HomeMy WebLinkAbout20221205.tiffRESOLUTION
RE: APPROVE INTERGOVERNMENTAL AGREEMENT FOR GOVPRIME, SERVICE
AGREEMENT, AND STATEMENT OF WORK FOR IMPLEMENTATION OF
AGREEMENT FOR HSCONNECTS PROGRAM AND AUTHORIZE CHAIR TO SIGN -
ARAPAHOE COUNTY
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Intergovernmental Agreement for
GovPrime, Service Agreement, and Statement of Work for Implementation of Agreement for the
HSConnects Program between the County of Weld, State of Colorado, by and through the Board
of County Commissioners of Weld County, on behalf of the Department of Human Services, and
Arapahoe County, commencing upon full execution of signatures, with further terms and
conditions being as stated in said agreements and statement of work, and
WHEREAS, after review, the Board deems it advisable to approve said agreements and
statement of work, copies of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Intergovernmental Agreement for GovPrime, Service
Agreement, and Statement of Work for Implementation of Agreement for the HSConnects
Program between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Human Services, and
Arapahoe County, be, and hereby are, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreements and statement of work.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 27th day of April, A.D., 2022.
BOARD OF COUNTY COMMISSIONERS
WELDDCOUNTY, COLORADO
ATTEST: dailtm) jeLogi
Weld County Clerk to the Board
County ttorney
Date of signature: S/4 /22
Scdtt K. James, Chair
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2022-1205
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PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: April 19, 2022
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Intergovernmental Agreement with Arapahoe
County for GovPrime HS Connects (HSC)
Implementation
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Intergovernmental Agreement with Arapahoe
County for GovPrime HSC Implementation. The partnership with Arapahoe County for use of their
HS Connects (HSC) program was approved by the Board during a Work Session on March 8, 2022. The
HSC program will index documents, improve workflow, and offer many additional features for staff and
clients. Using HSC will improve staff efficiency and eliminate the need for the Compass Pilot program.
This will lead to annual savings of 41,841 staff hours and $27,609.00 respectively. The annual cost for
this program is $285.00 per year, per user, which the Department estimates will come to an annual total
of $10,678.00 based on current staffing. Additionally, there is a one-time $11,500.00 implementation fee.
This Agreement has been reviewed and approved by legal (C. Perry).
I do not recommend a Work Session. I recommend approval of this Agreement and authorize the Chair to
sign the Intergovernmental Agreement, the Services Agreement, and the Statement of Work for
Implementation.
Approve
Recommendation
Perry L. Buck
Mike Freeman, Pro -Tern
Scott K. James, Chair
Steve Moreno
Lori Saine
Schedule
Work Session
Other/Comments:
Pass -Around Memorandum; April 19, 2022 - CMS ID 5754 Pace 1
2022-1205
lZ1
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Intergovernmental Agreement
for GovPrime
This Agreement (the "GovPrime Agreement") is made by and between the Board of County
Commissioners of the County of Arapahoe ("Arapahoe County") and the Board of County Commissioners
of Weld County (the "Subscribing County"), jointly "the Parties," as of the 2' 'day of Opytt ,
2022.
WHEREAS, pursuant to Colorado Constitution, Article XIV, Section 18 and C.R.S. § 29-1-203, Arapahoe
County and the Subscribing County have the legal authority to cooperate or contract with each other to
provide any function, service, or facility lawfully authorized to each, and any such contract may provide
for the sharing of costs, or other matters, for the purposes stated hereinafter; and
WHEREAS, Arapahoe County has developed GovPrime to more effectively provide services to its clients;
and
WHEREAS, it is to the advantage of both Parties and to the health, safety and welfare of the citizens of
the respective Parties, for Arapahoe County to provide the GovPrime computing platform and other
software applications to Subscribing County, enabling each Party to improve its public services; and
WHEREAS, due to the complexity of sharing the GovPrime computing infrastructure (Le., the platform),
an agreement is warranted to cover the intellectual property, governance of the platform, data sharing,
security, system and software support, and cost sharing of the platform and applications; and
WHEREAS, this GovPrime Agreement shall be considered an intergovernmental cooperation agreement
pursuant to C.R.S. § 29-1-203 for the purpose of sharing the listed software applications which shall be
available for use by each Party on a cost -sharing basis according to the terms and conditions in this
GovPrime Agreement; and
WHEREAS, this GovPrime Agreement is entered into pursuant to, inter alia, C.R.S. §§ 29-1-201, et seq.,
and Colorado Constitution, Article XIV, Section 18.
NOW, THEREFORE, for and in consideration of the premises and other good and valuable consideration,
the Parties agree as follows:
1. Purpose of Agreement. This GovPrime Agreement defines the relationship between Arapahoe County,
the provider of the GovPrime computing platform and other software applications, and the
Subscribing County.
The GovPrime platform is a cloud -based computing platform providing Software -as -a -Service
("SaaS"). The GovPrime platform supports various software applications, including, for
example, HSConnects.
1.2. The goal of providing the applications within the GovPrime platform is to make software
applications available to the Subscribing County for its daily operations at a modest cost by
leveraging common applications and the SaaS platform itself.
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1.3. Arapahoe County may Provision (as defined below) application software on the GovPrime
platform for use by the Subscribing County. A Services Agreement, attached to this GovPrime
Agreement, will govern the use of any specific software applications Provisioned on the
GovPrime platform for the Subscribing County.
2. Definitions.
2.1. Active Directory Services means the program that authenticates and authorizes users and
computers, including assigning and enforcing security policies (e.g., roles, accesses) for
computers, servers and services.
2.2. Billing Start Date. Billing and invoicing for use of the application software will commence on
the Go Live date for the Subscribing County. As set forth in the Statement of Work for
Implementation, there may be other costs incurred during the implementation phase.
2.3. Designated Partner refers to the third -party provider of cloud services.
2.4. Data Breach means the unauthorized access by a non -authorized person(s) that results in the
use, disclosure or theft of a Subscribing County's data in the subscribed software application.
2.5. Go Live is the point in time starting when the Subscribing County receives access to the
production environment for active use of the subject application on the GovPrime platform.
2.6. Provision/Provisioning refers to the preparing of the hosted environment for use by the
Subscribing County.
2.7. Services refers to the GovPrime platform and any software application supported on the
GovPrime platform that the Subscribing County elects to use and for which it executes a
Services Agreement.
2.8. Software -as -a -Service ("SaaS") is the capability of providing applications running on a cloud
infrastructure to the Subscribing County. The applications are accessible from various client
devices through a thin client interface such as a Web browser or a program interface. The
Subscribing County does not manage or control the underlying cloud infrastructure, including
network, servers, operating systems, storage or even individual application capabilities,
except for limited user -specific application configuration settings.
2.9. Subscription is the grant of the right by Arapahoe County to a Subscribing County to use
platform or application software. Such a grant does not include the transfer of ownership of
the intellectual property unless a separate agreement between the two counties expressly
provides for that transfer.
2.10. Users refers to the Subscribing County's named users that have a user account which has
access to the system of products that are hosted on the GovPrime platform.
2.10.1. User Accounts are to be used by a single person, not by a system or automation, and may
not be shared between multiple people. A User Account only has to have access to the
system to be counted toward the number of Users, regardless of whether they have
logged into the system.
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3. GovPrime Service.
3.1. GovPrime is a service provided by Arapahoe County to the Subscribing County for the sole
purpose of creating a cloud -based platform for serving software applications to the
Subscribing County.
3.2. The Subscribing County will execute a Services Agreement and a Statement of Work for
Implementation Agreement for at least one Provisioned application prior to being granted
access to the GovPrime Service. These documents will be developed individually with each
Subscribing County. The Statement of Work for Implementation Agreement will govern
services during setup and implementation of the selected application service, and the Services
Agreement will govern upon Go Live of the selected application service.
3.3. As the GovPrime SaaS platform is cloud -based, Arapahoe County will engage with a
Designated Partner. The Designated Partner will host the GovPrime platform.
3.4. Arapahoe County will confirm that any Designated Partner follows required compliances to
maintain the confidentiality and security of the data stored or accessed through the Services.
These will include, but are not limited to, Health Insurance Portability and Accountability Act
(HIPAA4, Personal Identifying Information (PII) and FedRamp compliance protocols. (See
Attachment 1 for a list of the compliances provided by the selected cloud provider.)
Notwithstanding the foregoing, Arapahoe County will not be liable for any breaches of these
protocols caused by the third -party provider.
4. Scope of Services and Software -as -a -Service.
4.1. The GovPrime Service and any applications that run on the GovPrime platform are provided
to the Subscribing County by this GovPrime Agreement and accompanying Services
Agreement.
4.2. Arapahoe County developed the platform and the applications to improve the efficiency of its
internal operations. By providing the platform and applications to the Subscribing County, it
should be understood that Arapahoe County is not a commercial software vendor. Rather,
Arapahoe County, having created the platform and applications and made the investment to
develop these specific software packages, is offering them for use by the Subscribing County.
4.3. As with nearly all software packages, flaws may become evident during use. Arapahoe County,
as a user of the software, is interested in knowing about and providing remedies to these
flaws. Any errors and/or flaws should be reported as specified in the Support section of the
Services Agreement.
4.4. Arapahoe County will implement the GovPrime platform in the cloud, Provisioning a
Subscribing County as necessary. Any implementation of the application software will be
covered by the Statement of Work for Implementation Agreement.
4.5. Arapahoe County shall be the owner of the GovPrime platform and any applications that it
Provisions on that platform for the Subscribing County. By virtue of this GovPrime Agreement,
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Arapahoe County is licensing the use of the GovPrime platform and any Provisioned
applications to the Subscribing County and its Users.
5. Subscribing County Obligations.
5.1. All access by Users will be the responsibility of the Subscribing County through the use of
Active Directory Federated Services.
6. Term.
6.1. The Term of this GovPrime Agreement shall be in effect for five (5) years, commencing upon
the execution of this GovPrime Agreement. At the end of the Term, the Agreement will
automatically renew for another five (5) years ("Renewal Term"), unless either Party provides
notification of termination at least sixty (60) days prior to the end of the current term,
pursuant to paragraph 14.
7. Termination.
7.1. Arapahoe County and the Subscribing County shall each have the right to terminate this
GovPrime Agreement at any time and for any reason, with or without cause, by giving written
notice to the other party of such termination and specifying the effective date thereof, which
notice shall be given at least the number of days set forth in paragraph 14 below prior to the
effective date of such termination.
7.2. If all accompanying Service Agreements between the Parties are terminated, then this
GovPrime Agreement is correspondingly also terminated at that same time.
8. Compensation.
8.1. Except as indicated otherwise, the compensation rate to be paid by the Subscribing County
for using the GovPrime SaaS platform and of using any Provisioned software applications will
be specified in each individual Services Agreement and Statement of Work for
Implementation Agreement.
8.2. In order to cover its costs, Arapahoe County reserves the right to adjust the compensation to
be paid by the Subscribing County for use of the Services, to be effective January 1 of the
following year. Arapahoe County shall provide the Subscribing County projected pricing of
each Provisioned software application for the upcoming fiscal year (January 1— December 31)
by June 1 of the year preceding the change in compensation, so that the Subscribing County
can appropriately budget for the upcoming fiscal year.
8.3. If there is a change to the compensation level in the upcoming year, the Parties agree that the
new compensation rate will automatically go into effect January 1 of the following year, unless
a timely notice of termination is provided.
8.4. This GovPrime Agreement is automatically terminated on January 1st of the first fiscal year
for which funds are not appropriated by the Subscribing County. The Subscribing County shall
give Arapahoe County written notice of such non -appropriation.
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8.5. If the Subscribing County fails to submit timely payment pursuant to this GovPrime
Agreement and the Services Agreement(s), Arapahoe County may take any remedial action,
including suspending the Subscribing County's access to and use of the GovPrime platform
and software applications, and may pursue legal action in court to secure payment.
9. Protection of Licensed Technology and Proprietary Rights.
9.1. Arapahoe County is the sole owner of the GovPrime platform and any software applications
which run on that platform. The ownership of the software, the ability to modify it and the
granting of access to the GovPrime platform will be at all times the responsibility of Arapahoe
County or its Designated Partner.
9.2. The Subscribing County and User are not permitted to use the application software for any
purpose other than that specified in the Services Agreement.
9.3. The Subscribing County shall not have the right to download the platform or application code
from the GovPrime platform for use on any other platform and the Subscribing County and
User shall not allow any other person or agency to use the software without the written
consent of Arapahoe County.
10. Confidential Information, Security and Access.
10.1. The GovPrime platform and any applications Provisioned on it are expected to contain
confidential data. In order to maintain the confidentiality of this data the following applies:
10.1.1. The GovPrime platform will be hosted in a cloud provider that at a minimum adheres to
HIPAA, PII and FedRamp compliance protocols. Other compliance protocols may also be
followed.
10.1.2. Arapahoe County will follow commercially reasonable and appropriate administrative,
technical and organizational security measures to protect all data at rest and in transit to
and from the platform and to safeguard against unauthorized access, disclosure or theft
of the Subscribing County's data. This includes any application that is hosted on GovPrime
and referenced in this GovPrime Agreement and its subsequent amendments. Subscribing
County data will be encrypted when in transit based on the browser used by the
Subscribing County. Arapahoe County will designate appropriate browser(s) to be used
with the platform so that the Subscribing County can utilize all of the functionality. Within
the GovPrime platform and any applications, Subscribing County data will be encrypted
at rest, wherever technically possible. Where data is specifically identified as a specific
data classification, such as PII or HIPAA, Arapahoe County will establish compensating
controls to meet generally accepted or mandated practices.
10.1.3. Users must acknowledge the confidential nature of some or all of the data in the
GovPrime system and in any of the Provisioned software applications. In accordance with
best practices, Subscribing County and its Users are expected to adhere strictly to the
HIPAA, PII and FedRamp and other compliance protocols, depending on the data in the
system. Subscribing Counties are expected to be familiar with all confidential data
handling compliance protocols per federal, state and local laws, and are expected to
adhere to generally accepted best practices with data handling. If the Subscribing County
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is found to be using or accessing data inappropriately, it may lose access to the GovPrime
platform and any Provisioned software applications.
10.1.4. The Subscribing County is responsible for setting access rights and permissions for each
of its Users through Active Directory Services and configuration settings in GovPrime.
10.2. Arapahoe County shall not be responsible for the misuse of data by the Subscribing County or
any of the costs associated with the Subscribing County not following the prescribed
compliance protocols.
10.3. Responsibilities in the Event of a Data Breach (See also Section 11.1, Disclaimer of Warranties)
10.3.1. Arapahoe County shall immediately notify the Subscribing County if it reasonably believes
there has been a security incident and/or Data Breach affecting Subscribing County's
data. Arapahoe County may also need to communicate with outside parties regarding a
security incident, which may include contacting law enforcement, fielding media inquiries
and seeking external expertise as mutually agreed upon.
10.3.2. In the case of a Data Breach originating from the Subscribing County, Arapahoe County
will provide assistance to the Subscribing County for identification and resolution.
However, the Subscribing County will have sole responsibility for any remediation actions
necessary as a result of the Data Breach. The parties agree that any associated costs for
identifying and resolving such a breach that are incurred by Arapahoe County will be
charged to the Subscribing County in conformance with the terms of the Services
Agreement, Section 4 (Support).
10.3.3. Arapahoe County shall promptly notify Subscribing County within 24 hours or sooner by
telephone and email, unless shorter time is required by applicable law, if it confirms that
there is, or reasonably believes that there has been, a Data Breach. Arapahoe County shall
(1) cooperate with the Subscribing County as reasonably requested by the Subscribing
County to investigate and resolve the Data Breach; (2) promptly implement necessary
remedial measures as covered by the County's Cyber Liability insurance policy; and (3)
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.
11. Disclaimer of Warranties and Limitation of Liability.
11.1. Disclaimer of warranties.
11.1.1. THE SERVICES DESCRIBED IN THIS GOVPRIME AGREEMENT AND IN ANY ATTACHED
SERVICES AGREEMENT AND STATEMENT OF WORK FOR IMPLEMENTATION AGREEMENT
ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. ARAPAHOE COUNTY
EXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESSED OR
IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON -INFRINGEMENT.
11.1.2. ARAPAHOE COUNTY MAKES NO WARRANTY THAT THE SERVICES WILL MEET THE
SUBSCRIBING COUNTY'S REQUIREMENTS; THAT THE SERVICES WILL BE UNINTERRUPTED,
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TIMELY OR ERROR -FREE; NOR DOES IT WARRANT THAT THE RESULTS THAT MAY BE
OBTAINED BY THE SERVICES WILL BE ACCURATE OR RELIABLE.
11.1.3. The Subscribing County assumes all risk and responsibility for any damage to its computer
systems or loss of data that results from the use of the Services.
11.1.4. Any material or data downloaded or otherwise obtained through the use of the Services
is accessed at the Subscribing County's discretion and risk. The Subscribing County
assumes all risk and responsibility for any damage to its computer systems or loss of data
that results from the downloading of any material through the use of the Services.
11.2. Limitation of liability.
11.2.1. IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER PARTY, OR ANY OTHER
PERSON, FOR ANY CONSEQUENTIAL, INCIDENTAL, DIRECT, INDIRECT, SPECIAL, AND/OR
PUNITIVE DAMAGES OR ANY OTHER DAMAGES ARISING OUT OF THE GOVPRIME
AGREEMENT, A SERVICES AGREEMENT, A STATEMENT OF WORK FOR IMPLEMENTATION
AGREEMENT, OR IN ANY WAY RELATING TO THE SERVICES.
11.2.2. Subscribing County agrees to waive any rights it maintains against Arapahoe County and
its officials, agents and employees and to release Arapahoe County and its officials, agents
and employees from any and all liability, claims, demands or actions or causes of action
whatsoever that it now has or may hereinafter have arising out of, resulting from, or
relating to the Services provided pursuant to the GovPrime Agreement, a Services
Agreement, and/or a Statement of Work for Implementation Agreement, including arising
out of any Data Breach or inaccessibility of the Services.
11.2.3. Subscribing County shall be solely responsible for all costs, fines and fees associated with
any misuse by the employees of the Subscribing County of the Services provided herein.
11.3. Dispute resolution. All disputes relating to the execution, interpretation, performance, or
non-performance of this Agreement involving or affecting the Parties may first be submitted
to Arapahoe County's Director of Information Technology and the Subscribing County's Ad-
ministrator for possible resolution. Arapahoe County's Director of Information Technology
and the Subscribing County's Administrator may promptly meet and confer in an effort to
resolve such dispute. If they cannot resolve the dispute in five (5) business days, the dispute
may be submitted to the signatories of this Agreement or their successors in office. The sig-
natories of this Agreement may meet promptly and confer in an effort to resolve such dispute.
12. Insurance. Arapahoe County shall maintain Cyber Liability Insurance in the amount of $1,000,000 per
occurrence or claim, $1,000,000 aggregate. Coverage shall be sufficiently broad in an effort to respond
to the duties and obligations as undertaken by Arapahoe County in this Agreement and shall include,
but not be limited to, claims involving infringement of copyright, trademark, trade dress, invasion of
privacy, information theft, restoration, recreation or recollection of electronic data due to a covered
event, release of private information, alteration of electronic information, extortion and network
security. The policy shall provide coverage for breach response costs as well as regulatory fines and
penalties as well as credit monitoring expenses.
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13. Suspension of GovPrime Services. Arapahoe County, through its Director of Information Technology,
may immediately suspend GovPrime services for any of the following reasons: (i) requests by law
enforcement or other governmental agencies; (ii) engagement by Subscribing County in fraudulent or
illegal activities relating to the GovPrime services provided herein; (iii) breach of the terms and
conditions of the GovPrime Agreement, a Services Agreement, or a Statement of Work for
Implementation Agreement; or (iv) security issues. The right to suspend GovPrime services is in
addition to the right to terminate or cancel the GovPrime Agreement, a Services Agreement, or a
Statement of Work for Implementation Agreement according to the provisions in Section 7. Arapahoe
County shall not incur any penalty, expense or liability if GovPrime services are suspended under this
Section.
14. Notices.
14.1. Notices given under the GovPrime Agreement, a Services Agreement, or a Statement of Work
for Implementation Agreement shall be in writing and shall be personally delivered, sent by
express delivery service, certified mail, or first-class U.S. mail postage prepaid, and addressed
to the person listed below. Notice will be deemed given on the date when one of the following
first occur: (i) the date of actual receipt; (ii) the next business day when notice is sent express
delivery service or personal delivery; or (iii) three days after mailing first class or certified U.S.
mail.
14.2. For Notices sent to Arapahoe County, it shall be addressed and sent to:
Arapahoe County Department of Information Technology, Director
5334 S. Prince Street
Littleton, Colorado 80120
and (send to both)
Arapahoe County Attorney's Office
5334 S. Prince Street
Littleton, Colorado 80120
14.3. For Notices sent to Subscribing County, it shall be addressed and sent to:
Assistance Payments Division Director
Weld County
315 North 11th Avenue, Building C
P.O. Box A
Greeley, Colorado 80632
and (send to both)
Organizational Integrity Division Director
Weld County
315 North 11th Avenue, Building C
P.O. Box A
Greeley, Colorado 80632
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15. Notification of Legal Requests. Arapahoe County shall contact the Subscribing County upon receipt of
any open records requests, electronic discovery, litigation holds, discovery searches and expert
testimonies related to the Subscribing County's data under this contract or which in any way might
reasonably require access to the data of the Subscribing County. Arapahoe County shall not respond
to subpoenas, service of process and other legal requests related to the Subscribing County without
first notifying the Subscribing County, unless prohibited by law from providing such notice. It shall be
the responsibRity of the Subscribing County to satisfy all record requests.
16. Non Appropriation. The GovPrime Agreement, a Services Agreement, or a Statement of Work for
Implementation Agreement shall not be construed to create a multiple fiscal -year direct or indirect
debt or other financial obligation of the Parties within the meaning of Article X, Section 20 of the
Colorado Constitution. Pursuant to C.R.S. § 29-1-110, as amended, the financial obligations of the
Parties as set forth herein after the current fiscal year are contingent upon funds for that purpose
being appropriated, budgeted, and otherwise made available by the Parties' respective governing
bodies.
17. Governmental Immunity. All activities performed under the GovPrime Agreement, a Services
Agreement, or a Statement of Work for Implementation Agreement are hereby declared to be
governmental functions. The Parties to these Agreements and their personnel complying with or
reasonably attempting to comply with the Agreements or any ordinance, order, rule or regulation
enacted or promulgated pursuant to the provisions of the Agreements shall be deemed to be
operating within the scope of their duties and responsibilities and in furtherance of said governmental
functions.
18. No Waiver Under CGIA. Nothing in the GovPrime Agreement, a Services Agreement, or a Statement
of Work for Implementation Agreement shall be construed as a waiver by any Party of the protections
afforded pursuant to the Colorado Governmental Immunity Act, Sections 24-10-101 et seq., C.R.S.
("CGIA") as same may be amended from time to time. Specifically, no Party to these Agreements
waives the monetary limitations or any other rights, immunities or protections afforded by the CGIA
or otherwise available at law.
19. Third Parties. The GovPrime Agreement, a Services Agreement, and a Statement of Work for
Implementation Agreement do not and shall not be deemed to confer upon any third party any right
to claim damages to bring suit or other proceedings against the Parties to these Agreements.
20. Severability. In the event that any of the provisions of the GovPrime Agreement, a Services
Agreement, or a Statement of Work for Implementation Agreement shall be held to be invalid or
unenforceable by a court of competent jurisdiction, the remaining provisions shall nevertheless
continue to be valid and enforceable as though the invalid or unenforceable parts had not been
included therein.
21. Force Majeure. Any delays in, or failure of performance by, any Party of its obligations under the
GovPrime Agreement, a Services Agreement, or a Statement of Work for Implementation Agreement
shall be excused if such delays or failure are a result of acts of God, fires, floods, strikes, labor disputes,
accidents, regulations or orders of civil or military authorities, shortages of labor or materials or other
causes, similar or dissimilar, that are beyond the control of such Party.
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22. Modification. Except as stated herein, the GovPrime Agreement, a Services Agreement, and a
Statement of Work for Implementation Agreement may be modified or amended only by a duly
authorized written instrument executed by the Parties hereto.
23. Waiver of Breach. A Party's waiver of another Party's breach of any term or provision of the GovPrime
Agreement, Services Agreement, or Statement of Work for Implementation Agreement will not
operate or be construed as a waiver of any subsequent breach by any Party.
24. Authority. The Parties have taken all actions and secured all approvals necessary to authorize and
complete the GovPrime Agreement, a Services Agreement, and a Statement of Work for
Implementation Agreement. The persons signing these Agreements on behalf of each Party have legal
authority to sign these Agreements and bind the Parties to the terms and conditions contained herein.
25. Compliance with the Law. Each Party shall comply with all federal, state, and local ordinances,
regulations, administrative rules, and requirements applicable to its activities performed under the
GovPrime Agreement, a Services Agreement, and a Statement of Work for Implementation
Agreement.
26. No Assignment. Neither Party shall assign the GovPrime Agreement, a Services Agreement, or a
Statement of Work for Implementation Agreement. Either Party may terminate these Agreements if
the other assigns these Agreements without the prior written consent of the other.
27. Counterparts. The GovPrime Agreement, a Services Agreement, and a Statement of Work for
Implementation Agreement may be executed in counterparts, each of which shall be deemed an
original, and all of which, when taken together, shall be deemed the same instrument. Facsimile or
photographic signatures of either Party to these Agreements or subsequent modifications thereto,
shall be effective for all purposes.
28. Survival. The rights and obligations of the Parties shall survive the term of the GovPrime Agreement,
a Services Agreement, and a Statement of Work for Implementation Agreement to the extent that
any performance is required under these Agreements after the expiration or termination of these
Agreements.
29. Entire Agreement. The GovPrime Agreement, a Services Agreement, and a Statement of Work for
Implementation Agreement constitutes the entire agreement and understanding between the Parties
and supersedes any prior agreement or understanding relating to the subject matter of these
Agreements.
30. Governing Law/Forum/Interpretation. The GovPrime Agreement, a Services Agreement, and a
Statement of Work for Implementation Agreement have been executed by the parties hereto on the
day and year indicated on each document and shall be governed by the laws of the State of Colorado.
Venue for any civil action relating to these Agreements shall be in Arapahoe County. If there is any
conflict between the language of any of these Agreements and the exhibit or attachment to these
Agreements, the language of the respective Agreement shall govern.
31. Amendments and Attachments. The intent of the GovPrime Agreement is to setup the basics of an
agreement between the Parties, for one to many services. There should be an expectation of
attachments and amendments that describe particular services. Where this document and an
attachment or amendment for a particular service differ, the difference is for that individual service
and should not be considered for all services to which a party is subscribed.
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IN WITNESS WHEREOF, each party, by signature below of its authorized representative, hereby
acknowledges that it has read this GovPrime Agreement, understands it and agrees to be bound by its
terms and conditions.
COUNTY OF ARAPAHOE, STATE OF COLORADO,
By and Through Its BOARD OF COUNTY COMMISSIONERS
Attest:
By:
By:
•
Clerk to the Board
4.28.22
Director, Information Technology
Pursuant to Resolution No. 190049
COUNTY:
ATTEST: `" " BOARD OF COUNTY COMMISSIONERS
Clerk to the Board WELD COUNTY, COLORADO
BY:
Deputy Cie
11
Scoff"K. James, Chair
APR 2 7 2022
,2o4.202 -/O2O a"
Attachment 1: List of Compliances supported in the Microsoft Azure Cloud
• FERPA
• PCI DSS Level 1, version 3.1
• DoD Provisional Authorizations at Impact Levels 5, 4 and 2
• FedRAMP
• FIPS 140-2
• NIST 800-171
• Section 508
• HIPAA/HITECH
• HITRUST
• MARS -E
HSConnects Services Agreement
This Agreement (the "Services Agreement") is made by and between the Board of County Commissioners
of the County of Arapahoe ("Arapahoe County") and the Board of County Com issioners of Weld County
(the "Subscribing County"), jointly "the Parties," as of the 7 'day of OVA , 2022.
1. Purpose of Agreement and Incorporation of Other Agreements. This Services Agreement defines the
relationship between Arapahoe County, the provider of the HSConnects software applications, and
the Subscribing County following completion of the Statement of Work for Implementation
Agreement and upon Go Live of HSConnects for the Subscribing County. This is an addendum to the
GovPrime Intergovernmental Agreement (the "GovPrime Agreement") and the Statement of Work
for Implementation Agreement between Arapahoe County and the Subscribing County to define
HSConnects services provided. The GovPrime Agreement and Statement of Work for Implementation
Agreement are hereby incorporated by reference as if fully set forth herein.
2. Definitions. Defined terms in the GovPrime Agreement apply to this Services Agreement.
2.1. Tier 3 Support is support for issues that are due to software defects or environmental issues
related to the functionality of the HSConnects at the SaaS level. Tier 3 Support does not cover
issues with the Subscribing County's environment, as those issues are not within Arapahoe
County's control. Tier 3 Support also does not support issues that are a result of configuration
changes in the software made by the Subscribing County that create undesirable results,
unless the issue is due to a defect in the software or environment.
2.1.1. It is assumed that Tier 1 support will be provided by the Subscribing County's Human
Services Department and that Tier 2 support will be provided by the Subscribing County's
Information Technology Department.
3_ Services. Arapahoe County agrees to provide to Subscribing County access to all core functionality to
HSConnects as a SaaS.
3.1. Subscription Service. HSConnects is a SaaS and this Services Agreement grants access to the
services on a named user basis. This Services Agreement does not grant ownership rights to
the Subscribing County. The GovPrime Agreement grants a license to the Subscribing County.
3.2. Additional Functionality. Over time, Arapahoe County anticipates building additional solutions
that may increase functionality of HSConnects. Because the Subscribing County may not be
interested in these additional functions, Arapahoe County may opt to exclude these added
functions from the HSConnects SaaS offering in order to prevent the Subscrbing County from
paying additional fees for unwanted functionality. Therefore, this Services Agreement only
concerns the licensing and use of the core functionality of HSConnects.
3.3. Shared Environment. HSConnects is built on multitenant architecture. Therefore, the
Subscribing County will be using the same SaaS installation as other subscribing counties.
4. Support. Arapahoe County agrees to provide Tier 3 support to the Subscribing County. Arapahoe
County reserves the right to have a third party provide support where appropriate.
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4.1. Support Levels. All support requests will be handled as described in the below matrix.
Arapahoe County will make its best effort to meet the stated expectations below. As this is a
shared environment, all resolutions to incidents need to consider the impact of the resolution
on all Users, including those at other Subscribing Counties.
4.2. Normal Support Hours. Arapahoe County support hours are 7:00 am to 5:00 pm Monday
through Friday (MT), with the exclusion of County holidays. These hours are subject to change.
4.3. County holidays. Arapahoe County holidays are: New Year's Day, Martin Luther King Day,
President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day,
Thanksgiving Day, Day after Thanksgiving, Christmas Eve and Christmas Day. These holidays
are subject to change.
Critical Severity
Available: 24 hours/day, 7 days/week
Description
All or a substantial portion of the system is not functioning. All or most of the
Users are experiencing these issues. There is not a workaround, expect to use
a complete manual process.
Initial Response
Arapahoe County has a staffed service desk during Normal Support Hours. Af-
ter hours, there is an on -call staff member available to field all issues. Arapa-
hoe County will make its best effort to respond within 10 minutes during Nor-
mal Support Hours and 30 minutes after hours.
Resolutions Re-
sponse
Arapahoe County will work continuously to fix the issues that are causing the
critical incident. If the incident impact changes to a different level, Arapahoe
County will change the severity classification and will work toward that classi-
fication's resolution response. Periodic updates will be provided to the Sub-
scribing County on a mutually agreeable schedule, to be determined at the
time the Incident is reported.
Chargeable Service
Support costs are part of the overall cost and, in almost all cases, cost for sup -
port is included in the subscription.
Because service support is an expense shared by all Subscribing Counties,
Arapahoe County will consider if the need for support work was caused by
the actions of one Subscribing County, and if the responsible Subscribing
County should be solely responsible for the costs. Charging back a single Sub-
scribing County would only happen under unique and cost intensive situa-
tions. Support costs will be charged at the loaded employee pay rate (total
employee cost) for each Arapahoe County employee who participated and
spent time on the solution, following the first cumulative hour of Arapahoe
County support work.
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High Severity
Normal Support Hours
Description
Major functionality is severely impaired for all Users or a subset of Users.
Business functions can continue in a diminished fashion. There are worka-
rounds to complete the impacted business functions, or those impacted busi-
ness functions are not part of the core business process, and as such, do not
highly impact the Subscribing Counties' ability to complete their work.
Initial Response
Arapahoe County has a staffed service desk during normal County business
hours. After hours, there is an on -call staff member available to field all is-
sues. Arapahoe County will make its best effort to respond within 2 hours
during Normal Support Hours and 4 hours after hours.
Resolutions Re-
sponse
Arapahoe County will work continuously to fix the issues that are causing the
high severity incident. If the incident impact changes to a different level,
Arapahoe County will change the severity classification and will work toward
that classification's resolution response. Periodic updates will be provided to
the Subscribing County on a mutually agreeable schedule, to be determined
at the time the Incident is reported.
Chargeable Service
Support costs are part of the overall cost, and as such, in almost all cases cost
for support is included in the subscription.
Because service support is an expense shared by all Subscribing Counties,
Arapahoe County will consider if the need for support work was caused by
the actions of one Subscribing County, and if the responsible Subscribing
County should be solely responsible for the costs. Charging back a single Sub-
scribing County would only happen under unique and cost intensive situa-
tions. Support costs will be charged at the loaded employee pay rate (total
employee cost) for each Arapahoe County employee who participated and
spent time on the solution, following the first cumulative hour of Arapahoe
County support work.
Medium Severity
Normal Support Hours
Description
Partial or non -critical loss of functionality. Business impact is considered mar-
ginal or an annoyance.
Initial Response
Arapahoe County has a staffed service desk during normal County business
hours. Arapahoe County will make its best effort to respond within 6 business
hours during Normal Support Hours. There is no afterhours support for me-
dium severity incidents.
Resolutions Re-
sponse
Arapahoe County will work during business hours to fix the issues that are
causing the medium severity incident. Arapahoe County will make its best ef-
fort to identify the root cause of medium severity incidents within four busi-
ness days. Arapahoe County will determine the most expedient timing for re-
leasing the fix to production.
15
Medium Severity
Normal Support Hours
If the incident impact changes to a different level, Arapahoe County will
change the severity classification and will work toward that classification's
resolution response.
Chargeable Service
Support costs are part of the overall cost, and as such, in almost all cases cost
for support is included in the subscription.
Because service support is an expense shared by all Subscribing Counties,
Arapahoe County will consider if the need for support work was caused by
the actions of one Subscribing County, and if the responsible Subscribing
County should be solely responsible for the costs. Charging back a single Sub-
scribing County would only happen under unique and cost intensive situa-
tions. Support costs will be charged at the loaded employee pay rate (total
employee cost) for each Arapahoe County employee who participated and
spent time on the solution, following the first cumulative hour of Arapahoe
County support work.
Low Severity
Normal Support Hours
Description
Negligible impact to functionality. Business impact is considered inconse-
quential.
Initial Response
Arapahoe County has a staffed service desk during Normal Support Hours.
Arapahoe County will make its best effort to respond within 8 business hours.
There is no afterhours support for low severity incidents.
Resolutions Re-
sponse
Arapahoe County will work during business hours to fix the issues that are
causing the low severity incident. Arapahoe County will make its best effort to
identify the root cause of low severity incidents within seven or more busi-
ness days. Arapahoe County will determine the most expedient timing for re-
leasing the fix to production.
If the incident impact changes to a different level, Arapahoe County will
change the severity classifications and will work toward that classification's
resolution response.
Chargeable Service
Support costs are part of the overall cost, and as such, in almost all cases cost
for support is included in the subscription.
Because service support is an expense shared by all Subscribing Counties,
Arapahoe County will consider if the need for support work was caused by
the actions of one Subscribing County, and if the responsible Subscribing
County should be solely responsible for the costs. Charging back a single Sub-
scribing County would only happen under unique and cost intensive situa-
tions. Support costs will be charged at the loaded employee pay rate (total
employee cost) for each Arapahoe County employee who participated and
spent time on the solution, following the first cumulative hour of Arapahoe
County support work.
16
5. Pricing.
5.1. Pricing is to be defined on a User subscription basis. See GovPrime Agreement for definition
of User and User Accounts.
5.2. Arapahoe County will audit the HSConnects software application at least once a month to
determine the number of Users who have been granted access to HSConnects during any
specific month.
5.3. The Subscribing County will be billed at the rate of $23.75 per User per month and invoiced
on a quarterly basis. (This results in a rate of $71.25 per quarter or $285 per year per user.)
5.4. Arapahoe County will invoice the Subscribing County on a calendar month basis for the prior
quarter's usage of HSConnects. The Subscribing County shall have thirty (30) days from receipt
of any payment request to make payment to Arapahoe County.
5.5. Pursuant to C.R.S. § 29-1-110, as amended, the financial obligations of the Subscribing County
as set forth herein after the current fiscal year are contingent upon funds for that purpose
being appropriated, budgeted and otherwise available. This Services Agreement is
automatically terminated on January 1st of the first fiscal year for which funds are not
appropriated. The Subscribing County shall give Arapahoe County written notice of such non -
appropriation and termination in accordance with the provisions of the GovPrime Agreement.
6. Term of the Agreement. This Services Agreement shall commence upon Go Live of the HSConnects
application for the Subscribing County and shall be in effect for 12 months.
7. Extension or Modification. This Service Agreement shall automatically renew for successive periods
of 12 months (each a "Renewal Term"), unless either party notifies the other party that it does not
desire to renew this Services Agreement in writing, at least sixty (60) days before the end of the initial
term or any Renewal Term. However, this Service Agreement may only be automatically renewed up
to nine (9) times following expiration of the initial term, resulting in no more than a ten (10) year term.
Any amendments or modifications shall be in writing signed by both parties.
8. Termination. Either Party may terminate this Services Agreement at any time and for any reason, with
or without cause, and without penalty therefor with sixty (60) calendar days' prior written notice to
the other party. Subscribing County shall pay Arapahoe County for Services satisfactorily performed
up to the date of termination.
9. Data Sources and Functionality. Currently, HSConnects contains data from the following State
systems: CBMS, TRAILS and ACSES. Arapahoe County may choose to add additional data sources as
they become available, depending on the value gained by adding additional data sources.
9.1. Arapahoe County will consider adding additional data sources upon the request of the
Subscribing County. Arapahoe County will look at effort, cost, and value to all subscribers
when evaluating additional data source requests. Arapahoe County may require the
subscriber to pay an additional fee for adding additional data sources.
9.2. If the Subscribing County has liability concerns regarding having its data added to HSConnects
from State or third -party data sources, the Subscribing County may request that its data be
excluded from data imports. Arapahoe County will attempt to honor such requests unless it
17
is determined that excluding the Subscribing County's data from data imports impacts the
ability of other Subscribing Counties to complete their required duties and whether the other
Subscribing Counties would normally have access to this data through common State or third
party data sources. Ultimate decision -making authority regarding this matter resides with
Arapahoe County.
9.3. The Parties agree that in the event that the Subscribing County transitions to a software
solution other than HSConnects, the Subscribing County may release any necessary and
detailed information solely for the purpose of facilitating the conversion of its data to the new
system and that Arapahoe County will reasonably cooperate with the Subscribing County with
the transition.
10. Data.
10.1. Ownership. All data and documents entered by a Subscribing County into the HSConnects
application shall be considered to be owned by that Subscribing County. Arapahoe County
agrees to store the Subscribing County's data in HSConnects. Data and documents imported
into HSConnects from the State of Colorado or other third -party data sources, and not from
the Subscribing County directly, will not be considered to be owned by the Subscribing
County. Resolution of any dispute regarding data ownerships between the Subscribing County
and the State of Colorado or the federal government shall be the responsibility of the
Subscribing County.
10.2. Data Sharing. Because there is tremendous value to all parties in sharing data related to
executing the administration of Human Services for the State of Colorado, there is an
expectation that all Subscribing Counties participate in data sharing. Arapahoe County will
work with Subscribing Counties to define what items should be shared between the
Subscribing Counties, and what items should be shared with the State of Colorado. The other
Subscribing Counties, Subscribing County and Arapahoe County will be tasked to create a
framework for sharing data among the Subscribing Counties that supports each county's
execution of local Human Services activities, but protects the Subscribing County and its
employees and clients' privacy and security. The other Subscribing Counties, Subscribing
County and Arapahoe County may also define data to share with the State of Colorado, when
sharing predefined data with the State helps the Subscribing Counties meet State
requirements or the Subscribing County's business process. Ultimate decision -making
authority regarding this matter resides with Arapahoe County.
10.3. Termination. Following termination of this Services Agreement, and to the extent still
available, the Subscribing County agrees to return to Arapahoe County all data and materials
that it downloaded from or through HSConnects that are owned by Arapahoe County and/or
another Subscribing County, as defined in Section 10.1.
10.4. Data Retention. Various state and federal programs require the retention of data that may be
uploaded into HSConnects for various durations. HSConnects will have a mechanism to purge
data and files based on state, federal and/or community established retention guidelines.
Arapahoe County will notify the Subscribing County at least sixty (60) days prior to the purge
of any data or materials from HSConnects. If the Subscribing County needs access to its data
and materials beyond the scheduled purge date, it is the Subscribing County's responsibility
to secure a copy of all needed files. This may be accomplished by downloading a copy to the
18
Subscribing County's system. In the future, there will be a process to mark files "do not purge
until", but until that functionality is in place it will be up to the Subscribing County to maintain
copies of data and materials that it needs post purge date.
10.5. Backup and Recovery. HSConnects will be built with functionality to allow Users to recover
deleted files on a single file basis. Arapahoe County also has plans to build the functionality
for versioning. Arapahoe County will provide basic training on the capabilities of file recovery
and versioning, but it is the responsibility of the Subscribing County to understand the
limitation of these tools. Arapahoe County will leverage from the Designated Partner
redundant storage to help prevent data loss from hardware or environment failures.
Arapahoe County will also keep a backup copy of files and data for disaster recovery purposes
with a recovery point of no longer than 24 hours old. Disaster recovery copies will be used in
the case of major system data loss.
11. Infrastructure Requirements. As requirements change from time to time, Arapahoe County will make
available, upon request, a reference sheet of hardware requirements for using HSConnects.
12. Release Management. Arapahoe County uses an Agile Methodology of development at this time. As
prescribed in Agile Methodology, Arapahoe County will perform frequent software releases of the
HSConnects application. Arapahoe County will perform any release that impacts the services during a
maintenance window to be defined and communicated to the Subscribing County at least 72 hours in
advance, unless emergency maintenance is required. Arapahoe County reserves the right to perform
off cycle releases after hours or during business hours if system functionality needs to be restored. In
the situation where maintenance is required outside of a maintenance window, Arapahoe County will
give the Subscribing County as much notice as reasonably possible.
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IN WITNESS WHEREOF, each party, by signature below of its authorized representative, hereby
acknowledges that it has read this Services Agreement, understands it and agrees to be bound by its terms
and conditions.
COUNTY OF ARAPAHOE, STATE OF COLORADO,
By and Through Its BOARD OF COUNTY COMMISSIONERS
if
a- 4.28.22
By:
9k Director of Information Technology
Pursuant to Resolution 190049
Attest:
By:
Clerk to the Board
COUNTY.
ATTEST:
BY:
Clerk to the Board
20
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ScK. James, Chair
APR 2 7 2022
Statement of Work for Implementation Agreement of HSConnects
This Agreement (the "SOW Agreement" or "SOW") is made by and between the Board of County
Commissioners of the County of Arapahoe ("Arapahoe County") and the Board of County Commissioners
of Weld County (the "Subscribing County"), jointly "the Parties," as of the VV'' day of N .
2022.
1. Purpose of Agreement. This SOW defines the services, deliverables, and responsibilities for Arapahoe
County and the Subscribing County during the setup and implementation of HSConnects for Go Live
readiness. This is an addendum to the Intergovernmental Agreement for GovPrime (the "GovPrime
Agreement") and HSConnects Services Agreement (the "Services Agreement") between the Parties to
define the execution of the plan as outlined in this SOW.
1.1. Note: Costs associated with the implementation of the Subscribing County are representative
of those incurred by Arapahoe County and are intended for recouping purposes and are not to
be incurred by Arapahoe Countycitizens.
2. Definitions. Defined terms in the GovPrime Agreement and HSConnects Services Agreement apply to
this SOW.
2.1. Implementation is the defining and execution of the scope of work, milestone activities, and
estimated costs that are required to setup HSConnects to prepare for Go Live readiness.
3. Term of the SOW Agreement. This SOW shall commence upon execution by the Parties and shall be in
effect for 12 months. If necessary, this SOW shall automatically renew for successive periods of 12
months until implementation of HSConnects iscompleted.
4. Termination. Either Party shall each have the right to terminate this SOW Agreement at any time and
for any reason, with or without cause, by giving written notice to the other party of such termination
and specifying the effective date thereof, which notice shall be given at least sixty (60) calendar days
prior to the termination. Subscribing County shall pay Arapahoe County for services satisfactorily
performed up to the date of termination.
5. Modifications. Except as stated herein, this SOW Agreement may be modified or amended only by a
duly authorized written instrument executed by the Parties hereto.
6. Scope of Work.
6.1. Included in Scope —Arapahoe County Responsibilities
6.1.1. Provide project management for implementation anddocumentation.
6.1.2. Configure tenant in Subscribing County's sandbox/test and production HSConnects
environments.
6.1.2.1. "Configure tenant" is defined as the creation of the tenant shell from which the
Subscribing County can begin to configure its tenant, as appropriate.
6.1.3. Train the Subscribing County's trainers, configuration analysts, and system
administrators on the basic functionality of HSConnects.
Version #: 2.1 Page 1 of 5
6.1.4. Provide current functionality that works with Colorado Benefit Management System
cases and document workflow.
6.2. Excluded from Scope
6.2.1. Connection and setup of the Subscribing County's Azure Active Directory.
6.2.2. Software enhancements or changes to current release of product roadmap specific to
or specially requested by Subscribing County.
6.2.3. Extraction transformation and loading into Arapahoe County templates any current
documents and data from legacysystems.
7. Roles and Responsibilities. Roles and responsibilities are defined as such:
7.1. Arapahoe County
7.1.1. Project Manager
7.1.1.1. Primary liaison between Arapahoe County and the Subscribing County during
implementation.
7.1.1.2. Participates in project status calls.
7.1.1.3. Deploys Arapahoe County support resources as necessary during implementation.
7.1.2. IT Support
7.1.2.1. Responds to technical issues as they arise during implementation.
7.1.2.2. Assists with technical system requirements and configuration.
7.1.3. Trainer(s)
7.1.3.1. Perform agreed -upon training of HSConnects functionality.
7.1.4. Human Services Subject Matter Experts
7.1.4.1. Provide information and support on business process -specific issues or questions.
7.2. Subscribing County
7.2.1. Project Sponsor
7.2.1.1. Overall accountability for the Subscribing County's implementation.
7.2.1.2. Decision -making authority for the Subscribing County.
7.2.1.3. Authorized to deploy/assign resources.
7.2.1.4. GovPrime Agreement point of contact(s).
7.2.2. Business Analyst(s)/Business Owner(s)
7.2.2.1. Expert(s) in the Subscribing County's Human Services business processes.
7.2.2.2. Identifies impacts of the HSConnects implementation on current business
processes.
7.2.2.3. Responsible for ongoing HSConnects system administration and performing
system configuration during implementation.
7.2.3. Technical Support Authorized Representatives
7.2.3.1. Two (2) implementation intermediaries between Arapahoe County and the
Subscribing County for all technical support on behalf of the Subscribing County's
end users, as described in the HSConnects Services Agreement.
7.2.4. Project Manager
7.2.4.1. Maintains project schedule.
7.2.4.2. Reports progress to Arapahoe County project manager.
7.2.5. Change Manager
7.2.5.1. Develops and executes change management and internal communication plan.
Version #: 2.1 Page 2 of 5
7.2.6. Trainer(s)
7.2.6.1. Trains Subscribing County's end users.
7.2.6.2. Updates training materials or creates new materials if necessary, based on unique
Subscribing County business processes.
7.2.6.3. Individual end -user troubleshooting.
7.2.7. QA Tester(s)
7.2.7.1. Conducts tests and simulations to confirm correct functionality of the Subscribing
County's configuration, impact of HSConnects on current business processes,
identifies issues and confirms the Subscribing County's go -live readiness.
7.2.8. IT Support
7.2.8.1. Primary IT point of contact.
7.2.8.2. Responsible for hardware, network, security, and Subscribing County's
administered systems.
7.2.9. IT Configuration Analyst
7.2.10. IT Security Administrator
8. Assumptions.
8.1. This is not a relationship between a commercial vendor and a client. As such, expectations are
to be set appropriately for this partnership between two local government entities.
8.2. Arapahoe County's ability to perform work directly for other counties may be limited by its
Board of County Commissioners.
9. Schedule/Milestones. The project schedule will be created and managed by Subscribing County.
10. Estimated Cost. The estimate is $11,500. Actual hours will be invoiced. Arapahoe County will perform
the implementation work as outlined in the Scope of Work (Section 6). Changes, such as importing
existing documents and metadata or implementing an API for performance reporting, are outside the
scope of this Statement of Work. Should additional work or costs be defined, additional charges may
need to be estimated and approved by the Subscribing County prior to the commencement of that
work.
10.1. Note: Estimated hours assume a Go -Live date five (5) months from the first meeting with
Arapahoe County.
11. Payment. The Subscribing County will be invoiced on a quarterly basis and is responsible for the
following costs during the implementation phase ofHSConnects.
11.1. Arapahoe County's implementation effort will be billed at an hourly rate based upon the loaded
employee rate (total employee cost) for each Arapahoe County employee who works on the
implementation of HSConnects for the SubscribingCounty.
11.2. The loaded employee rate ranges from $54.00 to $108.00 per hour, depending on employee.
It is calculated as the actual hourly rate of the employee plus a 26% surcharge, for benefit
costs.
Version U: 2.1 Page 3 of 5
11.3. Additional hardware and/or software required by the Subscribing County to complete the
HSConnects implementation is the responsibility of the Subscribing County to purchase
directly through its purchasing process.
11.4. Development and production of any printed or electronic materials such as training manuals
required by the Subscribing County.
11.5. If execution of this SOW lasts longer than six (6) months from date of execution, the
Subscribing County will be required to reimburse Arapahoe County for subscription costs
beginning in month seven (7) and beyond, for use of the GovPrime Platform during the
implementation phase.
11.6. Travel.
11.6.1. Should travel be required by any Arapahoe County employee for implementation of
HSConnects, the Subscribing County will be required to reimburse Arapahoe County
for the employee's travel time at the loaded employee rate, mileage, meals, hotel, and
other reasonable expenses (e.g., parking fees). Per diem costs will be calculated
pursuant to the then current state per diem rates.
11.7. Additional Costs.
11.7.1. Additional costs may be incurred by the Subscribing County for various tasks that are
outside the scope of this SOW, including, but not limited to, the following:
11.7.1.1. Troubleshooting issues relating to the Subscribing County's
infrastructure, as detailed in the HSConnects Services Agreement, Section 4,
Chargeable Service.
11.7.1.2. Migration of data and documents from other systems. Arapahoe County
may be able to import current documents into HSConnects requiring the
Subscribing County to extract those documents from any current system and
supply the documents to Arapahoe County in a specific templated manner. Any
such work would be performed at an incremental cost and would be subject to
Arapahoe County's agreement to perform such work.
Version #: 2.1 Page 4 of 5
12. Execution/Signature.
12.1. IN WITNESS WHEREOF, each party, by signature below of its authorized representative, hereby
acknowledges that it has read this SOW Agreement, understands it and agrees to be bound by
its terms and conditions.
COUNTY OF ARAPAHOE, STATE OF COLORADO,
By and Through Its BOARD OF COUNTY COMMISSIONERS
By:
�� ar.�,rte 4.28.22
Director, Information Technology
Pursuant to Resolution No. 190049
Attest:
By:
Clerk to the Board
COUNTY;
ATTEST: dia444)4
Clerk to the Board
BY:
Version It: 2.1
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Page 5 of 5
a&fa —/020
Contract Form
New Contract Request
Entity Information
Entity Name*
ARAPAHOE COUNTY
Entity ID*
ti 00000314
New Entity?
Contract Name* Contract ID
ARAPAHOE COUNTY GOVPRIME HSC IMPLEMENTATION 5754
CONTRACT 2022
Contract Status
CTB REVIEW
Contract Lead*
APEGG
Contract Lead Email
apegg@weldgov.com;cobbx
xl kaweldgov. corn
Parent Contract ID
Requires Board Approval
YES
Department Project It
Contract Description*
NEW CONTRACT WITH ARAPAHOE FOR USE OF THEIR HSC IMPMETATION SYSTEM. TERM: 12 MONTHS UPON EXECUTION.
BOCC WORK SESSION TOOK PLACE ON MARCH 8. 2022.
Contract Description 2
PA IS BEING ROUTED THROUGH THE NORMAL PROCESS. ETA TO CTB 4/28+2022.
Contract Type*
AGREEMENT
Amount*
$11,500.00
Renewable*
YES
Automatic Renewal
Grant
Department
HUMAN SERVICES
Department Email
CM-
HumanServices@weldgov.co
m
Department Head Email
CM-HumanServices-
DeptHeadveldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTORN EY@WELDG
OV.COM
Requested BOCC Agenda
Date*
04:27;2022
Due Date
04;23`2022
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept_ to be included?
If this is a renewal enter previous Contract ID
If this is part of a MA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
OnBase
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
JAMIE ULRICH
DH Approved Date
0411912022
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
04/27/2022
Originator
APEGG
Review Date*
12,01;2022
Committed Delivery Date
Contact Type Contact Email
Finance Approver
CHRIS D'OVIDIO
Renewal Date*
04/26/2023
Expiration Date
Contact Phone t Contact Phone 2
Purchasing Approved Date
Finance Approved Date
04{20,2022
Tyler Ref #
AG042722
Legal Counsel
CAITLIN PERRY
Legal Counsel Approved Date
04/20/2022
Houstan Aragon
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Subject:
Hi Houstan,
Alison Pegg
Tuesday, April 19, 2022 11:48 AM
CTB
HS -Contract Management; Windy Luna
CMS 5754 List of signatures and dates needed
This is related to the Agreement with Arapahoe County that I discussed with you on the phone this morning. CMS ID
5754, which is being routed through the CMS approval process now. I have noted below the various locations where
Arapahoe has requested that the Chair signs and dates.
*Page numbers noted below refer to the PDF page number.
IGA
• Page 1, first paragraph — enter the date
• Page 11— needs Weld signature
HSC Services Agreement:
• Page 13, first paragraph — enter the date
• Page 20 — needs Weld signature
Statement of Work:
• Page 21, first paragraph — enter the date
• Page 25 — needs Weld signature
Thank you!
Alison Pegg
Contract Management and Compliance Coordinator
Weld County Dept. of Human Services
315 N. 11th Ave., Bldg A
PO Box A
Greeley, CO 80632
sit (970) 400-6603
Contract Management Extension: 6556
8 (970) 353-5212
®apegg@weldgov.com
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you
have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the
named recipient is strictly prohibited.
1
Cheryl Hoffman
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Attachments:
Good morning CTB,
FAST TRACK ITEM:
Sara Adams
Thursday, December 14, 2023 10:34 AM
CTB
HS -Contract Management
FAST TRACK - IGA with Arapahoe County
1. IGA with Arapahoe County for GovPrime HS Connects Implementation (e).pdf; RE: IGA with Arapahoe County for
HSC Connects Implementation
Attached please find the IGA with Arapahoe County for the HSC Connects Implementation (Tyler ID#
2022-1205). The agreement is in in effect for 3 more years. Andie Garnand has confirmed there are no
changes to the agreement. This is reviewed on a yearly basis until it expires. This will be a Fast Track
item in CMS for tracking purposes only (CMS# 7695).
Thank you,
Sara
Sara Adams
Contract Administrative Coordinator
Weld County Dept. of Human Services
315 N. 11th Avenue, Building A
PO Box A
Greeley, CO 80632
W(970) 400-6603
®sadams@weld.gov
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you
have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the
named recipient is strictly prohibited.
Paa
Cheryl Hoffman
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Follow Up Flag:
Flag Status:
Good morning Sara,
Andie Garnand
Wednesday, December 6, 2023 8:21 AM
Sara Adams; Kimberly Rino
Jennifer Lehmkuhl; HS -Contract Management
RE: IGA with Arapahoe County for HSC Connects Implementation
Follow up
Flagged
Everything looks good on our end. Thanks for the check in.
Thanks,
Andie
Andie Garnand
Assistance Payments Division Director
Weld County Department of Human Services
315 N. 11th Ave. Bldg. C
P.O. Box A
Greeley, CO 80631
www. weld. qov
Direct Line 970-400-6300
Main Line 970-352-1551
FAX 970-353-5215
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
Vision:
The people of Weld County are connected to the resources needed to thrive in the community
and feel safe and empowered.
Mission:
Engaging and partnering with the community to improve the safety, health and well-being of
individuals and families through the delivery of responsive and collaborative services.
From: Sara Adams <sadams@weld.gov>
Sent: Tuesday, December 5, 2023 11:04 AM
To: Andie Garnand <agarnand@weld.gov>; Kimberly Rino <krino@weld.gov>
Cc: Jennifer Lehmkuhl <lehmkuja@weld.gov>; HS -Contract Management <HS-ContractManagement@co.weld.co.us>
Subject: IGA with Arapahoe County for HSC Connects Implementation
Hi Andie and Kim,
We received the annual reminder to check in on the IGA with Arapahoe County for the HSC Connects
Implementation. The agreement is in in effect for 3 more years (end date April 26, 2026). Please let me
know if any changes are needed. If everything is fine with the contract as is, we will reset our reminder
to check in next year.
Thank you,
Sara
Sara Adams
Contract Administrative Coordinator
Weld County Dept. of Human Services
315 N. 11th Avenue, Building A
PO Box A
Greeley, CO 80632
'x(970) 400-6603
®sadams@weld.gov
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you
have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the
named recipient is strictly prohibited.
2
Cheryl Hoffman
From:
Sent:
To:
Subject:
noreply@weldgov.com
Thursday, December 14, 2023 10:35 AM
CM-ClerktoBoard; Sara Adams; Lesley Cobb; CM-HumanServices-DeptHead
Fast Tracked Contract ID (7695)
Contract # 7695 has been Fast Tracked to CM -Contract Maintenance.
You will be notified in the future based on the Contract information below:
Entity Name: ARAPAHOE COUNTY
Contract Name: ARAPAHOE COUNTY GOVPRIME HSC IMPLEMENTATION CONTRACT 2022 Contract Amount: $10,678.00
Contract ID: 7695 Contract Lead: SADAMS
Department: HUMAN SERVICES
Review Date: 2/27/2025
Renewable Contract: YES
Renew Date: 4/27/2025
Expiration Date:
Tyler Ref #: 20221205
Thank -you
Houstan Aragon
From:
Sent:
To:
Subject:
noreply@weldgov.com
Wednesday, March 12, 2025 3:36 PM
CM-ClerktoBoard; Sara Adams; Lesley Cobb; CM-HumanServices-DeptHead
Fast Tracked Contract ID (9214)
Contract # 9214 has been Fast Tracked to CM -Contract Maintenance.
You will be notified in the future based on the Contract information below:
Entity Name: ARAPAHOE COUNTY
Contract Name: ARAPAHOE COUNTY GOVPRIME HSC IMPLEMENTATION CONTRACT 2022 Contract Amount:
$10,678.00 Contract ID: 9214 Contract Lead: SADAMS
Department: HUMAN SERVICES
Review Date: 2/26/2026
Renewable Contract: YES
Renew Date: 4/26/2026
Expiration Date:
Tyler Ref 6:
Thank -you
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Zp7z- 1205
Houstan Aragon
From:
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Cc:
Subject:
Attachments:
Good afternoon CTB,
FAST TRACK ITEM:
Sara Adams
Wednesday, March 12, 2025 3:34 PM
CTB
HS -Contract Management
FAST TRACK - IGA ARAPAHOE COUNTY GOVPRIME HSC IMPLEMENTATION CONTRACT
(CMS# 9214)
IGA with Arapahoe County for GovPrime HS Connects Implementation (e).pdf
Attached please find the Arapahoe County GovPrime HSC Implementation Contract (Tyler ID# 2022-
1205). The term of this agreement is 5 years and is reviewed on a yearly basis. No changes are
required. This will be a Fast Track item in CMS for tracking purposes only (CMS#9214).
Thank you,
Sara
couNTsCo
Sara Adams
Contract Administrative Coordinator
Department of Human Services
Desk: 970-400-6603
P.O. Box A, 315 N. 11th Ave., Greeley, CO 80632
011000
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Important: This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
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