?
the
application
with
the
following
come
pre-
Program
S
All
fully
standard
requirements.
of
deployed
the
for
program
in
for
multiple
full
areas
deployment
required
Colorado
per
in
departments
this
this
RFP
RFP's
are complete,
and
GE
-06
Food
R
S
1
Weld County Vendor Responses Form HS GovTech
GE -07
Child Care
R
S
GE -08
Schools
R
S
GE -09
Body Art
R
S
GE -10
Ambulances
R
S
GE -11
Vector
S
S
GE -12
Animal Victim
S
S
GE -13
Human Victim
S
S
GE -14
Suspect Animal
S
S
GE -15
Household Hazardous Waste
S
S
GE -16
Does the application come pre-
S
GE -17
Financial Features - for all programs
S
S
GE -18
Receipting, Payment, and Billing
S
S
GE -19
Credit, Debit, ACH Payments
S
S
GE -20
Produce Batch Invoices
S
S
GE -21
Produce Batch Payments
S
S
GE -22
Does the application allow for the
rraatinn of rtictnm alartc to all staff
N
S
GE -23
Does the application come pre-
S
S
GE -24
Ability to assign inspections and
S
S
GE -25
Ability to capture points and scoring
S
S
GE -26
Full Field Inspection Capabilities
S
S
GE -27
IOS and/or Windows Surface Pro
S
S
GE -28
Ability to print in the field
N
S
GE -29
Ability to add inspection in the field
S
S
GE -30
Will the field device arrange inspections
N
S
GE -31
Does the application come pre-
configured with Online Capabilities?
Describe
S
HSCloud Suite is COTS and fully customizable as per the
county's needs and specific workflows Can be easily
modified during the design phase
GE -32
Full Service Portal
S
S
GE -33
Display Inspection Results
S
S
GE -34
Apply for Permits and Licenses Online
S
S
GE -35
Track Existing Licenses
S
S
GE -36
Track Facility Information
S
S
GE -37
Pay Fees with Health Department
S
S
2
Weld County Vendor Responses Form HS GovTech
GE -38
Ability to send restaurant inspection
N
CF
GE -39
Does the application post inspections
N
S
GE -40
Does the project include Data
Conversion?
Describe
S
HS GovTech can convert data from the existing
system/solution
GE -41
Will all existing data be converted and
placed in the new data repository?
Describe
S
HS GovTech can convert data from the existing
system/solution We have converetd several clients' data
from a legacy system or other providers
GE -42
Financial data Billing and invoicing
S
S
GE -43
Program data
S
S
GE -44
Does the application come configured
S
S
GE -45
Does the field application have offline
S
S
GE -46
Does the application allow for
Describe
S
This is a fully customizable solution
GE -47
Jurisdiction Customization
S
S
GE -48
Add, Remove, and Modify Custom
S
S
GE -49
Ability to create visual custom forms
S
S
GE -50
Ability to publish any form to public
S
S
GE -51
Does the application offer different
training options?
Describe
Training options are available and can be adjusted to the
county's needs In -person or online training is available for
users and super users
GE -52
Live training
S
S
GE -53
Online Training
S
S
GE -54
Train the Trainer
N
S
GE -55
Help system accessible from within the
S
S
GE -56
Chat Bot with live help
N
CF
GE -57
Does the application have a Dashboard?
S
S
GE -58
Does dashboard load/present as the
S
S
GE -59
Does the dashboard change for
S
S
GE -60
Does the dashboard have a To -Do or
S
S
GE -61
Does the dashboard show alerts?
S
S
GE -62
Does the application have a employee
tracking center?
Describe
S
Employee Manager tool allows you to monitor all emplyees
in the system User based permissions can be adjusted to
the field level within any module of the solution
GE -63
Add, Remove, or Change Employee
S
S
3
Weld County Vendor Responses Form HS GovTech
GE -64
Track Employee Details
S
S
GE -65
Create User Roles
S
S
GE -66
Assign employee Roles
S
S
GE -67
Does the application track facility
S
S
GE -68
Fields for attributes of facilities, such as
S
S
GE -69
Can plan review information that was
S
S
4
Technical
Functional
FROM:
HS
Requirements
Solutions,
Response
Inc.
Category
Values:
R =
S =
N =
Describe
Required
Should
Nice
to
Have
Vendors
explain
deficiencies
communicate
paragraph
Response
S
TP
CF
Have PF
RP
NS
=
Standard
=
=
=
=
=
Third
Configuration
Planned
Requires
Not
that
shall
supported
to
Code
Party
functionality,
in
populate
the
the
attached
feature
Functionality
Programming
functionality.
effort
Values:
or
and
add-on,
documents
the
"Response
provide
and
included
methodology
Comments
additional
are
in this
Code"
acceptable.
proposal
in
needed
this
information
should
column
proposal
for
include
to fulfill
all
(reference
about
functionality
detailed
the function.
the
functionality,
explanations
3rd
and
References
party
include
sources)
or
sufficient
explain
comments
by
to clearly
page and
p g
to
GovTech
not included
within
12 months
Ref
#
Criteria
Category
Response
Comment
TC-01
Describe
hosting
virtual
hosting)
options
hosting,
your
solutions
(dedicated
on
-site
different
hosting,
hosting,
cloud
Describe
S
HSCIoud
GovTech
Suite
uses
is
AWS
fully
web
for all
-based
hosting
hosted
solution.
HS
TC-02
Provide
recommended
hardware
Describe
S
N/A
TC-03
Provide
Server operating
system
Describe
S
N/A
TC-04
Provide
PCs/laptops/tablets
hardware
requirements
for
Describe
S
All
tablets
hardware
-
are supported)
Windows
or iOS
based
PCs,
laptops
and
TC-05
Supported
workstation
operating
systerr
Describe
S
Windows
and
iOS
TC-06
List
any additional
hardware
Describe
S
N/A
TC-07
Describe
how
the
application
is licensed
Describe
S
Concurrent
TC-08
Identify
all
components
of
the
software
Describe
S
HSCloud
Suite
is
fully
web
-based
(cloud
-based)
solution.
TC-09
Identify
any
third
party
applications
Describe
S
No
additional
third
-party
applications
are required
for
TC-10
What
versions of
SQL
Server are
Describe
S
N/A
-
HSCloud
Suite
is a
hosted
(web
-based)
solution
TC-11
What
versions of
Oracle
Server are
Describe
S
N/A
-
HSCloud
Suite
is a
hosted
(web
-based)
solution
TC-12
What
type
and
versions of
databases
e
Describe
S
N/A
-
HSCloud
Suite
is a
hosted
(web
-based)
solution
C-13
Identify
all
web
servers and
Describe
S
N/A
-
HSCIoud
Suite
is a
hosted
(web
-based)
solution
TC-14
List
versions
all
supported
browsers and
browser
Describe
S
e
All
browsers -
Edge, Chrome,
Firefox,
Safari
are supported
TC-15
Does the
system
have capabilities
for
Describe
S
What is the application upgrade
process? How many times per year are
HS GovTech provides company -wide upgrade twice per year
and all upgrade details are shared with the client (whether
the upgrade is desired or not) Upgrades are tested prior to
release Client can also conduct own testing on the test
TC-16
there upgrade releases?
Describe
S
servers
Security
Functional
FROM:
Requirements
Response
Category
Values:
Vendors
explain
deficiencies
clearly
and
Response
s =
Standard
that
communicate
paragraph
shall
functionality,
in
populate
the
to
Code
feature
attached
functionality.
the
Values:
and
the
effort
included
provide
"Response
documents
and
Comments
additional
in
methodology
this
Code"
are
proposal
acceptable.
information
should
column
needed
include
for
all
about
functionality
detailed
to
fulfill
the
the
functionality,
explanations
function.
and
include
or
sufficient
References
comments
explain
to
by
to
page
HS GovTech
Solutions,
Inc.
R = Required
TP = Third
Party or
add-on,
not included
in this
proposal
(reference
3rd
party sources)
S = Should
N =
Describe
Nice
to
Have
CF = Configuration
Have PF =
RP =
NS =
Planned
Requires
Not
supported
Functionality
Programming
within
12 months
Ref
#
Criteria
Category
Response
Code
Comment
SE
-01
What
supported?
token,
forms
etc)
of authentication
(ie.
Password,
are
biometric,
Describe
S
Password
supported.
or
biometric
authentication
(as required)
are
SE
-02
Integrated
What
used?
Application,
other)
is
(i.e.:
the
authentication
Active
Windows
Database,
Directory
Authentication,
Web
system
via
Server,
LDAP,
Describe
S
Active
Directory
via
LDAP
SE
-03
Does
policy?
the
If
application
so,
describe.
enforce
a
password
S
Describe
Yes. The
business
password
process/protocols.
policy
is
based
on agency's needs
and
SE
-04
Does
authentication?
capabilities.
the
application
If
support
so, describe
multifactor
Describe
S
Yes.
Depends
on agency's needs.
SE
-05
information,
Does
data?
the
If
application
yes,
describe
HIPAA,
store
financial,
(ie.
any
Personal
sensitive
etc.)
Describe
S
Yes,
audit)
(financial,
data
and
is
HIPPA,
stored.
we
are
in
etc.)
We are
compliance
audited
with
annually
all
security
by
KPMG
-based
(SOC2
rules
SE -06
wnat encryption metnoas aoes the
application use? Is data encrypted both
+ ro, ..,,i ,., +, nn it?
Describe
S
Data is encrypted both ways - rest and transit
SE -07
What security roles/permissions be
granted to either individual accounts or
to groups? Describe access control to
different modules/levels of software
Describe
S
Super user (admit level) is able to assign/modify
access/editing abilities for all users in the system and the
permissions can be adjusted down to a single field within a
module
SE -08
Ability to support single sign -on _
S
S
SSO is supported
Reporting
Functional
FROM:
HS
/
Requirements
Metrics
Solutions,
Response
Inc.
Category
Values:
R
S
N
Describe
=
=
=
Should
Required
Nice
to
Have
Have
comments
functionality,
detailed
needed
are
Response
S
TP
CF
PF
RP
NS
acceptable.
= Standard
=
=
=
=
=
Third
Configuration
Planned
Requires
Not
to
explanations
fulfill
Code
supported
to
Party
feature
explain
or
Functionality
Programming
explain
the
Values:
or
add-on,
function.
that
sufficient
and
deficiencies
included
functionality,
to
References
clearly
in
in
this
the
provide
in
communicate
proposal
functionality.
by
this
page
additional
proposal
and
paragraph
the
(reference
Comments
information
effort
should
and
to attached
3rd
about
methodology
party
include
sources)
the
documents
iovTech
not included
within
12
months
Ref #
Criteria
Category
Response
Comment
RE
-01
Ability
to easily
construct
queries and
S
S
HS GovTech
provides
the
most robust
reporting
tools.
RE
-02
Ability
use
their
drag
for users
and drop
own custom
and
methods
reports.
administrators
to
create
to
N
S
RE -03
Provides
and
the
administrators.
comment
pre
-defined
section.
reports
List
the
for
reports
users
in
I
R
S
Pre -defined
to go
agencies
-live.
for
HS
reports
the
GovTech
county
can
can
to
be
designed
provide
decide
reports
and
and
chose
configured
used
from.
by
similar
prior
RE
-04
Ability
to create
ad
-hoc
reports
easily
S
S
Fully
supported.
RE
-OS
Does the
application
come with
pre-
S
S
See above
RE
-06
Reports
date
and
with
end
time
date?
parameters: start
Describe
I
S
Each
specific
pre -configured
time
parameters.
or ad
-hoc
report
can
be adjusted
for
Integration
Functional
FROM:
HS
GovTech
Requirements
Solutions,
Response
Inc.
Category
Values:
R =
S =
N =
Describe
Required
Should
Nice
Have
to Have
Vendors
explain
deficiencies
clearly
and
Response
S
TP
CF
PF
RP
NS
=
Standard
=
=
=
=
=
paragraph
Third
Configuration
Planned
Requires
Not
that
communicate
shall
supported
Code
Party
functionality,
in
populate
the
to
feature
Functionality
Programming
Values:
attached
or
functionality.
add-on,
the
and
the
effort
included
"Response
provide
documents
and
additional
Comments
in
methodology
this
Code"
are
proposal
in
information
should
acceptable.
this
column
proposal
needed
include
for
all
about
(reference
to
functionality
detailed
fulfill
the
the
3rd
functionality,
explanations
function.
and
party
include
sources)
or
sufficient
References
comments
explain
to
to
by page
not included
within
12 months
Ref
#
Criteria
Category
Response
Comment
IN
-01
Solution
Operation
Incident,
Management.
includes
Request,
Management,
integrated
Problem,
including
IT
and
Service
Change
S
S
Project
GovTech
progress,
management
project
support
team
tickets.
dashboard
to
interact
allows
and
monitor
the
county
(real-time)
and
HS
all
IN
-02
Solution
supports
sending
email
via
N
S
All
email
platforms
are supported.
IN
-03
Solution
integrates
with
Active
N
S
IN
-04
Are
flat
document
which
images
file?
ones?
stored
Are
imaging
they
in
integrated
systems?
a
database
into
If
or a
any
so,
Describe
S
Images
file
in
the
(unlimited
system.
size and
types)
are stored
as
the
actual
IN
-05
Does
files
to
the
Yelp
application
and
other
integrate
online
or send
reviewers?
Describe
CF
Our
the
-
as
system
agency
per
Yelp
desires,
does
(or other's
NOT
this
send
can
protocols)
data
be
accomplished
to Yelp
(or
others)
via
integration
but
if
Workflow
Functional
FROM:
HS
Requirements
Solutions,
Inc.
Response
Category
Values:
R =
S =
N =
Describe
Required
Should
Nice
to
clearly
Have
Have
Vendors
explain
deficiencies
and
Response
S =
TP =
CF =
PF =
RP
NS
paragraph
Standard
=
=
Third
Configuration
Planned
Requires
Not
that
communicate
shall
supported
Party
functionality,
in
populate
the
to
Code
feature
Functionality
Programming
functionality.
attached
or
the
Values:
and
add-on,
the
effort
included
provide
"Response
documents
Comments
and
additional
methodology
in this
Code"
are
in
proposal
acceptable.
this
information
should
column
proposal
needed
include
for
(reference
all
about
functionality
detailed
to
fulfill
the
the
functionality,
explanations
3rd
function.
and include
party
comments
or explain
sufficient
References
sources)
to
to
by page
GovTech
not included
within
12 months
Ref
#
Criteria
Category
Response
Code
Comment
WF-01
Describe
Escalation
the
workflow
functionality
- Approval
of
the
system.
and
Describe
S
Workflow
once
online
approved
escalation
panels
-
are
will
process
designed,
be
posted
used
tested
by
on
live
HS
GovTech
by
system.
the
county
There
project
and
is
an
team.
WF-02
Ability
authorized
to edit
users.
workflow
templates
by
S
S
This
(admin)
is a
permission -based
function and
for
the
super
users
WF-03
_managed
Ability
for
sequentially
tasks
to
be
assigned
or in
parallel.
and
N
S
This
(admin)
is a
permission -based
function and
for
the
super
users
HS GovTech Solutions
*Department Name
Contract for HSCloud Suite Application
Between:
*Department Name*
`Street Address*
*City, State* *ZIP*
*CONTACT*
*PHONE*
*EMAIL*
HS GovTech Solutions Inc.
436 East 36th Street
Charlotte, NC 28205
www.hsgovtech.com
Contact: Cameron Garrison
Executive Director of Operations
Phone: 980-309-1749
Cameron@HSGovTech.com
Table of Contents
Contents
1. Definitions
2. Scope of services
3. License to Use Software
4. Ownership of Software and Data
5. Obligations of the Department
6. Data
7. Term
8. Deployment
9. Software System Upgrades and Changes
10. Intellectual Property
11. Breach/Termination for Cause
12. Decommissioning
13. Confidentiality
14. Protected Health Information
15. Indemnification
16. Notice
17. Force Majeure
18. Information Management Responsibilities
19. Payment Terms
20. General
Appendix A - Scope of Work
Appendix B - Service Level Agreement (SLA)
Appendix C - Contract Fees and Payment Schedule
Appendix D - Standard Insurance Coverages
1
3
3
4
5
6
6
7
7
8
8
9
9
10
12
13
13
13
13
14
16
19
21
22
4bk
THIS AGREEMENT is made and entered into this *day*th day of *month* 20XX by and between
*Department Name* ("Department") located at *Street Address*, *Cite, State*, *ZIP* and HS
GovTech Solutions Inc. ("HS GovTech"), an independent contractor with its corporate office
located at 436 East 36th; Charlotte, NC 28205.
WHEREAS the Department desires to purchase the Web Based permit, financial, Inspection
application, and disease surveillance and contact tracing solutions, HS Cloud Suite (HSCloud)
application software user licenses designed by and hosted HS GovTech known at HSCloud
Suite and the inspection application known as HSTouch to be used by the department for data
management services, and to perform inspections in the field using Apple iPads, or Windows 10
devices. Services as enumerated in this contract include secure data hosting and
support/maintenance services from HS GovTech.
NOW THEREFORE, the parties hereto, each in consideration of the mutual promises and
obligations assumed herein by the other, agree as follows:
1. Definitions
a) "Application" means the web -based application for permitting, inspections,
complaints, and reporting - HS Cloud. It also includes an inspection
application that is developed for the iOS, Android, or Windows operating
systems - "HS Touch" - that uses the natural features on tablets using the
operating systems which are downloaded from either Microsoft App Store,
Apple's App Store or Google Play Store.
b) "Confidential Information" means any and all data or information that is
known or used by a party that is not generally available to the public or that.
by its nature or the nature of its disclosure, ought reasonably be known to be
confidential or proprietary information of such party, and includes, but is not
limited to, business information, specifications, research, software, trade
secrets. know-how, designs, drawings. data. computer programs. customer
names and other technical, financial and business information concerning a
party, or any such information of clients or customers of a party, which is
disclosed by or on behalf of such party to the other party. For greater clarity,
the Department's Confidential Information will include the Data, but not the
Public Data, and HS GovTecfs Confidential Information will include the terms
ceding all pricin-g-and fees,
c) "Custom Configuration" means alterations to the Standard Application,
requested by the Department, to meet specific needs that vary from other
similar departments. Configuration to the department's specs is included in
the contract.
Sample HSCloud Contract (HS GovTech Solutions)
Page 1
d) "Additional add-ons: Should the department request in the future additional
modules, or functionality that is due to a specific custom request by the
department that is not a part of the SOW of this contract, those services
would be quoted separately as an addendum to this contract.
e) "Data" means all information, processes, documentation, marks and other
intellectual property owned or produced by the Department that is not Public
Data.
f) "Decommissioning" means the process of transitioning the Department
away from using the HS GovTech Software following termination or expiration
of this Agreement, as more particularly set out in section 10.
"HS GovTech Servers" means servers operated and maintained by HS
GovTech or co -located on which Data and Public Data may be stored and
accessible by the Department.
h) "HSCloud" Is the fully configured web -based application as well as
supplementing API's that allows for deployment of enterprise level solutions
to the client department.
i) "HSTouch" means the iPad, Android, or Windows 10 Application, that are
downloaded from the app stores for each platform, that interfaces with
HSCIoud providing a data collection and reporting function for field staff
working either connected or disconnected from the internet with the base
engine and logical mechanisms written in the native languages appropriate
for the iOS.
g)
j)
"MyHealthDepartment" means the citizens portal that allows departments to
interact online with their constituents. This includes the ability to post
inspections results online, as well as allow operators to apply for permits,
renew permits, and pay invoices and fees due to the department securely
online.
k) "HSPay" means the merchant services processing for credit cards, debit
cards, and ACH transactions through the MyHealthDepartment Citizens
Portal. HS GovTech, and its partner merchant (HeartLand) is PCI compliant
and processes payments, on behalf of our clients, in accordance with all state
and federal security laws and regulations.
I) "Public Data" means any and all information entered into or stored in the
EHS by the Department or by HS GovTech on behalf of the Department that
is published and made available to the general public — via the citizen
MyHealthDepartment portal at the request of the department — or which is
otherwise subject to freedom of information disclosure under any law or
regulation applicable to the Department.
m) "SOW" means the statement of work attached as Appendix A.
Page 2
n) "Standard Application" means application functionality that is available
out -of -the box including the configurability options in the system.
o) "UAT" means user acceptance testing.
p) "User" is defined as anyone who is given access to HS Cloud Suite or HS
Touch by an authorized license, whether or not employed by the Department.
q) "Super User" means a department user that has been delegated — by the
department — authority to perform all admin functions in the system, including
but not limited to; adding users and managing their permissions, ability to
manage documentation and interact with, and speak for the department, with
support, and to have access to the configuration and system editing tools.
2. Scope of services
a) HS GovTech will provide HS GovTech HS Cloud as set out in Appendix "A".
b) HS GovTech will provide the services as set out in Appendix "A".
3. License to Use Software
a) Subject to the terms and conditions specified in this Agreement, HS GovTech
grants the Department and its successors a limited, non -perpetual license
(the "License") to use HS GovTech Software as indicated in the SOW for the
duration of this Agreement, subject to the Department paying the License Fee
according to terms set out in Appendix C.
b) The License Fee is calculated based on the specifications set out initially in
and as memorialized in the SOW, The Department agrees that, for any
change over and above that agreed to scope, the Department will give HS
GovTech notice of such desired change. Upon agreement by both parties to
the modifications for new modules, functionality, or expansion of use base
from this contract, the SOW will be amended to reflect the changes, and the
department will pay the modified SOW terms upon acceptance of said
modifications.
c) HS GovTech will provide sufficient software licenses and upgrades of the
Supporting Software required for the number of Users and scope as defined
in Appendix A, this may be amended under paragraph 3.b), using the HS
GovTech Software, subject to payment for such software licenses and
upgrades by the Department.
d) The Department is responsible for and agrees to abide by all the provisions of
this agreement for the HS Cloud, and HS Touch app, and will ensure that the
Department staff complies with the terms of this contract.
Page 3
e) The Department acknowledges and agrees its license to, and accordingly its
use of, the HS GovTech Software is at all times subject to the following
limitations:
i. No Modification or Reverse Engineering —The Department will not
directly or indirectly modify, or in any way alter (excluding
configuration expressly permitted by the Documentation) the whole or
any part of the HS GovTech Software, nor will the Department
translate, decompile, disassemble, reconstruct, decrypt, or reverse
engineer the whole or any part of the HS GovTech Software.
ii. No demonstration with intent to replicate — The Department shall not
demonstrate the software to a competitor, or any other company or
person with the intent to create a similar or like product.
iii. No Rental or Timeshare Use —Except as permitted herein, the
Department will not directly or indirectly license, sublicense, sell,
resell, transfer, assign, distribute, rent, lease, or otherwise
commercially exploit the HS GovTech Software in any way, nor will the
Department use of the HS GovTech Software in a computer service
business, service bureau, hosting or time-sharing arrangement.
iv. Unauthorized Equipment —The Department will only use the HS
GovTech Software on computing devices which are supported by HS
GovTech and which meet certain minimum system requirements as
laid out in this contract. From time to time as technology changes, HS
GovTech will make its application available on new operating system
updates and technology.
v. Proprietary Notices —The Department will not directly or indirectly
remove any proprietary notices, labels or marks from the HS GovTech
Software or other materials, including those indicating any intellectual
property rights of HS GovTech or any third party unless otherwise
agreed between the parties in writing.
4. Ownership of Software and Data
a) HS GovTech warrants to the Department that HS GovTech is the developer
and owner of HS Cloud and HS Touch application, and has full rights to the
said applications, and has the right to contract for, and distribute to the
Department required licenses and access to operate the HS GovTech
Software.
b) In the event of any suit or claim against the Department by any third party for
damages and/or injunctive relief contesting ownership of the HS GovTech
Software and/or the Department's rights under this Agreement, HS GovTech
Page 4
agrees to, at its own expense, to indemnify the Department against such suit
or claim and to hold the Department harmless from expenses of such
defense and from any court -awarded judgments resulting from such suit or
claim.
c) Further, if such suit or claim occurs or is likely to occur, HS GovTech will, at
its own expense, either procure for the Department the right to continue using
the HS GovTech Software or replace the same with a non -infringing product,
substantially conforming to that described herein, or modify the same so that
it will be non -infringing, provided that this Agreement has not been
terminated.
d) For greater clarity, the provisions of section 4.b) will not apply to the extent
that any such claim relates to the Department's combination of the HS
GovTech Software with computing devices, systems or other software not
approved by HS GovTech or otherwise contemplated hereunder, or in the
event of the Department's refusal to install any update or replacement
provided pursuant to section 4.c).
e) All Data and Public Data, whether entered into or stored in the system by the
Department or by HS GovTech on behalf of the Department, is and will
remain the sole property of the Department. The Department hereby grants
HS GovTech the irrevocable, royalty -free license during the term of this
Agreement to use, copy and otherwise exploit the Data and the Public Data
for the express purpose of executing delivery of the services in this contract
to the Department, including to extract, derive, compile, and publish the
Public Data, and for any other purpose permitted hereunder. The Department
acknowledges that whether the HS GovTech Software uses HS GovTech
Servers or third -party servers, the Supporting Software will transmit Data to
HS GovTech Servers for the purpose of performing functions on the Data
required by this Agreement and to collect the Public Data.
5. Obligations of the Department
Without limiting the Department's obligations described elsewhere in this agreement,
the Department shall provide the required information, cooperation, and functional
support to ensure HS GovTech personnel have the information they require and are
able to implement and deploy the services enumerated in this agreement. Such
cooperation shall include, without limitation:
a) The Department will pay the fees set out in Appendix C on the terms and
conditions provided therein.
b) The Department will designate staff members to provide the following
functions under this Agreement:
Page 5
i. Department Administrator: This individual is responsible for
Administrator functions within the system. for the department.
ii. The Department agrees to designate a replacement Administrator
within thirty (30) days if the primary is unable to serve in that capacity
or leaves the organization, and to notify HS GovTech of the same.
c) The Department will provide access to HS GovTech's online learning material
for all Users using HS Cloud Suite.
d) If the Department supplies the computing devices to operate the Supporting
Software, the Department is responsible, with support from HS GovTech, to
install the HS Touch Application on the Department computing devices. If HS
GovTech supplies the necessary computing devices, HS GovTech will
pre -install and configure the Supporting Software on such devices.
e) The Department will provide HS GovTech with timely access to and any
information relevant to any pertinent data, forms, and integrations.
f)
The Department will promptly render all decisions and approvals so as not to
delay or impede the performance of services by HS GovTech.
The Department will promptly notify HS GovTech of any issues, concerns,
complaints, or disputes with respect to services or software.
h) Department acknowledges that HS GovTech's performance may be
dependent on Department's timely and effective satisfaction of the obligations
of the Department under this agreement and timely decisions or approvals of
Department in connection with the service of software.
6. Data
Data provided to HS GovTech must be in the following formats:
a) SQL
b) CSV
c) (Other agreed format approved by HS GovTech)
7. Term
a) The length of the term of this agreement is as outlined in Appendix C.
b) HS GovTech will provide a written 60 days' notice prior to the expiration of
this agreement. This agreement will automatically renew under the same
terms and conditions for one year at the expiration of the initial and each
subsequent term unless:
Sample HSCloucf �at}ii diev ,k te, �V,iii uo
Page 6
i. The Department and HS GovTech enter into a new written agreement
which replaces this Agreement, or;
ii. The Department provides a Notice of Termination, as prescribed
herein, to HS GovTech of its intent to terminate this Agreement and its
use of the HS GovTech Software.
8. Deployment
Deployment of Department system in HS Cloud is also known as "go -live"
a) Software will be considered ready for deployment after
i. All modules in scope have been created according to parameters of
this agreement
ii. Department has tested software and the same is approved by
Department Admin
b) HS GovTech is not responsible for delayed deployment caused by:
i. Department personnel lack of availability or time to dedicate to
implementation or testing and approval.
ii. Changes or upgrades from original statement of work in this
agreement (found in Appendix A)
c) Deemed approved: If the agency has been notified of items for testing and
acceptance, and have not communicated or responded to HS GovTech staff,
after 30 calendar days from first notification the items in question shall be
deemed approved under this contract.
9. Software System Upgrades and
Changes
a) The License Fee includes all subsequent core system configurations and
changes instituted by HS GovTech after deployment in conjunction with the
department's specific needs and requirements. It does not include any
Custom Development, such as design changes to modules deployed for the
Department that are outside the normal configuration options of the HS
GovTech Software. Print forms (i.e., permits, inspections, etc.) are modifiable
for no additional fee if mandated by state or local ordinance changes, phone
number, office address or logo changes. Changes that are discretion
designed in nature, but not regulatory, are only covered once per year. Non
regulatory changes greater than once per year, will be billed as a change fee.
A year is defined by a rolling twelve-month basis.
Page 7
b) HS GovTech will use commercially reasonable efforts to minimize any
changes to minimum system requirements for the HS GovTech Software
resulting from system upgrades and changes
10. Intellectual Property
a) The HS GovTech Software will, at all times, remain the property of HS
GovTech, subject only to the license of use granted herein, specifically
excluding any right of reproduction, sale, lease, sub -license or any other
transfer or disposition of the HS GovTech Software, or any portion thereof, by
the Department except as follows:
i. Upon the transfer, or merger of substantially all the assets of the
Department to a successor organization, this Agreement and the
rights and obligations of the Department herein may be assigned to
such successor.
b) The Department grants HS GovTech a non-exclusive, perpetual, and
royalty -free license to use all innovations, suggestions, and feedback.
("Feedback") regarding the HS GovTech Software suggested by the
Department staff, provided that the Feedback pertains to the operation or
design of the HS GovTech Software, or of possible future extensions of the
HS GovTech Software, and is either presented in an area not private to the
Department or is sent directly to HS GovTech. Such Feedback is given to HS
GovTech on an "as is" basis and the Department does not provide any
warranty regarding the Feedback.
11. Breach/Termination for Cause
a) Should either party default in the performance of any obligation under this
Agreement or breach any provision contained in the Agreement and not
correct or substantially cure, the default or breach within sixty (60) days after
receipt of written notice by the other party of such default or breach, then in
addition to any other remedies set forth herein, or available in law or in equity,
this Agreement may be terminated by the non-defaulting/non-breaching party,
following which the Department will comply with the provisions set out in
section 10 for Decommissioning.
b) In the event either party ceases its business operations, makes a general
assignment for the benefit of creditors, is adjudged bankrupt, or becomes
insolvent, then the other party may, at its sole discretion, terminate the
Agreement upon thirty (30) days' notice to the other party and the provisions
set out in section 10 for Decommissioning will not apply.
Page 8
12. Decommissioning
a) Upon termination of this Agreement, or its expiration without replacement, the
Department will immediately cease using the HS GovTech application. HS
GovTech will transmit all data captured using the system and all Department
data stored on the HS Cloud system to the Department and securely erased
from the HS Cloud servers within thirty (30) business days of the effective
termination date. The data will be provided in a SQL backup file (.bak file), or
comma delimited if requested by the department. For decommissioning to
occur all outstanding monies owed to HS GovTech by the Department must
be paid in full at the time of decommissioning. If a department is in arrears at
the time of decommissioning request, the agency will begin their 30 days
decommission cycle upon full payment of the arrearages owed.
13. Confidentiality
a) Each party agrees to protect the Confidential Information of the other party in
the same manner that it protects the confidentiality of its own proprietary and
confidential information of a like kind, but in no case less than reasonable
care, and will not use the Confidential Information of the other party, except in
connection with the performance of its obligations under this Agreement or as
permitted by this Agreement. The confidentiality provisions set forth in this
Agreement will remain in full force and effect in perpetuity.
b) Without limiting the foregoing, HS GovTech will (a) ensure that all copies of
the Data will be secured behind a professionally configured firewall, (b) use
database systems with adequate and reliable security and will make regular
security checks on these systems, and (c) HS GovTech will supply the PAC
with copies of the results of such checks upon request. The Department
agrees that it will treat these results as HS GovTech's Confidential
Information.
c) Upon termination of this Agreement or upon the written instruction of the
party owning Confidential Information, the other party will return or destroy
the requesting party's Confidential Information. For this Agreement, a party
will be deemed to have destroyed electronic Confidential Information when it
executes an application- or operating system -level, commercially reasonable
delete function on it, provided that thereafter it does not conduct or permit any
recovery or restoration of the same.
d) Each party will be responsible to the other for any disclosure of Confidential
Information that is not permitted by this Agreement to the extent caused by
such party and for any failure by such party to comply with the terms hereof.
Page 9
Each party will indemnify and hold harmless the other, from and against any
and all claims arising out of any breach by it of this section 11.d).
e) The obligations of confidentiality set out in this section 11 will not apply in
respect of uses or disclosures of Confidential Information where:
i. The disclosure consents in writing,
ii. Disclosure is required to comply with any applicable law, judicial order
or stock exchange rules, provided that the party proposing to disclose
the Confidential Information gives the other party reasonable,
sufficient notice as may be practicable in the circumstances to contest
or protect the required disclosure, or
iii. The party proposing to use or disclose the Confidential Information
can establish with documentary evidence that, other than as a result
of a breach of this Agreement, The Confidential Information (A) is
available in the public domain or is Public Data, (B) was disclosed to it
by a third party without violating confidentiality obligations, or (C) was
already known by it or was subsequently developed by it without any
use of Confidential Information.
14. Protected Health Information
a) HS GovTech will implement administrative, physical, and technical
safeguards that reasonably and appropriately protect the confidentiality,
integrity, and availability of the electronic protected health information (PHI) in
accordance with the NIST 800-53 Security Guide should the Department
require that HS GovTech, subcontractors(s) or agent(s) create, receive,
maintain, or transmit PHI data on behalf of the Department. This data shall
be protected against unauthorized access, disclosure or modification, theft, or
destruction.
b) HS GovTech will use encryption that is in accordance with NIST Special
Publication 800-111 Guide to Storage Encryption, including the use of
standards -based encryption format using triple -DES (3DES), or the Advanced
Encryption Standard (AES), or their successors.
c) Backups of PHI will be encrypted in accordance with secure methods as
listed in NIST Special Publication 800-111 Guide to Storage Encryption,
including off -site storage in a physically secure location with secure access
controls to authorized personnel. Backup schedules shall be maintained to
ensure timely availability and integrity of data.
d) HS GovTech will implement technical security measures including
mechanisms to encrypt and decrypt electronic protected health information
(PHI) "at rest" and "during transmission" over an electronic communications
Page 10
network, including the internet, consistent with NIST Special Publications
800-52, 800-77 and Guidelines as appropriate to comply with Federal
Information Processing Standards in the protection of PHI.
e) HS GovTech will perform an independent audit of its data centers at least
annually at its expense and provide a redacted version of the audit report to
the Department upon request. HS GovTech may remove its proprietary
information from the redacted version. A Service Organization Control (SOC)
2 audit report or approved equivalent sets the minimum level of a third -party
audit.
f) HS GovTech will provide reports or additional information upon request of the
Department and access by the Department or the Department's designated
staff to HS GovTech's facilities and/or any location involved with providing
services to the Department or involved with processing or storing Department
data, and HS GovTech shall cooperate with Department staff and audit
requests submitted under this Section. Any confidential information of either
party accessed or disclosed during the course of the security audit shall be
treated as set forth under this Contract or federal or Department law or
regulations. Each party shall bear its own expenses incurred in the course of
conducting this security audit. HS GovTech shall at its own expense promptly
rectify any non-compliance with the Policy or other requirements identified by
this security audit and provide proof to the Department thereof.
HS GovTech will report any security incident to the appropriate Department
identified contact immediately. If HS GovTech has actual knowledge of a
confirmed data breach that affects the security of any Department content
that is subject to applicable data breach notification law, HS GovTech shall:
i. Promptly notify the appropriate Department identified contact within
24 hours or sooner, unless a shorter time is required by applicable
law,
ii. Take commercially reasonable measures to report perceived security
incidents to address the data breach in a timely manner
iii. Cooperate with the Department as reasonably requested by the
Department to investigate and resolve the data breach,
iv. Promptly implement necessary remedial measures, if necessary, and
h) Document responsive actions taken related to the data breach, including any
post -incident review of events and actions taken to make changes in
business practices in providing the services, if necessary.
i) Access to Department data will be restricted to authorized personnel.
Security measures will be enforced to ensure the integrity, security and
availability of the system and data resources. HS GovTech will be subject to
HIPAA/HITECH Breach Notification requirements of unsecured Protected
g)
Page 11
Health Information. All HS GovTech personnel assigned to this task order will
be subject to appropriate security clearances granted in accordance to their
assigned duties and responsibilities. All HS GovTech personnel will be
informed of their security responsibilities and be subject to security monitoring
and audits to ensure compliance to security clearances.
�a-
j)
HS GovTech will deliver to the department, if applicable, its annual SOC2
Type 2 audit within 30 days of its completion each year.
15. Indemnification
a) HS GovTech agrees that it will defend, indemnify and hold the Department
harmless from any liabilities, claims or demands arising out of the work
performed or services provided pursuant to this Agreement from persons who
are not party thereto and who claim or allege any personal injury or death or
any damage to their property due to the intentional or negligent acts of HS
GovTech or its officers, employees, agents or assigns, except to the extent
that any such liability relates to any actions of the Department, the Users or
any other employees or contractors of the Department. The Department will
immediately provide notice to HS GovTech in the event of any such claim,
and HS GovTech will have the right to defend and settle any such claims.
b) HS GovTech agrees to compensate the Department for any loss or damages
caused directly by HS GovTech to the Department's premises or physical
property, arising out of the work performed or services provided pursuant to
this Agreement.
c) HS GovTech agrees to provide the Department proof of liability insurance
prior to commencing work under this Agreement. Please see Appendix D for
our standard insurance coverages.
d) The Department acknowledges that the licensed software provided by HS
GovTech constitutes part of an information system to be used by the
Department, its staff, employees, and authorized agents in the performance
of their professional responsibilities and is in no way intended to replace their
professional skill and judgment.
16. Notice
a) All notices will be in writing and will be sent by certified mail, return receipt
requested, or by email to the people and addresses set out below, or to such
other addresses as either party may request by notice. All notices sent by
certified mail will be effective upon the date of receipt. Notices sent by email
Page 12
44
will be immediately effective on the date of transmission if sent during regular
business hours, or on the next business day if sent outside of regular
business hours.
To the Company:
HS GovTech Solutions Inc.
436 East 36th Street
Charlotte, NC 28205
Telephone: 1 (704) 519-8964
Web: www.hsgovtech.com
Contact: Cameron Garrison, Director of Business Development
Cameron@HSGovTech.com
To the Department:
*Department Name*
*Street Address*
*City, State**ZIP*
Contract Contact
Contact: *CONTACT*
Phone: *PHONE*
Email: *email*
Accounts Receivable Contact
Contact
Phone:
Email:
b) If normal mail service or email are interrupted by strike, slow down, Force
Majeure or other cause, then a notice sent by the impaired means of
communication will not be deemed to be received until received. and the
parties sending the notice will use any other such services which have not
been so interrupted or will deliver such notice in order to ensure prompt
receipt thereof.
17. Force Majeure
Neither party is liable for any delay, interruption, or failure in the performance
of its obligations if caused by acts of God, war. declared or undeclared. fire.
flood, storm, slide, earthquake, their failure, inability to obtain equipment,
supplies or other facilities not caused by a failure to pay.. labor disputes, or
other similar events beyond the control of the party affected that may prevent
Sample HSCIoud Contract (HS uov i ecn Solutions)
Page 13
or delay such performance. If any such act or event occurs or is likely to
occur, the party affected will promptly notify the other, giving particulars of the
event. The party so affected will use reasonable efforts to eliminate or remedy
the event.
18. Information Management
Responsibilities
HS GovTech will comply with all applicable privacy laws, rules, and
regulations of the jurisdiction in which the Department is located. HS
GovTech will further provide a copy of its annual SOC2 audit, if applicable, to
the department within thirty (30) days of its completion each year.
19. Payment Terms
Appendix B identifies the fees to be paid to HS GovTech under this agreement
a) HS GovTech shall invoice the Department for all fees due under this
agreement.
i. Invoices shall be due ten (10) business days after the date of invoice.
After thirty (30) days payment will be considered delinquent
ii. In the event of delinquency HS GovTech reserves the right to
immediately restrict or suspend services and/or access to HSCloud
Suite
In the event of "restricted access" Department will have "read
only" access to data in HS Cloud.
In the event of "suspension of services" Department will be
unable to use issued logins to access the system until account
has been brought current, or agreement to do so is reached
between Department and HS GovTech.
20. General
a) This Agreement, and all attachments referenced herein will constitute the
entire Agreement of the parties and will supersede any prior proposals, and
representations, whether written or oral.
13
b) This Agreement may not be modified except by subsequent agreement in
writing executed by both the Department and HS GovTech.
c) It is mutually agreed by and between the parties that the relationship between
the Department and HS GovTech will be that of independent contractor and
no principal -agent or employer -employee relationship is created by this
Agreement. The Department is interested in the results achieved and the
conduct and control of the work will lie solely with HS GovTech. HS GovTech
is not entitled to any of the benefits the Department provides its employees. It
is further understood that the Department does not agree to use HS GovTech
exclusively. Moreover, it is understood that HS GovTech is free to contract for
similar services to be performed for other parties while under contract with
the Department.
d) It is mutually agreed by and between the parties that if any section,
subsection, sentence, clause, phrase, or portion of this Agreement will be for
any reason held invalid, unenforceable, or unconstitutional by a court of
competent jurisdiction, such portion will be deemed a separate, distinct and
independent provision and such holding will not affect the validity of the
remaining portions thereof.
e) It is mutually agreed and acknowledged by and between the parties that any
breach by it of this Agreement with respect to intellectual property rights to
HS GovTech Software or Confidential Information may cause the other party
immediate and irreparable harm for which monetary damages would not be
adequate to compensate such other party, and so upon such a breach the
other party may seek injunctive or other equitable relief against the breaching
party from any court of competent jurisdiction without establishing the
inadequacy of monetary damages, proof of actual harm or posting any bond
or security.
f) This Agreement will be governed by and construed in accordance with the
laws enforced from time to time in the State of North Carolina and the federal
laws of the United States applicable therein, without reference to their
conflicts of laws principles.
The captions and headings appearing in this Agreement are inserted for
convenience only and do not form a part of this Agreement and are not
intended to interpret, define, or limit the scope, extent or intent of this
Agreement or any provision hereof.
h) This Agreement will ensure to the benefit of and be binding upon the parties
hereto and their respective heirs, executors, administrators, personal
representatives, successors, and assigns. The Department may not assign or
transfer any interest in this Agreement without the prior written consent of HS
GovTech.
g)
14
i) Whenever the singular or masculine is used herein, the same will be deemed
to include the plural or the feminine of the body politic or corporate where the
context of the party so requires.
IN WITNESS WHEREOF, the parties hereto have entered into this Agreement on the
*DAY' day of *MONTH* XXXX.
For HS GOVTECH SOLUTIONS INC.: For DEPARTMENT:
Date
Silas Garrison, CEO Date
Appendix A - Scope of Work
Modules to be configured for department and included in this contract:
HS GovTech shall provide full functionality for the department to be able to conduct all
their permitting, inspection, data collection, reporting and management needs including
inspections in the field for the following Program Areas:
•
*****SCOPE - completed by HS GovTech prior to sending to client*****
Permitting
Inspection
p
Collection
Data
Reporting
p
g
Food
all
(including
permit
types)
temporary
an
X
X
X
Water
X
X
Sewage
X
X
Disease
X
Body
Art
Lodging
Schools
• Integrations
• Other
Tools and Features
• Financial, and receipting module, for all programs included in system
o Ability to use systems for credit, debit, and ACH payments - including
online by operators.
• Reporting - including Ad -Hoc - capabilities for all programs included above
• Full capability to perform inspections in the field on iPads or Windows Surface
Pro devices (County chooses hardware). These devices have full functionality
even when disconnected
• Ability to display inspection results online for the general public, and a full -service
portal for County constituents to be able to apply for permits and licenses online,
track existing licenses, and pay fees, with the Health Department
• Data conversion from existing databases to HS Cloud Suite for the program
areas listed above
• "Form -builder' tool that allows the County to add, remove, and modify all fields
and functionality in the system. This includes the ability to publish any form or
application online to the public portal to allow operators to interact with the City /
County online
'16
• Hosting (unlimited bandwidth and storage space) maintenance, and technical
support
• Live training for department users for go -live
Configuration Tools:
Provided will be the Configuration Tools that provide the following functionality:
a) Form Builder: Form builder provides back -end access to all tools/tables in the
system, allowing the Admin user to add data entry fields, edit current data
entry field formats, upload, and hook up a printed output from any tool, modify
variables of features on all tools/tables, add new tools/tables to the system,
and manage the relationship between all tools and tables. HS GovTech staff
will assist in using this tool during implementation.
b) Violation Library: This tool allows the client to manage all aspects of the
violation data that populates the inspections for all programs used, including
library of items, selection types, scoring logic, predefined comments, violation
municipal code library, printed output.
c) Program and Permit Type Manager: Which allow the full management of all
programs and their individual permit/license types.
d) Navigation Categories and Pages: Allows the management of basic access
points and categorization of tools within the system.
Detailed User Manual and Training:
a) Provided will be its standard user's manuals and video's — in electronic format
- that covers all the core features of the system, including the configuration
tools. Should the agency wish for additional custom documentation to be
created, a scenario that is not typically necessary, branded for their agency,
HS GovTech can provide a custom documentation quote upon request by the
department.
b) HS GovTech will provide onsite or virtual training at go -live for department's
users.
Hosting
a) Service includes web hosting, data storage, data backup and publishing
Public Data, which includes inspection information configured to meet the
requirements of the Department,
b) HS GovTech will make reasonable efforts to ensure that the system servers
are available at 99.99% availability per calendar month on all its services
subject to any force majeure as set out in section 15 of the Agreement. HS
GovTech provides a Service Level Agreement (SLA) for its clients. Please
see the SLA attached as Exhibit C
17
c) HS GovTech will allow access, via the Internet, to the system servers.
Support and Maintenance:
Any issues or needs with ongoing use of the system can be handled by using the
HSCloud Support Feature. Full instructions on usage will be provided by product
support staff. During usage, any bugs encountered will be fixed within three business
days. Any change or additional functionality requests - outside the scope of this
contract - will be reviewed and assessed, and if approved, a quote for the work will
be provided.
a) HS Cloud Support begins 90 days after "go -live."
o Department will continue to work with implementation project team
prior to this time frame
b) Department will appoint two authorized customer service contacts prior to
"go -live" support services will not be available until these contacts have been
appointed
c) Support requests must be submitted through one of the following channels:
1. Support form
2. Support email at hs-support@hscloudsuite.com
d) HS GovTech will provide customer support guidelines upon "go -live"
18
Appendix B - Service Level Agreement
(SLA)
HS GovTech offers the following levels of service to ensure maximum availability and
performance. The HS GovTech 99.99% uptime guarantee sets standards for service in these
critical areas:
Network Availability
Network uptime occurs when the functionality of all HS GovTech network infrastructure including
cabling, switches, and routers, is operating as designed. Network downtime occurs if the HS
GovTech servers are unable to transmit and/or receive data, and if the Client opens a service
ticket for the incident in the Client system ticket tracking module. The HS GovTech network will
be available 99.99% of the time, excluding scheduled maintenance or upgrades approved by
both Client and HS GovTech. Should a network outage occur that results in Client system
unavailability, HS GovTech will credit Client 5% of the monthly license and maintenance fee for
every additional one (1) hour of downtime, up to but not exceeding 100% of one monthly
payment. These credits will be applied toward future license and maintenance payments.
Infrastructure Guarantee
Critical systems include all power and HVAC infrastructure, UPS equipment, and cabling. Power
supplies of individual servers are not included (see below for Hardware Guarantee). Critical
systems downtime occurs when a HS GovTech server assigned to Client System is shut down
because of power or heat problems, and if the Client opens a service ticket for the incident in
the Client System ticket -tracking module. Critical system downtime is measured from the time
the Client ticket is opened to the time the issue is resolved and the HS GovTech server comes
back online. HS GovTech critical systems, including power and HVAC, are available 100% of the
time, excluding scheduled maintenance periods. Should an outage due to critical system failure
occur, HS GovTech will credit the Client 5% of the monthly license and maintenance fee for
every additional one (1) hour of downtime, up to but not exceeding 100% of one monthly license
and maintenance payment. These will be applied toward future license and maintenance
payments.
Hardware Guarantee
Hardware is defined as the processor(s), RAM, hard disk(s), motherboard, NIC card, and other
related components included in the HS GovTech server assigned to the Client System. All
hardware components directly relating to the Client System will function properly and any failed
component will be replaced immediately at no additional Client cost. The replacement process
will begin when the cause of the problem has been determined. Hardware replacement is
guaranteed to take no more than two (2) hours. In the event that the replacement takes more
than two (2) hours, HS GovTech will credit the customer 5% of the monthly license and
maintenance fee for every additional one (1) hour of downtime, up to but not exceeding 100% of
19
one monthly license and maintenance payment. These credits will be applied toward future
license and maintenance payments.
Maintenance and escalation (scheduled and unscheduled)
HS GovTech will notify Client at least forty-eight (48) hours in advance of any scheduled
network downtime for maintenance and service. In the event of an unscheduled outage, HS
GovTech will immediately notify the Client System Administrator of the outage and its estimated
length.
For outages lasting one (1) hour or longer the HS GovTech Operations Manager and Director of
Programming and Development will treat the outage as top priority for immediate resolution. If
the outage lasts more than two (2) hours the issue is assigned to the Chief Technology Officer.
Any outage lasting four (4) or more hours is escalated to the HS GovTech Chief Executive
Officer.
Should the outage last more than four (4) hours HS GovTech will provide updates to the Client
System Administrator every four (4) hours on the system status. All updates and notifications
will be sent via email to the Client System Administrator.
Customer Support and Warranty
Customer Support is available Monday through Friday during the hours of 8:00 AM - 6:00 PM
EST except for federal holidays. An after-hours emergency support number is made available
for Client division director level personnel.
Additional Services
Hosting of Client data technical support to staff in accordance with HS GovTech's established
maintenance policy. Changes or additions to the Client System in the event the state or other
regulatory agency modifies the format in which data is collected or output on a standard form.
Errors or bugs in system code will be addressed and repaired immediately for the term of the
contract. System change requests from Client will be evaluated on a case -by -case basis and
scheduled for completion based on priority. Non -transferable, renewable, unlimited user license
for all Client staff. This license covers the online version of the Client System as well as the
offline version, or Field Client.
Exceptions
Clients with delinquent accounts may not take advantage of our uptime guarantee. The Client
must request all credits within three (3) days of the reported downtime, and the downtime must
be from a single occurrence. All credits will be applied to future license and maintenance fee
payments.
20
Appendix C - Contract Fees and
Payment Schedule
1. Fees
a) The fees payable under this Agreement are as follows:
• Set-up: Configuration, data conversion, and implementation to HS Cloud
Suite for the Phase One (on -site program) is $ XX.00
Fee after discount for *DEPARTMENTstandardized system pricing
$ XX.00
• The annual cost for license, warranty, hosting, maintenance, and technical
support for onsite is
$ XX.00
Fee after discount for *DEPARTMENTstandardized system pricing:
$XX.00
b) Payment schedule and terms: ***REVIEW***
• 50% ($XX.XX) of set-up fee, and 50% of first -year license, warranty, hosting,
maintenance, and technical support ($X.XX) is due upon execution of
contract.
• 25% of setup fee due upon successful data conversion
• Remaining 25% of setup fee, and remaining 50% of first year license,
hosting, maintenance, and technical support due upon go live.
• 2nd year license, hosting, maintenance, and technical support due
1st, XXXX,
and on anniversary thereof after. ***REVIEW***
*Month*
2. Term:
a. The term of this Agreement will commence *Month* 1St XXXX and run until
*Month* 30th, XXXX.
*REVIEW*`*
Appendix D - Standard Insurance
Coverages
CERTIFICATE OF LIABILITY INSURANCE
0MW2Qz1
THIS CERiE7G7E IS ISSUED AS A MATTER OF INFORMATION OILY AND CONFERS NO RIGHTS UPON THE
CERTIFICATE
COVERAGE
BETWEEN THE
HOLDER THIS CERTIFICATE DOM NOT AFFIRMATIVELY OR RECOM IT AMEND. EXTEND OR ALTER THE
AFFORDED BY TIE POLICES BELOW_ THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT
ISSUNG NSUREI(S). AUTHORS REPRESENTATIVE OR PRODUCER AND THE CERTIFICATE HOLDER
IIWORTANT_ If Cie certificate holder is an ADOHfHONAL INSURED RIM• poXay[esf must be endorsed If SIBROGATIONIS WA ED.
subject to Cm terms ad conditions of the poll, certain p.c. may require an endorsement. A statement on this cedifieaHe does
not confer rights to the eevtTicate holder in bee of such erdorsemengsf_
PROOlICER
ROBERT E HARRIS MS AGENCY DM
72189132
315D S BRISTOL ST A200
COSTA MESA CA92112B
COPRA= NAME
PHONE
Nam. HA1C Ill.
E MOINES.
aN1E6yNAMMONS COMMIE MCI
mutes: Had. Freand ItsPAC lUAI.
00914
=WED
HEALTH SPACE OSA, INC.
114 W MAGNOLNA ST STE 400111A
BELLNGHAM WA 98235
Mrirna+III :
SIEMERC:
MslEnerm.
MINERS_
INSURER F:
COVERAGES
CERTFICATE NUMBER
REVISION NUMBER
MS IS TO CERTIFY THAT TIE POUCHES ES CF INSURANCE USIED BELOW HAVE BEEN ISSUED TO THE INSURED TINNED ABOVE P3DR THE POLICY PERIOD
OMDCATEDITOTTETHSRMFJMCG AM! PZECI1lRELIENT. TERN OR COMMON OF ANT CONTRACT OR OTHER DOCUMENT NMI RESPECT TO WHICH EELS
CERTIFICATE TAY BE ISM OR NAY PERTAIN,. INSURANCE AFFORTIED EIT THE mums OESCRONE D HEREIN A SUEECT TO Ala THE
TERM, MUSKS. AND COMMONS CF SUCH PCUCLES_ LAMBS SHOWN TUT NAME BEEN REDUCED BY PAID CLAMS.
iIIPEOFMmmAIICE
AaeL
Amt
amen
MIYD
POLICY meEer
POLICY EFF
#mIYYYn
FILECyE:
NEOOPI/YriD
C O M ERM L ®MM. EME<FIT
MANITHIME❑OCraar
n®YLAPrOiHiAiEUMW
.ecr
HOTNEFt
/EROeneuELrananv
AN'rAOl16
Kam a I.OWIED
AMC. AIAOM
EACHOCCIIIMMENCE
OAr11DETOr�R®
AE9aer3EMiama'm
N D'MCP y'MReeasHi
PEREKI YLiMN tomer
anaily tutor nPRao 26.1
WROPHYIMD4WIEiE
CFbMVYlMO
IMMNBlA Ur16
�e li1B
WAS-
CICCIA
°®I IREIENTACM15
=AKERS CarasAm1
AroE�ldr9la'LMNLMT
AM yJr
OFFICERIMINMt EXCLUDED? E
fEMnar oryrrEr,
rrn'soroe OO
D®c�rrM OF PenaTlore Was
/BCD 123 ZY
0-1/0712021
071D712022
EAC HOCr.9tmie3CE
EL. EACH A0CI0E NT $1.000,000
EL. 01.6141 E EUFIM E 71.999.09®
EL IMBUE -POLICY Lear
51..000,000
OIE0IDaNOFOMR.=if/LOCATION IiYHNSEa IAD0RD Hal.Ad...Marls aiEOar.ar.aAWMrmi. spew kw..
Those usual...zeds Bre.zeds Opel.
CERTIFICATE HOLDER
Department Name
Street Addles
City. State DP
CANCELLATION
SHOULD ANY OF THE ABOVE OESCIRSTED POLICIES BE CANCELLED
'BEFORE THE !MURRAIN= DATE THEREOF. IIDTICE 1IRL BE DELIVERED
NT ACCORDANCE WITH THE POUCYFROMM'S_
AEMnrIZEDr aeErA1EE
eSue- /, J� L t?lj ct J
919.E-2015ACORRO CORPORATION_ Af rights reserved_
22
Exhibit C - Environmental Health and Code Enforcement Scope of Work
Modules to be configured for department and included in this contract:
• Food (utilizing state core framework)
• Child Care (utilizing state core framework)
• Schools (utilizing state core framework)
• Body Art
• Ambulances
• Vectors
• Household Hazardous Waste
Financial, and receipting module, for all programs included in system
o Ability to use system for credit, debit, and ACH payments - including online by
operators.
• Reporting - including Ad -Hoc - capabilities for all programs included above .
• Full capability to perform inspections in the field on iPads or Windows Surface Pro devices
(County chooses hardware). These devices have full functionality even when disconnected.
Ability to display inspection results online for the general public, and a full -service portal for
County constituents to be able to apply for permits and licenses online, track existing
licenses, and pay fees, with the Health Department
Data conversion from existing databases to HS Cloud Suite for the program areas listed
above
"Form -builder" tool that allows the County to add, remove, and modify all fields and
functionality in system. This includes the ability to publish any form or application online to
the public portal to allow operators to interact with the City / County online
• Hosting (unlimited bandwidth and storage space) maintenance, and technical support
• On -site training for department users for go -live
Configuration Tools:
Provided will be the Configuration Tools that provide the following functionality:
a) Form Builder: Form builder provides back -end access to all tools/tables in the
system, allowing the Admin user to add data entry fields, edit current data entry field
formats, upload, and hook up a printed output from any tool, modify variables of
features on all tools/tables, add new tools/tables to the system, and manage the
relationship between all tools and tables. HS GovTech staff will assist in using this
tool during implementation.
b) Violation Library: This tool allows the client to manage all aspects of the violation
data that populates the inspections for all programs used, including library of items,
selection types, scoring logic, predefined comments, violation municipal code library,
printed output.
c) Program and Permit Type Manager: Which allow the full management of all
programs and their individual permit/license types.
d) Navigation Categories and Pages: Allows the management of basic access points and
categorization of tools within the system.
11
Detailed User Manual and Training:
a) Provided will be its standard user's manuals and video's — in electronic format - that
covers all the core features of the system, including the configuration tools. Should
the agency wish for additional custom documentation to be created, a scenario that is
not typically necessary, branded for their agency, HS GovTech can provide a custom
documentation quote upon request by the department.
b) HS GovTech will provide onsite, or virtual, training at go -live for departments users.
Hosting:
a) Service includes web hosting, data storage, data backup and publishing Public Data,
which includes inspection information configured to meet the requirements of the
Department,
b) HS GovTech will make reasonable efforts to ensure that the system servers are
available at 99.99% availability per calendar month on all its services subject to any
force majeure as set out in section 15 of the Agreement. HS GovTech provides a
Service Level Agreement (SLA) for its clients. Please see the SLA attached as
Exhibit C
c) HS GovTech will allow access, via the Internet, to the system servers.
Support and Maintenance:
Any issues or needs with ongoing use of the system can be handled by using the HSCloud
Support Feature. Full instructions on usage will be provided by product support staff. During
usage, any bugs encountered will be fixed within three business days. Any change or
additional functionality requests - outside the scope of this contract - will be reviewed and
assessed, and if approved, a quote for the work will be provided.
12
Exhibit D
Service Level Agreement (SLA)
HS GovTech offers the following levels of service to ensure maximum availability and performance. The
HS GovTech 99.99% uptime guarantee sets standards for service in these critical areas:
Network Availability
Network uptime occurs when the functionality of all HS GovTech network infrastructure including
cabling, switches, and routers, is operating as designed. Network downtime occurs if the HS GovTech
servers are unable to transmit and/or receive data, and if the Client opens a service ticket for the incident
in the Client system ticket tracking module. The HS GovTech network will be available 99.99% of the
time, excluding scheduled maintenance or upgrades approved by both Client and HS GovTech. Should a
network outage occur that results in Client system unavailability, HS GovTech will credit Client 5% of
the monthly license and maintenance fee for every additional one (1) hour of downtime, up to but not
exceeding 100% of one monthly payment. These credits will be applied toward future license and
maintenance payments.
Infrastructure Guarantee
Critical systems include all power and HVAC infrastructure, UPS equipment, and cabling. Power
supplies of individual servers are not included (see below for Hardware Guarantee). Critical systems
downtime occurs when a HS GovTech server assigned to Client System is shut down because of power or
heat problems, and if the Client opens a service ticket for the incident in the Client System ticket -tracking
module. Critical system downtime is measured from the time the Client ticket is opened to the time the
issue is resolved and the HS GovTech server comes back online. HS GovTech critical systems, including
power and HVAC, are available 100% of the time, excluding scheduled maintenance periods. Should an
outage due to critical system failure occur, HS GovTech will credit the Client 5% of the monthly license
and maintenance fee for every additional one (1) hour of downtime, up to but not exceeding 100% of one
monthly license and maintenance payment. These will be applied toward future license and maintenance
payments.
Hardware Guarantee
Hardware is defined as the processor(s), RAM, hard disk(s), motherboard, NIC card, and other related
components included in the HS GovTech server assigned to the Client System. All hardware components
directly relating to the Client System will function properly and any failed component will be replaced
immediately at no additional Client cost. The replacement process will begin when the cause of the
problem has been determined. Hardware replacement is guaranteed to take no more than two (2) hours. In
the event that the replacement takes more than two (2) hours, HS GovTech will credit the customer 5% of
the monthly license and maintenance fee for every additional one (1) hour of downtime, up to but not
exceeding 100% of one monthly license and maintenance payment. These credits will be applied toward
future license and maintenance payments.
Maintenance and escalation (scheduled and unscheduled)
HS GovTech will notify Client at least forty-eight (48) hours in advance of any scheduled network
downtime for maintenance and service. In the event of an unscheduled outage, HS GovTech will
immediately notify Client System Administrator of the outage and its estimated length.
For outages lasting one (1) hour or longer the HS GovTech Operations Manager and Director of
Programming and Development will treat the outage as top priority for immediate resolution. If the
outage lasts more than two (2) hours the issue is assigned to the Chief Technology Officer. Any outage
lasting four (4) or more hours is escalated to the HS GovTech Chief Executive Officer.
13
Should the outage last more than four (4) hours HS GovTech will provide updates to the Client System
Administrator every four (4) hours on the system status. All updates and notifications will be sent via
email to the Client System Administrator.
Customer Support and Warranty
Customer Support is available Monday through Friday during the hours of 8:00 AM — 6:00 PM EST
except for federal holidays. An after-hours emergency support number is made available for Client
division director level personnel.
Additional Services
Hosting of Client data technical support to staff in accordance with HS GovTech's established
maintenance policy. Changes or additions to the Client System in the event the state or other regulatory
agency modifies the format in which data is collected or output on a standard form.
Errors or bugs in system code will be addressed and repaired immediately for the term of the contract.
System change requests from Client will be evaluated on a case -by -case basis and scheduled for
completion based on priority. Non -transferable, renewable, unlimited user license for all Client staff
This license covers the online version of the Client System as well as the offline version, or Field Client.
Exceptions
Clients with delinquent accounts may not take advantage of our uptime guarantee. The Client must
request all credits within three (3) days of the reported downtime, and the downtime must be from a
single occurrence. All credits will be applied to future license and maintenance fee payments.
14
Exhibit E
Contract Fees and Payment Schedule:
Costs
Comments
Initial
Year
1
Cost
/
Maintenance
Annual
Cost
Hardware
N/A
Software
Licensing
Setup
integration,
and
includes:
support.
installation,
Legacy
data,
maintenance
$ 35,400.00
$ 45,000.00
N/A
N/A
(Middleware)
Third
Party
Software
Installation
Included
Included
Integration
Included
Included
Legacy
Data
Loading
Included
Included
Maintenance/Subscription
Included
Included
After-hours
support
costs
OPTIONAL
$4,800
Documentation
& Training
Included
Included
Project
Management
Included
Included
Consulting
Services
Included
Included
Miscellaneous
N/A
N/A
Applicable
Discounts
State
(direct
of
Colorado
bill
CDPHE)
Annual
offset
N/A
$ (16,992.00)
$ 40,200.00
$ 28,008.00
Total:
a) Payment schedule and terms:
• 100% ($40,200.00) of set-up fee, and 100% of first -year license, warranty, hosting,
maintenance, and technical support ($28,008.00) is due upon execution of contract.
• 2nd year license, hosting, maintenance, and technical support due May 31St 2024, and
on anniversary thereof after.
1. Term:
a. The term of this Agreement will commence May 1 Si 2023 and run until May 31St, 2028.
15
Exbibit F Standard Insurance Coverages
CERTIFICATE OF LIABILITY INSURANCE
DATE (MMIDD/YYY°
06/08/2022
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATP/ELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE
AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE
ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED,
subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does
not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
ROBERT E HARRIS INSURANCE AGCY INC
CONTACT NAME:
72180361
3150 BRISTOL STREET SURE 200
COSTA MESA CA 92626
A Fax
(714)61,4480 I (714}6194461
(' Nq En):(AtC, Ho,.
E-MAIL ADDRESS:
INSURER'S, AFFORDING COVERAGE NM.
mure , A : Hartford Fire and Its PSC Affiliates
00914
INSURED
INSURER B:
HS GovTech USA Inc
114 W MAGNOLIA ST STE 400 111A
BELLINGHAM WA 98225-4380
INSURER C :
INSURER D:
INSURER E:
INSURER F :
COVERAGES
CERTIFICATE NUMBER:
REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED.NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE
TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES_ UMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
ITTYPE OF DLSURANCE
LTR
ADDL SUER
DBR WVD
POLCY NUMBER
POLICY ffF
(k9e0DIYYYY)
POLICY EXP
/i91lDDIY YYYI
WITS
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE❑OCCUR
EACH OCCURRENCE
DAMAGE TO RENTED
PREMISES rEa moment.
MED EXP Or, are pew,
PERSONAL. ADV INJURY
GENT AGGREGATE LIMIT APPLES PER
POLICY ❑ JECT ❑ LOC
OTHER
G9HTAL AGGREGATE
PRODUCTS - COMPIOP A.
AUTOMOBILE
_
WlBILR
ANY AUTO
ALL OWNED
AUTOS
MATED
AUTOS
Y
SCHEDULED
_ AUTOS
NDNowHED
AUTOS
COMBINED SFIC,LE UMIT
IEa acdOmU
BODILY INJURY (Peri:man,
BODILY INJURY (Per ac WM)
PROPERTY DAMAGE
(Per aa9detl
_
UI�RELLA LIAR OCCUR
LESS UAW CLAIMS
MADE
EACH OCCURRENCE
AGGREGATE
DEDI 'RETENTIONS
WORKERSCOMPENSARON
IUiD EMPLOYERS' LU181LfnY
ANY YRJ
A PROPmETORn ARrNEwExECunvE
OFFICERMEIuEER EXCLLIDm? C
(Mandatary m NH,
Byes, describe under
DE�RIPTION OF OPERATIONS below
w0
72 WEC ZF5920
0737/2023
X I ATUTE I IER
EL EACH ACCIDENT
$1,000,000
07/07/2023
EL DISEASE -EA EMPLOYS
$1,000,000
EL DISEASE -POLICY UMR
$1,000,000
DESCRIPTION OF OPERARORS/LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, maybe Mad. d mane apace is required,
Those usual to the Insured, Operations.
CERTIFICATE HOLDER
CANCELLATION
Department Name
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED
Street Address
IN ACCORDANCE WITH THE POLICY PROVISIONS.
City , State and Zip
AUTHOR.° REPRESENTATIVE
J Cady
ACORD 25 (2016/03)
O1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
16
CONTRACTOR:
5/19/2023
By: `J U
Name: Silas Garrison
Title:
Date of Signature
WELD CO1lN,Q
ATTES ��
Weld ' o ty Clerk tot. ': oard
BY:
Deputy Clerk t
17
BOARD OF COUNTY COMMISSIONERS
UNTY, CO,ORADO
Buck, Pro-Tem
JUN 2 8 2023
Contract Form
New Contract Request
Entity Information
Entity Name*
HS GOVTECH USA INC
Entity ID"
O00047285
Contract Name"
PROFESSIONAL SERVICES AGREEMENT FOR B2300060
HEALTHSPACE
Contract Status
CTB REVIEW
❑ New Entity?
Contract ID
7151
Contract Lead*
SWHITMORE
Contract Lead Email
swhitmore@comeld.co.us
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
HSGOVTECH HAS BEEN AWARDED THE ENVISIONCONNECT REPLACEMENT (WELD COUNTY REQUEST FOR PROPOSAL.
#B2300060) HEE-1409 REPLACE ENVISION CONNECT
Contract Description 2
Contract Type*
AGREEMENT
Amount*
935,400.00
Renewable*
YES
Automatic Renewal
Grant
IIGA
Department Requested BOCC Agenda Due Date
INFORMATION Date* 06/17/2023
TECHNOLOGY-GIS 06/21/2023
Department Email
CM -
I nforrnationTech nol ogyG15@
we Idgov. corn
Department Head Email
CM-
1nformationT,echnologyGIS-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTO R N EY@WELDG
OVCOM
Will a work session with BDCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
YES
Bid/REP#*
8.2300060
if this is a renewal enter previous Contract ID
If this is part of a NSA 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*
06,01 ;2024
Renewal Date'
15,`2024
Termination Notice Period
Contact Information
Contact Info
Contact Name.
Purchasing
Purchasing Approver
CONSENT
Approval Process
Department Head
RYAN ROSE
DH Approved Date
06)22 2023
Final Approval
I1OCC Approved
SOCC Signed Date
BOCC Agenda Date
06,,28,2023
Originator
SWHITMORE
Contact Type
Committed Delivery Date Expiration Date
Contact Email
Finance Approver
CONSENT
Contact Phone I
Purchasing Approved Date
06;22 2023
Finance Approved Date
06122,2023
Tyler Ref
AG 062823
Legal Counsel
CONSENT
Contact Phone 2
Legal Counsel Approved Date
06 22=`2023
MEMORANDUM
TO: Esther Gesick, Clerk to the Board April 26, 2023
FROM: Ryan Rose, Chief Information Officer
SUBJECT: B2300060, Envision Connect Replacement
BOCC Approval Date: May 10, 2023
Proposals were received and opened on March 15, 2023 for Envision Connect
Replacement (HEE-1409 Replace Envision Connect). Two (2) proposals were
received ranging from $85,200.00 to $290,655.00. Attached is the bid tabulation for
your information.
The Information Technology staff reviewed all proposals. HS GovTech Solutions, Inc.
out of Charlotte, NC proposed the lowest cost solution of $85,200.00 and meets the
required functionality. Cost includes the software licenses, first year of support, and
required professional services.
With the above information, I recommend the BOCC award the Envision Connect
Replacement to HS GovTech Solutions, Inc. for a total amount of $85,200.00.
5/(0
2bZ-6 — (114
I TUUIZ
WELD COUNTY Dept. of Information Technology
PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632
E-mail: jmundt@weld.gov
Phone: (970) 400-2521
Fax: (970) 304-6572
DATE OF BID: March 15, 2023
REQUEST FOR: Envision Connect Replacement
DEPARTMENT: INFORMATION TECHNOLOGY / ENVIRONMENTAL HEALTH
BID NO: #B2300060
PROJECT NAME: HEE-1409 Replace Envision Connect
PRESENT DATE: April 26, 2023
APPROVAL DATE: May 10, 2023
Vendor Name
Product
Total Bid Amount
Ongoing Costs
Address
(includes first year support)
(annual
recurring fees)
HS GovTech Solutions, Inc.
436 Eat 36th Street
Charlotte, NC 28205
HSCloud Suite
$ 85,200.00
$28,008.00
sCube, Inc.
1462 Erie Boulevard, Suite C101
Schenectady, NY 12305-1026
Accela Environmental
Health Civic
Application
$290,655.00
$ 65,835.00
** Bids are being reviewed at this time by dept.**
2023-1174
Ii-ootZ
Hello