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Home My WebLink About20150205.tiffCWMC+ %5-751K BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: DEPARTMENT: DXC JPASS 2022 Annual Renewal Information Technology DATE: 4/19/22 PERSON REQUESTING: Ryan Rose Brief description of the problem/issue: Annually, Weld County renews our subscription for JPass software by DXC. This software is used by pretrial services to coordinate operational needs and manage client loads. The 2022 annual renewal cost is $6,977.00, and was budgeted for in the current fiscal year. The terms and conditions for this software leverage a master service agreement established between the vendor and Weld County in 2015. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Renew for 2022 or discuss in work session Recommendation: JPass is a business critical tool in Pretrial Services, and IT recommends renewal. A rove Schedule Recommendation Work Session Perry L. Buck Mike Freeman, Pro -Tern Scott K. James, Chair Steve Moreno 41 Lori Saine Cons -e --nn+ Oil / 25/ �/ate/aa Other/Comments: Z015 -0L05 35 000s __ ` TECHNOLOGY Quote ID: OPX-0020998736 MS ID: DXC Contact: Chris Williams Quote: OPX-0020998736 2022 *** Microsoft Dynamics CRM/ISV Renewal Quote - Weld County - Expires March 31 Prepared For : Renewal Invoice Raised By County of Weld Email : billing.it@weldgov.com Quote Date Address : 1150 "O" ST Quote Expiration Greeley, CO 80631 Sold to lD : 10013932 Maria Montero Carranza Tribridge Holdings, LLC - 1453 "DXC" 01/12/2022 04/18/2022 Start Date End Date Product Description List Price Total 4/1/2022 3/31/2023 North 52 - Maint/Renew North52 Formula Manager Annual Enhancement Plan $5,000.00 $5,000.00 4/1/2022 3/31/2023 Tribridge JPS - Offender360 -1 Time Offender360 Annual Enhancement Plan $1,977.00 $1,977.00 Quote Total - USD $6,977.00 Sales, VAT, use, or similar tax is not included in the amounts shown above and if required will be specified and added to any invoice and must be paid in accordance with the payment terms defined in the Agreement, subject to rates applicable, if any, in the local tax jurisdiction. wr ^%. All rights reserved. DXC Confidential Information Page 1 TECHNOLOGY DXC.technology Software Maintenance Renewal Process Our Software Maintenance agreements usually have a minimum of 12 -month term. At the end of each term, it must be renewed for our customers to continue to receive the services and benefits. All software maintenance terms must be continuous without gap. To complete the renewal process requires the following steps: 1. You will receive a renewal price quote from DXC Eclipse 60 to 90 days prior to the expiration of the current software maintenance term. If you have not received the quote by that time, please contact us (Email: eclipsesoftwareprocurement(cD-dxc.com ). 2. Werequire our customers to sign the quote to validate the new term and price. The signed quote is due by the quote expiration date, which is generally 30 days prior to current expiration. On the signed quote, you will need to indicate if a PO is required for invoicing. If no PO is required, the signed quote is sufficient for us to invoice you. 3. If your company requires a PO to pay an invoice, a copy of your PO must be sent to DXC Eclipse to complete the agreement. If you only require the PO number to be referenced on the invoice, then please indicate on the signed quote that a PO number is for reference only and a physical PO will not be required. 4. The quote also contains the billing address that is currently on record with DXC Eclipse. We will be using the billing address to send the invoice. Please review the billing address to verify it is still valid. If the billing address has changed, please notify us when returning the quote. 5. Once we receive these documents (See Notes below), an invoice will be sent to you with the payment due date being the first day of the new term. Your payment on this invoice willcomplete the renewal process of the software maintenance term. Special Notes: a. DXC Eclipse requires the customers to complete the renewal documents at least 30 days prior to the expiration of the current term to allow the agreement to be processed and the invoice to be sent on time. This will ensure the payment to be received in time for the new term to take effect upon the expiration of the current term. b. All communication should be sent to eclipsesoftwareprocurement(c�dxc.com or your Account Manager. c. Late payment after the due date on the invoice or after the start date of the new term may be subject to late fees and changes to Protected List Price (PLP). d. The software maintenance services and benefits are suspended upon the expiration of the current SM term if the payment is not received by that time. e. DXC Eclipse may terminate and cancel the software maintenance contracts if we do not receive response to the software maintenance quotes or if we have not received payment on the software maintenance invoice by the due date. f. Reinstatement of a cancelled software maintenance contract requires the payment of all back owing software maintenance fees for the entire lapsed period and may also be subject to reinstatement fees and loss of PLP. g. Subsequent software purchases will be co -termed to your next renewal date. �X` TECHNOLOGY CUSTOMER AGREEMENT Quote ID: OPX-0020998736 MS ID: DXC Contact: Chris Williams County of Weld agrees to the payment terms and conditions outlined in this Quote, which will constitute a valid purchase order. Upon receipt of this Quote signed by County of Weld, DXC will begin work here under as and when agreed. County of Weld acknowledges and agrees that this Quote is entered into under a Master Services Agreement ("Agreement") dated January 6, 2015 and entered into between County of Weld and Tribridge Holdings, LLC and is subject to all the terms and conditions therein. -"F- All rights reserved. DXC Confidential Information Page 2 TECHNOLOGY �X` TECHNOLOGY NOTES AND ASSUMPTIONS Quote ID: OPX-0020998736 MS ID: DXC Contact: Chris Williams ,w- All rights reserved. DXC Confidential Information Page 3 TECHNOLOGY New Contract Request Entity Name TRIBRIDGE HOLDINGS LLC Contract Name * 2022 JPASS RENEWAL contract Status CTB REVIEW Entity ID* ❑ New Entity? ,00034989 Contract ID 5758 Contract Lead * J UNDT Contract Lead Email mundt co.weld.co.us Contract Description 2022 RENEWAL FOR JPASS / OFFENDER 360 FROM DXC + TRIBRIDGE Contract Description 2 Contract Type * Department AGREEMENT INFORMATION TECHNOLOGY-GIS Amount * $6,977.00 Department Email CM - Renewable InformationTechnologyGIS NO we ldgov. corn Automatic Renewal Department Head Email CM - Grant InformationTechnologyGI5- DeptHead weIs gov.com IGA County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTORN EY @WELDG OV,COM if this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Date 04,"2512022 Parent Contract ID Requires Board Approval. YES Department Project Due Date 0421 ,'2022 will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date * Renewal Date 01/03/2023 Termination Notice Period Committed Delivery Date Expiration Date 04125/2023 Contact Information Contact Info Contact Name Contact Type Contact Email Contact Phone I Contact Phone 2 Purchasing Purchasing Approver CONSENT Purchasing Approved Date 04 21`2022 Approval Process Department Head Finance Approver Legal Counsel RYAN ROSE CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 04/212022 0421/2022 04:`21;'2022 Final Approval lC Approved Tyler Ref # AG 042522 BOCC Signed Date lt0CC Agenda. Date 04,'2512022 Originator JMUNDT TO: Esther Gesick, Clerk to the Board June 13, 2019 FROM: Ryan Rose, Chief Information Officer SUBJECT: Tribridge Holdings, LLC SOW Tribridge Holdings, LLC provides software to Weld County for Pre -Trial Services functions. The software is used by the Pre -Trial department to manage their day to day activities. The attached agreement between the Board of County Commissioners and Tribridge Holdings, LLC is for assistance with the upgrade of the application to the latest version. The requested amount is $35,000. The cost was budgeted for in the 2019 project budget. Ce t e& 7/5/,q rrr BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Tribridge Holdings, LLC SOW DEPARTMENT: Information Technology DATE: 5/28/19 PERSON REQUESTING: Ryan Rose Brief description of the problem/issue: Tribridge Holdings, LLC provides software to Weld County for Pre -Trial Services functions. The software is used by the Pre -Trial department to manage their day to day activities. We are currently upgrading the software to the latest version. This request is to engage Tribridge Holdings, LLC for assistance in upgrading the application. What options exist for the Board? (include consequences, impacts, costs, etc. of options): This provider specializes in selling and supporting this software. Options for the Board is to either approve this SOW so we can remain on supported software or go unsupported. Recommendation: This agreement was reviewed by Legal and the cost was budgeted in the 2019 project process. We recommend the Board approve the request for $35,000.00. Approve Schedule Recommendation Work Session Other/Comments: Sean P. Conway _ Mike Freeman, Pro -Tern fl\ft_ Scott K. James ✓!ffi Barbara Kirkmeyer, Chair Steve Moreno Vr-tI1t�` o Karla Ford From: t�James`}- Sent: Tuesday, June 11,20193:17 PM To: Steve Moreno Cc: Karla Ford Subject: Re: Pass -Around - IT - Tribridge Holdings, LLC SOW ppr`ove ** Sent from my iPhone ** Scott K. James Weld County Commissioner, District 2 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381.7496 (Cell) 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 On Jun 11, 2019, at 1:27 PM, to Mbben; jtnoreno@weldgov.com> wrote: rove JCltl If VIII lily in iv. C On Jun 11, 2019, at 11:12 AM, Karla Ford <kford r weldRov.com> wrote: Please let me know if you approve recommendation. Thanks! Karla Ford R Office Manager, Board of Weld County Commissioners 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 970.336-7204 :: kford weldgov.com :: www.weldoov.com :: My working hours are Monday -Thursday 7:00a.m.-4:00 p.m. Friday 7:00a.m. - Noon <image001.jpg> Confidentiality Notice: This electronic transmission and any attached documents or other writings ore 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. uocu yn tnve1ope IL': ourcooU3-I-V 14-4 [SG/-tloJtl-bt6(tJMi?.JC r t� IN I KAt.I AuREEMENTAMEN DMENT BETWEEN THE WELD COUNTY DEPARTMENT OF Information Technology I „' AND Tribridge Holdings, LLC This Agreement ("Amendment"), made and entered into 29th day of May' 2019, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Information Technology, hereinafter referred to as the "Department", and 7ribrid e w{oidings, LLC, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 201.5-0205, approved on Q1 21 2015. WHEREAS the parties hereby agree to amend the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows. • The Statement of Work (June 2019), together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Josh Jaquish Printed Name Signature -Jun-201 ATTEST: Weld Co6nS Clerk to BY: Deputy Clerk td'the Board BOARD OF COUNTY COMMISSIONERS WE D COUNTY, COLORAD Barbara Kirkmeyer, C air JUL 032019 uocuaign cnveiope iu: ouroo�u3-ruin 4nL/-o330—nzuur{in3our ; s • . .. . . . � tiA n e'. rxa r �-� DXC.technology O Weld County Microsoft Dynamics 365 for Customer Engagement Upgrade Services Statement of Work Document Version: 1.0 uocu. tgn Cnvewpe lu. ouroo LJ. -ru 14-46./-0000-CLL/ VAIHJ0I.r Copyright Notice ©2013-2019. Copyright Tribridge Holdings LLC. All rights reserved. This document may not be copied, in whole or in part, without prior consent of Tribridge Holdings LLC or DXC Technology. Logos, brand names and product names used in this document are the trademarks or registered trademarks of DXC Technology, Tribridge Holdings LLC, or their respective third -party owners. Microsoft Dynamics is a trademark of Microsoft Corporation in the United States of America and/or other countries. Confidentiality Notice The information in this document is confidential and is provided on a commercial -in -confidence basis to the intended recipient solely for the intended recipient's use. When supplied to DXC Eclipse customers, all information contained in this document is subject to the terms and conditions set out in the governing customer Master Services Agreement. Main Contact for this Response DXC Eclipse Representative Name: Chris Williams Email: cwilliams234@dxc.com Telephone: 402-677-6215 ... All rights reserved DXC Eclipse confidential information. Page 3 uocuaign triveiope w: ouraoavo-ru i'4 -'b I a000 otu ur\rrwo� Table of Contents IIntroduction......................................................................................................................6 2 Scope — Services and Deliverables................................................................................6 2.1 In Scope Functionality.................................................................................................6 2.2 Excluded from Scope Functionality.............................................................................8 2.3 Upgrade Methodology.................................................................................................8 2.4 Project Management and Responsibilities................................................................13 3 Assumptions..................................................................................................................13 3.1 Project Assumptions.................................................................................................14 3.2 General Assumptions................................................................................................14 4 Technical Requirements................................................................................................15 5 Project Schedule Estimate............................................................................................16 6 Investment Summary .....................................................................................................16 6.1 Schedule of Rates....................................................................................................16 6.2 Services Estimate.....................................................................................................16 6.3 Travel Estimate.........................................................................................................17 7 Project Management......................................................................................................17 ............................................. 7.1 DXC Eclipse Project Team ............................ ...............17 7.2 Customer Project Team............................................................................................17 7.3 Risk Management.....................................................................................................17 7.4 Quality Management.................................................................................................18 7.5 Project Management and Responsibilities................................................................18 8 DXC Eclipse Standard Notes.........................................................................................18 8.1 Notes for Professional Services Time and Fees Provided by DXC Eclipse ...............18 9 Customer Agreement........................................................................... ..............20 10 Attachments.............................................................................................. 19 10.1 Contract Agreement Amendment ,-/ All rights reserved. DXC Eclipse confidential information Page 4 uocuOIgn tnvetope iu. auraoouo rui4-4D I aooa-ncuur�rr��a�r Customer Engagement Details Customer name Weld County Customer contact Mary Truslow 970-304-6570 ext 2518 mtruslow(c weldgov.com Project name Pretrial360/Dynamics Upgrade Estimated engagement 2 Months duration Target start date April 2019 Target end date May 2019 .-. All rights reserved. DXC Eclipse confidential information Page 5 uocuoign r_nveiope iu: ovraoourru iw 4csu-aaa-a« Ut /,- j r 1 Introduction Tribridge Holdings LLC, a DXC Technology company ("DXC Eclipse") is pleased to provide Weld County with this Statement of Work ("SOW") to perform an upgrade from 2015 CRM to Microsoft Dynamics 365 for Customer Engagement ("Dynamics CE"). DXC Eclipse has created this SOW based on Weld County's underlying business objectives, project scope, and preliminary requirements as set forth in the following: Preliminary customer meeting held on 1/31/19 Additional customer conference calls held on 3/1/19 When this SOW is dually executed by both Parties (the SOW Effective Date), DXC Eclipse will provide Services to Weld County and assist in related Dynamics CE implementation activities as set forth herein. DXC Eclipse will work collaboratively with Weld County and the respective Weld County departments or organizations to deliver these Services. Services will be provided both on -site a Weld County facilities identified in this SOW and at DXC Eclipse's facilities as required. DXC Eclipse will provide engagement oversight services to coordinate the activities of the team of DXC Eclipse consultants providing services applicable to the engagement. Weld County will provide a designated project manager to coordinate and ensure Weld County participation in this project. The Weld County project team in conjunction with DXC Eclipse consultants, will each perform their assigned tasks to complete the scope of work. The parties acknowledge and agree that the completion of the Services in accordance with the proposed fees and schedules set out herein is dependent on each party's commitment to the proper and timely performance of their respective obligations and responsibilities, including as required for each of Weld County and DXC Eclipse, the commitment of the necessary inputs and resources, including personnel, the provision and sharing of accurate and complete information, confirmation of the accuracy and completeness of all assumptions, timely and effective completion and execution of all respective tasks, decisions, approvals, and sign -offs. The SOW project schedule and budget information is an estimate based on information furnished to DXC Eclipse by Weld County as of the SOW Effective Date and all changes to estimates will be proactively managed. However, notwithstanding anything to the contrary contained within (i) the Master Services Agreement (MSA), (ii) this SOW, (iii) any other form of contract applicable to this engagement, or (iv) any appendix or exhibit attached to, or incorporated in, any such document, any changes to this SOW must be done with the issuance of an approved Change Order. DXC Eclipse reserves the right to update the terms of, or withdraw, this SOW if not executed within thirty (30) days from date of receipt by Weld County. 2 Scope — Services and Deliverables 2.1 In Scope Functionality The intent of the upgrade is to use current functionality in the new proposed version of Dynamics CE offering the foundation to utilize new enhanced features and functions within these areas, however, not implementing them. The outcome Weld County is the ability to perform current business processes in Dynamics CE. ,-. All rights reserved DXC Eclipse confidential information Page 6 uocuc,ign r-nveiope iu. our000urro iv-votr-aJo-e«ruHrnaoL.r This SOW covers a technical only upgrade. The scope is to upgrade the functionality that is currently implemented and in operation. The scope of the services for Weld County will be provided remotely. DXC Eclipse does not recommend including functional enhancements within the same technical upgrade project. Leading practice is to perform and stabilize the operation on the upgraded technical environment and undertake functional enhancements in a separate and subsequent project. During the initial setup of the application, DXC Eclipse delivered multiple unmanaged solutions. DXC Eclipse will review these and combine where appropriate. DXC Eclipse will provide high level documentation on the purpose of each of the unmanaged and managed solutions that they initially provided. The scope of the upgrade is to use current functionality in the new proposed version of Dynamics CE offering the foundation to utilize new enhanced features and functions within these areas. The outcome for Weld County is the ability to perform current business processes in Dynamics CE. Weld County will test these processes in the new version during user acceptance testing. A generic test checklist will be provided as a part of the delivery of the upgrade. All current modifications will be merged into Dynamics CE unless noted below in the "Excluded from Scope Functionality" section of this document. Weld County will test these in -scope modifications in the new version during user acceptance testing. No functional modifications, system integrations, and add-ons will be upgraded and carried forward as part of this upgrade process unless specific allowance has been included in scope. Custom fields and tables will be upgraded however any programming behind them will not be carried forward. Weld County will test in Dynamics CE to utilize the enhanced functionality in replacement of existing modifications, system integrations, and add-ons. During testing, old modifications may be identified as required to be merged into the new versions. New modifications may be identified as required to be analyzed, developed, and delivered. Please note that it is difficult to estimate the effort involved in delivering new modifications, integrations or upgrade or to merge existing modifications and integration under this data only upgrade approach and at this early juncture of the undertaking. A Change Request will be raised if there is a gap between the initial and revised estimates. .-/ All rights reserved DXC Eclipse confidential information. Page 7 uocuaign Cnvelope Ill: our 000uj-ru 14-4DLJ-ooia-DLL/uA/Moots 2.1.1 Software Installation Information Upgrade from Upgrade to Microsoft Dynamics CRM 2015 Dynamics 365 Microsoft SQL Server 2012 SP3 2016 North52 .494 .573 2.2 Excluded from Scope Functionality While the overall purpose of this document is to outline the cost and scope of the proposed upgrade, it is also important to highlight areas that are not covered by the upgrade. Any software and services not specifically described in the core assumptions and included in scope is deemed to be out of scope. Any services costs involved with implementing and using new major functional areas are not included in the scope of this upgrade. As an example, this could include using the new forecasting functionality, new reporting functionality, and so forth. These areas should be reviewed by Weld County in co-operation with DXC Eclipse to establish the benefit of implementing these new areas. Any new modules that are available as part of the upgrade will not be configured nor training provided as part of this project. If required, these will form part of a new project. Modifications and add-ons will not be evaluated and replaced by new functionality as part of this Upgrade. DXC Eclipse recommends that Weld County evaluate this together with DXC Eclipse after the upgrade to replace any possible add-ons or modifications with standard functionality where possible under a separate project. 2.3 Upgrade Methodology DXC Eclipse's upgrade methodology is a well -structured process designed to minimize foreseeable risk as well as limit significant business impacts while the upgrade is being implemented. Most of the process is first performed on a test system, allowing all parties involved to test that that Dynamics CE covers agreed aspects of the current version, including all agreed modifications. It also ensures that there is limited down -time and gives Weld County the ability to utilize the new system on known data prior to the final Go -Live date. 2.3.1 Project Initiation This Phase will confirm the project requirements in terms of scope, time frames, and participants and agree on the upgrade framework reflecting the respective Weld County and DXC Eclipse roles and responsibilities. This involves setting realistic expectations to ensure the success of the project, thereby laying the foundation for everything that follows. DXC Eclipse will work with Weld County to establish the project plan. Deliverable Tasks Deliverable Output Responsibility Description • DXC Eclipse works • Documented • Weld County and Project Plan with Weld County to Project Plan DXC Eclipse develop project tasks, deliverables, and timeline details ,-. All rights reserved. DXC Eclipse confidential information Page 8 uocuoign cnveiope w: our000u -ru iw wog r-ao.a-aZu uriirwot.r Project Kick-off Key project details including objectives, scope of services, high level timeline, and upgrade methodology will be reviewed with the entire ioint team • Presentation • Weld County and DXC Eclipse 2.3.2 Pre -upgrade Analysis and Preparation DXC Eclipse will gather requirements to support planning the upgrade activity details. DXC Eclipse and Weld County will each complete assigned activity to prepare for the upgrade process. DXC Eclipse will install new versions of CRM and N52. Deliverable Tasks Deliverable Output Responsibility Description Complete Pre -upgrade • Complete a • Provide • DXC Eclipse Assessment technical and necessary inputs functional for tactical assessment of execution plan Weld County implementation Provide Production • Copy and • Test upgrade • Weld County Database Copy preserve database Production available for the database project Create Upgrade Tactical • Detailed upgrade • Execution plan • DXC Eclipse Execution Plan plan prepared available for the from the project questionnaire information provided 2.3.3 Test Upgrade DXC Eclipse will remotely perform a test upgrade on the test database in the test environment using various processes and procedures outlined by Microsoft. This step addresses code conflicts and refines the upgrade processes and procedures. Several factors dictate how long the test upgrade process will take such as: the versions being upgraded from and to, the functionality in use, the size of the database, the number of companies, and the nature of any modified objects. Weld County will provide DXC Eclipse with the most current version of the Production database as is reasonably possible and will retain a copy of the database provided for further use. .-. All rights reserved. DXC Eclipse confidential information Page 9 uocu Ign erlvelupe w. ouroaauo-r ul 4-4OL /-0330-OIL/uM / MJOI+r Deliverable Description Perform Upgrade Tasks • Perform upgrade on a test database using Microsoft processes and procedures, depicted in the diaoram below Deliverable Output Responsibility • Source data base successfully upgraded • DXC Eclipse Rectify Upgrade Technical • Any upgrade • Test upgrade • DXC Eclipse Issues technical issues are successfully rectified completed from a technical perspective Functional Test Trial • Upgraded database • Source data base • DXC Eclipse Upgrade compared against matches upgraded source database database Rectify Trial Upgrade Functional Issues • Any trial upgrade test issues are rectified 2.3.3.1 Upgrade Diagram LurrgM %Vdwl11Vn I 1111#1"/ /ulWa Oe• Wipe and tinted • 0Nlanks 765 Once futwe p.oductbn LIVE L • Test upgrade • DXC Eclipse results compared without variance. 1u1We '.edi(11e11 i-. All rights reserved. DXC Eclipse confidential information Page 10 uocuaiyn rznveiope iu: our000ua-ru iv-wuviMioL r Server Content Breakdown CRM 2016 -Interim servers — (will become test server after upgrade go -live) 1 SQL BOX (CRM Backend server) - 16 gig of RAM — 2 CPU 1 CRM front end server — 8 gig of RAM — 2 CPU Needs tie back to Active Directory OS 2016 and .NET 4.7.2 Dynamics 365 - NEW Production Servers 1 SQL Box (CRM Backend server) — 32 Gig of ram — 2 CPU 1 D365 Front end server — 16 gig of ram —2 CPU Needs tie back to Active Directory OS 2016 and .NET 4.7.2 2.3.4 User Acceptance Test (UAT) Utilizing a train -the —trainer approach, DXC Eclipse will provide training relative to the defined scope to the Weld County project team prior to User Acceptance Testing. These project team members will become "super users" of the system and will assist in the overall rollout of the upgrade, including conducting the functional training of end users throughout the organization. DXC Eclipse training is limited to the "differential" between versions regarding navigation, user interface, and major functional changes. UAT will be completed by Weld County with DXC Eclipse providing technical assistance. Weld County is responsible for writing test scripts for UAT including, without limitation, the expected outcomes along with providing the data to be tested. Testing will be performed in the trial upgrade environment created during the previous step. DXC Eclipse will resolve system related defects as required. Deliverable Tasks Deliverable Output Responsibility Description Super User Training • Prepare and • Key user training • DXC Eclipse conduct key user sessions provided training on the areas in scope for Offender Assistance for UAT • Provide guidance on test scripting and • Consulting support provided • DXC Eclipse User Acceptance Testing • Test script writing • Test scripts • Weld County • UAT execution • UAT program • UAT Sign -off execution System Defect Resolution • Triage, • Priority system • DXC Eclipse troubleshoot, and defects resolved resolve priority system defects .-. All rights reserved DXC Eclipse confidential information Page 11 uocu Jlgn envelope IL) our000uo-ru 14-4tlL/-0000-tlLL(uH/HJUI,rr 2.3.5 Go -Live and Support 2.3.5.1 End User Training Weld County will train end users in any new functionality as required. Weld County will be responsible for the development of any end user training materials and operating procedure manuals. Weld County will be responsible for Organizational Change Management (if applicable). Deliverable Tasks Deliverable Output Responsibility Description End User Training • Prepare end user • End user training • Weld County Material training materials materials prepared End User Training • Prepare and • End user training • Weld County conduct end user sessions provided training 2.3.5.2 Pre Go -Live Review DXC Eclipse will review the test upgrade results and complete the Go -Live readiness checklist At the successful conclusion of the testing activities, Weld County will sign -off the Test Upgrade which acknowledges that Weld County is satisfied that the upgrade meets the business requirements and is ready for deployment to productive operation, users are ready to assume their responsibilities, and all tasks will be complete for Go -Live. 2.3.5.3 Live Upgrade Weld County shall be solely responsible for making the decision to Go -Live with the service or otherwise put into operation any service. Weld County is responsible for communicating the Go - Live activities throughout the company, ensuring the Key Users are available to support the Go - Live activities, and preparing the end users for Go -Live. DXC Eclipse will perform the live upgrade. Typically, this activity is performed outside Weld County normal working hours to minimize disruption to operations. Deliverable Tasks Deliverable Output Responsibility Description Test Upgrade Approval • Weld County • Upgrade approved • Weld County approving authority for productive reviews and signs- operation off Test Upgrade Perform Live Upgrade • Upgrade process • Production • DXC Eclipse and procedures environment performed on upgraded Production environment Go -Live Support • Provide Go -Live • Consulting support • DXC Eclipse sunnnrt provided 2.3.5.4 Post Upgrade Review to Close Project DXC Eclipse will complete a review of the upgrade project and transition the system to operational support. ,-/ All rights reserved DXC Eclipse confidential information Page 12 vocuoyn cnveiope iu. our000uo-ru iµ-µoi-0000-oiunihiour The project shall be deemed complete when the upgrade version is in Production, in the test environment, and transferred to operational support. Deliverable Tasks Deliverable Output Responsibility Description Interim Server uploads Interim server p Load interim � updated and Test DXC and Test enviorment Server with creation CRM365, N52 environment and create Test created enviorment Transition to Operational • Conduct support • Operational support • Weld County Support hand over meeting accepts care, custody, and control of the system 2.4 Project Management and Responsibilities • Weld County will setup a central project office, if not done so already. • Weld County internal resources will be available for all project related meetings and tasks as necessary. Weld County will adequately explain the requirements and business processes flows to DXC Eclipse consultants during the Analysis phase. • Weld County will have ten (10) business days from document submission by DXC Eclipse to review and either accept or provide feedback. If Weld County does not respond within ten (10) business days, it will be assumed that the relevant documentation is accepted. • Weld County will report any quality or personnel issues that they are not satisfied with directly to the DXC Eclipse assigned project manager within ten (10) business days of Weld County's actual knowledge of the occurrence. • The Weld County and DXC Eclipse project managers will setup a series of scheduled status meetings to review project status, open items, and identified implementation risks. The frequency and format will be mutually determined. • Weld County and DXC Eclipse will form a Steering Committee which will include key stakeholders and each organization's respective project managers. The relevance, frequency, and format will be mutually determined. • A DXC Eclipse project coordinator may be assigned to the project at the initiation stage or later, depending on project requirements and at the discretion of the DXC Eclipse project director. Project coordinator's time is chargeable to the project as part of the agreed budgeted project management hours. The introduction of a project coordinator does not impact the project management budget. The project coordinator takes over some of the administrative work for the project manager. Responsibilities include: — Resource Scheduling — Project plan updates — Preparation of summary and status reports — Documentation management 3 Assumptions The following general assumptions have been made in the development of DXC Eclipse's plan and associated fee and schedule estimates. Therefore, all estimates set forth in this SOW are 'A' All rights reserved DXC Eclipse confidential information Page 13 LOCO Ign cnveivpe iu. nuranoui-rui4-vesu o.)a bZL/uIiit�ooi r contingent upon the accuracy of these assumptions and are subject to change should any assumption turn out to be inaccurate. 3.1 Project Assumptions • This is a technical upgrade only. Introduction of functional enhancements is out of scope. • Weld County is current with their Microsoft and Offender360 Pre -Trial licensing and annual maintenance as well as any licensing and maintenance required for any third -party add-ons upgraded as part of scope of this SOW. • Customizations can be moved from Dynamics CRM 2015 to Dynamics CE via a solution export/import. • DXC Eclipse will address the process for moving both managed and unmanaged solutions from one environment to another. • No Customization or new feature enhancements will be coded or applied. New features will be available but are out of scope. • No Custom code SDK or JavaScript work is in scope. If new items are detected, a Change Request will be submitted. • Customer will provide escorted system administrator access to all Dynamics CRM/365 Environments. • Customer is primarily responsible for the SQL Server Upgrade. This upgrade will happen before the Dynamics 365 upgrade. • Customer is responsible for all hardware and pre -requisite installations. • Customer is primarily responsible for system testing. 3.2 General Assumptions • The project management effort occurs throughout the life cycle of this SOW and the change orders that relate to and/or continue with the Services hereunder, and such effort is the responsibility of both DXC Eclipse and Customer. These project managers will be the primary portal through which communication will take place between Customer and DXC Eclipse team members. • Our experience shows that successful projects require strong management commitment. Customer Executive sponsorship of this project is essential. Our implementation experience has proven that projects with strong executive involvement go more smoothly, produce expected budget results, and have strong client satisfaction. • Weld County will provide feedback and/or written sign off within three (3) business days from submitting the deliverables. In case of absence of any feedback the deliverables will be assumed approved/accepted by the customer. • To keep the project on schedule, we expect the core Weld County project team to be dedicated to the project for key activities such as project management, design review, system testing, training and "Go Live" activities. Implementing the solution assumes effective coordinate the schedules of the Dynamics CE team. Weld County and DXC Eclipse will establish a project schedule that identifies items that have the potential to impact the milestone dates. • Weld County will identify an internal resource, typically an IT team member, as the Microsoft Dynamics CRM technical lead. This person should be identified as early in the project as possible to learn as much as possible from the DXC Eclipse team during the implementation .-. All rights reserved. DXC Eclipse confidential information. Page 14 uocuoign r-nveiope Iu: OuroOOUJ-ru l4-4t5L/-OOJO-bLLIUH/MJOL,r project. Weld County will also identify an internal IT resource who will work with DXC Eclipse during the solution installation. • DXC Eclipse is not responsible to repair or troubleshoot any custom or configurable functionality that may be rendered inoperable as a result of the upgrade. • DXC Eclipse and Weld County team will perform key tasks such as design sessions, testing, training, and deployment either via teleconference or onsite at your address listed previously. A work area/project room will be dedicated for the duration of the project with ample workstations and ports to allow access to the application and Internet. Remote secured access (escorted skype/WebEx hosted sessions) will be required to allow consultants to perform some tasks from DXC Eclipse offices. Ongoing DXC Eclipse support requires usage of DXC Eclipse remote support assistance tools (i.e. Webex or Skype) • The DXC Eclipse and Weld County team (or individual team members) will not be available at certain times during the expected timeframe of this project to accommodate Weld County/DXC Eclipse recognized holidays, scheduled internal team meetings, and scheduled team member commitments, training, and/or vacation dates. Weld County/DXC will be made aware of these dates during the course of the project. • DXC Eclipse does not warrant the functionality or the performance of Microsoft and other third -party ISVs software. DXC Eclipse will work closely with Weld County and the respective publisher to quickly address any software issues that may arise. Any hours incurred addressing such issues will be billable. No such hours are included in the estimate. • DXC Eclipse will work with Weld County to execute Change Requests, as appropriate, to clearly communicate additional products or services and the related fees or costs which are outside the current budgeted hours included in this SOW. DXC Eclipse will not incur additional time on tasks or add items to the scope of work until the Change Request is approved by Weld County. • To adequately support Weld County during the implementation of Dynamics CE, DXC Eclipse team requires access Weld County Microsoft account information. Weld County will designate DXC Eclipse as its Partner of Record prior to the start of the project as required by Microsoft to allow such access. • Weld County will not grant Active Directory Domain Administrator privileges to the CRM install service account, service accounts will be created before installation for the new Test and Production environments by Weld County. 4 Technical Requirements The minimum technical requirements for Dynamics 365 and related applications will have changed from that required for Dynamics CRM 2015. The technical requirements vary from business to business and are mostly dependent on database size, number of concurrent users, transaction volume, use of remote access, web access, system integration, etc. DXC Eclipse will provide a hardware recommendation document for discussion with Weld County. The hardware and network technical specifications provide a generic indicative guide only of the minimum specification published by the Product Author as required for the software's standard out -of -the box functions. DXC Eclipse makes no representation or warranty that these specifications will meet Weld County's specific current or future data processing needs or functional requirements for the software or that by using these specifications, the software will be problem -free or interruption- .. All rights reserved. DXC Eclipse confidential information Page 15 uocuoign cnveiope iu: ouraoourrvi4-wecr-aaa a«rut f,-. oar free or will provide optimum or satisfactory performance for software supplied or customized by DXC Eclipse. DXC Eclipse recommends all clients obtain independent confirmation from their information technology and network products and services supplier on the suitability of application and database server hardware configurations, technical specifications, capacity, performance, and associated storage, back-up, security and network technologies, and future upgrade requirements prior to implementation. 5 Project Schedule Estimate Based on the services outlined and subject to change, the project duration is estimated at four to six (4-6) weeks, beginning with the Project Kickoff. These estimates may change due to project start timing, requirement changes, or other unforeseen impacts to the initial timeline. Revisions to the timelines will be reviewed and coordinated between the DXC Eclipse and Weld County project managers. The project will commence at a mutually agreed time following the execution of this SOW 6 Investment Summary 6.1 Schedule of Rates The following hourly rates will apply for all billable work conducted relative to this SOW. Resource Standard Hourly Rate Project Manager $175 Functional Consultant $175 Technical Consultant $175 6.2 Services Estimate The following services estimate of the upgrade fees is for budgeting purposes. This budget number is derived from the scope and assumptions as outlined in this SOW. However, there are many unknown elements at this juncture that may have a significant impact on meeting this budget number and any changes may impact the time for completion and/or the estimated fees. Estimated Estimated Cost Professional Services Investment Hours Test Upgrade 60 $10,500 Training 16 $2,800 Testing 40 $7,000 Production Upgrade 40 $7,000 Post Go -Live Support 16 $2,800 Project Management —All Phases _____ 20 $3,500 QA, Kickoff, Status Meetings —All Phases 8 $1,400 Total Estimated Services $35,000 Note: Sales, use, or similar tax is not included in the amounts shown above and, if required, will be specified and added to any invoice in accordance with local tax jurisdiction rates. ,,. All rights reserved. DXC Eclipse confidential information. Page 16 uocuaign tnverope IL). our000w-rui4-4[Su-a000-ozziuPi, our 6.3 Travel Estimate Travel to Weld County is not necessary this project will be completed remote. 7 Project Management Weld County and DXC Eclipse will together have overall responsibility for the management of this upgrade including production and maintenance of a definitive Project Plan. DXC Eclipse will advise as required on the content of such a plan and will monitor the progress of agreed DXC Eclipse activities and report on any variation to the agreed Scope and Requirements or planned time -scales for DXC Eclipse deliverables. 7.1 DXC Eclipse Project Team As a minimum, it is envisaged that the DXC Eclipse project team will comprise of the following roles: • Executive Sponsor • Project Manager • Senior Application Consultant • Technical Consultant 7.2 Customer Project Team The Weld County Project Team will work alongside the DXC Eclipse team throughout the upgrade process. These resources will have in-depth knowledge of the customer business processes and will be invaluable in combining this knowledge with DXC Eclipse's product and implementation experience. The Weld County Project Team may include: • Executive Sponsor • Project Manager • Information Technology Representatives. 7.3 Risk Management The project team will advise the DXC Eclipse Project manager of any potential risks at any stage during the project. The DXC Eclipse Project Manager will record all identified risks and allocate an owner based on the agreement between the Weld County Project Manager and DXC Eclipse Project Manager. Once a team member has been identified the individual must provide the strategy, probability and impact of the risk. The owner must provide the DXC Eclipse Project Manager with this information. The DXC Eclipse Project Manager will record the information into the risk log. If risks are triggered during the project implementation the DXC Eclipse Project Manager is to be advised and the owner of the risk is to perform the agreed action. ,-. All rights reserved. DXC Eclipse confidential information. Page 17 uocucign rnveiope iu: ovrnoouo-rvi4-4rsu-000cs-cscuvr\rrwo% r 7.4 Quality Management The Scope and Requirements document, Project Management Plan, Project Implementation Plan, Upgrade Design Document and other significant project documents are to be reviewed by stakeholders and project team members. Any issues relating to accuracy or quality are to be tabled at weekly project meetings and amended and re -issued before the completion of the current (active) Project Phase. There are two essential steps for quality management. The importance of the steps requires associated gateway milestones to ensure quality is achieved. These are the quality of the design definition and the quality of the user testing. Sign off of the Upgrade Design Document and the User Acceptance Testing Phase are the two critical milestones that are treated as gateways that must be passed before build can commence and before the project can be allowed to Go -Live. 7.5 Project Management and Responsibilities • Weld County will appoint a single individual as their dedicated project manager for the duration of the project. This project manager will be responsible for coordinating Weld County's resources and communicating on all project matters with the DXC Eclipse project manager. • Weld County will setup a central project office, if not done so already. • Weld County internal resources will be available for all project related meetings and tasks as necessary. Weld County will adequately explain the requirements and business processes flows to DXC Eclipse consultants during the Analysis phase. • Weld County will have five (10) business days from document submission by DXC Eclipse to review and either accept or provide feedback. If Weld County does not respond within five (10) business days, it will be assumed that the relevant documentation is accepted. • Weld County will report any quality or personnel issues that they are not satisfied with directly to the DXC Eclipse assigned project manager within five (10) business days of Weld County's actual knowledge of the occurrence. • The Weld County and DXC Eclipse project managers will setup a series of scheduled status meetings to review project status, open items, and identified implementation risks. The frequency and format will be mutually determined. • We4d County and DXC Eclipse will form a Steering Committee which will include key stakeholders and each organization's respective project managers. The frequency and format will be mutually determined. 8 DXC Eclipse Standard Notes 8.1 Notes for Professional Services Time and Fees Provided by DXC Eclipse • Sales, use, or similar tax is not included in the amounts shown above and if required will be specified and added to any invoice and must be paid in accordance with the payment terms defined in the MSA, subject to rates applicable, if any, in the local tax jurisdiction. ,-4 All rights reserved DXC Eclipse confidential information Page 18 iocu ign tnveuope IU: our000UJ-ruJ4-4b I -0 I. 0-vzzI UH/NJOLr • DXC Eclipse will perform the services at the fees identified within this document. Services are billed on a time and materials basis. • Services fees are subject to change. Customer acknowledges and agrees that DXC Eclipse may change the services offered and the fees charged in accordance with the MSA. • Customer is solely responsible for performing user acceptance testing ("UAT") for all deliverables supplied by DXC Eclipse or relating to services performed by DXC Eclipse for which UAT is required before Go -Live. Customer understands and acknowledges that UAT is critical to addressing its own business risks. • If user acceptance testing is deemed not required, any Deliverable or Service will be deemed accepted ten (10) days after completion and delivery to Customer. The System will be deemed accepted in its entirety by the Customer when the Customer has provided DXC Eclipse with written acceptance of all Software, Services and Deliverables or upon the Go - Live Date of the System, whichever is earlier. • The fees and hours quoted is an estimate only. DXC Eclipse uses all reasonable care to ensure that services are performed within the estimated time at the estimated fees. Customer understands and acknowledges that requests from Customer or issues beyond DXC Eclipse's control can, and do, occur from time to time. Such issues may prevent DXC Eclipse from completing services within the estimated time quoted. Where the complexity of the work is greater than, or different to, the original estimate, DXC Eclipse may revise both its time and fees estimates. Any such different or additional services that exceed the time estimated in the quote is chargeable at DXC Eclipse's standard rates. When DXC Eclipse performs the services in less time than estimated, DXC Eclipse will charge the Customer only for actual time taken to perform the work. • If DXC Eclipse determines that significant changes to the scope of the services are likely, DXC Eclipse will advise Customer at the earliest opportunity an outline of options to proceed. This outline may include: (a) an option of whether DXC Eclipse needs to escalate an issue to the supplier, (b) to create a work -around, or (c) to continue investigation or to cease any ongoing investigations. DXC Eclipse and Customer will mutually agree to proceed or not to proceed based upon the finding. .-. All rights reserved. DXC Eclipse confidential information. Page 19 uocu ign Cnveiope Iu: ourO03u3-ru i4-4t541-0330-b4G/uM/H3ol.r 9 Custonrier Agreement Weld County agrees to the payment terms and conditions outlined in this Statement of Work, and this will constitute a valid purchase order. Upon receipt of this Statement of Work signed by Weld County, DXC Eclipse will begin work on this project at a mutually agreeable time. Weld County acknowledges and agrees that this Statement of Work is agreed pursuant to a Master Services Agreement (MSA) effective on January 19, 2015 between Weld County and Tribridge Holdings LLC and is subject to all terms and conditions of the MSA including, without limitation, the warranties given therein, and all terms of the MSA with respect to indemnity, and the limitation and exclusion of liability. The terms of this Statement of Work are binding on the parties and may not be modified except as agreed by the parties in writing. Any dispute or claim arising under, out of, or connected with this Statement of Work will be subject to the dispute resolution procedures set out in the MSA and the governing law and jurisdiction specified in the MSA. Printed me.: Barbara Kirkmever Printed Name: Josh Jaqui sh Title: BOCC Chair Title: vice President Date: JUL 03 20i9 Date: 19 -Jun -2019 All rights reserved. DXC Eclipse confidential information. Page 20 New Contract Request Entity Information Entity Narne* Entity ID* TRIBRIDGE HOLDINGS LLC 00034989 Contract Name * TRIBRIDGE SOW FOR JPASS UPGRADE Contract Status CTB REVIEW ❑ New Entity? Contract ID 2831 Contract Lead MTRUSLOW Contract Lead Email rntrusow@ca eFd co.us Parent Contract ID Requires Board Approval YES Department Project # Contract Description * SOW TO GET TRIBRIDGE ASSISTANCE TO UPGRADE APPLICATION, DATABASE, AND ENVIRONMENT Contract Description 2 Contract Type .* Department Requested 6OCC Agenda Due Date STATEMENT OF WORK INFORMATION Date * 06/22/2019 TECHNOL GY-GIS 06/26/2019 Aniount* $35,000.00 Department Email Will a work session with RQCC be required?* CM - Renewable * InforrnationTechnologyGIS w NO eldgov.com Does Contract require Purchasing Dept. to be included? Automatic Renewal Department Head Email CM -Information TechnologyGlS- DeptHead a ?,weidgov.com Grant County Attorney GENERAL COUNTY IGA ATTORNEY EMAIL County Attorney Email Cm- COUNTYATTORN EY@LLD GOV. COM if this is a rene..,.l enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in On Base Contract Dates Effective Date Review Date w Renewal Date 12/3112019 Termination Notice Period Committed Delivery Date Expiration Date* 12,13112019 Contact Information Contact Info Contact Narne Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE DH Approved Date 0710112019 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 07103%2019 Originator MTRUSLOW Contact Type Contact Email Contact Phone I Contact Phone 2 Purchasing Approved Date 0710112019 Finance Approver Legal Counsel CONSENT CONSENT Finance Approved Date Legal Counsel Approved Date 0710112019 07°0112019 Tyler Ref # AG070319 errosj+ j�fr'Jz' BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW/ WORK SESSION REQUEST RE: Tribridge Holdings, LLC Agreement Extension Renewal DATE: March 30, 2016 DEPARTMENT: Information Technology, on behalf of the Pre -Trial Justice Services Department PERSON REQUESTING: Ryan Rose Brief description of the problem/issue: Tri-bridge Holdings, LLC provides software to the Pre -Trial Justice Services department. The software provides Case Management capabilities, driving case tracking and reporting within the Pre -Trial Justice Services department. The BOCC signed an agreement for this software with Tribridge Holding, LLC, in January 2015, with a term date of March 30, 2016 (agreement 2015-0205). The agreement includes a clause for one-year extensions after the term date is met. The attached agreement extension between the Board of Weld County Commissioners provides for software maintenance from March 30, 2016 through March 31, 2017, in the amount of $10,520. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) This provider specializes in Pre -Trial Case Management software which is utilized by the above mentioned department to conduct their daily businesses. Recommendation: It is recommended that the BOCC approve the extension agreement for an additional term. Mike Freeman, Chair Sean P. Conway Julie Cozad Steve Moreno Barbara Kirkmeyer Approve Schedule Recommendation Work Session Ce,. 0>Ss r -r Other/Comments: aO/5'- 0ao5 J50OOS 0 0 CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY DEPARTMENT OF Information Technology AND Tribridge Holdings, LLC, Incorporated This Agreement Extension/Renewal ("Renewal"), made and entered into 30th day of March, 2016, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Information Technology, hereinafter referred to as the "Department", and Tribridge Holding, LLC, hereinafter referred to as the 'Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-0205, approved on 1/21/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on 3/29/2016. • The parties agree to extend the Original Agreement for an additional 1 year period, which will begin 3/30/16, and will end on 3/31/2017. The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: The pricing structure shall be modified as outlined in the attached invoice, which is attached and incorporated by reference. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Josh Jaquish Prin d Name fiaLv Si e $( r� Weld BY: Deputy Clerk BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Freeman, Chair APR 1 8 2016 Tribrldge Holdings, LLC 4830 West Kennedy Blvd. Suite 890 _ Tampa, FL 33609 Invoice No. DR010416 --�� Phone: (813) 287-8887 T R i B R I D E Fax: (813) 287-8688 Customer ID WELCO02 Mary Truslow Mary Truslow Weld County Weld County 1401 N 17th Avenue 1401 N 17th Avenue Greeley, CO 80632 Greeley, CO 80632 Notes: PAGE 1 MILRUSUtU1-CRMR-01 1 EA 3,543.00 0.00 3,543.00 Microsoft Dynamics CRM - Maintenance Plan Notes: CRM Server and Professional User CALS 14 03/30/2016 to 03/29/2017 NORTH52SO1-CRMR-01 1 EA 1,977.00 0.00 1,977.00 North52 - Renewal Notes: North52 Formula Manager Annual Enhancement Plan 03/31/2016 to 03/31/2017 TRIBRIDG0I-CRMR-01 I EA 5,000.00 0.00 5,000.00 Offender 360 - Renewal Notes: Offender 360 Annual Enhancement Plan 03/31/2016 to 03/31/2017 Sales Total 10,520.00 Shipping & Handling 0,00 Please remit to: Total Mlsc. Charges 0.00 TRIBRIDGE HOLDINGS, LLC Sales Tax 0.00 P.O. BOX 538158 10,520.00 ATLANTA, GA 30353-8158 Less Paid Amount 0.00 • 10,520.00 RESOLUTION RE: APPROVE AGREEMENT AND STATEMENT OF WORK AND AUTHORIZE CHAIR TO SIGN - TRIBRIDGE HOLDINGS, LLC 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 Agreement and Statement of Work 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 Justice Services and the Weld County Attorney, by and through the Department of Information Technology, and Tribridge Holdings, LLC, commencing upon execution of signature(s), with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Agreement and Statement of Work 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 Justice Services and the Weld County Attorney, by and through the Department of Information Technology, and Tribridge Holdings, LLC, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 19th day of January, A.D., 2015. ATTEST:8 Sc 4YA0 L Weld County Clerk to the Board BY: to APPROVED AS TO Date of signature: /124/ BOARD OF COUNTY COMMISSIONERS WELD COUNTY, C ORADO J arbara Kirkmeye , Chair Mike Freeman, Pro-Tem Moreno 2015-0205 JS0005 MEMORANDUM TO: Weld County BOCC January 13, 2015 FROM: Ryan Rose, Chief Information Officer SUBJECT: Tribridge Pretrial Services Case Management System SOW Weld County IT is requesting approval to proceed with the attached SOW from Tribridge for the implementation of a Pretrial Services Case Management System for the Justice Services Department . Weld County IT, working with Justice Services and the BOCC has reviewed several systems. During this discovery phase, it was determined that Tribridge scored the highest with regards to system capabilities. Weld County IT and the Weld County Attorney have reviewed the SOW which includes a not to exceed amount for the project of $139,085.00, which is the approved project budget. With this information, we request the BOCC sign the SOW for project JS -2011-10. 2015-0205 J5 U5 THIS AGREEMENT ("Agreement") is made and entered into this 6 day of January , 2015, by and between the County of Weld, a body corporate and politic of the State of Colorado, by and through its Board of County Commissioners, whose address is 1 150 "O" Street, Greeley, Colorado 80631 hereinafter referred to as "County" or "Customer" and Tribridge Holdings, LLC, a Delaware limited liability company, licensed to do business in the State of Colorado, who's address is 4830 W. Kennedy Blvd., Suite 890, Tampa FL 33609 hereinafter referred to as "Contractor" or "Contract Professional". WITNESSETH: WHEREAS, county wishes to purchase a Pretrial Services Case Management System and implementation services WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the equipment, materials and services as set forth below; and, WHEREAS, Contractor designs, develops, and licenses its own computer software programs, all of which are hereinafter referred to as "software," and WHEREAS, County desires to purchase from Contractor licensed computer software for the purpose of managing pre-trial cases. NOW THEREFORE, County agrees to buy from Contractor, and Contractor agrees to sell to Customer, the licensed program(s) described herein, at the price quoted and subject to the terms and conditions of this agreement. 1. INTRODUCTION The terms of this Agreement are specified in the terms of this document and in Appendices. County has previously reviewed the Contractor's onsite demo and RFP response regarding their Offender360 solution. County's expectations of the performance of the software and service being purchased and its application in relation to the software and hardware environment in which the software is expected to operate is based on the attached Appendices, as well as upon the reviewed demos and Software Documentation. The terms of this Agreement are specified in this document and in Appendices, which are an integral part of this Agreement, are referred to herein, and are attached hereto and made a part hereof. Without limiting the generality of the foregoing, the Contractor's Contract Exceptions to the County's Additional Terms and Conditions contained in Appendix B, "Tribridge Response to Weld County RFP" (the "Contract Exceptions"), are accepted by the parties. The terms of the Contract Exceptions are incorporated by reference into and made a part of this Agreement. The provisions of the Contract Exceptions will prevail over any inconsistent provision in this Agreement. Appendix A, County's Request for Proposal, includes County's description of its expectations of the performance of the software being purchased, the application of the software, the software and hardware environment in which the software is expected to operate, and the number of users of the software. The Request for Proposal also requires the Contractor to address training and support services, as well as annual software maintenance. Appendix B, Contractor's Response to County's Proposal Document, includes Contractor's response to County's description of its expectations of the performance of the software being purchased, the application of the software, the software and hardware environment in which the software is expected to operate, and the number of users of the software. In addition the Response addresses training and support services, as well as annual hardware and software maintenance to be provided to County. Contractor's representations as to the milestones expected to be attained prior to County's obligation to pay for the software and services to be delivered by Contractor. Appendix C, includes the Statement and Scope of Work, End User License Agreement, and Customer Care Support Agreement. The terms and conditions of the End User License Agreement are incorporated by reference into and made a part of any provision of this Agreement relating to the Software. The provisions of the End User License Agreement will prevail over any inconsistent provision contained in this Agreement relating to the Product. 2. DEFINITIONS 2.1 COMPUTER means a machine or system, which uses logical devices ("central processing units") to process information, such as a multiprocessor computer system or a workstation. 2.2 DESIGNATED COMPUTER(S) means specific Computer(s), including replacements, modifications, upgrades and additions thereto, upon which the application software is compiled or installed and executed. 2.3 SOFTWARE DOCUMENTATION means the standard user documentation published or provided on- line by Contractor, or distributed by Contractor under a third party license, describing the use of the Software, including any tutorial presentation of the capabilities of the Run -Time Versions and may include technical documentation which describes the design of the Software. Software Documentation may be released in an electronic media format. Notwithstanding the foregoing, Software Documentation does not include any third party software documentation. 2.4 PRODUCT UPDATE means a change or new release of the Software or Software Documentation designed to correct Software Problem(s). 2.5 PRODUCT UPGRADE means a change or new release of the Software or Software Documentation designed to enhance the features of the licensed Software version or otherwise improve the functionality of the licensed Software version. 2.6 RUN-TIME VERSION means a program that is used to execute the Software and other utilities that are a part of the Software, but which does not allow a User to change the Software or to create new and different Software features. 2.7 SOFTWARE means all of the computer software program versions listed in the appendices and are considered a part of the Contractor's "deliverables" and shall include all updates, enhancements, modifications, or upgrades provided under the terms of this Agreement or a related support agreement. Notwithstanding the foregoing, Software does not include any third party software, unless set forth in the appendices. 2.8 SOFTWARE PROBLEM(S) means defective Software distribution media and/or a failure of the Software to function substantially in accordance with the Software Documentation. 2.9 SOURCE CODE means a compilable copy of the Software which allows the Software installer to compile the Software into a Run -Time Version using the appropriate Development System; some portions of the Source Code may already be compiled by Contractor and provided in an executable, Run -Time or object code version. 2.10 USER means the unique combination of one log -in on one software display device. (Does not apply if a license is required for each CPU) 2.11 PUBLIC ACCESS MODULE means a unique subset of Software provided for the purpose of providing third parties read-only access to County data. 2.12 EXECUTION DATE means the date, after installation of the Software, upon which County (in writing), accepts the Software. 2.13 MATERIAL BREACH means the failure to achieve a milestone as set forth in the appendices. 2.14 SEVERE SYSTEM MALFUNCTION means the failure of the Software to perform as represented by Contractor in Appendix B. 2.15 ACCEPTANCE means County's willing receipt of the products, services and Software offered by Contractor, and County's agreement to pay for said products, services and Software. County shall always evidence Acceptance by a written statement, and not by payment alone. 3. TERM 3.1 Term. The licenses granted under this Agreement shall commence upon the County's Acceptance of the Software and shall continue in perpetuity. The maintenance and service Agreement shall be for a term of one year. However, 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. Therefore, within the thirty (30) days preceding the anniversary date of this Agreement, County shall notify Contractor if it wishes to renew this contract. 3.2 Term of License. Customer's license rights to the Software shall commence on the Effective Date of the Agreement and unless otherwise terminated as provided herein, shall expire at the expiration of the term set forth on the cover page of this Agreement. 3.3 Termination Caused by Default. If either party fails to observe or perform any material obligation under this Agreement, the non -defaulting party may give written notice to the defaulting party specifying the material failure. If the material failure is not corrected or a mutually agreed plan to correct the failure has not been established within thirty (30) days after the date of such notice, the non -defaulting party may terminate this Agreement upon written notice to the defaulting party. The right of the non -defaulting party to terminate this Agreement under this Section is in addition to all other rights that are available to it under this Agreement, at law or in equity. 3.4 Disposition of Software Termination. Upon the expiration or termination of this Agreement for any reason, the license and all other rights granted to Customer hereunder shall immediately cease, and Customer shall: (i) uninstall and return the Software (including all third party software licensed or provided to Customer by Licensor) to Licensor together with all reproductions and modifications of the Software and all copies of any documentation, notes and other materials respecting the Software; (iii) purge all copies of the Software or any portion thereof from any computer storage device or medium on which Customer has placed or has permitted others to place the Software, including copies of the Software made for archival and backup purposes; and (iii) provide Licensor a written certification that Customer has complied with all of its obligations under this Section. Upon termination, both parties shall be relieved from any further obligations to one another, except for accrued payment obligations, under this Agreement. 3.5 Extension or Modification. 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. 4. COMPENSATION 4.1 Overtime. County shall compensate Contractor in a sum computed and payable as set forth in the appendices. 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. 4.2 Withhold. 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 Software 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. 4.3 Taxes. 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. 4.4 Funding. 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). 5. PROPERTY RIGHTS AND CONFIDENTIALITY 5.1 Ownership. All title and rights of ownership in the Software and Software Documentation remain with Contractor and/or its suppliers and are protected by copyright, patent, and/or trade secret laws. County agrees to take all reasonable steps to protect Contractor's and its suppliers' proprietary rights in the Software and Software Documentation including, but not limited to, the proper display of copyright, trademark, trade secret, and other proprietary notices on any copies of the Software. All reports, analyses, documents, designs, methods, materials or documentation developed or conceived by the Contractor in connection with the project, except for the Utilities and Generic Enhancements (the "Work Product"), shall be considered "Works Made for Hire" as defined in 17 U.S.C. §101 and the County shall be the sole and exclusive owner thereof. The County acknowledges that the Contractor has developed computer software, ideas, designs, methods, specifications, inventions, concepts, information, know-how, experience, techniques, documentation and other pre-existing intellectual property (collectively, the "Utilities"). All rights in the Utilities and any generic or non -County -specific computer software or other intellectual property (including, but not limited to, improvements, extensions, enhancements and modifications to the Utilities) made, developed, conceived or reduced to practice by the Contractor in connection with its performing services hereunder (collectively, "Generic Enhancements") shall be owned solely by the Contractor, whether or not incorporated into the project. If any Utilities or Generic Enhancements are incorporated into the project, then upon payment of all amounts due hereunder, the Contractor grants to the County a worldwide, perpetual, royalty -free and non-exclusive limited license to use such Utilities and Generic Enhancements for the County's own use solely in connection with the County's use of the Work Product. Subject to the parties' mutual obligation of confidentiality, the Contractor will be free to use the concepts, techniques, and know-how used in connection with the projects. In addition, the Contractor will continue to be free to perform similar services for its other clients using the knowledge, skills and experience obtained during the projects. 5.2 Confidentiality. Confidential financial information of the Contractor should be transmitted separately from the main bid submittal, clearly denoting in red on the financial information at the top the word, "CONFIDENTIAL." However, Contract Professional is 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. Contract Professional agrees to keep confidential all of County's confidential information. Contract Professional 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. Contract Professional 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. 6. WARRANTY 6.1 Limited Warranty. Contractor warrants that after the delivery of the Software and Software modifications, if any, to County, the latest unmodified version of the Software released by Contractor shall substantially perform in accordance with the Software Documentation. Said Software is warranted to meet the specifications set forth as County's requirements, in the appendices and to operate as indicated in Contractor's proposal, in the appendices. 6.2 Service Warranty. Contract Professional warrants that the services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement. Contract Professional 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. 6.3 Limitations of Warranty. The above warranty is null and void if failure of the Software has resulted from accident, abuse, or misapplication; including unanticipated alteration or modification of the Software BY County. The above warranty applies only to Software Problems, which are apparent in the unmodified, standard Software, which is not merged with other software. Contractor shall not be required to correct errors during the above described warranty period attributable to: equipment malfunction; products other than the Software; use of the Software in conflict with or contravention of the Software Documentation or the terms of this Agreement; or accident, neglect, misuse, or abuse of the Software. 7. INDEMNIFICATION 7.1 Software Indemnification by Licensor. Licensor agrees to defend and indemnify Customer and to hold it harmless from all damages awarded against Customer, and all reasonable expenses (including attorneys' fees) incurred by Customer, for any claim of infringement of a third party's patent rights or copyrights against Customer by virtue of Customer's authorized use of the Software as delivered by Licensor, but only if Licensor is given prompt notice of any such claim and the right to control and direct the investigation, preparation, defense and settlement of each such claim and further provided that Customer shall fully cooperate with Licensor in connection with the foregoing. Notwithstanding the foregoing, Licensor assumes no liability or indemnity obligation for claims of infringement of intellectual property rights arising from (i) use of the Software in combination with non -Licensor approved third party products, including software and equipment, (ii) modifications or maintenance of the Software by a party other than Licensor or an entity authorized by Licensor to make modifications or perform maintenance, (iii) misuse of the Software, and (iv) failure of Customer to implement any improvement or updates to the Software, if the infringement claim would have been avoided by the use of the improvement or updates. Should the Software as delivered by Licensor become or, in Licensor's opinion, be likely to become, the subject of a claim of infringement, Licensor may, at its option and expense either (a) procure for Customer the right to continue to use the Software as contemplated hereunder, or (b) replace or modify the Software and/or modify its use to make its use hereunder non -infringing, without material loss of functionality. If neither option is reasonably available to Licensor, then this Agreement may be terminated at the option of either party hereto without further obligation or liability. 8. SUBCONTRACTORS 8.1 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 performance of this Agreement without County's prior written consent, which may be withheld in County's sole discretion. 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. GENERAL 9.1 Waiver, Amendment or Modification. Any waiver, amendment, or modification of any of the provisions of this Agreement or of any right, power or remedy hereunder shall not be effective unless made in writing and signed by the parties. No failure or delay by either party in exercising any right, power or remedy with respect to any of its rights hereunder shall operate as a waiver thereof in the future. 9.2 Choice of Forum. The parties agree that Weld County, Colorado shall be the proper forum for any action, including mediation and arbitration brought under this Agreement. 9.3 Attorney Fees. In the event an action, is brought to enforce any provision of this Agreement, neither party shall be entitled to recover legal costs, or attorney fees, in addition to any other amounts recovered. 9.4 Limitation on Actions. No actions, regardless of form, arising from the transactions under this Agreement, may be brought by an aggrieved party hereto more than two (2) years after the facts creating the cause of action are known to said party. 9.5 Severability. If any term, provision, or part of this Agreement is to any extent held invalid, void, or unenforceable by a court of competent jurisdiction, the remainder of the Agreement shall not be impaired or affected thereby, and each remaining term, provision, or part shall remain in full force and effect. 9.6 Survival. The terms, conditions and warranties contained in this Agreement that by their sense and context are intended to survive the termination of this Agreement, shall so survive. 9.7 Notice. All notices or other communications (including annual maintenance 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 by the sending party; or (d) transmission via facsimile, at the number set forth below, where a receipt or acknowledgment is required by the sending party. Either party may change its notice address(es) by written notice to the other Notification Information: Contractor: Tribridge Holdings, LLC Attn.: President, Address: 4830 W. Kennedy Blvd., Suite 890 Address: Tampa FL 33609 E-mail: Facsimile: County: Name: Mary Truslow Position: Director of Applications and Database Services Address: 1401 N. 17`h Ave. Address: Greeley, CO 80632 E-mail: mtruslow@weldgov.com Facsimile: (970) 304-6572 9.8 Force Majeure. Neither party shall be in default nor liable for any failure in performance or loss or damage under this Agreement due to any cause beyond its control. 9.9 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. 9.10 Taxes. County, as a governmental entity, is exempt from sales, use and other taxes or similar governmental charges or duties which might be incurred in connection with the exercise of the license(s) and rights granted herein to County, and therefore shall not be responsible for the payment of any taxes. Contractor shall be responsible for the payment of any sales, use or other taxes incurred when it purchases products, materials or services in the fulfillment of its obligations under this contract. Contractor is also responsible for the payment of all taxes or charges based on the income of the Contractor. 9.11 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 Appendices A, B, C, and D, 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. 9.12 Governmental Immunity. No term or condition of this contract 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. 9.13 No Third Party Beneficiary Enforcement. 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. 9.14 Fund Availability. Financial obligations of the (Board of County Commissioners of Weld County) payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. By execution of this Agreement, County does not warrant that funds will be available to fund this Agreement beyond the current fiscal year. 9.15 Employee Financial Interest/Conflict of Interest. C.R.S. §§24-18-201 et seq. and §24-50-507. The signatories to this Agreement aver 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. Contractor's has no interest and shall not acquire any interest direct or indirect, which would in any manner or degree with the performance of Contractor's services and Contractor shall not employ any person having such known interests. During the term of this Agreement, Contractor's shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflict with or in any way appear to conflict with the full performance of its obligations under this Agreement. Failure by Contractor's to ensure compliance with this provision may result, in Weld County's sole discretion, in immediate termination of this Agreement. 9.16 Independent Contractor. Contractor shall perform its duties hereunder as an independent contractor and not as an employee. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. Neither Contractor nor any agent or employee of Contractor shall be deemed to be an agent or employee of County. Contractor and its employees and agents are not entitled to unemployment insurance or workers' compensation benefits through Weld County and County shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. Unemployment insurance benefits will be available to Contractor and its employees and agents only if such coverage is made available by Contractor or a third party. Contractor shall pay when due all applicable employment taxes and income taxes and local head taxes (if applicable) incurred pursuant to this Agreement. Contractor shall not have authorization, express or implied, to bind County to any agreement, liability or understanding, except as expressly set forth in this Agreement. Contractor shall have the following responsibilities with regard to workers' compensation and unemployment compensation insurance matters: (a) provide and keep in force workers' compensation and unemployment compensation insurance in the amounts required by law and (b) provide proof thereof when requested to do so by County. 9.17 Entire Agreement/Modifications. This Agreement contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiation, representation, and understanding 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. 9.18 No Conflict. No employee of Contractor nor any member of Contractor family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contract Professional's operations, or authorizes funding to Contract Professional. 9.19 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, Contract Professional agrees that the Weld County District Court shall have jurisdiction to resolve said dispute8 9.20 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. 9.21 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. 9.22 Software Piracy Prohibited. State, county or other public funds payable under this Agreement shall not be used for the acquisition, operation or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and warrants that, during the term of this Agreement and any extensions thereof, Contractor has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If Weld County determines that Contractor is in violation of this provision, Weld County may exercise any remedy available at law or equity or under this Agreement, including, without limitation, immediate termination of the Agreement and any remedy consistent with Federal copyright laws or applicable licensing restrictions. 9.23 Examination of Records. To the extent required by law, the Contractor agrees that any 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 upon reasonable notice to Contractor and at a time and place not disruptive to Contractor's normal business. The Contractor agrees to maintain these documents for three years from the date of the last payment received. 9.24 Non -Assignment. Contract Professional may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contract Professional 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 Contract Professional hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 12. INSURANCE REQUIREMENTS Insurance and Indemnification. Contractor must secure, at or before the time of execution of any agreement or commencement of any work, the following insurance covering all operations, goods or services provided pursuantto this request. Contract Professionals 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. 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 Director of General Services by certified mail, return receipt requested. Such written notice shall be sent thirty (30) days prior to such cancellation or reduction unless due to non-payment of premiums for which notice shall be sent ten (10) days prior. If any policy is in excess of a deductible or self -insured retention, County must be notified by the Contract Professional. Contract Professional shall be responsible forthe payment ofany deductible or self -insured retention. County reserves the right to require Contract Professional 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 specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Professional. The County in no way warrants that the minimum limits contained herein are sufficient to protect them from liabilities that might arise out of the performance of the work under this Contract by the Contract Professional, its agents, representatives, employees, or subcontractors. The Contract Professional shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contract Professional stipulates that it has met the insurance requirements identified herein. The Contract Professional 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 Contract Professional and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. Types of Insurance: The Contract Professional shall obtain, and maintain at all times during the term of any 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 Contract Professional'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 Contract Professional or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such Contract Professional or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance shall include bodily injury, property damage, and liability assumed under the contract. $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal Advertising injury 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. 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 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, Contract Professional 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: Aggregate $ 2,000,000 Contract Professionals shall secure and deliver to the County at or before the time of execution of this Agreement, and shall keep in force at all times during the term of the 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 related Bid or Request for Proposal. Proof of Insurance: County reserves the right to require the Contract Professional 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, Contract Professional's insurer shall name County as an additional insured. Waiver of Subrogation: For all coverages, Contract Professional's insurer shall waive subrogation rights against County. Subcontractors: All subcontractors, independent Contract Professionals, sub -vendors, suppliers or other entities providing goods or services required by this Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverage's required of Contract Professional. Contract Professional shall include all such subcontractors, independent Contract Professionals, sub -vendors suppliers or other entities as insureds under its policies or shall ensure that all subcontractors maintain the required coverages. Contract Professional agrees to provide proof of insurance for all such subcontractors, independent Contract Professionals, sub -vendors suppliers or other entities upon request by the County. 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. Bidder 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, Bidder 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: Aggregate $ 2,000,000 The insurance shall provide coverage for the following risks a. Liability arising from theft, dissemination and / or use of confidential information (a defined term including but not limited to bank account, credit card account, personal information such as name, address, social security numbers, etc. information) stored or transmitted in electronic form b. Network Security Liability arising from the unauthorized access to, use of or tampering with computer systems including hacker attacks, inability of an authorized third party, to gain access to your services including denial of service, unless caused by a mechanical or electrical failure c. Liability arising from the introduction of a computer virus into, or otherwise causing damage to, a customer's or third person's computer, computer system, network or similar computer related property and the data, software, and programs thereon. IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first stated above. TRIF3RIDGE HOLDINGS, LLC Th E OF PERSQSICJNIN Josh Jaquish, Vice President POSITION OF PERSON SIGNING ATTEST: G/ BOARD OF COUNTY COMMISSIONERS Weld Cpny Clerk tot B i WELD COUNTY, COLORADO BY Deputy CWrk to the'$ ddTi a1,.,.e "�C,�/ Barbara Kirkmey"er] Chair JAN 1 9 2015 APPROVED AS T FUNDING: a ontroller APPRO AS TO FORM: County Attorney X0/5 O2O TRIBRIDGE Appendix A December 18, 2014 523 West 6" Street Suite 830 Los Angeles, California 90014 Office 213-785-5749 Subject: Weld County - Pretrial Services Case Management System Statement of Work To: Mary Truslow — Department of Information Technology, Weld County Thank you for selecting Tribridge as your partner to implement a new Pretrial Services case Management System. We are confident in the success that Tribridge and our Tribridge Offender360 solution will bring to your agency. We are pleased to provide our statement of work for the implementation of the Offender360/Microsoft Dynamics CRM based solution. This statement of work is based on the County's requirements described in the RFP #B1400100 our understanding of these requirements our approach to meeting these requirements described in our RFP response document dated June 23,2014 and our experience implementing similar systems to other agencies. The balance of this document outlines the following: 1. Project Approach and Timeline 2. Project Scope 3. Project Assumptions 4. Project Fees 5. Deliverable Payment Milestones 6. Appendix A: Scope of Work 7. Appendix B: Offender360 EULA 8. Appendix C: Tribridge Customer Care Agreement If have any questions regarding this statement of work or the project, please feel free to contact me at (916) 799-7021. Very truly yours, TRIBRIDGE HOLDINGS, LLC By: John Schloemann West Region Account Manager— Public Sector Proprietary and Confidential Statement of Work Project Objective & Approach Weld County (County) has selected Tribridge and Offender360 as the new offender/client pretrial services case management system. Tribridge understands that the County desires a new system to consolidate, view and manage defendant data, as well as perform and store CPAT pretrial assessments and images within the system for ease of access. The County is in need of dynamic end user dashboards and reports with the ability to query the system in order to move towards a risk -based bail decision -making process. The new automated Pretrial Case Management System should help streamline, and automate the County's process and create efficiencies with the organization. With this understanding in mind the following points describe our standard approach and methodology to project management, end user training, business process analysis and the steps for implementing Tribridge Offender 360/Microsoft Dynamics CRM 2013 to the County. Other details specific to the County's implementation are described in our Project Assumptions section. Define Phase Systems Architecture Review — A review of the current infrastructure is conducted to determine the hardware and software needed to support the implementation. Project Planning — A planning meeting is conducted to confirm the scope, deliverables, and target milestone dates for the project. Expectations, time requirements and the project schedule are reviewed. The high level roll -out strategy for the implementation is discussed and the project logistics are determined (project room, status meeting times, documentation standards, etc.). Project Kickoff —A meeting is conducted with all project stakeholders to communicate the purpose, scope, and timing of the project. Additionally, roles and responsibilities are reviewed for a mutual understanding of expectations. Design Phase Define Functional Requirements — Meetings will be held with functional users from each business group to gain an understanding of the current business processes, reporting requirements, and functional system requirements as outlined in. Tribridge will then facilitate a discussion around future business practices so that they are aligned with the goals and objectives of the project. When possible, Tribridge will offer industry experience and best practices to be incorporated into the future business processes. We will work with you to obtain sign -off and approval of the functional requirements before moving forward. Define Report Specifications — During this step, County identifies all reports and develops initial specifications. Additionally, the reports are mapped back to the design so that all necessary data is captured in the system. Page 2 of 34 Proprietary and Confidential Demonstrate Software Functionality - Tribridge will conduct a walk-through of the key software components to be implemented. The purpose of this system walk-through is so that key stakeholders understand the core concepts of the application and its general use. This provides the County's project team with a high-level understanding of functionality that can be utilized in the system design. Functional System Design & Prototype Development — This step will map your processes with the software's functions, including screen configuration, security requirements, reports, and workflow. A high-level prototype of the software is developed based upon the approved requirements and the feedback received from the system walk-through. This enables the functional business users to visualize the system and provide final feedback in order to obtain signoff and freeze the design. This step is the foundation for a successful deployment. Integration Design — A detailed design is developed to identify the integration points and the timing of data exchange between systems. Plan Data Conversion — An overall plan forthe data conversion effort is developed and finalized. This plan identifies the sources of legacy data, data formats, an estimate of the number of records, and the effort required to cleanse the data. Complete Deployment Plan —The deployment plan includes details on when and how users will be given access to the system. This approach helps transition administration and technical support to internal County IT team members. Complete Training Plan — Tribridge is committed to our customers being self-sufficient on the use and administration of the application when we complete an engagement. In order to achieve this, we offer user training that is tailored to County's business. Confirm Build — Once the design is complete and signoff is obtained, the Build effort is confirmed and finalized. The work plan is updated as needed to reflect milestone dates and timing. Build & Test Phase System Customization - During this step, all system development activities are performed. System parameters are setup and screens are configured using the Microsoft Dynamics CRM Customization tool. Develop Reports — Custom reports are built and initially tested. Develop System Integration — System integration points are mapped and processes are implemented to manage the integration to other system(s). Perform Initial Data Conversion —This step maps fields and loads legacy data into the system. This not only provides a test for the data conversion effort, but also populates the database with sample data for pilot. Page 3 of 34 Proprietary and Confidential Pilot Test the Design — All business scenarios are executed through the appropriate system activities, utilizing sample data, inputs, and transactions in such a manner as to simulate use in a full production environment (the "Design Pilot"). Results of the activities are compared against the expected results and, where necessary, changes are made to the system and the scenario is repeated. This step, truly, is the crux of the implementation effort. Comprehensive, successful completion of this step so that there are minimal problems and surprises on the "Go Live" date. System Test —All end -to -end processes and integrations with external systems are tested. Results of the activities are compared against the expected results and, where necessary, changes are made to the system and the scenario is repeated. Deploy Phase Train Users — Procedures developed during the Design Pilot are finalized. A training plan and high-level functional training materials are developed. End user and technical training is conducted. See Training Plan section of our proposal for specific details. Migrate to the Production Environment — Customizations and reports are migrated to the Production database. Users and security settings are implemented. Execute Data Conversion — During this step the converted data will be loaded. Once data is fully loaded, reports will be generated and reconciled with the current systems for validation so that the system will operate in conformance with all specifications in the production environment. Since this step marks the key point before using the new system in a production environment, sufficient quality checks will be included to confirm accuracy such as user sign -off and management approval of conversion results. This step may take place over a weekend and typically requires the involvement of the entire Project Team. "Go Live" — Users begin using the application to perform their daily processes. Project documentation is finalized and reviewed. Post Implementation Support — Our project team will monitor the usage of the application features and the overall performance of the system. The primary objective of this step is so that the new system is fully operational and sufficiently provides the needed functionality and management information. Tribridge has developed the following work plan, which is preliminary based on our current understanding of the scope of work outlined in our SOW herein. The work plan will provide the County with an anticipated overall project duration broken out by weekly tasks and key milestones. Tribridge will provide a detailed Project Plan, once we are able to gain further details of the project from the County's project team. The detailed plan will include schedules, roles and responsibilities for Tribridge, as a well as the County staff on the project. A detailed project plan will be created during the design phase of the project. Based on this implementation approach we anticipate project completion in approximately two to three months. Page 4 of 34 Proprietary and Confidential Project Scope Tribridge has read the specifications and requirements provided in the RFP. To meet these requirements Tribridge will be implementing Offender360/Microsoft Dynamics CRM version 2013 deployed on premise hosted by Weld County. In addition we will use Formula Manager for configuration and customization of the system to meet requirements. The attached (Appendix A) represents the scope of work Tribridge will deliver during this engagement including the assumption outlined below. Project Assumptions The following assumptions provide specific details associated with the implementation of the software solution proposed and have been made in regard to this project, as we understand it from the RFP. These assumptions are critical to the County's understanding of the services to be delivered by Tribridge and the expectations associated with the successful delivery of the project: General Assumptions 1. Management Commitment. Our experience shows that successful projects require strong management commitment. Executive sponsorship of this project is essential. Our implementation experience has proven that projects with strong executive involvement go more smoothly, produce expected budget results, and have strong client satisfaction. Accordingly, a Steering Committee will be put in place to assist with critical design and procedural decisions. 2. Project Team Commitment. To keep the project on schedule, we expect the core Weld County project team to be dedicated to the project for key activities such as functional system mapping sessions, pilot testing, system testing, training and "Go Live" activities. The timeframe outlined assumes we are able to effectively coordinate the schedules of Weld County. We will keep you informed when scheduling issues have the potential to impact the milestone dates or costs. 3. Internal IT Support. We expect that Weld County will identify an internal resource, typically an IT team member, as the Microsoft CRM / Offender360 administrator. Our experience shows that this person should be identified as early in the project as possible in order to learn as much as possible from the Tribridge team. 4. Change Orders. Tribridge will work with you to execute change orders, as appropriate, to clearly communicate additional products or services and the related fees or costs which are outside the current budgeted hours included in this proposal. Tribridge will not incur additional time on tasks or add items to the scope of work until the change order is approved by your team. 5. Communication Plan. Change management activities and communication planning and delivery can be very important during a software implementation project. Tribridge can assist in this area if needed, but we have not budgeted hours to provide these items during this implementation. Weld County personnel will be responsible for creating the messages and executing all tasks in the communication plan on a timely basis. Page 5 of 34 Proprietary and Confidential 6. Confidentiality of Information. Tribridge shall maintain confidentiality of defendant related information in accordance to federal and Colorado state laws. 7. Project Management. We will conduct weekly status meetings with the project team and Steering Committee meetings, as needed, throughout the project. We will prepare written status reports detailing accomplishments, next steps, and outstanding issues. Additionally, we will review key decisions, budget, project timeline, and issues for resolution. We will present these status updates in a discussion format so that the Weld County project team and management remain actively involved in the project, and so that all questions and issues are addressed in a timely manner. 8. Design Approval. Once the design of the application is approved, we will "freeze" the design. You will be required to sign off on the design, indicating your approval. If we do not have any communication back from you within two business days, we will assume you have no concerns and continue moving forward on the project. Any functionality not specified in the scope of this document or identified after the design is frozen will be considered out -of -scope, and will be documented for inclusion in future phases. 9. Site Accommodations. Tribridge will perform key tasks onsite at your office in Greeley, CO such as design sessions, testing, training, and deployment. A work area/project room will be dedicated for the duration of the project with ample workstations and ports to allow access to the application and Internet. Remote secured access (VPN) will be required to allow us to perform some tasks from our office. Ongoing Tribridge support requires usage of Tribridge remote support assistance tools (i.e. Team Viewer, LogMeln, over HTTP, etc.) 10. Projected Project Duration. Tribridge anticipates the tasks outlined in this project to be completed in approximately two to three months. Tribridge and Weld County both have accountabilities to completing the project in an agreed upon duration. Items that affect the project timeline that are customer accountabilities may result in change requests. 11. Hardware. Tribridge is not providing or implementing any hardware that may be associated with this project. The implementation of hardware and network infrastructure to support the systems that will be implemented are the responsibility of the County. All applicable hardware and network infrastructure must to be purchased by the County and in place by the start of the design phase. 12. Software Issue Resolution. While Tribridge works closely with Microsoft and other third party ISVs, as a partner we cannot warrant the functionality or the performance of these software products. Our commitment is to work closely with you and the respective publisher to quickly address any software issues that may arise. Any hours incurred addressing such issues will be billable as we do not warrant the products. We have not budgeted any such hours in our costs. Page 6 of 34 Proprietary and Confidential 13. Tribridge Offender Management Framework. Tribridge Offender360 is a solution that is built within Microsoft Dynamics CRM. Tribridge Offender360 provides a key set of pre -configured entities and attributes for an offender / client management solution. In other words, key data elements have already been created (i.e., tables and fields) and are available throughout the Dynamics CRM solution on screens, reports, views, workflows, etc. We fully anticipate that Tribridge Offender360 meets a number of the requirements presented by the County's requirements document. Furthermore, we do anticipate that additional configuration of the Tribridge Offender360 solution will be required to meet the remaining requirements (as outlined in our scope). Tribridge and the County will execute the Offender360 End User License Agreement (EULA) attached prior to providing the County with Tribridge Offender360. Per the agreement, Tribridge will provide the County with its current version of Tribridge Offender360 to support functional requirements similar to or the same as the functional requirements listed in the scope described herein. Specifically, County will be provided the XML compiled solution (i.e., source code). In essence, this constitutes the "source code" of Tribridge 0ffender360. Both County and Tribridge understand and acknowledge that existing Tribridge Offender360 CRM code may contain more modules and/or functionality than what is required to deploy to meet the requirements listed in the RFP. The implementation of any functionality determined to be outside this SOW are considered out of scope. 14. Partner of Record. In order to adequately support Weld County during the implementation of Microsoft Dynamics CRM, Microsoft requires that Tribridge be designated as Weld County Partner of Record. This designation allows the implementation team to access your account information to efficiently support you during, and after the project. Weld County will designate Tribridge as its Partner of Record prior to the start of the project. 15. Contingency. Tribridge recommends that the County include a minimum of 20% contingency to accommodate any unknown elements going into a software implementation project. Tribridge has not included such contingencies in our costs. As part of our project management services, each month or after key milestones are accomplished Tribridge will conduct a fee review process in which we will provide details on the fees incurred as well as the fees remaining to complete the project. Design Assumptions 16. Business Requirements & Reference Materials. Weld County has provided reference materials such as existing process flows, sample reports, screen shots, spreadsheets, and requirements lists within the RFP that will assist Tribridge in gaining an initial understanding of your business and to aid in facilitating the design sessions. 17. Functional System Mapping. Per discussion to date, Weld County will leverage existing Offender360 functionality as -is with limited configuration changes. Tribridge will lead and assume responsibility for reviewing Weld County's business processes and information against the existing Offender360 functions and screens to determine configuration changes. The County will defer to standard Offender360 functionality wherever possible. Tribridge will then conduct a system prototype review, Page 7 of 34 Proprietary and Confidential. to offer business users the ability to visualize the system's functionality, provide feedback and freeze the design. Tribridge will obtain prototype approval and sign -off from Weld County prior to moving forward. 18. Design Approval. Once the prototype of the application is approved, we will "freeze" the design. Weld County will be required to sign off on the design, indicating your approval. If we do not have any communication back from you within two business days, we will assume you have no concerns and continue moving forward on the project. Any functionality not specified in the scope of this document or identified after the design is frozen will be considered out -of -scope, and will be documented for inclusion in future phases. Build & Test Assumptions 19. Install. Tribridge will perform the install of the Dynamics CRM/Offender360 application software and applicable 3rd party products in a total of (2) environments. 20. Software Configuration. Per discussion to date, Weld County will leverage existing Offender360 functionality as -is with limited configuration changes. Tribridge will guide Weld County on mapping their requirements to existing Offender360 screens and functionality. Any additional software configuration (adding fields, changing field label names, adding data relationships, modifying navigation, adding workflows, etc.) will be created using the Microsoft Configuration Tool. The costs outlined are for minor configuration changes as described and are based on our understanding that the County will defer to standard Offender360 functionality wherever possible. When necessary, Weld County may need to alter existing processes to more easily adapt to the system design. Design and development of custom NET coding is not covered within this scope. If additional requirements are identified not included in the scope of work described herein, Tribridge will provide an updated cost via a Change Order. 21. Security Roles & Teams. Tribridge has budgeted time to configure up to four security roles. Tribridge will train Weld County to configure additional roles as needed, as referenced in the Technical Training Assumption. 22. Role Based Forms. Tribridge has budgeted time to configure the main form on each entity used within Offender360. Tribridge will train Weld County to configure additional forms within the system, as needed, as referenced in the Technical Training Assumption. 23. Workflow. Tribridge will create up to five workflows to address primary business processes. To support the creation of additional workflows, Tribridge will provide technical training for Weld County team members on how to implement workflows. Page 8 of 34 Proprietary and Confidential 24. System Testing. Weld County will document user test scenarios to assist the system testing effort. The majority of tasks in the system testing will be performed by Weld County with Tribridge's guidance. Generation of test scripts will be performed by Weld County. Reporting & Dashboards Assumptions 25. Custom Reports & Dashboards. Tribridge will build up to one SQL Service Reporting Services (SSRS) report and seven dashboards. Tribridge will provide technical training for Weld County team members on how to create additional dashboards. Training Assumptions 26. Functional Training. Training is a key element which contributes to the success of the project through user adoption of the system. Functional training will be provided to the project team to enable pilot and system testing. This project team will become 'super users' of the system, and learn those aspects of the 0ffender360 solution that is relevant to pretrial case management. Tribridge will conduct training onsite at Weld County. Tribridge has included time for up to four distinct half -day functional training sessions. 27. Administrative & Technical Training. Tribridge will train the administrative and technical team. This training will cover the following areas: • Microsoft Dynamics CRM Processes (workflows and dialogs) • Report Wizard • Dashboard Management • Advanced Find Query Tool • Data Import Utility • Administration o Security Roles and User Maintenance o Teams o Field Level Security • Microsoft Dynamics CRM Customization Tool o Customization of Forms & Views (add a field to the database, add a value to a pick list, change a label name, add/ change a view, etc.) • Auditing • Duplicate Detection Rules • Mail Merge Templates Tribridge has included up to four distinct half -day administrative and technical training sessions. Tribridge will provide standard Microsoft system documentation as part of the project. Data Migration and Integration Assumptions Page 9 of 34 Proprietary and Confidential 28. Data Cleansing and Data Import Approach. Per discussion to date, Weld County will input data moving forward, and there will be no automated entry of historical data. Tribridge has not included data cleansing, data import, or data conversion within this scope. Weld County will be responsible for all data entry, data clean up, and data validation. 29. Integration. Tribridge has not included integration with external systems within this scope of work. Support Assumptions 30. "Go -Live" Support. Tribridge has budgeted for one man -week of "Go -Live" support in which Tribridge will work with Weld County to stabilize your Offender360 environment. Post "Go -Live" Support. Microsoft Software Assurance support will be used by the County to provide 24/7 phone and online technical support. Tribridge will provide support of Offender360 as described herein. Page 10 of 34 Proprietary and Confidential Project Fees The total project cost is $139,085 for year one software, maintenance and consulting services described herein. Tribridge's services costs are a fixed fee cost for implementation of the scope of services described in Appendix A with assumptions. These assumptions include critical information to the County on the level of effort for meeting their requirements, which is the basis for the fixed costs described. The costs provided represent maximum costs, inclusive of travel and direct expenses that may be incurred during the project for the scope of services and duration specified herein. Any changes to the scope and assumptions described in our proposal response may impact either the time for completion or the fees, or both. Tribridge is a reseller of the software components with software maintenance listed and included as part of this project. Software On Premise Software Description Cost 1- Microsoft Dynamics CRM Server License w/ Microsoft Software Assurance included $4,668 11 -Microsoft Dynamics CRM Professional CAL License w/ Microsoft Software Assurance included ($932 x 11 Users) $10,252 1-Tribridge — Offender360 License (Pretrial/Offender Management Solution for Microsoft Dynamics CRM) (One Time Fee for the software for up to 100 users) $25,000.00 Formula Manager (One Time Fee for the software for up to 140 formulas) $9,885 *Total Software & Maintenance $49,805 *Software Maintenance: Software maintenance and enhancements, which include; software updates, patches, bug fixes and access to new versions of the software are included in the cost of the software licensing for year 1. Description of Year 2, 3, 4 and 5 are outlined below; • MS Dynamics CRM — Year 1 included, Year 2, 3, 4, 5 are $2,984 per year. • Offender360—Year 2,3,4,5 are capped at $5,000 per year and will not increase during this period • Formula Manager — Year 2,3,4,5 are $1,977 per year Consulting Services Professional Services Descriptions Cost Project Management $26,400 Installation $13,200 Functional & Technical Design & Prototype Reviews $22,880 System Configuration/Build $52,800 Page 11 of 34 Proprietary and Confidential Reports & Dashboards $8,800 Pilot & System Testing $8,800 Documentation and Training $17,600 Go -Live Support $8,800 Consulting Services Sub Total $159,280 *Applicable Credits $70,000 Consulting Services Total $89,280 *Tribridge has included a $50,000 implementation services credit for the County on this project. This Tribridge credit represents our investment in building a standard solution (aka Pretrial360) with the County, which then Tribridge can market and implement to other Counties, such as; Mesa in the future. The investment represents our level of partnership on this project with Weld County and demonstrates our commitment to project success now and in the future. This credit will be applied to final project billings. *Mesa County has included a $20,000 investment in the development of the solution being developed by Tribridge for Weld County. The Mesa County investment will be paid directly to Tribridge to compensate Tribridge for implementation costs in the delivery of the solution to Weld County in exchange for a copy of the developed solution (Pretrial360) at the conclusion of the project. Deliverable Payment Milestones The cost table below represents a deliverable milestone and payment schedule based on the software and service costs described herein that will be delivered during the project. Description Cost Milestone 1— Contract Signed and Executed (Software Purchase) $49,805 Milestone 2 —Software Installation $18,480 Milestone 3 —Functional & Technical Design, Prototype Acceptance $28,160 Milestone 4 —System Configuration, Reports/Dashboards and Build Acceptance (Includes Tribridge $50,000 Services Credit) $16,880 Milestone 5 —System Testing and Training Completion $11,852 Milestone 6 —System Go Live and System Acceptance $13,908 Total Milestones and Net Cost to Weld County $139,085 Appendix A: Scope of Work Page 12 of 34 Proprietary and Confidential -i The following pages represent our understanding of the scope of work associated with the Pretrial Case Management System project. Page 13 of 34 Proprietary and Confidential Functional ReatdremalLt Rapnme upl10d:9/u/mge YaerlerrrFe_ tea•aNFhefl—OrrM-MNThea —lrtaaNtwa egMN—raeelte i w.s* its aefiINeNe/aamtNekn arWY M eef-S iewprO MN* dtYYellegYie*re ad stc —*seamrawt YIar'I r M1n. ealetar by Peprpnpyar wara*tmet la esltrt�N. Response ReO• Cairera Category Cede Comment Provide drop down, table driven data elements updatable by system to -01 adminisnanors. R S Standard Wncnlona!- in rMPndaN64 ORCndarfeO provides system generated messages upon Provide all system generated messages data entry Failure to ensure data integrity; additional to explain any system or data entry messages on be configured to meet specific GE -02 failures. S CF requirements. Provide a data dictionary far data GE -03 elements and rerational links R 5 Standard Functionality in (Mlender360. Ability to rename any data elements or Entities and fields can be modified directly from the fields, or at least the ability to change Customization settings in the application; data labels can OE -04 data labels an .croon/form. R S be changed even after tae hem has been uaa tad. Multiple functions, including printing, can be generated Generate and print documents For either a single record via tine form Or across multiple GE -05 ndividualytr by batch. R S records from a list view. Print documents and reports to CF -06 accommodate different paper In outs R 5 Yes, including custom reports. Multiple options for this; setting the recant to an Inactive Ability to archive case and defendant status w'retain the record m the database but filter it our GE -0J records. R 5 of all lists and forms in the OI Overall, and generally speaking, system System in inherently paperless and can be streamlined GE -0G should bees paperless as possible. N 5 even more by cenfiaurine workflow leek_ Ability to interface and produce labels Ct-a 9rsiaa1abe1wr5ter i. R S Yes for bath documents and rep01t5. GE -to Ab,hrm to rave documents as POF. S S Yea, far both documents and reports. GE -11 Provide print preemw Fund, nnelrty S 5 vea. for both documents and reports. Ability to integrate closed Yes multiple options to migrate closed historical records, rose/defendant records to en open including the data import mm within the ul or via utilizing GE -11 rase/defendant record S S an En tom. Ability to link groups of related records leg., linking several court case numbers involving the same defendant whether Several options available such as entity relationships and GE -13 open or closed records). N S Connections Abrlm to have free Bert raids for capturing lnfarmadon garnered during assessments and ongoing rase Yes, both standard was fields and creating now testfiolds GE -14 n of defendants R S directly in the Customization tool within the core ul. Ability for multiple users to write to she same case or defendant record and denote user's identification (far lagging/auditing purposes) on record GE -15 changes. R 5 Yes, Audit Hiseoryisseandardfunchonaliry_ 9bllity to create automatic spell and grammar check and wad wrap any GE -16 narratives entered into the system. R 5 Standard hanclionality within the browser. Allow for ongoing chronological entry at case notes by date, time, and by user with coding capability as to the type of Yes, creation of cases and the notes within the cases GE -1] entry R S onovide this functionality. Ability to include defendant photo imaging capability with standard image GE -18 fire types N S Standard functionality in ORender360. Page 14 of 34 Proprietary and Confidential Ability to scan images in a compatible Scanned images and files can be uploaded and attached to GE -19 5le format S S the system. Record, track, and report demographic The defendant record has extennve standard fields which data of each defendant as defined by can be easy extended and modified via the Unionization GE -20 Weld County R S tool within the UI. Record and crack person based flags GE -21 e.g. defendant alerts. R S Standard functionality in Offender360. Allow entry of reason for initiation such openergenew defendant arcane record or reopening such records after Each system status has a related Sums Reason picWist GE -22 being closed R 5 tied which can be modified to track custom reasons. Nodfy user when a case or defendant record already existthat may relate to such case or defendant ecord followed by user mimated search for duplicate Duplicate Detection is standard functionality and ran he case or defendant to redundant data configured to alert users of potential duplicate entry GE -23 en,,. S S based on deMabla rriteda_ slaw for lining and retention of GE -24 delendant aliases S S Standard functionality in ofender3bo. Allow for lining and retention of basic GE -25 defendant physical description N S Standard functionality in Grfender360_ Provide Rag or other indicator treat an Interpreter is required to interact with GE -26 defendant. N CF Flag can beeasily added to Offender360. GE -22 Track defendants orfmary language S S Standard functionality in Offender360. Allow for timing and retortion of defendant whabitanas with indantlfying Standard functionality in 0ffender360 via Connections and GE -28 information N S Related Contacts_ Allow for lining and retention of Standard functionality in Orfender360 Employment SF_ -29 defendant employment ,card, S S Ninory Allow for lining and retention of defendant of applicable corresponding GE -30 contact information R S Standard functionality in ofender36G via contact area. Record and track defendant employment related details (e -g. Standard functionality in Otfender360 via Employment GF-3t cunenr employer, address, phone. err-' R S History. Stlow for lining and retention of defendant education attainment and Standard functionality in oflender360 via Education 'SE -32 status N S Cracking. Record and track defendant military GE -33 history or scams. N S Standard functionality in Offender360 via Military History. Record and track unlimited timber of phone numbers and email addresses of Standard functionality in ORender360 via related Phone GE -34 defendant R S Number entity. Record data related to the defendant's hmily, mends, neighbors, co- defendants with ability to associate Standard functionality in DRender360 via Connections and GE -35 siach relationship S S Related Contact, Ability so record and track menial health condition and history of Standard funalanallty In oMndar36G via Treatment GE -36 beatment R 5 History and Management Plan. Ability to record and ..it defendant Standard functionality in Offender360 via Drug Testing and GE -3T substance use. R 5 Mansent Plan. Abilityto record and review staff Standard functionality in olfender36R via Case Notes, GE -3g observations of defendant N S Pm ress Reports. and Management Plan. Support an unlimited amount of court GE -39 cases per defendant R S Standard finch onalicy in ORender36Q Page 15 of 34 Proprietary and Confidential For each defendant support distinct case related infeone don such as current arrest charges, bail bond cumiciuns and ORender360 provides relevant Case -related information: orders, hearings, warrants, dispositions additional information can be configured to meet specific GE -fib victim related information.e R CF requirements. Support unlimited number of charges GF41 nst a defendant P S Standard functmnair ,n Offender360. Record attributes ofa defendant's case, such as felony, misdemeanor, o-amR, GE -02 domestic violence. R S Standard functianafrtr in ofender360. Record any mod,Lut,any related to the GE -43 defendants cave disposition, S 5 Sundard font c.i.a ptl'ende.did. Provide automatic calculations of defendant's age and length of time at GE -49 rurmeneresideuce and in Colorado S 5 Standard functionality In Dftender360. Record and track alleged victim information related to defendant case Ohknder360 provides Victim tracking, additional details GE4S record. S CF can be conficared to meenspeclfic raquvements Record and track any protective orden Protective Orders can be added via configuration to GE -46 related to defendant case record R CF ORender360 Record final disposition of case record Standard dispositions are provided, which can be GE -4l related to defendant R S customized. List and retain all staff member GE -08 assignments to a defendant R 5 Standard functi onalicvn OHender360_ Abll,y so record and track all monitored GE49 sobriety test results. 5 S Standard functionality in O%ender360va Drug Testinp Provide ability to allow usertp denote reason for case or defendant recora Each system status has a related Status Reason picidist GE -S0 closure by Woe. R 5 field which can be modified to track custom reasons. back all cot hearings of defendant, with ability to batch pan and future GE -S1 court Mann deaand , atenn e �a _ � Ru S Standard nctionalty in OffW ender3. Case and Defendant records can be expunged in a variety of ways, depending upon specific requirements; records can be "locked' and made visible to only a specific user group based on security role; records can also be At' lity for administrator to expunge a completely removed from the system if genry-specific GE'53 case or defendant record. R CF expurge nsent rules n u Ability to capture, store, and record and stark court ordered conditions for each GE -53 defendant and by case number. R 5 Standard functionality in Offender3G0_ Included in standard view which can be modified or Ability to capture and track all .pen and custom views can be easily created using the GE -5o dried cases assigned to a defendant. R S Customization tool In the UI. Ab'irry to capture, score defendant name, current re idence, contact information, case number(sf, arrest charge(s), assigned Pretrial Si... Specie list court dates, Offender360 Provides relevant Defendant information; toxicology tes ingand electronic additional Information can beconfigured to meet specific GE -SS r_naresuir_enls R Ca equrerrrenes Provide for unique defendant G E.te rd.nufym number S S Standard functionality in OHender360. Oflender360 can back and display current and past criminal history; a date conversion effort may be re.t ,red to incorporate historical criminal data, or an ongoing Integrate the defendant's currant and integration can be created to other agency system(sf to GE -5T Irastcrim Mal history ministration S CF 'Cadet nal history from those a orncus. Page 16 of 34 Proprietary and Confidential Tedoial Functioned Reg akrnients Rega se yadanWtlgaaw•liar/ee• ora•aesn.n1wii Weey.aemam.aer aaerSlet rraNrn11a ieWY4nlWnaranMrbt.e,lra YYs.bsesrsnsa/. OavwsS'W Wale ereseapadradeetr. .gaaiwe weratetae_JaY,y aee afJatswarelen altaIv mIlaghaattsdlnsarawaayplala Response Rail Oileria _ _ xy_ Cede _ Cbmnau _ _ There are three key hosting options: On Premise at the customer location on! customer provided anvrionmem; CRM Online: hosting Desmbeyour solutions different hosting provided by Microsoft in a multi -tenant environment; Partner options (dedicated hosting, virtual hosting, on- Private Cloud hosted by a 3rd party partner in a private, TC01 site hosting, cloud hosting]_ _ escribe S _ custom¢ableenvironmenc _ _ _ _ Microsoft SQL Server database engine and hiaoaoR SOL Server Reporting Services are required to install and run on-prenises versions of Microsoft Dynamic CRM 2013. Recommended hardware requirements for Dynamics CRM Server are: • Quad -core x64 architecture 2 GHt CPU or higher such as AMD Opteron or Intel %eon systems • 1€ -GB RAM or more • 40 GB or more of availade hard disk space • SAS RAIDS or RAID 10 hard disk array Provide recommended hardware requirements for all server systems For additional details, please see http://rr, sdn.microsaf.com/en- (processor, architecture, RAM, hard drive, us/library/hh699808-aspx and http://msdn.microsakcwn/en- TCO2 ohvsical server environment etcl Describe S us ibrarvRth699840 as x tribridge 0Render360 is powered by Microsoft Dynamics CRM, which requires Windows Server 2008 or Windows Server 2012 64 - bit -based computers. The solution also requires Microsof SQL Sarver 2008 or 2012 For additional details, please see TC-03 Provide Server operatine system requirements Describe S htm://msdn.microsoft.com/enusfibra /M699671.azax. Recommended hardware requirements for Dynamics CRM Web application are: • 3.3 gigahera (Gilt) or faster 64bitdual core processor with SSE2 instruction set and 3 MB or more 13 cache Provide hardware requirements for • 4 -GB RAM or more T004 PCs/laptoosftablets Describe SSuper VGA with a resolution of 1024 x 768 The following operating systems are supported forttre Microsoft Dynamics CRM web application: - Windows 8.1 supported when you use Internet Explorer 11 • Window, B supported when you use Internet Explorer 10 • Windows 7 (all versions) IC -05 Suported workstationoperatingsystems Describe S •Windows_vissa_{allversions) list any additional hardware requirements IC -O6 i.e. pdnters, scanners, appliances. etc} _ Describe S No additional requirements. Describe how the application is licensed (i.a. TO07 concurrent, peruser persits etc. Describe S The software is licensed on a server and named user license basis. Page 17 of 34 Proprietary and Confidential vonm[s of the software end nacrosoh Dynamla CRM Online reduces the system requrrenv it of mponant traditional on -premises deployment by operating all the infrastructure and platform essentials in the cloud. At a glance, the minimum software reguirernents fanners and administrators of Microsoft Oynamio [AM Online includes do following: • Windows operating system "tees you use CRM for Outlook Apple Mac, when running Apple safari, supported tblet, or mobile device. • supported web browser, such as later versions of Internet &plurer or the latest 4erslgtS df Apple Shad, G30gle Chrome and Nbrilla rirelos. • Microsoftofhce Outlook (optional). Microsoftpynamit CRM 2013 on -premises versions haves larger requirement for both hardware and software than Microsoft Oynamia tlMM Online. Microsoft OITanYcs CRM 2013 onprennlises versions require the software listed previously plus the following software: • Microsoft Windows Server • A i itosaf windows Server Active Directory infras mature • An Internet Information. Services (115) wehste • Microsoft SOL Server 2008 or Microsoft SOL Server 2012 • Microsoft sOL server moo Reporting services or awudsoh SM Server 2012 Reportingservices • Microsoft FMOlainge server Grat255 to a POPS -compliant emai tartar optional) • sharePoim server (required for document management) • claims -based smriry token service (required for Internet -fad ng deploymntsV Describe S • Windows aoaratine system when you use CRM for Outlook A0 le MQc. Identify any third party appliatiorw that are required by your software, and the tested North52 Business Process Activities - current version TO09 versions needed Describe TPha://vAvW.north52cOnV IC -10 Whatversiorw of SQL Server are supported? Describe S SDI Server '008 arvd 2012 Solution regsires Microsoft 5OLServer. The solution can integrate TO11 Whatversions of Oracle Server are supported' Descaibe NS with Oracle -bawds Mat type and versions of databases are SOLServer 2006 and 2012. For additional details, please see TO12 required? Describe S msdn.microsuft.can(en-us ibra hh6996]1.asx Identify all web servers and components Microsoft Dynamics MM support 115 versions 7, 7.5,8.0, 8.0, and B.S. required by this application- Wlsatversion of For additional details, please see http://rnsdn.micrdsoft.com/en- TC-13 ISS is required? Describe S us)1ibrary/Mh6996]1.aspn • Internet Explorer 8, 9,10,11 • Motilla Firefox (latest publicly released version) running on Windows 8.1 or Windows 8, Windows?, or Windows Vista • Goo81a Chrome (latest ptbllay released version) running on Windows 8.1 or Windows 8, Windows?, Windows Vista, or GOogle Nexus 10 tablet • Apple Safari (latest publicly released version] running an Mac OS X 10.8 (Mountain lion), 10.9 (Mavericks), or Apple iPad List all supported browsers and browser For additional details, please see TG14 versions Describe S hlt/lmsdnicrosoft.cam/en-usflibrary/M1599]10.aspx _ Per the latest CRM 2013 Performance Benchmark titite paper, published by Microsoft in March 2014, the average page response time is .44 seconds. Foradditional details, please see Provide transaction time that is real time, not http://vnsvr.mioasoRwm/en- TOSS to exceed 1 second. R S us/download/conbrmation.aspx?id=4203] Yes, the system support cors8gurstion for SC L clustering and high availability. For additional details, please see Does the system have capabilities for http://msdn.mlcrosoft.com/enm/library/hh699768.aspx and T016 clustering, hiali availability,etc? Describe 5 msdn microsoft.coni(en-usflibraryJ8223STaspx Microsoft Dynamics CRM releases major updates approximately once peryear. Incremental update rollups are provided throughad the year. Update rolups can be applied as needed Tribridge ODender360 releases major updates approximately once per year. What Is the application upgrade process? Customers can choose to upgrade to each new release, or ship Flow many times per year are there upgrade releases if new functionality is not immediately relevantto their TO17 releases? Describe $ needs. Page18 of 34 Proprietary and Confidential 9ematV FmcdoS Requkeeenh Response Response Ref# Criteria Category Code Comment The solution supports password authentication and What forms of authentication are supplies a robust security model. For additional details, supported? (ie. Password, biometric, please see http://msdn.microsoft.com/en- SE-01 token. etc) Describe S us/library/gg309524.asox Microsoft Dynamics CRM supports two security models for authentication: claims -based authentication and Active What is the authentication system Directory authentication. The type of authentication used used? (i.e.: Active Directory via IDAP, depends on the type of deployment your application is Integrated Windows Authentication, accessing: Microsoft Dynamics CRM Online or Microsoft Application, Database, Web Server, Dynamics CRM 2013. for additional details, please see SE -02 other) Describe S http://msdnmiaosoft.com/eniu/library/gg328497.aspx Does the application enforce a For on -premises deployments, the solution adheres to SE -03 password ooliw? If so, describe. Describe S Active Directory password policy. The solution can store sensitive data, depending upon Does the application store any sensitive customer -specific requirements. The solution uses data? If yes, describe (le. Personal standard Microsoft SQL Server cell level encryption. This information, HIPPA, financial, etch If so, feature helps organizations meet FIPS 140-2 compliance. describe any encryption mechanisms For additional details, please see 5E-04 used on sensitive data- Describe S http://rnsdn.ruicrosoft.com/eti-us/library/dn531199.aspx The solution provides role -based security, record -based security, and field -based security. This powerful and What other security features and flexible security model sets the system apart from many functionality would you like to notify us other providers. For additional details, please see SE -05 about? Describe 5 http//msdn.microsoftco.m/er.-us/library/hh699698.aspx Are there any security vulnerabilities or SE -06 weaknesses we should be aware of? Describe S None to report Include security restrictions identified The solution provides role -based security model that by Weld County Information allows system administrators to grant / modify / revoke SE -07 Technology and system administrators. R S system orlvileges as needed. Require users to change periodically For on -premises deployments, the solution adheres to SEE -08 their passwords. R S Active Directory password policy. The solution allows system administrators to deactivate Allow suspension of user rights as users and remove their security rights to access the SE -09 defined by system administrators. R S system. Microsoft Dynamics CAM is HIPAA compliant. For additional details, please see System conforms to all lawful HIPAA http:llwww.microsoft.com/en-us/dynamics/crm-tmst- SE-lo requirements. S 5 center.aspx wwrrrgwwm.'YEsr.bi•rrra�tiVrml.ryaShdrer. .tn ^11r</ralrrit. pwlt. .S I*rw. SSS.NOsrdkr, nra a r11ia4.InMmdrwaq. OmnaMwY UMdriY.at.rlaw.Ieam rstrrwnwankratlwrMaMrmrmMaq�aimNNrMmMtan. Maws bwP asrnar6n mdNwaa..ama0.aWa Page 19 of 34 Proprietary and Confidential yMnwslpari wW'NaAYrr-wlwrrwa•rrrlwaarf wr MOrM ssA•Ow rWYawRaNmt y.pw NlMaid SIS 1Yfairness atl Repa.thig la adldp a-- - rVlY. tfwtwee MplMMbwtlrlMdpyMpawpRtdrww awMeeavrrkwadetd taalnarartYMrysrrwMtaaluwtlw. I RmsctauY R.quka ebRetpeuI tMwrldwwrrwt�pwM garM VrRYap Response Ref If Criteria cat Code Comment Alm Me development of customable Several options including Report Wizard reports which can reports as defined by system user be developed directly from the UI and custom reports RE -OS. administrators. S S deveio ed via SQL Server Reporting Services. flexible and intuitive ad -hoc query and Yes, powerful and Intuitive Advanced Find ad hoc query RE -02 reporting functions for users_ S S cool. Generate performance outcome and Use solution tracks and reports on a wide variety of RE -03 evaluation data R S metrics and activities. Produce statistical reports as defined by Statistical reports can be created via SQL Server Reporting RE -0a system administrators- R CF Services, Me Report Wizard, and via ad -hoc query tool. Ability to create financial record with automatic mathematical calculations, for each defendant; statistical and analytical reports regarding collection Yes, calculations can be defined within form level events in of tees by defendants', staff member the Customization tool within the UI using lscipt; can also and by any date range and produce develop extensive catculafion logic using Met via the CRM RE -05 electronic receiot. R CF 50K Ability to provide the ability to Several options induding Report Wizard reports which can complete statistical and analytical be developed directly from the UI and custom reports RE -0b reports by any date range and user R S developed via SQLServer Reporting Services e ity to prone Assessment rats_ number of assessments by case number, and by top arrest charge, bond type recommendation, those assessments ordered to Pretrial Services supervision, number of assessments that Me Court ordered to Pretrial Services supervision, and bond Several options inducing Report Wizard reports which can types ordered to Pretrial Services be developed directly from the UI and custom reports RE -01 supervision R CF deveio ed via SQLServer Reporting Services. Ability to provide Supervision Stats: number of supervision intakes by defendant and case, number of defendants with open records, number of cases with monitored sobriety and electronic monitoring as a court ordered condition, number of defendants by supervision category designation, number of Status Reports and Complaint Affidavits completed number of Complaint Affidavits completed that resulted in action by the District Attorney and number and Several options Including Report Wizard reports which can percent of Complaint Affidavits that be developed directly from the UI and custom reports RE -0R resulted in some sort of Court Action. R CF deyeioped via SQLServerReporting Services. Page 20 of 34 Proprietary and Confidential 7 Ability to provide Closed Case Starts number of case records dosed, and by top charge, type of disposition of closed record (e.g. sentenced, ETA, dismissed, revocation, acquittal or removal of Pretrial Services supervision) and average length of stay in jail custody, average length of time from release from jail to Pretrial Services supervision Several options including Report Wizard reports which can intake and average length of stay on be developed directly from the UI and custom reports RE -09 active Pretrial Services supervisIon. R CF devein ed via Sot Server Peportine Services Ability to provide Program Performance Stars: number of new cases with no new filing, top new charge alleged case type, public safety rate, number of cases not revoked for technical violation, technical compliance race, number of cases with no ETA (failure to appear), scheduled court dates by case, Several options including Report Wizard reports which can number of ETA's by case, Fits case type, be developed directly from the UI and custom reports RE -so Fits bond type_ Court anneamna rate. P CF deveioped via SQL Server Reporting Services. Abllny to provide Fee Collection stats: amount charged, amount collected, Several options Including Report Wizard reports which can balance owed, collection rate, number be developed directly from the UI and custom reports RE -11 of intakes_ R CF developed via SQL Server Reporting Services. Page 21 of 34 Proprietary and Confidential -`^^^.p� allrs.rMMdad * ba It. i NWulW **fYarMrIa. w ra'tS Ref /�ItMrYa�larlYaYY wYYYMP�ew I1W�r Ar Response Res Criteria Category Code Comment Ability to interface Word processing software to generate custom forms or Solution is integrated with Microsoft Word and supports IN -01 letters. S S Word MWard Merge templates. Ability to generate automahally a document from within the system without having to open manually word Solution is integrated with Microsoft Word and uploaded IN -02 processing software. S S files can be opened directivfrom the eneliradoa Generate tpstomirable notirianons to defendants such as texts or email messages via Exchange; an inbound and outbound phone all to defendants Solution an be configured to provide automatic reporting their next court date is also notifications via email or text, leveraging the powerful and IN -03 desirable. S CF flexibleworkflowen ine Abl lily to import or export files and documents to be opened without having to exit the pretrial services case Attachments of flies can be completed from within IN -04 management sstem S S records in the system_ Allow import of existing Crystal Reports regarding new arrestees booked into the Weld CountyJ nil and those The Crystal Reports layouts an be configured within the arrestees released to Pretrial Services Report Wizard in the Customization tool within the UI or IN -05 by certain date and time periods. R CF in SQL Server Reporting Services. Ally integrate with the Coioraao Pretrial Assessment Tool (CPAT - a template as configured by Justice Services) to include automated scoring, electronic signatures, print capability and of historical results. This report is The solution can house the CPAT assessment tool and IN -06 tided 'Bail Report' R CF perform automatic scoring of each assessment Are images scored Ins database or flat Images are stored in the SQL Server database. The hie? Are they integrated into any solution provides native integration with Microsoft document imaging systems' If so, SharePomt. No other document imaging systems are INCl which ones? Describe S integrated et this time. 0Render36O an Integrate with any OOBC-compliant system via itsflexilbe and powerful web service APL In Ability m integrate with Spillman, to addition. Orfender360 supports batch Import of data from IN -08 download defendant infomnation. N RP .csv files ifSillman data is best sulied this way. Page 22 of 34 Proprietary and Confidential urn*S M«'g.r.. ti..saf a_—'VrIMW aer.. e Satlr4eYlaarnarMYaaltlnaa U.,,. ,«.+.kwgbaMy. St C WMliow arlwa.rM«rmrwrA la.nr.k.+kwarrl.ralr.+rr.w4rr Neap inllttlond Requkoomts Lw,,.. sasawswaaansa••rr.wrw.n..r.Iw.r Response Set criteria flrtegnry rate Comment Ability to reassign or transfer defendant record through either a batch or single defendant, whereby entire caseload or single record can be transferred to a different user, with notation ofwho WF-01 made this electronic transfer R S Standard functionality in 0ffender360. Abilldy to select, view, and prim chronological narrative entries by dare WF-02 range and casetype R S Standard functionalityin 0ffender360. Ability to allow administratorisi to create, modify and maintain a file of WE -O3 templates. R S Document and Email templates are standard functionality. Offender360 supports document authorization and signature via a PIN approach if customer requirements Ability to support electronic signatures involve electronic signature pads, then there are a variety WF-04 on documents produced by system. R Cr of third -party providers that can support this need. Administrators can nave full access to all records and Allow administrators to view user data related data in the system; or this can be limited by We -OS entry Without corn.lprlon. P 5 configuring security roles. Duplicate Detection is standard functionality and can be Include constraints to avoid duplicate configured to alert users of potential duplicate entry WF-06 data entry (case numbers)- $ S based on definable criteria. WF-07 Provide all applicable data field loeic - R S Standard funrtinrmlily in Offenrtertff Aoudy to Include thumbnail defendant photo on every screen where there would be potential actions with such Thumbnail images can be added to screens based on WE -OS defendant N CF customer requirements. Ability to provide an integrated calendar for scheduling and Standard integration to Microsoft Outlook, including the notifications of defendants' court dates, synchronization of all tasks and appointments within the WF-O9 aoo0intrnents. and appearances. N S Outlook Calendar. Ability to create alerts by any date range and for any activity or status of defendants' to ensure completion of tasks by the defendant or Pretrial Services Specialist (i.e. "Case Extensive workflow capability allows for creation of alerts WE -10 management Action Dates"I. N S using definable criteria Ability to provide a case management section that can capture ongoing case supervision notes (Et chronological narrative); produce supervision agreements, and other supervision Offender3bo case management module provides case related documents (e.g. toxicology supervision notes; agreements and related documents can Wt -11 referral and R01 dncsiments) R Cr be added based on customer re uirements. Page 23 of 34 Proprietary and Confidential Ability to allow administrator to monitor each staff members case and workload assignments and performance to ensure appropriate distribution of Case loads can be managed by assigned user or team. cases. Must be able to reassign Users with the appropriate rights can view, assign, and WF-12 case defendant records to other staff. R S reassign case records. Ability to create, manage, and track The solution provides Uterature management WF-13 versions of all templates. R S functionality,which tracks and manages versions_ Ability to lock case notes to avoid alteration after system specifies and ability to approved administrator to edit any defendant or case record for The system supports record -level security. Security roles legitimate purposes with identification can be defined to provde no access, read only access, WF14 of all alterations. R 5 read/write acccess. etc. Ability to schedule, modify, and track appointments, contacts, tasks, or events Appointments, Contacts, and Tasks can be create manually, WF-15 related to the defendant case record. S 5 or automatically created via workflow Search far defendant spec identifiers such as full name, alias, partial name, spelling, date of birth, etc and navigate directly to the selected record form a list of candidates when there is more System views can be defined to search across multiple WF-16 than one exact match. R S fields within a record. Search for any criminal justice identifiers including district or county WF-1] court case numbegsl. R S The solution supports search across any relevant fields. Search on venous combinations of a specific defendant, criminal justice or The Advanced Find query tool allows for searching across WF-19 court case number identifier. R S multiple fields using multiple conditions W'19 Search for a selected address S S Via either views or Advanced Find query tool. Provide for method to limit overly wide Currently, the system does not prevent a user from searches, for example, every conducting such a search, but the system limits the defendant with the last name starting number of records returned on a page to protect against WF-20 with the letter "M." S NS the scenario of overl wide searches. Display on the same screen the Related Case list can be set to present inline within the defendant's mrrent and past cases with defendant record and can indude both open and closed WF-21 drill down to case details. S S cases. Initiate a schedule of future tasks or events based on occurrence or prior WF-22 tasks or events by user. S S Yes. via Workflow. Provide auditing and work activity functionality of case and defendant Provides both record history and full Audit History as WF-23records- R S standard functionalty. Allow cut and paste options of data not to include predefined locked data WF-24 elements. R s Standard functionality in Of ender360_ Page 24 of 34 Proprietary and Confidential Appendix B: Offender360 EULA The following pages include the Tribridge Offender360 End User License Agreement for the County. Page 25 of 34 Proprietary and Confidential TRIBRIDGE OFFENDER360 END USER LICENSE AGREEMENT Weld County (the Customer) has entered into this end -user license agreement with Tribridge Holdings, LLC, a Delaware limited liability company (the "Licensor"), on the terms set forth below: Customer Name Weld County Licensed Software Tribridge Offender360 (built on Microsoft Dynamics CRM) Number of Copies One (1) Price $25,000 Term Indefinite Effective Date Upon execution of this Agreement The parties hereby agree to be bound by the terms set forth above and the terms on the following pages, effective as of the date set forth above. Tribridge Holdings, LLC (Lic Signature) Josh Jaquish (Print Name) Vice President (Print Title) 1. END USER LICENSE Weld County 2 1 2015 Barbara Kirkmeyer (Print Name) Chair, Board of Weld County Commissioners (Print Title) SOFTWARE. The Software licensed under this Agreement (the "Software") is defined and described on the cover page of this Agreement. The price or other consideration payable by Customer for the Software is set forth on the cover page of this Agreement. LICENSE GRANT. For each fully paid subscription during the Term, Licensor hereby grants to Customer a limited, non-exclusive and non -transferable right to access and use the Software in production and non - production environments, without right of sublicense, in object code form in connection with Customer's internal business operations. Except for copies made for backup and archival purposes, Customer may not make copies of the Software except as expressly authorized in this Agreement or by Licensor in writing. Page 26 of 34 Proprietary and Confidential c 2O/5 0o20 s RESTRICTIONS ON USE. Customer may not access the Software for purposes of monitoring its availability, performance or functionality, or for any other benchmarking or any other purposes that are competitive to Licensor. Customer may not reverse engineer, decompile, disassemble or discover the Software; modify, adapt or translate the Software or create derivative works of any kind based on the Software or content; make more copies of the Software than specified in this Agreement or allowed by applicable law; publish the Software for others to copy; rent, lease, lend, distribute, sublicense, or assign the Software; or use the Software for commercial software hosting services or operating a service bureau. RESTRICTIONS ON MODIFICATION. Customer agrees that Licensor is not responsible for any problems that result from modifications made by Customer or a third party or that are caused by third party hardware or software, and is not obligated to provide support for modifications of the Software to the extent its operation has been impacted by any modifications. INTELLECTUAL PROPERTY OWNERSHIP. The Software is licensed. This Agreement only gives Customer rights to use the Software in accordance with the terms of this Agreement. Licensor reserves all other rights. Customer further acknowledges that the Software, including all code, content, protocols, software, and documentation are Licensor's property or the property of Licensor's licensors, and are protected by U.S. and international copyright, trademark, patent and other proprietary rights and laws relating to intellectual property rights. The original and all copies of the Software, and all modifications, corrections, or enhancements to the Software and any other computer programs licensed by Licensor to Customer, documentation relating thereto, and all inventions, systems, processes, improvements and patentable ideas, which were or are later conceived by Licensor alone or with others in whole or in part are the sole property of Licensor. All work performed by Licensor now or hereafter, under this Agreement, the SOW or otherwise, will not be considered a work for hire, and Licensor will own all copyrights in all software and other materials developed or created by Licensor. EXPORT RESTRICTIONS. Customer acknowledges that the Software is subject to U.S. export jurisdiction. Customer agree to comply with all applicable international and national laws that apply to the Software, including the U.S. Export Administration Regulations and Office of Foreign Assets Control Regulations, as well as end -user, end -use, and destination restrictions issued by U.S. and other governments. MICROSOFT PRODUCTS. The Software may incorporate certain Microsoft products. The license terms of these products are referenced in this document, and in agreeing to the terms of this Agreement, you are also agreeing to the terms of the individual Microsoft End User License Agreements applicable to such Microsoft software. 2. TERM TERM OF LICENSE. Customer's license rights to the Software shall commence on the Effective Date of the Agreement and unless otherwise terminated as provided herein, shall expire at the expiration of the term set forth on the cover page of this Agreement. Page 27 of 34 Proprietary and Confidential TERMINATION CAUSED BY DEFAULT. If either party fails to observe or perform any material obligation under this Agreement, the non -defaulting party may give written notice to the defaulting party specifying the material failure. If the material failure is not corrected or a mutually agreed plan to correct the failure has not been established within thirty (30) days after the date of such notice, the non -defaulting party may terminate this Agreement upon written notice to the defaulting party. The right of the non -defaulting party to terminate this Agreement under this Section is in addition to all other rights that are available to it under this Agreement, at law or in equity. DISPOSITION OF SOFTWARE ON TERMINATION. Upon the expiration or termination of this Agreement for any reason, the license and all other rights granted to Customer hereunder shall immediately cease, and Customer shall: (i) uninstall and return the Software (including all third party software licensed or provided to Customer by Licensor) to Licensor together with all reproductions and modifications of the Software and all copies of any documentation, notes and other materials respecting the Software; (iii) purge all copies of the Software or any portion thereof from any computer storage device or medium on which Customer has placed or has permitted others to place the Software, including copies of the Software made for archival and backup purposes; and (iii) provide Licensor a written certification that Customer has complied with all of its obligations under this Section. Software Indemnification by Customer. Customer shall indemnify, defend and hold Licensor and its Affiliates harmless from and against any and all liabilities, claims, demands, damages, costs and expenses or money judgments (including reasonable attorneys' fees) asserted against, incurred by or rendered against any of them from third party claims or actions arising from Customer's breach of this Agreement. Licensor shall give Customer prompt notice of any such claims, and permit the Customer to control the defense and settlement of claims, and reasonably cooperate with the Customer in connection with the defense and settlement of claims. Software Indemnification by Licensor. To the extent permitted by law, Licensor agrees to defend and indemnify Customer and to hold it harmless from all damages awarded against Customer, and all reasonable expenses (including attorneys' fees) incurred by Customer, for any claim of infringement of a third party's patent rights or copyrights against Customer by virtue of Customer's authorized use of the Software as delivered by Licensor, but only if Licensor is given prompt notice of any such claim and the right to control and direct the investigation, preparation, defense and settlement of each such claim and further provided that Customer shall fully cooperate with Licensor in connection with the foregoing. Notwithstanding the foregoing, Licensor assumes no liability or indemnity obligation for claims of infringement of intellectual property rights arising from (i) use of the Software in combination with non - Licensor approved third party products, including software and equipment, (ii) modifications or maintenance of the Software by a party other than Licensor or an entity authorized by Licensor to make modifications or perform maintenance, (iii) misuse of the Software, and (iv) failure of Customer to implement any improvement or updates to the Software, if the infringement claim would have been avoided by the use of the improvement or updates. Should the Software as delivered by Licensor become or, in Licensors opinion, be likely to become, the subject of a claim of infringement, Licensor may, at its option and expense either (a) procure for Customer the right to continue to use the Software as Page 28 of 34 Proprietary and Confidential contemplated hereunder, or (b) replace or modify the Software and/or modify its use to make its use hereunder non -infringing, without material loss of functionality. If neither option is reasonably available to Licensor, then this Agreement may be terminated at the option of either party hereto without further obligation or liability. Tribridge Offender360 Warranty and Maintenance. We warrant that our services will be performed in accordance with each Statement of Work and in a professional and workmanlike manner, and we will undertake to correct any work not in compliance with this warranty. Specifically, our warranty applies only to system error issues in Tribridge Offender360, commonly referred to as bugs. A system error means any error, problem or defect, which is reproducible by us, that results from an incorrect functioning of Tribridge Offender360. For example, the system adds 2 + 2 and the result is 5, the user attempts to save information and the save function does not work, a report displays invalid results, Plug-in functionality does not perform as designed. Our warranty is not applicable if the problem is caused by (i) any modification, variation or addition to Tribridge Offender360 not performed by Tribridge; (ii) your incorrect use, abuse or corruption of Tribridge Offender360; (iii) use of Tribridge Offender360 with other software or on equipment with which Tribridge Offender360 is incompatible, or (iv) error conditions that do not significantly impair or affect operation of Tribridge Offender360. Additionally, the warranty does not cover infrastructure -related performance issues. Time spent determining whether an issue is a bug (i.e., covered under warranty) is included in our warranty. Time spent determining and addressing an issue that is not a warranty item will be considered Post Implementation support services (and not warranty services).Our warranty is valid as long as Customer is current on a Tribridge Offender360 Maintenance Plan, which the Customer has the option of renewing by the anniversary of the purchase date each year. The first year is included. In the event that Tribridge discontinues this Maintenance Plan, Customer will be provided 180 days' notice and shall receive reimbursement for any remaining months of maintenance paid by Customer during the renewal year. Any services required after that time will be considered either Post Implementation Support or out of scope. Tribridge Offender360 is built on/within Microsoft Dynamics CRM. As long as Customer is current on its Tribridge Offender360 Maintenance Plan, Tribridge will provide enhancements, updates and warrants that Tribridge Offender360 will function as designed with supported versions of Microsoft Dynamics CRM as new versions of the software become available. Software Limitations of Liability. In no event shall Licensor or its licensors (including Microsoft), on the one hand, or Customer, on the other, be liable for any special, indirect, incidental or consequential damages (including, without limitation, indirect, special, punitive, or exemplary damages for loss of business, loss of profits, business interruption, or loss of data) arising out of or connected in any way with this Agreement, or the licensed software. The total liability of Licensor to Customer for all damages, losses, and causes of action underthis Agreement (whether in contract, tort (including negligence), or otherwise) shall not exceed the total fees paid or payable by Customer for the software under this Agreement. Additionally, neither Licensor, nor any of its licensors or employees, shall be liable for any damage or expenses resulting from actions or omissions of Customer, or its employees, or from actions or omissions undertaken in good faith, in reliance upon Customer's instructions or directions. Under no circumstances shall any employees of any party hereto be personally liable to any other party hereto for any claim arising out of or related to this Agreement or the Software. Page 29 of 34 Proprietary and Confidential Appendix C: Customer Care Support Agreement The following pages include the Tribridge Customer Care Support Agreement for the County. Page 30 of 34 Proprietary and Confidential Tribridge Customer Care Support Agreement Support Description You will be assigned a Customer Account Manager that will work with you to plan for any upcoming needs such as maintenance renewals, additional licensing, or upgrades. He is there to help you, so don't hesitate to contact her if you have any questions. In addition, we have a toll free support number or email you can use to contact for support needs. Calling this number (877) TRI-1114 or emailing suuuortntribrid eg com is the best way to get immediate service if you have a support issue. The Tribridge Service Level Agreement (SLA) approach provided to COUNTY in this proposal includes the following: Service Level 1 - Support Services provided by the Tribridge Customer Care Team. Remote support services delivered by phone, email or remote access to your system. Available Monday through Friday from Sam - 8pm EST. Response Times and Process Client Primary Contacts authorized to contact Tribridge Customer Care will contact the Customer Care team for all support requests going forward. Client Primary Contact(s) will send support requests to the Customer Care email address Support@Tribridge.com or if urgent, call the Customer Care phone line at 877.874.1114. The Customer Care team will open a support request in the Tribridge ticketing system and assign a priority. Due to the differing priorities in why a customer might call Customer Care for support, Tribridge has structured a response plan to address the most critical issues first. When the Client representative opens a support request, they should indicate the priority of the request by using the priority type described below. The Customer Care team will assign the actual priority on the ticket. Tribridge will meet the call response times based on the priority level as set forth below. Priority Incident/Request Priorltisatlon Guidelines Examples Urgent Incidents that result in a severe service disruption of the application production environment and demand Unscheduled outages in the immediate attention. No work -around exists. environment. Business risk is hi h. High Single users or small groups are impacted and they are Loss of application functionality during unable to complete business critical tasks during crucial monthly close or payroll period. times. Medium The default priority for all service requests. Non -critical business functions are unavailable; functional questions which An incident or problem that has a low to moderate have moderate user impact. Impact. The capability of the application user(s) to complete production work has not been affected. Single user unable to use application during non -critical business times. Page 31 of 34 Proprietary and Confidential Low Any incident affecting a development or training Functional question that is non -critical. environment. Training or development environment The user has questions or inquiries that have low to technical problems. minimal impact and can be deferred, to be addressed when time allows. All Tribridge Customer Care team members are responsible for answering inquires placed by clients requesting assistance. Based on clients contracted SERVICE LEVEL AGREEMENT (SLA) clients expect a response to their inquiry with within a specified call back time. Incident Type Customer CarecallBadt (Responsel Urgent 1 business hour High* 6 business hours Medium* 6 business hours Low* 1 Business Day "SLA Hours are guaranteed from 8:00am to 8:00pm EST Monday - Friday (except Tribridge recognized Holidays). Service Level 1 Tribridge Customer Care Support Services included in this agreement: 1) Access to phone and email support services from 8am - 8pm, Monday - Friday. 2) Application support and problem resolution - examples (not limited to): - Problems associated with the use of the Offender360 application. - Issues recognized by the software vendor as a problem with their product. 3) Questions about system functionality by super users (this does not include user training). Page 32 of 34 Proprietary and Confidential Support Assumptions The following assumptions are critical to our ability to effectively provide support: • This proposal is for Level 1 Support Services associated with Offender360 provided by the Tribridge Customer Care Team and is valid for 12 months from agreement signature date and issues of P.O. • COUNTY has not and will not make source code or database changes to Microsoft Dynamics CRM or Offender360. If source code changes have been made, we will assist COUNTY to the best of our ability but may not be able to effectively resolve your issues. • This support agreement includes services covered under warranty and maintenance associated with Offender360, including; system error issues, commonly referred to as bugs, system errors, problem or defect, which is reproducible by Tribridge, that results from an incorrect functioning of Tribridge Offender360. Any support requested beyond what is described in these services is not included and can be provided on a T & M basis at a rate of $195 per hour. • Support responses are only guaranteed during normal business hours (Monday - Friday from 8:00am - 8:00pm EST). The actual work may be performed outside normal business hours and will be dependent on the schedule mutually agreed to by COUNTY and Tribridge. • COUNTY will provide full disclosure to Tribridge if any third party provides Microsoft Dynamics CRM related services to COUNTY Our ability to support your applications may be hindered if other third parties have made changes to your installation. • Tribridge will remain COUNTY's VAR (value-added reseller) of record in order to provide expedient support. If COUNTY intends to change the VAR of record, Tribridge requires 30 days advance notice and requires that the terms presented in this proposal be re-evaluated at that time. If Tribridge is not the VAR of record, we may not have access to information needed to resolve support issues in a timely manner. Page 33 of 34 Proprietary and Confidential Staffing Tribridge will make every attempt to utilize team members familiar with your installation to complete the support work. However, if that is not possible, we will utilize team members with similar skill sets to perform the tasks. Page 34 of 34 Proprietary and Confidential Appendix B Weld County Request for Proposal: #B1400100 JS -2011-10 Pretrial Services Case Management System Responses Due: June 23, 2014, 10:30 a.m. MDT Weld County Department of Information Technology ATTN: Mary Truslow RFP #B1400100 / JS -2011-10 1401 North 17th Avenue Greeley, CO 80631 Template Wdd Till' 041814 Weld County Request for Proposal - REP #B1400100 JS -2011-10 Pretrial Services Case Management System Table of Contents 1 STATEMENT OF WORK......................................................................................................................3 1.1 PURPOSE.........................................................................................................................................3 1.2 COVERAGE & PARTICIPATION........................................................................................................3 2 GENERAL INFORMATION.................................................................................................................3 2.1 ORIGINAL RFP DOCUMENT .... _......_... _._... _....... _....._._......_......................................................3 2.2 THE ORGANIZATION ....._........................................................................................ _............. _.......3 2.3 EXISTING TECHNOLOGY ENVIRONMENT.........................................................................................3 2.4 SCHEDULE OF EVENTS....................................................................................................................4 3 PROPOSAL PREPARATION INSTRUCTIONS.................................................................................4 3.1 VENDOR'S UNDERSTANDING OF THE RFP......................................................................................4 3.2 GOOD FAITH STATEMENT...............................................................................................................4 3.3 COMMUNICATION...........................................................................................................................5 3.4 PROPOSAL SUBMISSION..................._._.................................................._._...................6 3.5 WITHDRAWALS OF PROPOSALS.......................................................................................................7 3.6 CRITERIA FOR SELECTION......................................._....._.................._..........................._...._........7 3.7 SELECTION AND NOTIFICATION......................................................................................................8 4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS........................................................8 4.1 FUNCTIONAL REQUIREMENTS...............................................................................................................9 4.2 TECHNICAL SPECIFICATIONS............................................................................................................... 10 4.3 ENGAGEMENT METHODOLOGY........................................................................................................... 1 1 5 VENDOR QUALIFICATIONS, REFERENCES & RESPONSE.....................................................11 6 BUDGET & ESTIMATED PRICING.................................................................................................13 6.1 ESTIMATED COSTS.............................................................................................................................. 13 7 ADDITIONAL TERMS & CONDITIONS..........................................................................................►5 7.1 PERSONAL. INFORMATION.................................................................................................................... 15 7.2 NON -DISCLOSURE AGREEMENT.......................................................................................................... 15 7.3 COSTS.................................................................................................................................................15 7.4 INTELLECTUAL PROPERTY.................................................................................................................. 15 7.5 VENDOR'S RESPONSES........................................................................................................................ 16 7.6 GOVERNING LAW................................................................................................................................16 7.7 INSURANCE REQUIREMENTS .............. _.. _......... _._............................................................................. 18 7.8 No LIABILITY......................................................................................................................................20 7.9 ENTIRE RFP........................................................................................................................................20 8 VENDOR CERTIFICATION...............................................................................................................21 APPENDIX A: NOTICE OF INTENTION..............................................................................................22 APPENDIX B: VENDOR FUNCTIONAL & TECHNICAL REQUIREMENTS RESPONSE FORM...........................................................................................................................................................23 APPENDIX C: PRETRIAL SERVICES PROCESS DOCUMENTATION..........................................24 4/23/2014 11:08 AM Page 2 Weld County Request for Proposal - RFP #B1400100 JS -2011-10 Pretrial Services Case Management System 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 a Pretrial Services Case Management System. The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply a Pretrial Services Case Management System to Weld County. The 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 north central Colorado. 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 is the richest agricultural county in the United States east of the Rocky Mountains, and the fourth richest overall nationally. 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. There are approximately 269,000 residents in Weld County. Weld County Government employs approximately 1500 people within 24 departments. The County Seat and main campus is in Greeley with satellite campuses in Fort Lupton and Del Camino. Additional information about Weld County can be found at "www.co.weld.co.us". 2.3 Existing Technology Environment The following is a high-level description of our current technology environment; more details are listed in Section 4.2 of this RFP. Current Environment - Weld County: • — 1,500 Users • Primarily Virtual Servers 4/23/2014 11:08 AM Page 3 Weld County Request for Proposal - RFP #B1400100 JS -2011-10 Pretrial Services Case Management System • Cisco network infrastructure and Fiber backbone connecting County buildings; fiber with some point-to-point wireless links connecting our County campuses (Greeley, Fort Lupton, Del Camino) • Multiple image capturing systems • Microsoft Exchange Email and Calendar system • Block and file storage availability in SAN and NAS capacity • Limited cloud -based services 2.4 Schedule of Events The following is the anticipated schedule that will apply to this RFP, which may change in accordance with the organization's needs or unforeseen circumstances. Changes will be communicated by e-mail to all vendors participating in this RFP. Issuance of RFP Notice of Intent Deadline Technical Questions/Inquiries Deadline RFP Addendum (all RFP questions answered) Submission Deadline for RFP Responses Complete Initial Evaluation Final Interviews/Demos Review with County Commissioners Final Award Notification Contract Negotiations Complete Implementation Start Date 3 Proposal Preparation Instructions 3.1 Vendor's Understanding of the RFP May 19, 2014 May 23, 2014 June 2, 2014, 10:30 a.m. MDT June 9, 2014 June 23, 2014 10:30 a.m. MDT July 11, 2014 August 4-13, 2014 August 20 -September 3, 2014 September 18, 2014 October 15, 2014 November 3, 2014 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. 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. 3.2 Good Faith Statement All information provided by Weld County in this RFP is offered in good faith. Individual items are subject to change at any time. Weld County makes no certification that any item is without error. Weld County is not responsible or liable for any use of the information or for any claims asserted there from. 4/23/2014 11:08 AM Page 4 Weld County Request for Proposal-RFP #S1400100 JS -2011-10 Pretrial Services Case Management System 3.3 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. 3.3.1 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): Weld County Department of Information Technology ATTN: Mary Truslow 1401 North 17" Avenue Greeley, CO 80631 Telephone: (970) 304-6570, x2518 Fax: (970) 304-6572 E-mail: mtruslow@co.weld.co.us 3.3.2 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 Mary Truslow 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. 3.3.3 Formal Communications shall include, but are not limited to: • Questions concerning this RFP must be submitted in writing and be received prior to the Technical Questionsllnquiries Deadline listed in Section 2.4. Email is the preferred method of communication. • 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 shall 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 Questionsllnquiries Deadline listed in Section 2.4. • Inquiries about technical interpretations must be submitted in writing and be received prior to the Technical Questions/Inquiries Deadline listed in Section 2.4. Inquiries for clarifications/information that will not require addendum may be submitted verbally to the contact named above at any time during this process. • Verbal and/or written presentations and pre -award negotiations under this RFP. • Addenda to this RFP. 3.3.4 Addenda: Weld County will make a good -faith effort to provide a written response to each question. All questions and answers will be shared with all recipients in addenda. All addenda will be posted to the Rocky Mountain E - Purchasing System (BidNet): http://www.rockymountainbidsystem.com. 4/23/2014 11:08 AM Page 5 Weld County Request for Proposal-RFP #B1400100 JS -2011-10 Pretrial Services Case Management System Weld County will not respond to any questions or requests for clarification if received by Weld County after the Technical Questions/Inquiries Deadline listed in Section 2.4. Please note the vendor is ultimately responsible for verifying they have received any I all addenda prior to submitting their proposal. 3.4 Proposal Submission Vendors are to submit three (3) original, individually bound copies of proposal marked "Original" along with an electronic copy (CD or USB drive is acceptable) in a sealed envelope and marked clearly on the outside to: Weld County Department of Information Technology ATTN: Mary Truslow RFP #B14001001JS-2011-10 1401 North 17k' Avenue Greeley, CO 80631 on or prior to June 23, 2014, 10:30 a.m. MDT. provided. All sections shall be combined into a single electronic document. For proper comparison and evaluation, the County requests that proposals be formatted as directed in Section 5. Submittals received that fail to follow this format may be ruled non -responsive. No faxed or e -mailed proposals will be accepted. 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. 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 presentations and/or interviews. The top ranked vendors will be notified of the time of their designated presentation to the Evaluation Committee. The project manager and key individuals working on the project should be the presenters. 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. 4/23/2014 11:08 AM Page 6 Weld County Request for Proposal-RFP #B1400100 JS -2011-10 Pretrial Services Case Management System 3.5 Withdrawals of Proposals Proposals may be withdrawn upon written request to 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. 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 stipulate in their proposals any conditions not contained in the instructions and specifications herein, unless specifically requested by the special instructions attached hereto. Any proposal which fails to comply with the letter of the instructions and specifications herein may be rejected. Late or unsigned proposals shall not be accepted or considered. It is the responsibility of the vendor to ensure that their proposal arrives in the Weld County Office of Information Technology on or prior to June 23, 2014, 10:30 a.m. MDT. When approximate quantities are stated, Weld County reserves the right to increase or decrease quantity as best fits its needs. 3.6 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 a Pretrial Services Case Management System identified in the Scope of Work. An Evaluation Committee, comprised of representatives from IT and one or more Weld County departments, will evaluate all qualifying proposals. All requirements in this RFP should be satisfied to ensure that the proposal will qualify for consideration. Weld County desires to receive proposals only from vendors who can demonstrate the specified qualifications described within this RFP. It is the intent of the County to award a contract for the requested Pretrial Services Case Management System based on an evaluation of all qualified proposals. Evaluation Criteria: The following criteria will be used to evaluate all proposals: CRITERIA POINTS 1. System Capabilities 40 User interface — ease of use Features/functionality Training, etc. 2. Technical Support capabilities 25 3. Cost 20 4. Qualifications and Experience 15 Length of time in business 4/23/2014 11:08 AM Page 7 Weld County Request for Proposal -REP #81400100 JS -2011-10 Pretrial Services Case Management System Government Customers Financial Stability References, etc. Total Points 100 3.7 Selection and Notification Weld County reserves the right to accept or reject any proposal. Weld County is not required to select the proposal with the lowest pricing, but shall take into consideration which vendor demonstrates the best ability to satisfy the Scope of Work outlined in the REP, the ability to service the contract, past experience, financial stability, and other relevant criteria. Weld County reserves the right to accept any proposal deemed advantageous to the County. The Evaluation Committee will present their recommendation to the appropriate oversight committee for review and recommendation. The Weld County Board of Commissioners will make the final decision. Written notification will be sent to the winning vendor(s) via email. Those vendors not selected will also be notified via email. 4 Scope of Work, Specifications & Requirements Background : The Justices Services Division provides oversight, budget, criminal justice services delivery, and coordination assistance for Weld County. The Division develops, provides oversight, and manages certain criminal justice system functions including Adult Pretrial Services, Community Corrections administration, juvenile services grant administration and administrative support to the Weld County Criminal Justice Advisory Committee. Pretrial Services works to allow for the safe release of defendants from custody whenever possible between the period of arrest and court disposition. Additionally, personnel work to control the risk of failure to appear and/or commission of new crime by released defendants through various community supervision strategies. Pretrial Services comprises two distinct and important functions: defendant assessment and supervision. Pretrial Risk Assessment (Governance — C.R.S. 16-4-101 through 16-4-105). Designated pretrial personnel operate at the Weld County Jail and are responsible for interviewing and preparing pretrial risk assessment reports (Bail Reports) on defendants, as they are booked into the Weld County Jail. The risk assessments contain information used by Judicial Officers to assess whether a defendant will appear in court and/or if they present a risk to the community. Pretrial Release Supervision (Governance—C.R.S. 16-4-101 through 16-4-109). Pretrial supervision eases jail overcrowding by supervising defendants who may be released during the pretrial stages of their criminal case. Designated pretrial personnel review the terms and conditions of each defendants bond and develop supervision strategies to ensure compliance. Pretrial personnel report (non) compliance to Judicial Officers as necessary. Currently, Justice Services uses a series of self-created Microsoft Word documents and Excel spreadsheets to organize, collect information, and prepare documents on pretrial defendants and 4/23/2014 11:08 AM Page 8 Weld County Request for Proposal -REP #B1400100 JS -2011-10 Pretrial Services Case Management System their assigned cases for overall case management purposes. Excel spreadsheets are used to provide monthly reports which are used for collecting summary data which is then distributed and reported to various officials. One of the primary problems is that the current system relies heavily on the users to maintain manually a collection of files which are edited by more than one user on a daily basis. By allowing multiple users to access the files, the division risks having data inadvertently deleted or modified. In such cases, the division must rely on supervisory users to be able to recreate the lost data. Additionally, the programs currently being used (Microsoft Word and Microsoft Excel) do not allow for access by more than one user at a time when working in a saved file. In terms of data storage, the files used by all Justice Services employees are stored on shared network disk drives, The network drives are currently backed up however; there is no version control, which would allow for the recovery of lost data in some instances. Additionally, some non - division employees of Weld County can access these files, which could potentially create a breach of confidentiality. In 2013, relevant Pretrial Services data: • Pretrial Risk Assessments (Bail Reports) completed = 1,625 • Defendants supervised under pretrial supervision = 902 ADP • Approximately 2000 new defendant records are created each year, with a growth rate between 10-25% year -over -year. At this point, we will have nine (9) primary users and upwards to eleven (11) primary users, which would include one (1) IT administrator and two (2) ongoing, short-term temp users (university level student interns). 4.1 Functional Requirements The Justice Services Division seeks a Pretrial Services Case Management system to manage its workload efficiently. The system, in general, must be able to perform minimum functions listed below. • Enter and store data in a relational database, with ability to search/retrieve by defendant name record and/or by the defendant's case number record ("Defendant and Case") • Generate and create custom forms and reports related to defendant and case - pretrial assessment, supervision, financial tracking and users' case/workload activities. • Store scanned images • Acquire and manage defendant photographic images • Provide the select users with administrative functions for creating forms, defined codes and input data. • Provide cash management functions • Be able to start a record from the initial pretrial assessment of a defendant and follow the defendant through the system during the course of their supervision. • Identify and import current data (from various WORD and EXCEL applications) to new case management system • Configurable defendant assessment/interview questions In addition to being able to work on the system while in the office, users must be able to access their data from the Weld County Jail and remote locations. 4/23/2014 11:08 AM Page 9 Wcld County Request for Proposal-irP #131400100 JS -2011-10 Pretrial Services Case Management System For a detailed listing of the Functional and Technical Requirements for this project, see Appendix B: Vendor Functional & Technical Requirements Response Form. 4.2 Technical Specifications Server Hardware Dell Server Operating Systems VM Servers, Microsoft Server 2008 R2 (and moving to MS Server 2012 in 2014/2015) San Infrastructure Fiber Channel, EMC PCs/Laptops Dell, Microsoft Surfaces, HP Elitebooks PC/Laptop/Tablet Operating System Win7, Wing, Apple IOS Network Protocol TCP/IP Web Browser IE 8-11, Chrome Email/Calendar Microsoft Outlook Exchange Database SQL Server: Microsoft SQL Server 2008 R2 (SP2) -10.50.4000.0 Microsoft SQL Server 2012 (SP1) -11.0.3128.0 Oracle: 11G R1, 11G R2 Anti -Virus Trend Micro Printers File Shares Canon MFPs, HP Novell / Windows Print Service VPN Access Cisco AnyConnect Account Management Microsoft Active Directory 4/23/2014 11:08 AM Page 10 Weld County Request for Proposal—i uP #131400100 JS -2011-10 Pretrial Services Case Management System Backup System Symantec NetBackup Mobile Devices Surfaces, iPads, iPhones, Droids, HP Elitebooks For additional technical requirements, see Appendix B: Vendor Functional & Technical Requirements Response Form. 4.3 Engagement Methodology It is expected that the vendor will come onsite to the Weld County Justice Services Department for the project initiation and kickoff, to understand further the current Pretrial Services workflow. The vendor is also expected to be onsite when we have our "go -live" date into Production, to ensure a smooth startup for Justice Services. 5 Vendor Qualifications, References & Response All vendors must provide the following information, in the following order, for their proposal to be considered. Section I — Executive Summary and Corporate Profile 1. A brief outline of the vendor and services offered, including: . Full legal name of the company. Year business was established. • If the vendor company is a Value Added Reseller (VAR), indicate number of years as a VAR. Number of people currently employed. • Income statement, Cash Flow statement, and balance sheet for each of the two (2) most recently completed fiscal years certified by a public accountant. If publically traded, simply provide a link to SEC filing or corporate financial information. 2. A brief overview of the key elements of vendor's proposal. Highlight any features or areas that differentiate vendors services and products from competitors. 3. A diagram of the application's network communications, to include servers, web, ports, firewalls, DMZ, etc. 4. An outline of the product line-up and/or services vendor currently supports. 5. A description of vendor's geographic reach and market penetration. 6. An outline of vendor's strategic partnerships and relationships to date. 7. An outline of vendor's current and future strategies in the marketplace. 4/23/2014 11:08 AM Page 11 Wcld County Request for Proposal - RFP #81400100 JS -2011-10 Pretrial Services Case Management System 8. 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. 9. Information on vendor's current clients, including: • Total number of current clients. • A list of government clients with similar needs using similar products and/or services. • Evidence of successful completion of a project of a similar size and complexity. 10. References: List five (5) references (if possible) from projects similar in size, application, and scope; include a brief summary and timeframe of their implementation. Vendor must include a contact name, position, email address, mailing address, and current phone number for each reference. Section II — Approach 1. Provide a proposed work plan detailing all of the tasks and associated timelines. A complete outline must be provided by the vendor that demonstrates the following considerations: • Understanding of the project requirements and deliverables; • Technical approach to the project; • Organization and managerial competence; and • Work plan and project controls. 2. Provide any other innovative and original ideas above and beyond the scope of work that is requested. 3. Provide details of any subcontracting arrangements that will come into affect if vendor is awarded the business outlined in this REP. 4. Provide information that best illustrates vendor's qualifications and capabilities for handling the various components of the Pretrial Services Case Management System. Provide past experience with similar scope along with past experience with government/municipal entities. 5. 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). 6. Indicate vendor's compliance with offering ongoing Software maintenance (technical support/upgrades) and specify: • Standard business hours for technical support; • Location(s) of support services; • Level of support during and outside of business hours (e.g., 800 number, hours of operation, etc.). List any additional costs in Section 6.1 for support during non - business hours; 4/23/2014 11:08 AM Page 12 Weld County Request for Proposal —RFP#B1400100 JS -2011-10 Pretrial Services Case Management System • Methods of reporting problems; • Response levels; • How fixes are distributed and applied; • Problem escalation process (including resolution process and timing); and • Frequency of software updates/upgrades. 7. 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 Pretrial Services Case Management System. 8. Elaborate on vendor's implementation process and the approximate time frame for a successful transition. 9. Detail training options/plan for successful implementation of the Pretrial Services Case Management System. 10. Indicate if online help is available. Describe or provide a sample of the online help. Section III — Additional Information 1. Complete the following sections: - Section 6: Budget & Estimated Pricing - Section 8: Vendor Certification - Appendix B: Vendor Functional & Technical Requirements Response Form in its entirety. 2. Attach information (brochures, white papers, and other marketing material) pertaining to the product(s) vendor is proposing as part of this RFP. 3. Attach contract template. 4. Vendors who are selected to be on the short list will be required to fill out the "Weld County Pre -Project Technical Workbook" prior to the final selection process. 6 Budget & Estimated 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. Costs should be identified as either capital or non -capital in nature. The vendor must agree to keep these prices valid for six months past the Submission Deadline for RFP Responses in Section 2.4. Note: Weld County is tax exempt and no taxes should be included in your proposal. 6.1 Estimated Costs For all available deployment models, provide a five year cost summary as displayed below. 4/23/2014 11:08 AM Page 13 Weld County Request for Proposal—RFP #B1400l00 JS -2011-10 Pretrial Services Case Management System Five Year Total Cost Summary Costs Total Year 1 Year 2 Year 3 Year 4 Year 5 Hardware Software Licensing Third Party Software (Middleware) Installation Integration Legacy Data Loading Maintenance After-hours support costs Documentation & Training Project Management Consulting Services Miscellaneous Applicable Discounts Total: Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software. Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software. Note if there are any additional licensing fees required for a test environment. Third -Party Software (Middleware): List, describe, and record the cost of each piece of software (including operating systems) that is required to optimally run the software. Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed software. Integration: Describe any labor, equipment, supplies, or other costs associated with integrating the proposed solution into our current architecture and back -end systems. Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system. Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of the proposed solution. After-hours Support Costs: List all fees associated with after-hours support, such as providing support for software upgrades or weekend on -call technical support. Documentation & Training: List all fees associated with user or technical documentation and training. Project Management: List and describe any project management fees associated with the proposed solution. Consulting Services: Describe and detail out any costs for consulting services that may need to be provided based on the work outlined. 4/23/2014 11:08 AM Page 14 Weld County Request for Proposal -m #s1400100 JS -2011-10 Pretrial Services Case Management System Miscellaneous: List and describe any other costs associated with the proposed software solution. Applicable Discounts: List amounts or percentages of discounts that may apply to this proposal, based on volume, governmental considerations, etc. 7 Additional Terms & Conditions 7.1 Personal Information 7.1.1 General Depending on the circumstances, Weld County may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The vendor should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the vendor. Weld County will treat this information in accordance with the provisions of this section. 7.1.2 Requested Personal Information Any personal information that is requested from each vendor by Weld County shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each vendor to obtain the consent of such individuals prior to providing the information to Weld County. Weld County will consider that the appropriate consents have been obtained for the disclosure to and use by Weld County of the requested information for the purposes described. 7.2 Non -Disclosure Agreement Weld County reserves the right to require any vendor to enter into a non -disclosure agreement. 7.3 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. 7.4 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. 4/23/2014 11:08 AM Page 15 Weld County Request for Proposal - RFP #131400100 JS -2011-10 Pretrial Services Case Management System 7.5 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. Not 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, shall be disqualified from consideration. All accepted Responses shall become the property of Weld County and will not be returned. The vendor agrees that Weld County is a governmental body for purposes of the Colorado Open Records Act, and as such, is required to release information in accordance with the Colorado Open Records Act. Vendor should mark any information that it considers to be confidential, proprietary, and/or trade secret in their Response with the term "CONFIDENTIAL." The County agrees to provide notice to vendor in accordance with the Colorado Open Records Act in the event the County receives a request for information under the Colorado Open Records Act for information that the vendors has marked as confidential. Vendors are warned that financial information submitted without detonating as confidential, proprietary, and/or trade secret may be subject to public disclosure, pursuant to the terms of the Colorado Open Records Act. Statements that the entire proposal is confidential will not be honored. Confidential information, proprietary, and/or trade secrets contained in the proposal so identified shall be treated as confidential by Weld County to the extent allowable in the Colorado Open Records Act. a. A written request for confidentiality shall be submitted, by the bidder, with the proposal response package. b. The written request will be enclosed in an envelope marked "Request for Confidentiality". c. The written request must be accompanied by the information that is requested to be held confidential. Specific reasoning as to why each element is to remain confidential, other than recitation of a specific state or federal statute, is required. d. Confidential/proprietary information must be separated out from the rest of bidder's response. Co -mingling of confidential/proprietary information and other information is not acceptable. e. The IT Contact will make a written determination as to the apparent validity of any request for confidentiality. In the event the IT Department does not concur with the bidder's request for confidentiality, the written determination will be sent to the bidder. Ref. C.R.S. § 24-72-201 et. Seq., as amended, Public (open) Records. 7.6 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 certifies that it shall comply with the provisions of C.R.S. § 8-17.5-101, et seq. The successful vendor shall not knowingly employ or contract with an illegal alien to perform work under the contract or enter into a contract with a subcontractor that fails to 4/23/2014 11:08 AM Page 16 Weld County Request for Proposal — RFP #B1400100 JS -2011-10 Pretrial Services Case Management System certify to the successful vendor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the contract. The successful vendor represents, warrants, and agrees that it: (a) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (b) otherwise will comply with the requirements of C.R.S. § 8-17.5-102(2)(b). The successful vendor shall comply with all reasonable requests made in the course of an investigation under C.R.S. § 8-17.5-102 by the Colorado Department of Labor and Employment. If the successful vendor fails to comply with any requirement of this provision or C.R.S. § 8-17.5-101, et seq., Weld County may terminate the contract for breach and the successful vendor shall be liable for actual and consequential damages to Weld County. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if the successful vendor receives federal or state funds under the contract, the 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 contract. If the 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. 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. Governmental Immunity: No term or condition of the contract 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. Independent Contractor: The successful vendor shall perform its duties hereunder as an independent contractor and not as an employee. He or she shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to the contract. Neither the successful vendor nor any agent or employee thereof shall be deemed to be an agent or employee of Weld County. The successful vendor and its employees and agents are not entitled to unemployment insurance or workers' compensation benefits through Weld County and Weld County shall not pay for or otherwise provide such coverage for the successful bidder or any of its agents or employees. Unemployment insurance benefits will be available to the successful vendor and its employees and agents only if such coverage is made available by the successful vendor or a third party. The successful vendor shall pay when due all applicable employment taxes and income taxes and local head taxes (if applicable) incurred pursuant to the contract. The successful vendor shall not have authorization, express or implied, to bind Weld County to any agreement, liability or understanding, except as expressly set forth in the contract. The successful vendor shall have the following responsibilities with regard to workers' compensation and unemployment compensation insurance matters: (a) provide and keep in force workers' compensation and unemployment compensation insurance in the amounts required by law, and (b) provide proof thereof when requested to do so by Weld County. Compliance with Law: The successful vendor 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. 4/23/2014 11:08 AM Page 17 Weld County Request for Proposal-lu+P #131400100 JS -2011-10 Pretrial Services Case Management System Choice of Law: Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of the contract. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. Binding Arbitration Prohibited: Weld County does not agree to binding arbitration by any extra -judicial body or person. Any provision to the contrary in the contract or incorporated herein by reference shall be null and void. No Third Party Beneficiary Enforcement: It is expressly understood and agreed that the enforcement of the terms and conditions of the contract, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in the contract shall give or allow any claim or right of action whatsoever by any other person not included in the contract. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under the contract shall be an incidental beneficiary only. Attorneys Fees/Legal Costs: In the event of a dispute between Weld County and the successful vendor, concerning the contract, the parties agree that Weld County shall not be liable to or responsible for the payment of attorney fees and/or legal costs incurred by or on behalf of the successful vendor. Disadvantaged Business Enterprises: Weld County assures that disadvantaged business enterprises will be afforded full opportunity to submit responses 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. 7.7 Insurance Requirements General Requirements: Contractors/Contract Professionals must secure, at or before the time of execution of any agreement or commencement of any work, the following insurance covering all operations, goods or services provided pursuant to this request. Contractors/Contract Professionals shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, during any warranty period, and for three (3) years after termination of the Agreement. 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 Director of General Services by certified mail, return receipt requested. Such written notice shall be sent thirty (30) days prior to such cancellation or reduction unless due to non-payment of premiums for which notice shall be sent ten (10) days prior. If any policy is in excess of a deductible or self -insured retention, County must be notified by the Contractor/Contract Professional. Contractor/Contract Professional shall be responsible for the payment of any deductible or self -insured retention. County reserves the right to require Contractor/Contract Professional 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 coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor/Contract Professional. Contractor/Contract Professional 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. Types of Insurance: Contractor/Contract Professional shall obtain, and maintain at all times during the term of any Agreement, insurance in the following kinds and amounts: 4/23/2014 11:08 AM Page 18 Weld County Request for Proposal - REP #B1400100 JS -2011-10 Pretrial Services Case Management System a. Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of Contractor's Contract Professional's employees acting within the course and scope of their employment. b. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent Contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: i. $1,000,000 each occurrence; ii. $2,000,000 general aggregate; iii. $2,000,000 products and completed operations aggregate; iv. $50,000 any one fire; and v. $500,000 errors and omissions. c. Automobile Liability: Contractor/Contract Professional 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. d. Professional Liability: Contract Professional shall maintain limits of $1,000,000 for each claim, and $2,000,000 aggregate limit for all claims e. Additional Provisions: Policies for all general liability, excess/umbrella liability, liquor liability and pollution liability must provide the following: i. If any aggregate limit is reduce by twenty-five percent (25%) or more by paid or reserved claims, Contractor shall notify County within ten (10) days and reinstate the aggregates required; ii. Unlimited defense costs in excess of policy limits; iii. Contractual liability covering the indemnification provisions of this Agreement; V. A severability of interests provision; v. Waiver of exclusion for lawsuits by one insured against another; vi. A provision that coverage is primary; and vii. A provision that coverage is non-contributory with other coverage or self- insurance provided by County. For all general liability, excess/umbrella liability, liquor liability, pollution liability and professional liability policies, if the policy is a claims -made policy, the retroactive date must be on or before the contract date or the first date when any goods or services were provided to County, whichever is earlier. 4/23/2014 11:08 AM Page 19 Weld County Request for Proposal — RFP #B1400100 35-2011-10 Pretrial Services Case Management System Contractors/Contract Professionals shall secure and deliver to County's Risk Administrator ("Administrator") at or before the time of execution of this Agreement, and shall keep in force at all times during the term of the 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 related Request for Proposal. Proof of Insurance: County reserves the right to require Contractor/Contract Professional 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, Contractor/Contract Professional's insurer shall name County as an additional insured. Waiver of Subrogation: For all coverages, Contractor/Contract Professional'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 this Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverages required of Contractor/Contract Professional. Contractor/Contract Professional 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. Contractor/Contract Professional agrees to provide proof of insurance for all such subcontractors, independent contractors, sub -vendors suppliers or other entities upon request by the County. 7.8 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. 7.9 Entire RFP This RFP, any addendum to it, and any attached Appendices, constitute the entire RFP. 4/23/2014 11:08 AM Page 20 Weld County Request for Proposal—RFP #B1400100 JS -2011-10 Pretrial Services Case Management System 8 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 #81400100 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 June 23, 2014. 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 Ll-TiiTdl Signature: Name: Signature: Signature of Authorized Officer: Name: Signature: Title: Date: Title: Date: Title: Date: 4/23/2014 11:08 AM Page 21 Weld County Request for Proposal—RFP #B1400100 JS -2011-10 Pretrial Services Case Management System Appendix A: Notice of Intention NOTICE OF INTENTION REQUEST FOR PROPOSAL RFP #B1400100 / JS -2011-10 From: [VENDOR ORGANIZATION NAME] [AUTHORIZED REPRESENTATIVE] [TELEPHONE NO] [FAX NO.] [E-MAIL] [VENDOR ORGANIZATION NAME] intends to respond to the Weld County Request for Proposal #B1400100. TO: Weld County Department of Information Technology ATTN: Mary Truslow RFP #B1400100 (JS -2011-1O 1401 North 17th Ave Greeley, CO 80631 FAX Number: 970-304-6572 Email: mtruslow@co.weld.co.us 4/23/2014 11:08 AM Page 22 Weld County Request for Proposal —RFP #B1400100 JS -2011-10 Pretrial Services Case Management System Appendix B: Vendor Functional & Technical Requirements Response Form Complete the attached spreadsheet in its entirety. ]S-2011-10 PIS Case Mgmt FuncTech Reqs 4/23/2014 11:08 AM Page 23 Weld County Request for Proposal —RFP #131400100 JS -2011-10 Pretrial Services Case Management System Appendix C: Pretrial Services Process Documentation Attached are diagrams showing current Weld County Pretrial Services processes. The main processes covered are the Pretrial Assessment Process and Bail Report, the Case Management Intake process and the Case Management & Audit process. Additionally, are diagrams showing the Pretrial Services interfaces with other organizations and an overview of their data structure. Pretrial Assessment Process: Visio-PIS Assessment WeekDay Bail Report: 7 BailReport.pdf Case Management Intake Process: 7 Visio-PTS Case Mgmt Intake Process.pdf Case Management & Audit Process: 5- Visio-PIS Case Mgmt & Audit Process.pdf Pretrial Services Interfaces: a- Is- vlsio-Prs Interfaces.pdf Pretrial Services Data Structure: O Visio-PIS Data Structure.pdf 4/23/2014 11:08 AM Page 24 Tribridge Response to Request for Proposal - #61400100 JS -2011-10 Pretrial Services Case Management System Appendix C WELD COUNTY Department of Information Technology 1401 North 17th Avenue Greeley, CO 80631 Attn: Mary Truslow (970) 304-6570, x2518 mtruslow@co.weld.co.us RFP #B1400100 JS -2011-10 Pretrial Services Case Management System ORIGINAL Proposal Response June 23, 2014, 10:30 a.m. MDT Tribridge Holdings, LLC 523 West 6th Street, Suite 830 Los Angeles, CA.90014 www.Tribridge.com 1 TRIBRIDGE Letter of Transmittal June 20, 2014 Re: JS -2011-10 Pretrial Services Case Management System — RFP #61400100 To: MaryTruslow —Department of Information Technology Thank you for considering Tribridge Holdings, LLC (Tribridge) as your Microsoft Gold Certified technology partner to assist Weld County (County) in providing a software program to support their pretrial services case management system processes and requirements documented in the RFP #81400100. Having examined the RFP, and appendecies, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide all software and services, including the following: project management and planning, design, configuration, customization, data import, testing, training, implementation, support and maintenance for the "Pretrial Services Case Management System" required to be in full conformity with the said RFP. Our solution proposed is Tribridge Offender360 which is built on the Microsoft Dynamics CRM technology platform. Offender360 gives the County the option of either deploying the solution on premise at the County or have it hosted by Tribridge in our Concerto "private cloud" with the County having full access and ownership of their data. Our solution can meet the requirements described in the RFP for managing, tracking and automating communication and processes associated with providing pretrail services case management. Our solution is a commercially available and scalable software system that has pretrail, community corrections and offender management functionality "out of the box", which can be implemented with minimal configuration/customization successfully. Our Microsoft solution is easy to use and is deeeply integrated with Microsoft Office, Word, Excel, and leverages the familiar user interface of Microsoft Outlook. As requested, we have submitted Three (3) original copies, and one (1) (PDF document formatted on a virus free CD) inside the original. Our responses and the contents of our proposal have been designed to meet the format requirements set forth in the RFP for both content and for sequence. The contact person at our organization for this solicitation is: John Schloemann, West Region - Business Development Manager — Public Sector and can be contacted at 916-799-7021 or john.schloemann@tribridge.com. Josh Jaquish is the representative of Tribridge, authorized to make formal commitments on behalf of the firm and is the signatory below. Sincerely, Josh Jaquish Vice President, Public Sector - Tribridge Table of Contents COVER SHEET PAGE 1 LETTER OF TRANSMITTAL PAGE 2 TABLE OF CONTENTS PAGE 3 EXECUTIVE SUMMARY PAGE 3 VENDOR QUALIFICATIONS, REFERENCES & RESPONSE PAGE 4 SECTION I EXECUTIVE SUMMARY AND CORPORATE PROFILE PAGE 4 SECTION II APPROACH PAGE 17 SECTION III ADDITIONAL INFORMATION PAGE 32 BUDGET & ESTIMATED PRICING PAGE 32 VENDOR CERTIFICATION PAGE 42 APPENDIX B: VENDOR FUNCTIONAL & TECHNICAL REQUIREMENTS RESPONSE FORM PAGE 43 VENDOR PRODUCT INFORMATION PAGE 55 CONTRACT TEMPLATE PAGE 62 WELD COUNTY PRE -PROJECT TECHNICAL WORKBOOK" PAGE 73 BEST AND FINAL OFFER -ADDENDUM PAGE 74 3 Vendor Qualifications, References & Response: Section I — Executive Summary and Corporate Profile: 1. A brief outline of the vendor and services offered, including: Full legal name of the company. Tribridge Holdings, LLC. Year business was established. 1998 • If the vendor company is a Value Added Reseller (VAR), indicate number of years as a VAR. Tribridge has been a VAR for Microsoft since 1999. • Number of people currently employed. 565 employees • Income statement, Cash Flow statement, and balance sheet for each of the two (2) most recently completed fiscal years certified by a public accountant. If publically traded, simply provide a link to SEC filing or corporate financial information. Tribridge has provided the two (2) audited financial statements available for the 2011 and 2012 tax years. We have submitted our financial statement in a sealed envelope marked "Financial Statement — Confidential" in accordance with the instructions stated in the RFP herein. 2. A brief overview of the key elements of vendor's proposal. Highlight any features or areas that differentiate vendor's services and products from competitors. Company Overview Tribridge is a national IT consulting firm and systems integrator focused on providing Microsoft -based technology solutions to public and private sector organizations across the United States. We are a Microsoft Gold Certified Partner for all Microsoft Dynamics products, including Dynamics CRM (the technology platform of our proposed Offender360 system for Pretrial Management). We have been implementing Microsoft Dynamics CRM since the product's inception and are a distinguished member of Microsoft's Dynamics CRM product review team. Tribridge has won numerous awards, including 2013 Microsoft Global Partner of the Year and 2013 Microsoft Dynamics CRM Public Sector Solutions Partner of the Year. Tribridge Offender360, powered by Microsoft Dynamics CRM and our Tribridge technology consulting team has the full support of Microsoft Corporation and the Microsoft Account team of Colorado. Our team and solution proposed will enable your County to have an integrated solution for client case management delivered by an award -winning partner in Tribridge, while leveraging the strength of Microsoft products and corporate support. Our Experience Tribridge has approximately 10,000 licensed users of Tribridge Offender360 solution proposed. This includes the State of Illinois Department of Corrections, Illinois Department of Juvenile Justice, West Virginia Division of Corrections, West Virginia Division of Juvenile Services, West Virginia Regional Jail Authority, Cook County (Illinois) Sheriff's Office, and most recently, Mesa County, Colorado Criminal Justice Department. Mesa County selected Tribridge and our Offender360 system as a Client Case management system to track and manage client pretrial, treatment and program activities. Tribridge has other law enforcement customers leveraging Dynamics CRM technology, including Orange County Sheriff's Department, San Diego County Sheriffs Department, North Carolina Department of Public Safety and others. Our organization and team of resources have more experience implementing solutions to Correctional Institutions than any other Microsoft Dynamics CRM partner in the country. This experience translates into successful implementations and projects. Our approach to system deployment will be collaboratively working directly with Weld County and thethe primary users of the new system, as well as the Information Technology Department. Our goal is to work with the County to be trained and prepared to use and support the system post deployment and have the ability to make changes to the system in the future to accomodate changing business and legislative requirements without vendor assistance . Solution Overview Tribridge is very interested in leveraging our experience of justice and public safety in working with the County on this most important project and believe that our Offender360 solution for Pretrial Management, which is built on the commercially available Microsoft Dynamics CRM technology platform, will meet the specific needs set forth in this RIP by the County. Tribridge Offender360 is a 100% web based application and can easily be accessed from most any web browser, modile device or computer. Our Microsoft solution is offered as an on premise solution to be hosted "onsite" at Weld County. Tribridge Offender360/Dynamics CRM provides capabilities for customization to meet the specific needs of the County's organization now and in the future. Some of the key pretrial management and tracking functionality that comes standard in Tribridge Offender360 can increase the effectiveness of County personnel, reduce risks and increase user adoption. The system has unique capabilities that will allow the County the flexibility to adapt existing processes to serve existing requirements with the ability to address new and emerging needs in the application without the need to write "code" or use a vendor. This is a unique distinction between our Offender360/Dynamics CRM solution and other products on the market today. The system has over 140 open API's, which makes it easyto adapt for interfacing with external applications in order to obtain information in a timely and accurate manner. The comprehensive security model that comes with the Microsoft Dynamics CRM platform technology will allow the County to design the system in such a way that the County can have complete control over specific client data, community service agency data, and service provider data that may be shared. Using the configuration tool within the application, the County can assign/grant users roles within the application. Our system is fully integrated with Microsoft Office, including Excel, Word, Outlook, and Microsoft Exchange (Active Directory). This allows for high user adoption and a system experience that is comfortable and familiarto both staff and management. The Offender360/Dynamics CRM solution comes with powerful, user-friendly reporting and dashboard tools giving end users the ability to perform ad -hoc queries in support of real-time data analysis. With Microsoft SQL Server and other Microsoft reporting tools built into the application, the County can leverage Offender360/Dynamics CRM to store and retrieve large amounts of data, drive automated workflows and create robust reporting quickly and efficiently. Our Offender360 solution includes functionality in multiple areas of corrections and client/defendant/offender management, including: Pretrial Management, Offender Management, Community Corrections, and Facilities/Staff Management. Below is an outline of some of the key features that comes with the Offender360 solution to meet the specific requirements of the County for Pretrial Management now and other areas of corrections management in the future. Pretrial Management: Investigation and supervision of pretrial defendants to promote public safety and court appearances. • Risk Assessments (CPAT) • Criminal History Tracking • Employment History • Pending Charges • Residence Information • Substance Abuse History • Failure to Appear History • Bonds • Case Management • Treatment & Therapy Tracking • Drug Testing • Stay Away Orders • Travel Restrictions • Program Referrals & Tracking • Scheduling & Appointments Additional modules and features of the Offender360 software that can provide long term value to the County are outlined below. Offender Management: Protection of the public and staff while providing safe, secure, and humane supervision of offenders with opportunities that support successful community reintegration. • Reception & Commitment • Classification Scoring • Risk Assessments • Sentence & Time Accounting • Commitment Orders • Earned Time Credits • Victim & Predator Flags • Sex Offender Identification 6 • Offender Demographics • Scars/Marks/Tattoos • Aliases • Mug Shots & Photo History • Offender Contacts • Security Threat Group Tracking • Visitation • Separations • Property Management • Trust Accounting • Financial Obligations & Fines • Victim Tracking • Program Referrals & Tracking • Case Management • Medical Services Tracking • Health Conditions • Treatment & Medications • Drug Testing • Scheduling & Appointments Community Corrections Management: Enhance public safety and increase positive behavior of supervised probationers and parolees through evidence based practices, community partnerships, and community presence. • Re -Entry Planning • Parole Board Review • Parole Management Planning • Administrative Sanctions • Violation Reports & Hearings • Rescission & Revocation • Recidivism Management & Tracking • Earned Time Credits • Sex Offender Identification • Case Management • Detainers & Warrants • Program Referrals & Tracking • Risk Assessment • Treatment & Medications • Drug Testing 7 • Scheduling & Appointments Facilities & Staff Management: Enhance public, staff, and offender safety by providing safe, secure, and humane correctional facilities and processes. • Housing & Bed Assignment • Movements & Transfers • Jobs & Assignments • Use of Force Management • Personnel History Management • Workers' Compensation • Vehicles & Collisions • Incident Reports • Disciplinary Management • Violations & Sanctions • Grievance Management • Investigations • Property Management • Facility Counts • Visitation • Shift Logs • Safety Reports • Vendors • Drug Testing • Scheduling & Appointments Tribridge Offender360, powered by Microsoft Dynamics CRM will enable your County to have an integrated solution for client pretrial case management delivered by an award -winning partner in Tribridge, while leveraging the strength of Microsoft products and corporate support. 3. A diagram of the application's network communications, to include servers, web, ports, firewalls, DMZ, etc. Microsoft Dynamics CRM is designed to work best over networks that have the following elements: • Bandwidth greater than 400 kbps • Latency under 150 ms Notice that these values are recommendations and don't guarantee satisfactory performance. Below is a SAMPLE diagram which includes an overall representation of the servers, network connectivity to LANs and WANs, peripherals, workstations, firewalls, web servers, and interface points, as well as a representation of the System environments. 3 Concerto Redundancy O =v GigEtherCha = lOGig Etherchannel (Confidential) = IOGig FcOE — a lOGig Uplink 4. An outline of the product line-up and/or services vendor currently supports. Founded in 1998, Tribridge is a technology services firm specializing in business applications and cloud solutions. We help mid -market and enterprise customers in both commercial and public sector solve their business challenges through a complete range of services, including Cloud Computing, ERP, CRM, Custom Software Development, Portals & Collaboration, Security & Infrastructure and Human Capital Management (HCM). Tribridge provides industry -specific solutions built on the latest Microsoft technologies; including Microsoft SharePoint, Office365, .NET, Microsoft Dynamics CRM, Dynamics SL, AX, NAV and GP to name a few. In addition Tribridge is a nationally recognized and award winning partner for hosting Microsoft applications in our Concerto "private cloud" for Software as a Service (SaaS). 5. A description of vendor's geographic reach and market penetration. Tribridge is a U.S-based, national firm with 14 offices across the United States to serve more than 3,500 clients in both commercial and public sector markets. Tribridge has 565 employees that service over 400 Public Sector customers. As a top partner across all Microsoft -based business solutions, we are considered by Microsoft as one of the leading Microsoft Partners in the country for delivering Microsoft -based solutions for Justice and Public Safety, State Correctional Institutions and County Sheriff's Departments. Tribridge has been highly successful in delivering Microsoft Dynamics CRM solutions for public sector organizations, and has developed specific Justice and Public Safety focused solutions leveraging this technology, which includes the proposed Tribridge Offender360 System. 6. An outline of vendor's strategic partnerships and relationships to date. Tribridge has business and strategic relationships with some of the world's leaders in technology and consulting, including HP, Dell, Deloitte and Microsoft. The most significant strategic partnership relevant to the County and this project is with Microsoft Corporation. We are a Microsoft Gold Certified Partner for all Microsoft Dynamics products, including Dynamics CRM (the technology platform of our proposed Offender360 system). We have been implementing Microsoft Dynamics CRM since the product's inception and are a distinguished member of Microsoft's product review team. Tribridge has won numerous awards from Microsoft, including; "Microsoft Global Partner of the Year" four of the last six years. In 2012 and 2013 Tribridge was awarded Microsoft Dynamics CRM Public Sector Solutions Partner of the Year. Tribridge has the full support of Microsoft Corporation and the Microsoft Account team of Colorado for this project, based on strong partnership and track record of project success. 7. An outline of vendor's current and future strategies in the marketplace. Tribridge has earned consistent recognition as a leading Dynamics CRM partner and developer of solutions for government, including our Offender360 solution proposed. Our strategy in the marketplace is to leverage our unique knowledge of the public sector and specifically the justice and public safety sector to continue to develop solutions on the Microsoft Dynamics CRM technology platform. We are engaged in many activities in order to accomplish this goal, which is centered on gaining knowledge through our involvement with customers and industry groups as thought leaders. In 2012 Tribridge was selected into the Southern California Law Enforcement Technology Workgroup sponsored by Microsoft and participating County Sheriffs departments. We are also a key participator in the Public Safety Technology Summit hosted by Government Technology Magazine, American Jail Association, American Corrections Association, Pretrial Justice Institute and are members of the Corrections Technology Association. Our participation and acceptance into these groups is based largely on our technology solution Offender360/Dynamics CRM and our expertise as a solid implementation partner in the area of justice and public safety. This knowledge is beneficial to the County during this project, as we understand not only the technology, but the industry. This knowledge will also enabled us to develop other solutions for justice and public safety and state and local government agencies in the marketplace. Tribridge has other solutions it plans on marketing in the future. These products are based on the Microsoft Dynamics CRM platform technology including; • Complaints and Commendations • Grants Management • Citizen Service Management • Early Warning System (EWS) • Crime Control Case Management 8. 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. Tribridge has not had any claims, litigation or liens against our insurance and/or company in the past three years. 10 9. Information on vendor's current clients, including: • Total number of current clients. Tribridge has over 3,500 customers and over 400 of those in the Public Sector industry. • A list of government clients with similar needs using similar products and/or services. While it would be impossible to list all of our customers, we have outlined a number of key public sector customers in the area of justice and public safety that are using the technology proposed. These are current customers of Tribridge where we have provided similar products and services to what the County is requesting. This list is a testament to our capabilities as a firm, our technology solution and experience working with organizations similar to the County. • Mesa County, CO • Superior Court of Orange County • Orange County District Attorney • NC Department of Public Safety • Cook County Adult Detention Center • Riverside County District Attorney • Los Angeles County Courts • Orange County Sheriff's Department • West Virginia Division of Juvenile Services • San Diego County Sheriffs Department • Illinois Department of Corrections • West Virginia Department of Corrections • Polk County Sheriffs Department • West Virginia Regional Jail Authority • King County, WA • Superior Court of Orange County Evidence of successful completion of a project of a similar size and complexity. See below. References: List five (5) references (if possible) from projects similar In size, application, and scope; include a brief summary and timeframe of their Implementation. Vendor must include a contact name, position, email address, mailing address, and current phone number for each reference. Tribridge has been the leading vendor for Microsoft in some of the largest implementation projects in the US. Tribridge's business relationships are built upon trust and respect earned by listening to our client's needs and developing a comprehensive understanding of their business and vision for the future before providing advice. We have delivered high value to our clients in this way for decades and we feel that this approach and our proven track record working with state and local government organizations makes us especially well -suited to provide these services to the County. Our Team understands the importance of demonstrating successful projects of similar size, in similar environments to the County. We have included information below that should satisfy the County's requirements in terms of evidence of success, project timeline, scope of work, and the project contact for the County to contact if additional information is required. Below are three (5) project references that have licensed the proposed software which are examples of projects in various stages of the implementation lifecycle and computing environments, to provide multiple perspectives on working with Tribridge. 11 Reference 1 Company name: Orange County Sheriffs Department Address: 550 N. Flower Street, Santa Ana, CA 92703 Contact person: Chris Corn Position: Sergeant/Project Manager Email address: cfcorn@ocsd.org Telephone: (714) 834-2348 Timeframe: December 2011 through June 2012 Summary of scope of Tribridge was selected in December of 2011 to deploy Microsoft Dynamics services: CRM for the County Sheriff's Department (OCSD) as a single repository for managing and tracking Commendations and Complaints for the Department. Commendations and Complaints are two components of a deputies' Personnel History Index (PHI), which was introduced by the current Sheriff as an important initiative forthe Department. The Dynamics CRM system allows OCSD to capture specific complaint and commendation metrics on deputies and store information in a single SQL database. The complaint can be turned into a case and managed within the same system. This phase was completed in June 2012. Tribridge deployed phase II starting in September, 2012, to implement and deploy additional Dynamics CRM functionality to 2,000 users including the areas of Use of Force, Workers Comp, Internal Affairs/Case Management, Risk Assessments and Traffic Collisions. Tribridge provided complete consulting services during the implementation, including, project management, planning, requirements and design analysis, workflow development, system configuration, documentation, data migration from a legacy database system to populate the new Dynamics CRM solution, testing, training and system deployment to 500 users successfully. We provided go live system support and continue to support the client as requested by the client. OCSD on premise hardware infrastructure was leveraged to install the Dynamics CRM solution. OCSD leveraged the easy to use Microsoft interface that works with Microsoft Outlook, which has minimized user support calls. Reference 2 Company name: HealthSouth Address: 3660 Grandview Parkway, Suite 200 12 Birmingham, AL 35243 Contact person: Ms. Kelli Briggs Position Project Manager Email address: Kelli.Briggs@healthsouth.com Telephone: 205-970-5738 Timeframe: January 2009 to January 2010 Summary of scope of HealthSouth is one of the largest healthcare services providers in the U.S., services: serving more than 250,000 patients each year through a network of more than 1,400 locations across 26 states and in Puerto Rico. The company's highly skilled physicians and clinicians provide a range of services, including inpatient and outpatient rehabilitation, long-term and acute care facilities, home health and advanced rehabilitation technology. Microsoft Dynamics CRM was selected because HealthSouth's sales and marketing teams needed a centralized, 360 -degree view of physician and patient relationships. The sales team consists of rehabilitation liaisons across the country, whose job is to develop referrals through referral relationships with physicians, social workers, case workers or patients. The marketing team wanted to increase its field and corporate marketing activities, communicate in a consistent and timely manner, predict behaviors, and deliver relevant information to prospective clients. Technologies included Microsoft Dynamics CRM and Microsoft Office SharePoint Services. This implementation led by Tribridge has automated manual processes, centralized data, reduced carbon footprint and enhanced team collaboration while expediting the timeliness and the quality of patient care. HealthSouth was the recipient of the Microsoft Dynamics CRM Innovation Award in 2010. Key scope areas included: • CRM deployed to more than 900 users and mobile devices for Physician referral management, activity management and patient relationship management • Workflow and automation of manual forms including reporting and integrations with SharePoint • Extensive reporting including sales forecasting and detailed sales tracking. Reports can be sorted by physician to determine who is sending the most referrals, or by specific liaison to see how many sales calls they have made by week, month or quarter, etc. 13 Reference 3 Company name: North Carolina Department of Public Safety Address: 4201 Mail Service Center, Raleigh, NC. 27699 Contact person: Greg Jones Position CTO Email address: Greg.iones@ncdos.gov Telephone: 919-890-3981 Timeframe: May 2008 to December 2008 Summary of scope of Tribridge along with the team at NC Crime Control implemented Microsoft services: Dynamics CRM for more than 200 Field Agents and Internal Affairs investigations. The solution involves offline case management, complex workflows & routings, custom forms and secure integrations with the Alcohol Beverage Control and Lottery Commission. The Tribridge team worked under a tight timeframe and delivered this solution on time and on budget. Tribridge provided project management, software installation, requirements definition analysis, configuration, data migration, integration, training, testing and support services during the engagement. Tribridge and NC Crime was the winner of the 2008 Microsoft Dynamics Public Sector Customer Excellence Award. In addition this agency also implemented Tribridge Grant Management for Dynamics CRM in 2010 to manage their entire Grant process. Customer 4 Company name: West Virginia Division of Juvenile Services (DJS) Address: Contact person: Joann Santoro Phone: (304) 419-5382 E-mail: Position Information Systems Assistant Email address: Joann.Santoro(&Jwv.gov 14 Telephone: (304) 419-5382 Timeframe: January 2012 through January 2014 Summary of scope of Tribridge was selected in Nov 2011 to deploy Tribridge Offender360 services: powered by Microsoft Dynamics CRM as the state's new enterprise -wide offender management system. This new system would replacethree legacy systems and various stand-alone applications. The goal of West Virginia was to standardize their criminal justice systems for Dept. of Military Affairs and Public Safety which includes the Division of Corrections, Division of Juvenile Justice and Regional Jail Authority. This project was a joint effort with the West Virginia Office of Technology and Tribridge. Tribridge & WV are targeted to go live September 2013 for DJS and November 2013 for DOC/RJA. Tribridge worked closely with the WV I.T. staff in delivering the Tribridge Offender360 solution. Tribridge provided a full team of resources to augment the state's team during the implementation, including project management, planning, requirements and design development, prototyping, workflow development, system configuration, documentation, custom development, SharePoint, and data migration, from multiple databases to populate the new Tribridge Offender360/Dynamics CRM solution. We are integrating with existing internal and external systems, performing testing, user and administrative training and system deployment in September — November 2013. The system is being implemented on premise utilizing WV's infrastructure, SQL database and Active Directory, per the Microsoft hardware specifications and recommendations. Qieldmer5 Company name: Illinois Department of Corrections Address: 100 West Randolph, Chicago Illinois 60601 Contact: Steven Matthews Position: Chief Information Officer Email address steven.matthews(doc.illinois.gov Telephone: (312) 814-1526 Timeframe: June 2010 through December 2012 Summary of scope of services: The goal of IDOC was to replace their numerous legacy mainframe applications through a phased deployment approach of Tribridge Offender360/Dynamics CRM. IDOC's Offender 360 went into full production in December, 2012 and is currently being used in managing the awarding of sentence credits to eligible offenders and as an "Operational 15 Enhancement" by migrating the most commonly used operational data to the Tribridge Offender360 and Microsoft hosted environment that will be used to make informed decisions regarding offender behavior, sentence information, movement, projected release and or parole dates. The system has been very easy to use and is much better at displaying information than the previous "green screen" system. Information that was historically displayed in over 17 different mainframe screens is now viewable via 1 web browser page in Tribridge Offender360. Tribridge was selected as the Vendor in January 2011. Tribridge implemented Tribridge Offender360/Microsoft Dynamics CRM Online and provided a full implementation team to support the project during the implementation, including project management, planning, requirements and design development, prototyping, workflow development, system configuration, documentation, data migration and complex integrations to populate the new Tribridge Offender360 Dynamics CRM solution and the phased roll out of the system. Integrations include offenders' legal documentation, identification, disciplinary and programs data, medical database and other existing internal and external systems. Tribridge also performed testing, user and administrative training and system deployment. The Tribridge Offender360 system is hosted in the "cloud', leveraging Microsoft Dynamics CRM Online. No internal hardware infrastructure was required to support the deployment. Initial project is complete per the date listed above. Tribridge to support additional roll out of features and enhancements of Tribridge Offender360 in support of states overall objectives for statewide offender management 16 Section II — Approach 1. Provide a proposed work plan detailing all of the tasks and associated timelines. A complete outline must be provided by the vendor that demonstrates the following considerations: • Understanding of the project requirements and deliverables; Tribridge understands that the County desires a new system to consolidate, view and manage defendant data, as well as perform and store CPAT pretrial assessments and images within the system for ease of access. The County is in need of dynamic end user dashboards and reports with the ability to query the system in order to move towards a risk -based bail decision -making process. The new automated Pretrial Case Management System should streamline, and automate the County's process and create efficiencies with the organization. With this understanding in mind Tribridge has read the specifications and requirements provided in Appendix B and C of the RFP and have completed the detailed requirements worksheet, which is our understanding of the scope of work to be delivered as part of this project. Based on our thorough review of these requirements we have developed a clear understanding of the County's needs. Upon selection we will develop a deliverables schedule tied to milestones that is mutually agreed upon that is in alignment with the project scope and objectives. • Technical approach to the project Our technical approach for the successful delivery of Offender360 solution is to fulfill on our implementation methodology. Tribridge uses a combination of Agile and Microsoft Sure Step methodologies during the project. This is a proven methodology that has resulting in 100% Go Live statistic for Tribridge and our customers. Details of this methodology can be found later in our proposal response. • Organization and managerial competence Tribridge is a privately held corporation founded by three former "Big 4" leaders who still control and run the firm today. In addition to the top level CEO, CFO and COO executives, the firm also draws on guidance from an experienced outside Board of Directors. The balance of Tribridge organization is designed for the successful delivery of services. This is achieved through a number of Practice Directors that represent each Microsoft product line and/or Industry and is responsible for the success of that practice for a particular region. Practice Directors are supported by Regional Service Delivery Managers that are responsible for the staffing and delivery of services associated with that industry product and project. Project managers are directly responsible for managing our projects at the customer level and work with our Solutions Consultants that perform the implementation projects. This organizational structure helps with the continuity of communication throughout our organization so that top level management is knowledgeable on the status of every project, which will be a benefit to the County. Our implementation team brings deep product, industry, and best practice experience. Tribridge prides itself in taking a collaborative approach in working with clients, utilizing a proven methodology far success. 17 Tribridge team has representative experience successfully delivering Offender 360/Dynamics CRM solutions to County Sheriff's and Department of Corrections, performing all aspects of systems implementation; including project management, business requirements and design, installation, configuration, customization, integration, data conversion, report development, testing, training and deployment The Tribridge team that will be working with the County on this project will include the following roles. Note that each role may not necessarily represent a different person, since some team members can fulfill more than one role on the project. Subject Matter Key Areas of Involvement Expertise/ Role Project Director/ • Provides overall quality assurance and management oversight of the project Quality Assurance • Provides executive sponsor buy -in and ongoing communications with executive sponsors • Participates on the Project Steering Committee • Provides final deliverable approvals Project Manager • Facilitates the day-to-day coordination required to deliver the project in a manner consistent with the project vision, scope and organizational goals • Coordinates activities of project staff, including assigning tasks, creating status reports and managing to the project plan • Responsible for weekly status reporting including accomplishments, next steps, and actual to budget updates • Works closely with the County PM so that communication is continuous • Manages Tribridge team resources including sub -contractors • Manages and mitigates project risk • Creates and manages scope and change control • Quality Assurance support for client approval/signoff is obtained on deliverables CRM Functional • Serves as the functional team lead for issues and escalation purpose Consultant/ • Facilitates functional design sessions including dashboards and reports • Documents system design Industry Expert • Develops and conducts prototype review • Responsible for the configuration of the Microsoft Dynamics CRM application • Leverage knowledge of best practices through the application design and configuration process • Conducts pilot and system testing • Provides data migration assistance • Provides reporting assistance • Develops training materials • Provide onsite super user and end -user training 18 Subject Matter Key Areas of Involvement Expertise/ Role CRM Technical • Responsible for data migration design, development, and testing Consultant — Data • Responsible for data integration design, development, and testing Conversion & • Serves as a technical team lead for issues and escalation purpose Integration • Leverage knowledge of best practices through the application design/development process • Provide technical training for client IT team CRM Technical • Responsible for technical design utilizing the CRM platform Developer — SDK (.NET) • Responsible for the development within the SDK framework utilizing.NET Development • Facilitates user testing and acceptance • Conducts knowledge transfer to client team members Report Writer & • Create report specifications Dashboards • Develop and test reports 1. Conduct dashboard design sessions 2. Offer best practices based and common dashboards based on functional role 3. Configure Dynamics CRM dashboards Infrastructure 4. Conduct Architecture Assessment Specialist 5. Recommend infrastructure requirements for each environment 6. Install software including Microsoft Dynamics CRM and Lockdown • Work plan and project controls. Tribridge has developed the following work plan, which is preliminary based on our current understanding of the scope of work outlined in Appendix B Functional and Technical Requirements Form. The work plan will provide the County with an anticipated overall project duration broken out by weekly tasks and key milestones. Upon vendor selection, Tribridge will provide a detailed Project Plan, once we are able to gain further details of the project from the County's project team. The detailed plan will include schedules, roles and responsibilities for Tribridge, as a well as the County staff on the project. A detailed project plan will be created during the design phase of the project. We anticipate project completion in approximately four to five months to implement the software solution proposed in support of the requirements of the County. Week 1 shown represents the week of contract award that the project would start and depicts the tasks by week until project completion. The work plan below shows the deliverables by each stage of the project. 19 Pro ectArpvl Week# 1 2 3 4 5 fi l 8 9 32 11 R ll W IS I6 D 18 Pkas 1 Review Scope & Attend Project Kickoff Provision Dev Environment Functional Design & Prototype Review Data Import Design System Configuration & Customization Development Data Import (sample setonly) Reports Build &Test Dashboards Build &Test System & Pilot Testin Provision Production Environment Technical Training Functionaliraining Production Data Import Go but Activity & Support Project Manaeement & G / A Steering Committee Meetings Project Controls In order to maintain control of the project key management practices are followed, which include; Proiect Management - All relevant and available facts concerning scope, resources, timing, and expectations are encompassed in a jointly developed comprehensive work plan. Throughout the course of the project, an issues and risk log is maintained, progress is monitored, status memos are prepared, and status meetings are conducted. A project team site will be set up in SharePoint to enable the sharing and collaboration of all project documentation. Quality Assurance — The Tribridge and Weld County project managers will meet as necessary to discuss Tribridge's status reports and the project plan. Quality assurance reviews will take place at significant milestones throughout the project. Steering Committee meetings are conducted to confirm the application design, as well as address any issues that arise during the project (e.g., budget, scope, critical decisions, etc.). The Steering Committee will be comprised of representatives from Tribridge and Weld County as designated by each party. At the close of the project, a final meeting will be held to confirm the confidence in assuming support responsibility for the system and satisfaction with project results. Change Management — Continuously throughout the project, steps are taken to identify and manage the impact of change on the organization. A key success factor in implementation projects is to identify a consistent and succinct change message to define the purpose and benefits of the project. A comprehensive communication plan is developed in which key items to be communicated are identified, including the delivery channel and audience. 20 2. Provide any other innovative and original ideas above and beyond the scope of work that is requested. Key benefits to the County that make our solution innovative and Tribridge uniquely qualified as a firm for this engagement includes the following: • Offender360 is a consolidated single database system that is searchable, and flexible web -based relational system of client/defendant/offender data that can be accessed via computer, web browser or mobile device offers unique ways for staff to facilitate tasks. • Tightly integrated with Microsoft Office and Active Directory for a more intuitive user interface than typical systems, which thereby streamlines training and simplifies ongoing user support. • Access Microsoft Office tools; Excel, Word, Outlook directly from the Offender360 application without having to leave the screen. • Robust reporting allows end -users (and not always IT) to quickly create and save ad -hoc queries for real-time data mining and exporting to Excel. • User defined dashboards, which is a unique innovative feature of the application significantly reducing the need for custom report development. • Tribridge Offender360 leverages Microsoft Dynamics CRM, which provides a flexible development platform that supports rapid, cost-effective customizations using the Microsoft configuration tools built into the application to accommodate time -sensitive changes related to legislation or other process enhancements, without writing code. • Tribridge Offender360 leverages the CPAT Pretrial Assessment tool used County -wide in Colorado. • Tribridge Offender360 is licensed by approximately 10,000 users at corrections facilities across the country, including; Illinois, West Virginia, Cook County and most recently Mesa County, Colorado, which selected Tribridge and their Offender Management solution for Pretrial/Program/Treatment Management. 3. Provide details of any subcontracting arrangements that will come into effect if vendor Is awarded the business outlined in this RFP. Tribridge will be the prime vendor if awarded the business and will not have subcontractor resources that will come into effect for this project. 4. Provide Information that best illustrates handling the various components of the Provide past experience with similar government/municipal entities. vendor's qualifications and capabilities for Pretrial Services Case Management System. scope along with past experience with Tribridge is a Microsoft Gold Certified Partner and has a dedicated public sector practice with extensive expertise in offender tracking and case management using the Microsoft's Dynamics CRM application platform. As a top partner across all Microsoft -based business solutions, Tribridge has earned the distinction as the foremost expert in the implementation of Dynamics CRM to public sector organizations and are considered by Microsoft as the leading Microsoft Partners in the country for delivering Microsoft based solutions for State Correctional Institutions and County Sheriffs Departments. Tribridge has been highly successful in delivering Microsoft Dynamics CRM solutions public sector organizations and has developed specific Justice and Public Safety focused solutions leveraging this technology including; 21 • Complaints and Commendations • Grants Management • Evidence Base Practice Management • Early Warning System (EWS) • Crime Control Case Management • Offender Management Tribridge was recently awarded by Microsoft the U.S State & Local Government Solutions Partner of the Year for our Offender360 solution. Our technology consultants hold the most current certifications on the Microsoft products we implement, giving the utmost confidence to our customers that we have the skills and experience to successfully deliver solutions. Out team of technology and industry experts are continuing to develop solutions and gain knowledge through our involvement in the industry as a thought leader. We are a sponsor and key participator in the Public Safety Technology Summit's hosted by Government Technology Magazine and an annual sponsor and participant in the Microsoft Public Sector CIO Summit. Tribridge is a key member of the California Law Enforcement Roundtable, which is a consortium of Counties focused on solving problems and working to implement strategies for implementing evidence based practice management, pretrial justice and recidivism reduction. Our acceptance into these groups is based largely on our technology solutions (Offender360) and our expertise as a solid implementation partner in the area of justice and public safety solutions development. These qualifications in the industry knowledge will be an asset to the County on this most important project. In addition to our qualifications and capabilities we believe that our Offender360 solution, will help the County meet the specific pretrial case management and automation needs set forth in this RFP. Our Offender360 solution has been deployed to over 10,000 licensed users across the country previously mentioned herein Section I of our proposal response. Tribridge Offender360 is built on Microsoft's Dynamics CRM platform, which is a 100% web based application. The Tribridge Offender Management/Dynamics CRM product provides correctional and other public safety institutions with a scalable, cost-effective tool for managing clients/defendants/offenders. Our consulting and development organization worked directly with seasoned correctional facility and public safety professionals so that the system was user-friendly, met core functionality requirements for correctional institutions, based on the guidlines of the Correctional Technology Association (CTA). Tribridge Offender360/Dynamics CRM provides capabilities for customization to meet the specific needs of the County's organization now and in the future. Some of the specific pretrial management and tracking functionality that comes standard in Tribridge Offender360 solution can increase the effectiveness of County personnel, reduce risks, increase user adoption, and enable the County the flexibility to adapt existing processes to serve new and emerging needs and opportunities without the need to write "code" or use a vendor. Offender360 is not just a standard case management system that will need to be customized. Offender360 is a "Pretrial Management System". This is a unique distinction between our solution and other products on the market today. 22 Our solution includes functionality conforming to the Colorado Pretrial Assessment Tool (CPAT) of the Pretrial Justice Institute used by the Colorado Counties. This will provide the County with the ability to easily create and manage defendants' pretrial risk assessments from within our Offender Management application. Our system makes it easy for users to manage clients who have been ordered to pretrial supervision, community service, or in -home detention. Users can track and manage clients who are in multiple offender programs, and have the ability to manage clients referred for screening for community corrections. This combined with the tight integration with Microsoft Office, Excel, Word, Outlook email and calendaring make us a unique system in the industry. 5. 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). Historically Microsoft releases major version upgrades of the Dynamics CRM platform technology on an 18 to 24 month cycle. Offender360 mirrors this schedule with Microsoft. This latest new release for Dynamics CRM and Offender360 was December 2013. Microsoft reviews requests from its customers, the Dynamics community as well as from partners like Tribridge to investigate industry trends to determine future functionality. Microsoft uses multiple channels to promote new functionality of its offerings including the Dynamics CRM Customer Center. Customers are also notified of future releases through periodic newsletters, conferences and community events. Below are new features in Offender360 that were introduced from the last major release in December: • Use of Force Management • Personnel History Management • Workers' Compensation • Vehicles & Collisions • Incident Reports • Disciplinary Management • Violations & Sanctions • Grievance Management 6. Indicate vendor's compliance with offering ongoing Software maintenance (technical support/upgrades) and specify: • Standard business hours for technical support; 8 AM to 8 PM EST Monday -Friday • Location(s) of support services; Tribridge Customer Care support services personnel are located in Tampa, Florida. Tribridge can provide onsite support scheduled in advance for the County. • Level of support during and outside of business hours (e.g., 800 number, hours of operation, etc.). List any additional costs in Section 6.1 for support during non - business hours; 23 Depending on whether the County elects an on premise or a hosted "cloud" deployment, support levels and costs may vary. Standard support for on -premises deployments Tribridge can provide both onsite and offsite support on a time and materials basis to the County through our Customer Care program. All of our support personnel are located in the U.S. Tribridge Offender Management support provided by our Customer Care Team includes: • Level 1, 2, and 3 support including telephone response, remote system access, and on -site assistance • Dynamics CRM / Offender Management support and updates • Assistance with Microsoft support • Assigned Customer Service Manager as your single point of contact who can be reached at our toll -free number • Personal introduction to Customer Service Manager and training on Microsoft Customer Source • Service level guarantees for fees and response time • Dedicated team performing reactive and proactive support and upgrades • Integration with Microsoft corporate support agreements For support service related to a hosted "cloud" deployment in our Concerto Cloud. Support services are include is the cost of the solution proposed and is not a time and materials based support program. The Tribridge Customer Care Team is there to provide infrastructure and application support to you and your solution. Tribridge Customer Care consists of a team a dedicated Microsoft Certified Dynamics Consultants available to assist with your Offender360 support needs. • Access to phone, email and web portal support services from Sam — 8pm, Monday — Friday. • Unlimited support hours per month for break/fix activity (included in the fee). • Technical resolution related to the Operating System, SQL Server, or Cloud platform are unlimited when application support is provided solely by Tribridge. • 3 hour response time commitment on all support requests. • Application support and problem resolution —examples (not limited to): • Problems associated with the use of the Offender360/Microsoft Dynamics CRM application. • Issues recognized by the software vendor as a problem with their product. • Errors/problems related to Dynamics CRM • Methods of reporting problems; The County may send support requests to the Customer Care via email address, toll free phone line or web portal. 24 • Response levels; Tribridge has structured a response plan based on the criteria outlined in the table below. Depending on whether the County elects an on premise or hosted "cloud" deployment, support levels and costs may vary. Upon selection Tribridge will work with the County to confirm support needs and finalize a response and support plan. Priority Incident equest Examples PpIwft1anGUeUts Urgent Incidents that result in a Unscheduled outages in the environment. severe service disruption of the application production environment and demand immediate attention. No work -around exists. Business risk is hi h. High Single users or small groups Loss of key application functionality during are Impacted and they are core business hours. unable to complete business critical tasks durin crucial Medium The default priority for all Non -critical business functions are service requests. An incident unavailable; functional questions which have or problem that has a low to moderate user impact. Single user unable to moderate impact. The use application during non -critical business capability of the application times. user(s) to complete production work has not been affected. Low Any incident affecting a Functional question that is non -critical. development or training Training or development environment environment. The user has technical problems. questions or inquiries that have low to minimal impact and can be deferred, to be addressed when time allows. Call Response Times: Incident Type Customer Care Call Back (Response) Customer Care Call Back with Action Plan leading to Resolution Urgent 1 business hour 1 business hour High 6 business hours 1 business hour Medium 6 business hours 3 business hours Low 1 Business Day 1 Business Day How fixes are distributed and applied; Hot fixes are communicated via email and can be administered electronically via download. Problem escalation process (including resolution process and timing); 25 Some requests may require escalation to Tribridge Professional Services or Microsoft for resolution. Escalation is administered by directly contacting the County's assigned Customer Account Manager at Tribridge. The Tribridge Customer Account Manager will work with the County to escalate a services issue. • Frequency of software updates/upgrades. Microsoft releases a hotfix rollup every 8 to 12 weeks for Microsoft Dynamics CRM as well as individual hotfixes as they are tested and approved. Microsoft releases major version upgrades of the Dynamics CRM platform technology on an 18 to 24 month cycle. Offender360 mirrors this schedule with Microsoft. Microsoft supports each version of their software for 2 versions plus 5 years after a subsequent software version release. 7. 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 Pretrial Services Case Management System. Microsoft determines the new versioning, software upgrades and when these software enhancements are made available to the market. As new versions of the Microsoft Dynamics CRM platform become available through the licensing of the Microsoft Dynamics CRM software and the participation of the Microsoft Software Assurance program the County will receive new versions and upgrades to this software platform from Microsoft. Asa Microsoft Gold Certified Partner and participation in the Microsoft Industry Solutions Vendor program the County is guaranteed that our offender360 solution, which is built on the Microsoft dynamics CRM platform will remain compatible with new versions of Microsoft Dynamics CRM. The platform is the heart of the Offender360 / Microsoft Dynamics CRM system. When the County makes system customizations using the built in Microsoft Dynamics CRM Software Development Kit (SDK), you are building on top of this system. The platform allows for creation of custom modules that fit into the linking relationships in the application. The architecture environment is included in the application and can be accessed by those users with configuration access (Security Role). This allows for easy and phased expansion without major impact on the system. The Offender360 /Microsoft Dynamics CRM platform supports customizations made through the SDK, which will be upgradeable as new versions of the platform (Dynamics CRM) become available. 8. Elaborate on vendor's implementation process and the approximate time frame for a successful transition. Our approach to system deployment will be collaboratively working directly with the County Justice Services Division (the primary users of the new system), as well as the Information Technology Department. Our goal is to help the County so they are deeply involved in all aspects of the project are trained and prepared to use and support the system post deployment. Tribridge works closely with key county staff to perofrm knowledge transfer regarding the system so that the County will have the ability to make changes to the system in the future to accomodate changing business and legislative requirements without our assistance . The following methodology is deisgned to support this approach. 26 IMPLEMENTATION METHODOLOGY The following points describe our standard approach and methodology to project management, end user training, business process analysis and the steps for implementing Microsoft Dynamics CRM / Tribridge Offender 360/Microsoft Dynamics CRM. Other details specific to the County's implementation are described in our Project Assumptions section. Ir inYfiry' •._ II Ill i. Install Deg ann fret qyyy dtonfigur App9ratfnn ' IL LI I Fmimnments 9� i e VmuLLuemu rsl 0la lnr Users Define Reyuuements t'��nvroion Inhrn, Mc1 er lj t'i t•,olnIypng CcnliureSvttr'ty f,—,0 tnp,rpnments 1).Vrin p and VJlLdate (on inn sari Date ... ��i n'V urr Pilot Test Applira[inll •To Iivr Connnn Irdraseumnr G •.,,-� iJ Develop rrannn, v'an Define Daalgn Build and Test Deploy Define Phase Systems Architecture Review — A review of the current infrastructure is conducted to determine the hardware and software needed to support the implementation. Project Planning — A planning meeting is conducted to confirm the scope, deliverables, and target milestone dates for the project. Expectations, time requirements and the project schedule are reviewed. The high level roll -out strategy for the implementation is discussed and the project logistics are determined (project room, status meeting times, documentation standards, etc.). Project Kickoff —A meeting is conducted with all project stakeholders to communicate the purpose, scope, and timing of the project. Additionally, roles and responsibilities are reviewed for a mutual understanding of expectations. Design Phase Define Functional Requirements — Meetings will be held with functional users from each business group to gain an understanding of the current business processes, reporting requirements, and functional system requirements as outlined in. Tribridge will then facilitate a discussion around future business 27 practices so that they are aligned with the goals and objectives of the project. When possible, Tribridge will offer industry experience and best practices to be incorporated into the future business processes. We will work with you to obtain sign -off and approval of the functional requirements before moving forward. Define Report Specifications — During this step, County identifies all reports and develops initial specifications. Additionally, the reports are mapped back to the design so that all necessary data is captured in the system. Demonstrate Software Functionality - Tribridge will conduct a walk-through of the key software components to be implemented. The purpose of this system walk-through is so that key stakeholders understand the core concepts of the application and its general use. This provides the County's project team with a high-level understanding of functionality that can be utilized in the system design. Functional System Design & Prototype Development — This step will map your processes with the software's functions, including screen configuration, security requirements, reports, and workflow. A high-level prototype of the software is developed based upon the approved requirements and the feedback received from the system walk-through. This enables the functional business users to visualize the system and provide final feedback in order to obtain signoff and freeze the design. This step is the foundation for a successful deployment. Integration Design — A detailed design is developed to identify the integration points and the timing of data exchange between systems. Plan Data Conversion — An overall plan forthe data conversion effort is developed and finalized. This plan identifies the sources of legacy data, data formats, an estimate of the number of records, and the effort required to cleanse the data. Complete Deployment Plan — The deployment plan includes details on when and how users will be given access to the system. This approach helps transition administration and technical support to internal County IT team members. Complete Training Plan — Tribridge is committed to our customers being self-sufficient on the use and administration of the application when we complete an engagement. In order to achieve this, we offer user training that is tailored to County's business. Confirm Build — Once the design is complete and signoff is obtained, the Build effort is confirmed and finalized. The work plan is updated as needed to reflect milestone dates and timing. Build & Test Phase System Customization - During this step, all system development activities are performed. System parameters are setup and screens are configured using the Microsoft Dynamics CRM Customization tool. Develop Reports — Custom reports are built and initially tested. Develop System Integration — System integration points are mapped and processes are implemented to manage the integration to other system(s). U:3 Perform Initial Data Conversion —This step maps fields and loads legacy data into the system. This not only provides a test for the data conversion effort, but also populates the database with sample data for pilot. Pilot Test the Design — All business scenarios are executed through the appropriate system activities, utilizing sample data, inputs, and transactions in such a manner as to simulate use in a full production environment (the "Design Pilot"). Results of the activities are compared against the expected results and, where necessary, changes are made to the system and the scenario is repeated. This step, truly, is the crux of the implementation effort. Comprehensive, successful completion of this step so that there are minimal problems and surprises on the "Go Live" date. System Test — All end -to -end processes and integrations with external systems are tested. Results of the activities are compared against the expected results and, where necessary, changes are made to the system and the scenario is repeated. Deploy Phase Train Users — Procedures developed during the Design Pilot are finalized. A training plan and high-level functional training materials are developed. End user and technical training is conducted. See Training Plan section of our proposal for specific details. Migrate to the Production Environment — Customizations and reports are migrated to the Production database. Users and security settings are implemented. Execute Data Conversion — During this step the converted data will be loaded. Once data is fully loaded, reports will be generated and reconciled with the current systems for validation so that the system will operate in conformance with all specifications in the production environment. Since this step marks the key point before using the new system in a production environment, sufficient quality checks will be included to confirm accuracy such as user sign -off and management approval of conversion results. This step may take place over a weekend and typically requires the involvement of the entire Project Team. "Go Live" — Users begin using the application to perform their daily processes. Project documentation is finalized and reviewed. Post Implementation Support — Our project team will monitor the usage of the application features and the overall performance of the system. The primary objective of this step is so that the new system is fully operational and sufficiently provides the needed functionality and management information. 9. Detail training options/plan for successful implementation of the Pretrial Services Case Management System. As part of our implementation methodology, Tribridge will work with the County in finalizing the Pretrial Services Case Management solution design specifications during the Define and Design phase of the implementation project. The design, once finalized and approved by the County, will become the basis for the final solution that users will be trained on. This design phase is independent from the training phase. Tribridge has included the following training program information for providing training foryourend users (functional) and IT administrative staff (technical) as part of our RFP response submission that includes 29 costs, and type of training instruction. Our costs are based on training for up toll end users and 2 IT staff and will cover functions for; end users, system administrators and report creation. The information provided represents the training program options and methodologies that we have included in our response. Please see our preliminary project plan which includes the timeline and schedule for the training activities proposed. Below are some of the training options and methodologies available to the County during this project. Upon selection Tribridge can finalize a training plan to meet the exact needs of County using a combination of these training options. Instructor Led Training. Tribridge expert trainers can provide onsite training on the specific modules that make up the solution; provide user help assistance and any other recommendations to users during training for a smooth transition to the new system. Onsite training can be conducted in an environment that will be set up at County. Tribridge recommends leveraging the web for the training of remote users of the system. All scheduling of trainees would be handled by County. This training is not expected to entail all functionality for a given module but rather that County's functional and stated requirements as matched against the recommended use of the application are met. Online Tutorial. Microsoft provides online tutorials that are linked within Dynamics CRM core technology for quick easy answers to user questions. These tutorials are free from Microsoft and are part of the cost of the application maintenance and support. Online Training. Web based supplemental technical training courses are available online via Microsoft's website. These training courses are available online depending on the subject. Availability, cost, duration and class size varies. Details can be obtained upon request. You may be eligible for the following training opportunities directly from Microsoft through your subscription into the Microsoft Software Assurance program: • Microsoft eCourses • Managed newsgroups • Foundation Library of Dynamics online tutorials • Customer Source • Weekly interacts with Dynamics support • Orientation training on CD-ROM • Transition meetings • Productivity -boosting sessions 10. Indicate if online help is available. Describe or provide a sample of the online help. The County has many options for receiving online help. Microsoft has a web portal called CustomerSource for customers to submit requests for support. This program is available through participation in the Microsoft Software Assurance program, included in the cost of the software. 30 The Dynamics CRM application provides online help within the application through a help menu and point and click assistance. 0ffender360/Microsoft Dynamics CRM end user help can be found within the application using online help and point to click support on each screen of the application. Tribridge provides the following mechanisms for contacting Customer Care help desk support to initiate a request, which includes online help: Phone — Support requests can be made by telephone (Toll Free) to the Customer Care team. All support requests are logged into Tribridge's service database for tracking and follow-up purposes. Support requests of an urgent nature should always be called into the toll free number above. Email — Support requests can be made by email (Support@Tribridge.com). All email requests are logged into Tribridge's service database for tracking and follow-up purposes. Email should not be used to report urgent issues. Please provide the following information at a minimum: o Org Name o Phone Number o Contact Name o Description of the issue Online - Support requests can be entered directly into the Tribridge service database via our on line portal. Please note - Urgent or afterhours support should be called into our main number to avoid delays. 31 Section III — Additional Information Tribridge has provided the additional information requested by the County in the following sections per the RFP requirements. Budget & Estimated Pricing The vendor must agree to keep these prices valid for six months past the Submission Deadline for RFP Responses in Section 2.4. Note: Weld County is tax exempt and no taxes should be included in your proposal. Costs The associated cost detailed in this proposal includes; the itemized and total costs for software and software maintenance/warranty for year 1 (Capital Cost), year 2, 3, 4, and 5 (Non -Capital Cost) as requested by the County. This includes Microsoft Dynamics CRM, Offender360 and Formula Manager. Tribridge's services costs are a fixed fee, not to exceed cost for implementation of all system components, to which Tribridge provided a response in the County's Appendix B - Functional and Technical Requirements Form. The cost's provided represent maximum costs, inclusive of travel and direct expenses that may be incurred during the project. The costs provided for professional services represent one-time costs in year 1 and are based on the scope of work outlined in the County's Appendix B of the RFP, our current understanding of these requirements and the detailed assumptions provided herein. These assumptions provide critical information to the County on the level of effort and hours for meeting their requirements, which is the basis for the fixed costs described. Any changes to the scope and assumptions described in our proposal response may impact either the time for completion or the fees, or both. On Premise Deployment: The following pricing is for an on -premise deployment of the solution proposed at the County. The following table provides information and detail regarding the Microsoft Dynamics CRM, Offender360, Formula Manager software license, hardware and professional services costs associated with the project. Software and hardware maintenance/warranty fees are included in license costs. The Microsoft Dynamics CRM software license costs are based on the State of Colorado WSCA Software VAR contract and the most current Microsoft Select Plus price list. Hardware cost are provided by HP. Year 1 costs represent "capital" cost subsequent years (Year 2 to Year 5) represent "non -capital" costs. Five Year Total Cost Summary Costs Total Year 1 Year 2 Year 3 Year 4 Year 5 Hardware $25,574 $25,574 NA NA NA NA SOm0are Ocensin❑ $39,920 $39,920 NA NA NA NA Third Party Soil care CMiddCe0are❑ $9,885 $9,885 NA NA NA NA Insta®tion $17,600 $17,600 NA NA NA NA InteEration NA NA NA NA NA NA 32 0al::acy Data woadinn $17,600 $17,600 NA NA NA NA Maintenance $57,320 Included $12,092 $15,076 $15,076 $15,076 ❑rterLhours suwwort costs TBD T&M ($195) T&M ($195) T&M ($195) T&M ($195) T&M ($195) Documentation ❑ Trainin❑ $17,600 $17,600 NA NA NA NA Project Management $44,000 $44,000 NA NA NA NA COnsultinw Services $158,400 $158,400 NA NA NA NA Misce®neous NA NA NA NA NA NA ❑D0GtaE@ Discounts NA NA NA NA NA NA Total: $387,899 $330,579 $12,092 $15,076 $15,076 $15,076 Hosted "Cloud" Deployment: The following pricing is for a hosted "cloud" deployment of the Offender360/Dynamics CRM solution in the Tribridge Concerto "private cloud". The following table provides information and detail regarding the subscription licensing of Microsoft Dynamics CRM and Offender360 license costs associated with the software for this project. No hardware is required. Five Year Total Cost Summary Costs Total Year 7 Year 2 Year 3 Year4 Year 5 Hardware -iii NA HI IS ❑-1 Soltlware Lilcensin❑ $70,900 $36,580 $8,580 $8,580 $8,580 $8,580 Third Party Software IMiddreware0 $9,885 $9,885 $0 $0 $0 $0 Instanation $13,200 $13,200 NA NA NA NA InteLiration NA NA NA NA NA NA met?acy Data Coadin❑ $17,600 $17,600 NA NA NA NA Maintenance $27,908 Included $6,977 $6,977 $6,977 $6,977 i IterIhours sullort costs TBD T&M ($195) T&M ($195) T&M ($195) T&M ($195) T&M ($195) Documentation ❑ Trainin❑ $17,600 $17,600 NA NA NA NA ProlOct Manai ei lent $44,000 $44,000 NA NA NA NA ConsuTnElServices $158,400 $158,400 NA NA NA NA Misce®neous III NA NA NA NA NA ❑0D@aC@ Discounts ELI NA NA NA NA NA Total: $359,493 $297,265 $15,557 $15,557 $15,557 $15,557 33 Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software. Hardware Description Cost HP Proliant DL165 G7 Server (2x5000B R1 Drives) 2 — CRM Front End Web Servers 1— Application Server 1— Reporting / Scribe Server $14,772 (Capital) HP Proliant DL385 G7 Server (8x300GB R1/R1/RS Drives) 1—CRM SQL Backend Server $10,802 (Capital) *Hardware Not Applicable for Hosted "Cloud" Option Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software. Note if there are any additional licensing fees required for a test environment. On Premise Software Description Cost 1 -Microsoft Dynamics CRM Server License w/ Microsoft Software Assurance included $4,668 (Capital) 11 -Microsoft Dynamics CRM Professional CAL License w/ Microsoft Software Assurance included ($932 x 11 Users) $10,252 (Capital) 1-Tribridge — Offender360 License (Pretrial/Offender Management Solution for Microsoft Dynamics CRM) (One Time Fee for the software for up to 100 users) $25,000.00 (Capital) Hosted "Cloud" Software Description Cost 1- Software/Private Cloud Set Up and Installation (One Time Cost) $3,000 (Capital) 11- Microsoft Dynamics CRM Pro User Hosted —Tribridge Concerto Cloud (SAAS). ($65 per user per month) $715 per month (Non -Capital) 1-Tribridge — Offender360 License (Pretrial/Offender Management Solution for Microsoft Dynamics CRM) (One Time Fee for the software for up to 100 users) $25,000.00 (Capital) On Premise: The Microsoft Dynamics CRM software costs include a server license and 11 named user system access licenses. The cost includes License and Microsoft Software Assurance/Maintenance thru December 30, 2016. The County owns the software and will only be responsible for annual maintenance costs beginning January 1, 2017. Pricing provided by Insights. The cost for Offender360 is a one-time fee that provides a lifetime perpetual license to use the software for up to 100 users. Technical support of the baseline technology (Microsoft Dynamics CRM) is covered under the Microsoft Software Assurance/Maintenance program. Tribridge has included 0ffender360 system support during the project. Year 2, 3, 4 and 5 will be provided on a time and materials basis at a rate of $195 per hour as needed by the County. The software is downloadable and therefore is not be subject to sales tax. 34 Hosted "Cloud": Tribridge Concerto "private cloud" option for the Microsoft Dynamics CRM is for 11 named users and all hardware, maintance and basic support. The cost includes a one-time set up fee and monthly fee for subscribing to the Microsoft Dynamics CRM including, Microsoft Software Assurance/Maintenance, Tribridge management and support of the infrastructure. Ongoing Patching (Including t"Cloud Environment" software Upgrades, Service Packs and Hot Fixes), Maintenance, User Support 24x7 Application Licenses: 11 Microsoft Dynamics CRM user licenses, All Microsoft Windows Server licenses, Microsoft SQL Server. (11 x $65 per user = $715 per month in total). County will have full access and ownership of their data. 3 year commitment required for the hosted "cloud" option. The cost for Offender360 is a one-time fee that provides a lifetime perpetual license to use the software for up to 100 users. Tribridge has included Offender360 system support during the project. Year 2, 3, 4 and 5 will be provided on a time and materials basis at a rate of $195 per hour as needed by the County. Third -Party Software (Middleware): List, descril_e, and record the cost o[ach Dece oLso[tlare EihcludinD ooeratinD systell sEthat is required to oLtiD aDI run the soitlCare❑ Software Description Cost Formula Manager (One Time Fee for the software for up to 140 formulas) $9,885 (Capital) Formula Manager: Is a third -party rules engine that is implemented in conjunction with Microsoft Dynamics CRM (and Tribridge Offender360) to enable the efficient creation and execution of dynamic custom formulas to facilitate field validation, calculations, and automation. Formula Manager, the flagship tool within N52 Business Process Activities, significantly reduces the need for custom code to perform functions, such as data validation, field calculations, auto -naming, auto -numbering, parent/child data rollups, etc. This is significantly faster than writing custom code and supplies the added bonus of lower cost updates when business rules change in the future. InstallationEDescriDa any luCor, equip lent, suI a Hies, or other costs associated Dith installfiDyour Er000sed satoareE Professional Services Descriptions Cost Installation: $17,600 (Capital) Tribridge will perform an onsite technical environment review and install the Dynamics CRM/Offender360 application software and applicable 3rd party products *$13,200 (Capital) in a total of (2) environments. *Hosted "Cloud" Model See Project Assumptions for additional details. IntegrationmescriDe any EALor, equiDD ent, suLDlries, or other costs associated Dith inteEratinDthe u-oDosed solution into our current architecture and cnd systeD s❑ Professional Services Descriptions Cost Integration: NA No external system integrations have been identified in the RFP or are included in our cost proposal See Project Assumptions for additional details. 35 Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system. Professional Services Descriptions Cost Data Migration: $17,600 (Capital) Tribridge will perform data migration of the data described in the RFP using standard Microsoft importtools within the application. See Project Assumptions for additional details. Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of the proposed solution. Maintenance Descriptions Cost *Maintenance: See Description Software and hardware maintenance and enhancements, which include; software (Non -Capital) updates, patches, bug fixes and access to new versions of the software are included in the cost of the software licensing for year 1. Additional service $195 per hour Year 2, 3, 4 and 5 are outlined below; (Non -Capital) • **Hardware — Year 2,3,4,5 are $5,115 per year • **MS Dynamics CRM — Year 2 included, Year 3, 4, 5 are $2,984 per year. • Offender360 — Year 2,3,4,5 are $5,000 per year • Formula manager —Year 2,3,4,5 are $1,977 per year *These reoccurring (non -capital costs) are estimates only. "Included at no additional cost for hosted "cloud" option. Any additional cost related to ongoing professional services are not included in the scope of work and would be performed on a time and materials basis at a rate of $195 per hour. See Project Assumptions for additional details. After-hours Support Costs: List all fees associated with after-hours support, such as providing support for software upgrades or weekend on -call technical support. Professional Services Descriptions Cost After-hours Support: $195 After hours support can be scheduled in advance and performed by Tribridge on a (Non -Capital) time and materials basis at a rate of $195 per hour. See Project Assumptions for additional details. Documentation & Training: List all fees associated with user or technical documentation and training. Professional Services Descriptions Cost Documentation and Training: $17,600 Functional Training and Technical/System Administrator Training will be performed by Tribridge onsite at the County. County will use standard system documentation provided by Microsoft. See Project Assumptions for additional details. 36 Project Management: List and describe any project management fees associated with the proposed solution. Professional Services Descriptions Cost Project Management: $44,000 Tribridge will perform project planning, management and quality assurance both onsite and remote in conjunction with this project. See Project Assumptions for additional details. Consulting Services: Describe and detail out any costs for consulting services that may need to be provided based on the work outlined. Professional Services Descriptions Cost Functional Design & Prototype Reviews $26,400 Technical Design $17,600 System Configuration/Build $70,400 Reports & Dashboards $17,600 Pilot & System Testing $17,600 Go Live Support $8,800 See Project Assumptions for additional details. Miscellaneous: List and describe any other costs associated with the proposed software solution. Not Applicable Applicable Discounts: List amounts or percentages of discounts that may apply to this proposal, based on volume, governmental considerations, etc. Discounts or reduction in the costs provided herein may be available to the County upon closer examination and better understanding of the County's needs and requirements. Tribridge welcomes the opportunity to meet with the County to discuss in more detail. Project Assumptions: The following assumptions provide specific details associated with the implementation of the software solution proposed and have been made in regard to this project, as we understand it from the RFP. These assumptions are critical to the County's understanding of the services to be delivered by Tribridge and the expectations associated with the successful delivery of the project: General Assumptions 1. Management Commitment. Our experience shows that successful projects require strong management commitment. Executive sponsorship of this project is essential. Our implementation experience has proven that projects with strong executive involvement go more smoothly, produce expected budget results, and have strong client satisfaction. Accordingly, a Steering Committee will be put in place to assist with critical design and procedural decisions. 37 2. Project Team Commitment. To keep the project on schedule, we expect the core Weld County project team to be dedicated to the project for key activities such as design sessions, pilot testing, system testing, training and "Go Live" activities. The timeframe outlined assumes we are able to effectively coordinate the schedules of Weld County. We will keep you informed when scheduling issues have the potential to impact the milestone dates or costs. 3. Internal IT Support. We expect that Weld County will identify an internal resource, typically an IT team member, as the Microsoft Dynamics CRM technical lead. Our experience shows that this person should be identified as early in the project as possible in order to learn as much as possible from the Tribridge team. 4. Change Orders. Tribridge will work with you to execute change orders, as appropriate, to clearly communicate additional products or services and the related fees or costs which are outside the current budgeted hours included in this proposal. Tribridge will not incur additional time on tasks or add items to the scope of work until the change order is approved by your team. 5. Communication Plan. Change management activities and communication planning and delivery can be very important during a software implementation project. Tribridge can assist in this area if needed, but we have not budgeted hours to provide these items during this implementation. Weld County personnel will be responsible for creating the messages and executing all tasks in the communication plan on a timely basis. 6. Project Management. We will conduct weekly status meetings with the project team and Steering Committee meetings, as needed, throughout the project. We will prepare written status reports detailing accomplishments, next steps, and outstanding issues. Additionally, we will review key decisions, budget, project timeline, and issues for resolution. We will present these status updates in a discussion format so that the Weld County project team and management remain actively involved in the project, and so that all questions and issues are addressed in a timely manner. 7. Design Approval. Once the design of the application is approved, we will "freeze" the design. You will be required to sign off on the design, indicating your approval. If we do not have any communication back from you within two business days, we will assume you have no concerns and continue moving forward on the project. Any functionality not specified in the scope of this document or identified after the design is frozen will be considered out -of -scope, and will be documented for inclusion in future phases. 8. Site Accommodations. Tribridge will perform key tasks onsite at your office in Greeley, CO such as design sessions, testing, training, and deployment. A work area/project room will be dedicated for the duration of the project with ample workstations and ports to allow access to the application and Internet. Remote secured access (VPN) will be required to allow us to perform some tasks from our office. Ongoing Tribridge support requires usage of Tribridge remote support assistance tools (i.e. Team Viewer, LogMeln, over HTTP, etc.) 9. Projected Project Duration. Tribridge anticipates the tasks outlined in this project to be completed in approximately four to five months. 10. Software Issue Resolution. While Tribridge works closely with Microsoft and other third party ISVs, as a partner we cannot warrant the functionality or the performance of this software. Our 38 commitment is to work closely with you and the respective publisher to quickly address any software issues that may arise. Any hours incurred addressing such issues will be billable as we do not warrant the products. We have not budgeted any such hours in our costs. 11. Partner of Record. In order to adequately support Weld County during the implementation of Microsoft Dynamics CRM, Microsoft requires that Tribridge be designated as Weld County Partner of Record. This designation allows the implementation team to access your account information to efficiently support you during, and after the project. Weld County will designate Tribridge as its Partner of Record prior to the start of the project. 12. Contingency. Tribridge recommends that the County include a minimum of 20% contingency to accommodate any unknown elements going into a software implementation project. Tribridge has not included such contingencies in our costs. As part of our project management services, each month or after key milestones are accomplished Tribridge will conduct a fee review process in which we will provide details on the fees incurred as well as the fees remaining to complete the project. Design Assumptions 13. Business Requirements & Reference Materials. Weld County has provided reference materials such as existing process flows, sample reports, screen shots, spreadsheets, and requirements lists within the RFP that will assist Tribridge in gaining an initial understanding of your business and to aid in facilitating the design sessions. 14. Functional System Design & Prototype Development. Tribridge will lead and assume responsibility for mapping the business process functionality with the Offender360 functions, including screen configuration, security requirements, reports, and workflows. Tribridge will develop prototypes based upon the approved requirements and Weld County's feedback. Tribridge will provide prototype reviews, to offer functional business users the ability to visualize the system's functionality, provide final feedback and freeze the design. The success of this step is imperative for a successful deployment. Although prototyping will help visualize the future system, it does not demonstrate the system in a production -ready state. Based on the documented requirements, Tribridge will develop a system design document, which serves as a guide for the configuration of the solution throughout the project's life cycle. Tribridge will obtain approval and sign -off from Weld County prior to moving forward. 15. Design Approval. Once the design of the application is approved, we will "freeze" the design. Weld County will be required to sign off on the design, indicating your approval. If we do not have any communication back from you within two business days, we will assume you have no concerns and continue moving forward on the project. Any functionality not specified in the scope of this document or identified after the design is frozen will be considered out -of -scope, and will be documented for inclusion in future phases. Build & Test Assumptions 16. Software Configuration. Any software customizations (adding fields, changing field label names, etc.) will be created using the Microsoft Customization Tool within the application SDK (software development kit). The costs for building the configurations are based on our understanding of the W requirements and the level of effort to configure the system accordingly. If additional requirements are identified not included in the scope of work described herein the RFP, Tribridge will provide an updated cost via a Change Order. When necessary, Weld County may need to alter existing processes to more easily adapt to the system design. 17. Security Roles & Teams. Tribridge has budgeted time to configure up to four security roles. Tribridge will train Weld County to configure additional roles as needed, as referenced in the Technical Training Assumption. 18. Role Based Forms. Tribridge has budgeted time to configure the main form on each entity used within Offender360. Tribridge will train Weld County to configure additional forms within the system, as needed, as referenced in the Technical Training Assumption. 19. Workflow. Tribridge will create up to ten workflows to address primary business processes. To support the creation of additional workflows, Tribridge will provide technical training for Weld County team members on how to implement workflows. 20. Pilot & System Testing. Weld County will document user test scenarios to assist the pilot and system testing effort. The majority of tasks in the pilot and system testing will be performed by Weld County with Tribridge's guidance. Reporting & Dashboards Assumptions 21. Custom Reports & Dashboards. Tribridge will build up to three SQL Service Reporting Services (SSRS) reports and five dashboards. Tribridge will provide technical training for Weld County team members on how to create additional dashboards. Training Assumptions 22. Functional Training. Training is a key element which contributes to the success of the project through user adoption of the system. Functional training will be provided to the project team to enable pilot and system testing. This project team will become 'super users' of the system, and learn those aspects of the Offender360 solution that is relevant to pretrial case management. Tribridge will conduct training onsite at Weld County. Weld County will assist Tribridge in the development of end user training materials. Tribridge has included time for up to four distinct half -day functional training sessions. 23. Administrative & Technical Training. Tribridge will train the administrative and technical team. This training will cover the following areas: • Microsoft Dynamics CRM Processes (workflows and dialogs) • Report Wizard • Dashboard Management • Advanced Find Query Tool • Data Import Utility • Administration Security Roles and User Maintenance Teams 40 o Field Level Security • Microsoft Dynamics CRM Customization Tool o Customization of Forms & Views (add a field to the database, add a value to a pick list, change a label name, add/ change a view, etc.) • Auditing • Duplicate Detection Rules • Mail Merge Templates Supplemental training courses are available, if needed. Tribridge has included up to four distinct half - day administrative and technical training sessions. Tribridge will provide standard Microsoft system documentation as part of the project. Data Migration and Integration Assumptions 24. Data Cleansing and Data Import Approach. The source of historical data to be imported into Offender360 is Weld County's self-created Microsoft Word and Excel spreadsheets. Offender360 provides a data import utility, which will be leveraged to import data via formatted .csv files. Tribridge will supply .csv templates and will work with Weld County to import their data into Offender360. Weld County will be responsible for all manual data entry, data clean up, and data validation. 25. Integration. Tribridge has not included integration with external systems within this scope of work. Support Assumptions 26. "Go -Live" Support. Tribridge has budgeted for one week of "Go -Live" support in which Tribridge will work with Weld County to stabilize your Offender360 environment. 27. Post "Go -Live" Support. Microsoft Software Assurance support will be used by the County to provide 24/7 phone and online technical support. Additional support, including onsite support would be provided by Tribridge on a time and materials basis under a separate contract. 41 Vendor Certification This certification attests to the vendoris atllareness and apreeDent to the content onthis RDP and a® accoo DanyinD calendar schedules and provisions contained herein❑ The vendor Dust ensure that the lor®Dinn certificate is duly con n i aeted and correctly el ecuted Dy an authoriced order ooyour coo cony This pro@saUs sumo itted in response to REP DBDDDDDED issued Dy D erd CountyDThe undersimed is a duly authoriLed offer, hereby certifies that❑ QriLridEe Hodinps, ]BCD aLtees to Ele Bound Dy the content outhis DroLbsalland aLtees to coo illy pith the tern s, conditions, and provisions oDthe rer$renced REP and any addenduE thereto in the event ooan anardn0B efions are to De noted as stated in the RDPBThe nromsaDhaBteD ail in euect liar a Deriod oLs Donths as oplune Bq DDBDB The undersil Bed Further certily that their lirl I nchecl lonel 111 ❑ IS X IS DOT currently debarred, suspended, or LrODased ®r deDarU ent Dy any Federal entityl !The undersil fled aLtee to notily D eld County opany chanDe in this status, should one occur, untiLsuch tine as an aoard has been n l ade under this I rocurel lent actions I PersonLslauthorired to nel btiate on BehaDbLthis fitD lbr purposes onthis REP area Ban en Josh Jaquish Title❑ SIQlaturen _ (� ` — DateD DaDeD : 1I i Tit@n Sil nature) n 1 II 1 Signature of Authorized Officer: Vice President, Industry 61D®D ID Datell ID Darren Josh Jaquish TitleD Vice President, Industry SiDnaturei ' DateD 61111 1 1 42 Appendix B: Vendor Functional & Technical Requirements Response Form Tribridge has provided responses to the County's Functional and Technical Requirements Form, which specifically references each of the required software functional requirements set forth by the County. The following pages represent our understanding of the scope of work associated with the Pretrial Case Management System project. 43 WraeYra��.r w FuncNatd Ralptimnenb Resiacrose Upsabd: d/imoise wMaaabs p Weer M11.M barn r IN ea5w41*falerrl.eviv. HgllIrl IflaI./, w.elle - FMn.NIFwgrts 11p, it alelil eIIltYrer le rfflela p. feeetttY Seal base etrl/laee_I _ rellaltew M'ttleeelln ass r Mrr letM comely F__dp.f g,t Y flat— III IIIrY 1t Response Refs Caiteria Category Cade Comment Provide drop down, table driven dad elements updatable by system GE -01 administrators. R S Standard functionality in Oeender360. ORender36o provides system generated messages upon Provide all system generated messages data entryfailure to ensure data integrity; additional to explain any system or data entry messages can be configured to meet specific GE -02 failures. S C requirements. Provide a data dictionary for data GE -03 elements and relational links. R S Standard functionalityinOHander36U Ability to rename any data elements or Entitles and fields can be modified directly from Me fields, or at least the ability to change Customization settings in the application; data labels can GE -04 data labels an screen/form. R 5 be changed avers after the item has bean cleated. Multiple functions, including printing, can be generated Generale and print documents for either a single record via the form or across multiple GE -0S individually or by batch. R S records fromaliis view. print documents and reports to GE -06 accommodate different paper tayoutt R 5 Yes intruding custom reports. Multiple options for this; setting the record to an inactive Ability to archive case and defendant status will retain the record in the database but fiber it out GE -07 records. R 5 of all lists and forms In the Ul. Overall, and generally speaking, system System in inherently paperless and can be streamlined GE -08 should be as paoedess as tosstble. N S even more by configuring workflow laic Ability to interface and produce labels GE -09 via a label writeri.a_ Wma R 5 Yes for bath datumenta and repartit GE -10 Abilito save documents as POP 5 5 Yes for both documents and reports GE -11 arovide print preview functionality. $ S Yes. for both documents and retorts. Ability to integrate closed Yes multiple options to migrate closed historical records, case/defendant records to en open including the data impart tool within the UI or via utilising GE -12 se/rlerenrlantrernrd S S an Fri tool Ability to link groups of related records leg., linking several court care numbers involving the same defendant whether Several options available such as entity relationships and GE -13 open or closed records). N S Connections. Ability to have free ten fields for capturing information gathered during asseasmennsand ongoing case Yes, both standard ten fields and creating new ran fields GE -14 supervsion of defendants. R S directly in the Customization tool within the core Ul. Ability for multiple users to write to the sane se or defendant record end denote users Identification (for logging/auditing purposes) on record GE -15 Manes. R S Yes, Audit History is standard functionality. Ability to create automatic spell and grammar check and wad wrap any GE -16 narratives entered into the system R S Standard functinealiry within the browser Allow for ongoing chronological entry of case notes by date, time, and by user with coding capability as to the type of Yes, creation of cares and the notes within the cases GE -17 entry _ R S providethis functionality. Ability to include defendant photo imaging capability with standard image GE -18 rile tvoes. N 5 Standard functionality in IXfender360. 44 Ability to scan images in a compatible Scanned images and files can be uploaded and attached to GE -L9 file forma[ S 5 the aynem_ Record, track, and report demographic The defendant record has extensive standard fields which data of each defendant as defined by canbeeasy extended and modified via the Customization GE -20 Weld County R S tool within the UI. Record and track person based flags GE -21 e.. defendant alertsl. R S Standard fuectinnality in Offeedar36a1. Allow amok of reason for 'nine con such as opening anew defendant or case record or reopening such records after Each system status has a related Status Reason picklin GE -22 being closed. R S Field which can be modified to track custom reasons. Notify u when a case or defendant record already exist that may relate to such case or defendant record followed by user initiated search for duplicate Duplicate Detection is standard functionality and can be enor defendant to redundant data configured to alert users of potential duplicate entry GE -23 ent y. 5 S based on definable criteria. Allow for lining and retention of GE -2a defendantaliases 5 5 Standard fenctionalitif in OMendef3rs0. Allow for lining and retention of basic GE -25 defendant physical description. N 5 Standard functionality in oifender360. Provide flag or other indicator diet an interpreter is required t0 interact with GE -2G defendant N CF Flag can be easily added to Offender360. GE -2T Tack defendants prim aryl a neua_ee S S Standard functionality in Olfender360. Allow for lining and retention of defendant cobs bitants with indentifying Standard functionality in Offender3GO via Connectiaru and GE -29 informedon. N S Related contacts Allow for lining and retention of Standard functionality in Offender3GO Employment GE -29 defendant employment records. S S History. Allow for lining and retention of defendant of applicable corresponding GE -30 contact information. R S Standard functionality in Ofender36U via Conan area. Record and track defendant employment related details leg., Standard functionality in ONender360 via Employment GE -31 cunent employer, address panne, etc) R S History. Allow for lining and retention of defendant education ...,ament and Standard functionality in Offender360 via Education GE -32 status N S trackirg. Record and track defendant military GE -33 nismry oruratus. N S Standard functionality in ONender360 via Mil@ery History. Record and track unlimited number of phone numbers and email addresses of Standard functionality in O fender360 via related Phone GE -34 defendant R S Numberentdy. Record data related to the defendant's family, Mends, neighbor, co- defendants with ability to associate Standard functionality in Offendef360 via Connections and GE -35 ugh relationship S S Related Contacts. Ability to record and track mental neallh condition and history of Standard functionality in Oifender360 via Treatment GE36 treatment R S Hatory and Manaeeme. Plan_ Ahility to record and track defendant Standard functionality in Ottender360 via Drug Testing and GE -3T substance use_ R S Management Plan. Ability to record and renew stall Standard functionality in Olfender36G via Case Notes, GE -39 observations ofdefendant N S Pnoress Reports. and Management Plan. Support an unlimited amount of court GE -39 cases For defendant R S Standard functionality in ORender360. 45 For each defendant support distinct case related Information such as current arrest charges, bail bond conditions and Offender360 provides relevant Case -related information; orders, hearings, warrants, dispositions additional information can be configured to meet specific GE•40 victim related information, etc R 6 requirements. Support unlimited number of charges GE -41 a alnst a defendant R 5 Standard functionality in Offender360. Pecord attributes of a defendant's case, such as felony. misdemeanor, traffic, GE -42 domestic violence. R 5 Standard functionalityin Ofrender3rs0. Record any modifications related to the 6E-43 defendants case disposition. S S Standard functionality in Offender360. Provide automatic calculations of defendant's age and length oftime at GE -44 current residence and in Colorado S S Standard functionality in Offender360. Record and track alleged victim information related to defendant case Orhnder3fs0 provides Victim tracking; additional details 6E45 cord_ S CF can be configured to meet specific requirements. Record and track any protective orders Protective Orders can be added via configuration to GE -06 related to defendant case record. R CF Offender36d Record final disposition of case record Standard dispositions are provided, whirls can be GE -0] related to defendant. R 5 customized. List and retain all staff member GE -48 assi nmena to a defendant R S Standard functionality in Offender360. Abilrtyto record and tack all monitored GE -49 sobriety test results. S 5 Standard functionality in Oflender3W via DruaTesting. Provide ability to allow user to denote reason for care or defendant record Each system status has a related Status Reason pick ist GE -5O dosure by mm. R S field which can be modified to track custom reasons_ Track all court hearings of defendant, with ability to batch past and future GE -51 court heating dates snd by date range. R S Standard functionality in Offender360. Case and Defendant records can be expunged in a variety of ways, depending upon spelific requirements; records can be "locked' and made visible to only a specific user group based an security role; records can also be Ability for administrator no eepunge a completely removed from the system if agency -specific GE -52 case or defendant record. R CF expnngemcotrules require. Ability to capture, store, and record and back court ordered conditions for each GE -53 defendant and by case number. R S Standard functions ktv in Offender360. Included in standard view which can be modified or Ability to capture and track all open and custom views can be easily created using the GE -54 dosed cases assiened to a defendant. R S Customization tool in the Ul. Abdny to capture, store and track defendant name, current residence, contact information, case number(s), arrest charge(s), assigned Pretrial Services Specialist, court dates, Offender3fa0 provides relevant Defendant information; toxicology testing and electronic additional information can be configured to meet specific GE -SS nonitoringrequ irensents R CF reauirements- Provide for unique defendant GE -56 identifying number. S S Standard functionality in Oltender3W. Offender360 can tack and display current and past criminal history; a dam conversion effort may be required to incorporate historical criminal data, w en ongoing Integrate the defendant's current and integration can be created to other agency sys[em(s( to GE -S) pastcriminal history information. S CF feed in criminal history from those agencies. 46 wrenmspapwreeViq•srareasranebeYyw:sw•memerrrgrrsrr Tedmkd nnr,,wrawlrl(*arinwwwewwllnSarwrrw.o.MgrrMMwlk. fulubmi 1Neents °e'"''aa"ewuaa.er�wYeuratlnawr*sennrl�rwaana,warugf Rtgid ar•sesins . snssr meehr.MPitwele•I owrlewrels.tr Response Ref6 Csiteda Code Comment _�jaey There are three key hoslsngaptons: Cu Premise at the customer location on a customer provided envdonmem; CRM Online- hosting Describeyoursolutions different hosting provided by Microsoft in a multi -tenant environment; Partner options (dedicated hosting, virtual hosting, on Private Cloud hosted by a 3rd party partner in a pdvate, IC -01 site hosting. loud hottire Describe 5 customizable emronment. Microsoft SC Server database engine and Microsoft SServer Reporting Services are required to install and nm on -premises versions of Microsoft Dynamics CRM 2013. Recommended hardware requirements for Dynamics CRM Server are: - Csad-core x64 architecture 2 GHz CPLI or highosuch as AMD Opteron or Intel %eon systems • 16 -GB RAM or more • 40 GB or more of available hard disk space • SAS RAID 5 or RAID 30 hard disk array Provide recommended hardware requkements for all server systems For additional details, please see htep://rnsdn.microson.com/en- (processor, architecture, RAM, hard drive, us/library/hh69980B.aspz and http://msdn.microsofcam/en TC-02 physical server environment etch Describe S us/library/hh699340.aspnc Tdbddge ORender360 is powered by Microsoft Dynamics CRM, which requires Windows Server 2008 or Windows Server 2012 64 - bit -based computers. The solution also requires Microsoft SQL Server 2008 or 2012. For additional details, please see TC-03 Provide Serveroperating system requirements Describe S msdn.microsoft.com/en-us ibre hii699671.as x. Recommended hardware requirements for Dynamics CRM web application are: • 3.3 gigahetz (GHz) or faster 64 -bit dual care processor with SSE2 instruction set and 3 MB or mite L3 cache Provide hardware requirements for • 4 -GB RAM or more [ tablets Describe S • SL�er VGA with a resolution of 1024 x 768 The following operating systems are supported for me M,aosoft Dynamics CRM web application: • Windows 91 supported when you use Internet Explorer 11 • Windows 8 supported when you use Internet Explorer 10 [04PCs • Windows 7 (all versions) rtedwod¢tahono etrot steindows e�.�ems Descrbe S •WiSteu° Vlsta fallversions List any additional hardware requirements (i.e.pdmersseanners!ppliancesetc.) Describe S No additional reDescribe how the application b licensed (i.econcurrent, per use per site. etc.) Describe 5 The software is licensed on a server and named user license basis. 47 TC-08 Identify all components of the software and Microsoft Dynamic CRM Online reduces the system requirements of roles of each component tradalonal on -premises deployments by operating all the IMrastructure and platform essentials in the cloud. At a glance, the minimum software requnements for users and administrators of Microsoft Dynamic CRM Online includes 0le following: • Windows operatingsystern when you use CRM for outlook Apple brat, when running Apple safari, supported tablet, or mobile device. • supported web browser, such as later versions of Internet Explorer or the latestversimes of Apple safari, Google chrome and Mozilla Firefox- • hicrosoh Office Outlook (optioeul)- Microsoft Dynamic CRM 2013 on -premises versions have a larger requirement for both hardtvare and software than Microsoft Dynamics CRM Odine. Microsoft Dynanti[s CRM 2033 onpremises versions require the software listed previously plus the following software: • Microsoft Windows Serer • A Microsoft Windows Server Active Directory infrastructure • An Internet Information Services 11151 websito • p icrofoft50. Server 2008 or Microsoft SM Server 2012 • Microsoft SOL Server 2008 Reporting Services or Maosoft 50L Server 2012 Reporting Services • hicrosoft Exchange Same or access toe POP3sonpliant email server (cptional) • 5harePaint Server (required for document management) • dales -based sec rity token service (regrired for Internet -fad rg deployments) Deaaibe 5 •Windows c�erating system when you toe CRM for Outlook Apple le me. Identify any third party applications that are required by yoursohware, and the tested Nonh52 Business Process Activities -current version TC-09 versions needed Describe TP hit ' vnvw.north52.com TC-10 Whatversiarw of SOL Server aresu rted? Describe S Server 2008 and 2012 ,SOL Solution requires Miaosoh SQL Server. The solution can integrate IC -31 What versions of Oracle Server anesupported? Describe NS with Oracle -based systems. M,at type and versions of databases are S0L Server 2008 and 2012. For additional details, please see TC-12 re uied? Describe 5 h msdn.microsaft.com/ervuscibia hh699671.as Identify all web servers and components Microsoft Dynamics CAM supports I IS versions 7, 7.5, 8.0, and S -S - required by this application Whet version of For additional details, please sea http://msdn.microsoft.com/en- TC-13 155 is required? Describe S us/hbrary,hh699671. esp. • Internet Explorer 8, 9, 10, 11 • Mozilla Frefav (latest publicly released version) running on Windows 8.1 or Windows 8, Windows 7, or windows Vista • Google Chrome (latest publicly released version) running on Windows 8.1 or Windows 8, Windows 7, Windows Vista, or Google Nexus 10 tablet • Apple Safari jlatest publicly released version) running on Mac OS X 10.8 (Mountain lion), 10.9 (Mavericks), or Apple iPad list all supported browsers and browser For additional details, please see TC-14 versions Describe 5 http://msdn.microsoft.com/en-us/library/hh699710.aspx Per the latest CRM 2013 Performance Benchmark white paper, published by Microsoft in March 2014, the average page response time is .44 seconds. For additional details, please see Provide transaction time that is real time, not http://vnvw.miaosoh.com/en- TC-15 to exceed I second. R S us/tlovvnlosd confirma[ionas x?id 42037 Yes, the system supports configuration for SQL clustering and high availability. For additional details, please see Does the system have capabilities for http://msdn.microsolt com/en-us/library/hh699768.aspx and IC -1 duste-ing, high availability. etc? Describe 5 http://msdn,microsoft.corts/en-us/1ibrarjJjj822357.atpx Microsoft Dynamic CRM releases major updates approximately once per year. Incremental update rollups are provided throughout the year. Update rollups can be applied as needed. Tnbndge Offender360 releases major updates approximately once per year application upgrade process? Customers can choose to upgrade to each new releasm skip imes per year are there upgrade releases if new functionality is not immediately relevant to their Describe S needs. 48 SeQMRy Fmielb al Recruitments Reaoonee Response Refit Criteria Category Code Comment The solution supports password aumentication and What forms of authentication are supplies a robust security model. For additional details, supported? (ie. Password, biometric, please see hap://msdn.miaosofccom/en- SE-01 token etc} Describe S us/1ibraryfgg309524.aspx Microsoft Dynamics CRM supports two security models for authentication: claims -based authentication and Active What is the authentication system Directory authentication. The type of authentication used used? (i.e.: Active Directory via )DAP, depends on the type of deployment your application is Integrated Windows Authentication, accessing: Microsoft Dynamics CRM Online or Microsoft Application, Database, Web Server, Dynamics CRM 2013. For additional details, please see SE -02 other) Describe S http://msdn.miaosoft.com/en-us/library/ee328497.aspx Does the application enforce a For on -premises deployments, the solution adheres to SE -03 password policy? If so, describe. Describe S Active Directory password policy. The solution can store sensitive data, depending upon Does the application store any sensitive customer -specific requirements. The solution uses data? If yes, describe fie- Personal standard Microsoft SQL Server cell level encryption. This information, HIPPA, financial, etc) If so, feature helps organizations meet FIPS 140-2 compliance. describe any encryption mechanisms For additional details, please see SE -04 used on sensitive data. Describe S htto://msdn.miaosoft.com/en-us/llbrarv/dn531199.aspx The solution provides role -based security, record -based security, and field -based security. This powerful and What other security features and flexible security model sets the system apart from many functionality would you liketo notify us other providers. For additional details, please see SE -05 about? Describe S httD://msdn.miaosoft.com/en-us/library/hh699698.asvx Are there any security vulnerabilities or SE -06 weaknesses we should be aware of? Describe S None to report Include security restrictions identified The solution provides role -based security model that by Weld County Information allows system administrators to gram/modify/revoke SE -07 Technology and system administrators. R S system privileges as needed. Require users to change periodically For on -premises deployments, the solution adheres to SE -08 their passwords. R 5 Active Directory password policy. The solution allows system administrators to deactivate Allow suspension of user rights as users and remove their security rights to access the SE -09 defined by system administrators. R $ system. Microsoft Dynamics CRM is HIPAA compliant. For additional details, please see System conforms to all lawful HIPAA htep://wow.microsoft.com/erws/dynamics/crm-trust- SE-t0 requirements. S S center aspx 1r.ir.i.ltpopW!1b.v lbi•OSwm rr.r•Iv WsVky.MLMie_W gNnis.sa.ram/, prliWWM ISMSIS. Sass. Sd.adq,.r la 4I.r1.. Ia i. tats .6mari.hrr/WNid..il./.M..I, rMYi.mi dryvnw.kp i.MMrdrrd.lijyWS 5 RNiSS PaS SIlMwas by Pte. 49 � �y Wn nrSYlprrlb'nnMr6r'dMn(rdMelMkps lrY/r a. fl "�9Yf1Mr.S, Eadf WklasMfa1111ar✓Are is rr/ankv. p^" , Meeks C�1a aaaaM.bMMM4rip oaMa1`.MuVSMEMl M'- rMMala eMM e.y ye w d�rymneeaa.t brtMrxrtka#IrryrarlrllbeMM#Iw Rrrrris Wn#t F icdokkd Ncgiteaneb BRapouse arakrr�trarraawaxaaMenrrtgr Response Ref# Criteria Ca_!g5'!y Code Comment Allow the development of custornable Several options including Report Wizard reports which can reports as defined by system user be developed directly from the UI and custom reports RE -01 administrators S S developed via SQL Server Reporting Services Flexible and intuitive ad -hoc query and Yes, powerful and intuitive Advanced Find ad hoc query RE -02 reporting fur¢tians for users. S S tool. Generate performance outcome and The solution tracks and reports on a wide variety of RE -03 evaluation data R S metrics and activities. Produce statistical reports as defined by Statistical reports can be created via SQL Server Reporting RE -04 system administrators_ R CF Services the Report Wizard and via ad -hoc query tool. Ability to create financial record with automatic mathematical calculations, for each defendant; statistical and analytical reports regarding collection Yes, calculations can be defined within form level events in of fees by defendants', staff member the Customization tool within the UI usinglsoipt; can also and by any date range and produce develop extensive calculation logic using Net via the CRM RE -05 electronic receipt R Cr SDK Ability to provide the ability to Several options including Report Wizard reports which can complete statistical and analytical be developed directly from the UI and custom reports RE -06 reports by any date range and user. R S developed via SQL Server ReportineServices Ability to provide Assessment tau: number of assessments by case number, and by top arrest charge, bond type recommendation, those assessments ordered to Pretrial Services supervision, number of assessments that the Court ordered to Pretrial Services supervision, and bond Several options including Report Wizard reports which can types ordered to Pretrial Services be developed directly from the UI and custom reports RE -07 supervision. R CF developed via SQL Server Reporting Servizes. Ability to provide Supervision Stats: number of supervision intakes by defendant and case, number of defendants with open records, number of uses with monitored sobriety and electronic monitoring as a court ordered condition, number of defendants by supervision category designation, number of Status Reports and Complaint Affidavits completed. number of Complaint Affidavits completed that resulted in action by the OistrictAttomey and number and Several options including Report Wizard reports which can percent of Complaint Affidavits that be developed directly from the UI and custom reports RE-Og resulted in some sort of Court Action. R CF deveip ed via SQL Server Reporting Services. 50 Ability to provide Closed Case Stars: number of case records dosed, and by top charge, type of disposition of closed record (e.g. sentenced, FTA, dismissed, revocation, acquittal or removal of Pretrial Services supervision) and average length of nay in jail custody, average length of time from release fromjail to Pretrial Services supervision Several options including Report Wizard reports which can intake and average length of stay on be developed directly from the UI and custom reports PE -09 active Pretrial Services supervision. R CF deveioped via 501 Sewer Reporting Services. Ability to provide Program Performance Stars: number of new cases with no new filing, top new charge alleged case type, public safety rate, number of cases not revoked for technical violation, technical compliance rate, number of cases with no FTA (failure to appear), scheduled court dates by case, Several options including Report Wizard reports which can number of FTA's by case, FTA case type, be developed directly from the UI and custom reports RE -10 FTA bond woe, Court appearance rare R CF deveioped via Sol Server Reporting Services Aoiiny to provide Fee Codectlon stats: amount charged, amount Collected, Several options including Report Wizard reports which can balance owed, collection rate, number be developed directly from the UI and custom reports RE -11 of intakes_ R CF deveioped via SQL Server Reporting Services. 51 Vmaaadodpmviawa'aap.na Wetam rmdraadaadyaaahAramm�iYm selWfla Aadaaat amdtaA/tld SeeMs tiMFndmaarN re Sa •irwaL� aVitaamlets' 6aanmYa1sW11aMMaalaaamaadWet. cidon' dmMannwtrewwrals maabrarr meMdm.I tsMss by— WK1bnW ReqtSa.s.4sUc. .J* ad ns'a.seed tswwasPYm Response Ref$ Criteria Category Code Comment Ability to interface Word processing software to generate custom forms or Solution is integrated with Microsoft Word and supports IN -01 letters. S S Word Merge templates. Ability to generate automatically a document from within the system without having to open manually word Solution is integrated with Microsoft Word and uploaded IN -02 processing software. S S flies can be opened directly from the application. Generate customizable notifications to defendants such as texts or email messages via Exchange; an inbound and outbound phone call to defendants Solution can be configured to provide automatic reporting their next court date is also notifications via email or tern, leveraging the powerful and IN -03 desirable. S CF flexibleworkfiowe ine. Ability to import or export files and documents to be opened without having to exitthe pretrial services case Attachments of files can be completed from within IN -04 mane ement system. S S records in the system. Allow import orexisting Crystal Reports regarding new arrestees booked Into the Weld County Jail and those The Crystal Reports layouts an be configured within the arrestees released to Pretrial Services Report Wizard in the Customization tool within the UI or IN -05 by certain date and time periods. R CF in SQL Server Reporting Services. Fully integrate wnn the Colorado Pretrial Assessment Tool (CPAT- a template as configured by Justice Services) to include automated scoring electronic signatures, print capability and of historical results. This report is The solution can house the CPAT assessment tool and IN -06 titled "Bail Report." R CF perform automatic scoring of each assessment- Areimagesstoredinadatabaseofiat images are stored in the SQL Server oataoase. ice file? Are they integrated into any solution provides native integration with Microsoft document imaging systems? If so, SharePoint. No other comment imaging systems are IN -07 which ones? Describe S integrated at this time Offender360 an integrate with any O0BC-compliant system via its fiexilbe and powerful web service API. In Ability to integrate with Spillman, to addition, Offender360 supports battle import of data from IN -0R download defendant information. N RP .csv files if$ illman data is hest supplied this way. 52 Nwarma Ip da arr lfla4arraNrwr sSI*d sty.Mt dso.+rur wraa,lamM41rw1Yealllw�bia sit uYes rarretbvIwlwW wO1AOw MiYMMfurahmay. 6mlrrbmla W/nlYarmMmlmAirrr e.Ids.w.el.n.aan.aAm.revnrrrarwMdm. wsMwt functl0edlkgYietKnbReepotts2 mawlarwYwrrlYr Response Ref N Criteria Category Code Comment Abilityto reassign or transfer defendant record through either a batch or single defendant, whereby entire caseload or single record can be transferred to a different user, with notation of who WE -01 made this electronic transfer R S Standard functionality in Offender360. Ability to select, view, and print chronological narrative envies by date WE -02 range and case type R S Standard functionality in Offender360. Ability to allow administrator(s) to create, modify and maintain a file of WF-03 templates. R S Document and Email templates are standard functionality. Offender360 supports document authorization and signature via a PIN approach If customer requirements Ability to support electronic signatures involve electronic signature pads, then there are a variety WF-04 on documents produced by system. R CF of third -party providers that can support this need. Administrators can have full access to all records and Allow administrators to view user data related data in the system; or this can be limited by WF05 entry without corruption. R S configuring security roles. Duplicate Detection is standard functionality and can be Include constraints to avoid duplicate configured to alert users of potential duplicate entry WP -06 data entry (case numbers). S S based on definable criteria. WF-07 Provide all alinable data field logic R S Standard functionality in Offender360. Ability to include thumbnail defendant photo on every screen where there would be potential actions with such Thumbnail images can he added to screens based on WE -OS defendant. N CF customer requirements. Ability to provide an integrated calendar for scheduling and Standard integration to Microsoft Outlook, including the notifications of defendants court dates, synchronization of all tasks and appointments withinthe WF-09 appointments, and appearances. N S Outlook Calendar. Ability to create alerts by any pate range and for any activity or status of defendants' to ensure completion of tasks by the defendant or the Pretrial Services Specialist (i.e. "Case Extensive workflow capability allows for creation of alerts WE -30 management Action Dates"1. N S using definable criteria. Ability to provide a case management section that can capture ongoing case supervision notes (i.e. chronological narrative); produce supervision agreements, and other supervision Offender360 case management module provides case related documents (e.g. toxicology supervision notes; agreements and related documents can WF-11 referral and ROI documents. R CF be added based on customer requirements. 53 Ability to allow administrator to monitor each staff member's case and workload assignments and performance to ensure appropriate distribution of Case loads can be managed by assigned user or team. cases. Must be able to reassign Users with the appropriate rights can view, assign, and WF-12 case defendant records to other staff. R S reassign case records. Ability to create, manage, and track The solution provides literature management WF-13 versions of all templates. R S hinctionalny, which tracks and manages versions. Ability to lock case notes to avoid alteration after system specifies and ability to approved administrator to edit any defendant or case record for The system supports record -level security. Security roles legitimate purposes with identi0iction can be defined to provde no access, read only access, WF-14 of all alterado rrt_ R S read/write acccess, etc. Ability to schedule, modify, and track appointments, contacts, tasks, or events Appointments, Contacts, and Tasks can be create manually WF-15 related to the defendant case record. S S or automatically created via workflow. Search for defendant specific identifiers such as full name, alias, partial name, spelling, date of birth, etc and navigate directly to the selected record form a list of candidates when there is more System views can be defined to search across multiple WF-16 than one exact matdt. R S fields within a record. Search for any criminal justice identifiers including district or county WF-17 court case numberisl. R S The solution supports search across any relevant fields. Search on various combinations of a spedfic defendant, criminal justice or The Advanced Find query tool allows for searching across WE -19 court case number identifier. R S multiple fields using multide conditions. WF-19 Search for a selected address. S S Via either views or Advanced Find query tool. Provide for method to limit overly wide Currently, the system does not prevent a user from searches, for example, every conducting such a search, but the system limits the defendant with the last name starting number of records returned on a page to protect against WE -20 with the letter 'M.' 5 NS the scenario of overly -wide searches. Display on the same screen the Related Case list can be set to present inline within the defendant's current and past cases with defendant record and can incude both open and closed WF-21 drill down to case details S S cases. Initiate a schedule offuture tasks or events based on occurrence or prior WF-22 tasks or events by user. S S Yes, via Workflow. Provide auditing and work activity functionality of case and defendant Provides both record history and full Audit History as WE -23 records. R S standard functionality. Allow cut and paste options of data not to include predefined locked data WE -24 elements. R S Standard functionality in Offender360. 54 Vendor Product Information: Attached please find additional information (brochures, white papers, and other marketing material) pertaining to the product(s) vendor is proposing as part of this RFP. Expertise for where you're headed TRIBRIDGE Effectively manage administration procedures to ensure greater success rates processing pretrial offenders As today; big data challenges Increase, the demand for current, accurate and complete information has never been greater. IT is rapidly becoming a central part of every business decision as jails, prisons and correctional facilities look to use more innovative solutions to replace ineffective or rigid systems currently in place. Tribridge Offender36o, an integrated offender management solution, is optimized exclusively to increase information sharing, improve accountability and enhance public safety. Built on Microsoft Dynamics CRM, four distinct modules focus on different areas of Corrections Management: Offender Management, Conmiunity Corrections Management, Facility and Staff Management and Pretrial Management They are integrated by design and come with built in expertise to offer the flexibility of a custom built solution. PRE TRIAL MANAGEMENT: tYnilnIDCE OFFENDER360 With strict guidelines in place for processing and preparing offenders for trial, the Pre Trial Management module provides the technology necessary for probation, parole and court users to easily and securely enter and track data. Data integrity and the acurate dissemination of information is a critial functionality of the Pre Trial Management module when transitioning offenders to law abiding citizens. Care functionally induces. Treatment & Program Management Risk Assessments Criminal History Tracking Mental Illness Tracking Employment History Pending Charges • Residence Information • Substance Abuse History Failure to Appear History Bonds 55 Location & Curfew Tracking Monitoring Device Management Case Management Treatment & Therapy Tracking Drug Testing Stay Away Orders Travel Restrictions Program Referrals & Tracking Scheduling & Appointments Expertise for where you're headed TRIEEIRIEDGE Enhanced reporting capabilities enable improved T supervision of offenders with lenient sentences OFFENDER360 As todays big data challenges increase, the demand for current, accurate and complete information has never been greater. IT is rapidly becoming a central part of every business decision as jails, prisons and correctional facilities look to use more innovative solutions to replace ineffective or rigid systems currently in place. Tribridge Offended60, an integrated offender management solution, is optimized exclusively to increase information sharing, improve accountability and enhance public safety. Built on Microsoft - Dynamics CRM, four distinct modules focus on different areas of Corrections Management: Offender Management, Community Corrections Management, Facility and Staff Management, and Pretrial Management. They are integrated by design and come with built in expertise to offer the flexibility of a custom built solution. COMMUNITY CORRECTIONS MANAGEMENT With sentencing alternatives available to jail and prison inmates, the Community Corrections Management module provides critical tracking and monitoring capabilities necessary to keep the public safe. Advanced reporting functionality produces real-time forms and statistics needed to satisfy audits, parole boards and other governing bodies. COMMUNITY CARREC MCN MIWAGEMENT Core functionality includes: Community Corrections Recidivism Reduction & Management Re -Entry Planning I Parole Board Review > Parole Management Planning Administrative Sanctions i Violation Reports and Hearings , Rescission and Revocation s Recidivism Management and Tracking 56 > Earned Time Credits t Sex Offender Identification + Case Management r Detainers and Warrants s Program Referrals and Tracking s Risk Assessment r Treatment and Medications s Drug Testing t Scheduling & Appointments Expertise for where you're headed TRIBRIBGE Greater operational efficiencies from inmate intake through release As today's big data challenges Increase, the demand for current accurate and complete information has never been greater. IT is rapidly becoming a central part of every business decision as jails, prisons and correctional facilities look to use more innovative solutions to replace ineffective or rigid systems currently in place. Tribridge Offender3a, an integrated offender management solution, is optimized exclusively to increase information sharing, improve accountability and enhance public safety. Built on Microsoft Dynamics CRM, four distinct modules focus on different areas of Corrections Management: Offender Mmragmnen,, Community Corrections Mana ge meat, Facility and Staff Management, and Pretrial Management They are integrated by design and come with built in expertise to offer the flexibility of a custom built solution. OFFENDER MANAGEMENT a, n r; rn<;r OFFENDER360 OFFENDER MANAGEMENT: Poor documentation and inaccurate data results in errors and adverse incidents. The Offender Management module responds to the demand for meaningful data collection and offers facilities a more efficient way to manage their daily operations. Cote functionality ind ud es. Inmate/Offender Management Reception & Commitment Classification Scoring Risk Assessments Sentence and Time Accounting Commitment Orders Earned Time Credit, Victim & Predator Flags Mug Shots & Photo History Sex Offender Identification • Offender Demographics • ScarsMlarks/Tattoos Aliases Offender Contacts 57 Security Threat Group Tracking Visitation Separations (KSF's) Property Management Trust Accounting Financial Obligations & Fines Victim Tracking Program Referrals & Tracking Case Management Medical Services Tracking Health Conditions Treatment & Medications Drug Testing Scheduling & Appointments fExpertise for where you're headed TRISRIOGE Facilitates an accurate representation of personnel and facility operations through innovative OFFENDER360 reporting functionality As today's big data challenges increase, the demand for current, accurate and complete information has never been greater. IT is rapidly becoming a central part of every business decision as jails, prisons and correctional facilities took to use more innovative solutions to replace ineffective or rigid systems currently in place. Tribridge Offender360, an integrated offender management solution, is optimized exclusively to Increase information sharing, improve accountability and enhance public safety, Built on Microsoft Dynamics CRM, four distinct modules focus on different areas of Corrections Management: Offender Manageinen t, Culint unity Corrections Management Facility and Staff Management, and Pretrial Management They are integrated by design and come with built in expertise to offer the flexibility of a custom built solution. FACILITY AND STAFF MANAGEMENT: Efficiently and accurately managing the various procedures across law enforcement agencies can be a challenge. The Facility and staff Management module maintains records on personnel and facility operations and streamlines the process with superior reporting capabilities that produce required documentation and statistics in real-time. Core functionality includes: Workers Compensation Automation/ Disciplinary Management Case Management Violations and Sanctions Facility Management , Grievance Management r Use of Force Management Investigations s Early Warning Property Management r Housing and Bed Assignment Facility Counts s Movements and Transfers Jobs and Assignments Visitation Use of Force Management Shift Logs r Personnel History Management . Safety Reports Workers Compensation Vendors Vehicles and Collisions Drug Testing Incident Reports Scheduling and Appointments 58 Tribridge Concerto Cloud Concerto Cloud Solution Our private cloud services leverage best of breed technologies with innovative designs that feature data backups via snapshots, clustering, and geographic redundancy to provide the highest available performance and uptime. Our true private cloud environment is built with single tenant configurations on world class hardware with no shared instances, including remote desktop, database, or web front end servers. Tribridge Concerto Cloud Services offers carrier class performance, high availability and scalabiity. World -Class Robust Security Customer Experience Compliance Posture • ITIL Service Delivery • Single -Tenant Occupancy • 99.99%SLA Commit • SSAE16, SOC. ISO • 24x7 Operations • 100% Customizable Flexible Coud State -of -the -Art Integration Model Cloud Infrastructure • Federated or Native SSO Models • Best -in -Class Technology • Integration Friendly (On -premise) • Award Winning Platform • Transparent to IT Operations • Performance Centric Below is a summary of the architectural environment that will be used to support your business critical applications. Data Center General Facility Features • Atlanta GA, Louisville KY, Tampa FL and Ashburn VA Data Centers • All data centers are equipped with full UPS power, back-up systems, robust HVAC systems, and N+1 (or greater) redundancy, with a proven, industry -leading >99.999% uptime record • 24x7x365 Network and Security Operations Center • Optimal data center locations within close proximity to primary network access points to maximize internet reliability and performance • Ecosystem driven structure facilitating cross connections with business critical partners to reduce costs and increase performance E%] Security Systems • Biometric, card and PIN access • 24x7x365 video surveillance • ISO and LEED Certified Internet/Access Options • Access to one of the top three peering and exchange markets, including the largest peering exchange on the U.S. East Coast • Redundant Direct Internet Access (DIA) with multiple Tier 1 providers • Multiple Diverse, High speed Fiber Entry Points • Fully meshed multi -homed BGP peering topology • DIA speeds of 100mbs or higher • Local Loop Access with 200+ Internet Service Providers, and Network Access Options of- DS -1, DS -3, OC-X, or Ethernet Connectivity • Metro Ethernet capabilities at 10 Mbps, 100 Mbps, 1 Gbps, and 10 Gbps speeds Disaster Recovery • Geographic diversity with backups replicated to secondary and tertiary Concerto remote data centers • Aggressive RTO & RPO commitments, as low as 15 minutes • Customizable backup retention Redundancy and Backups • 99.99% Uptime Guarantee • Supports replication and high -availability solutions for both Windows and supported non -Windows virtualized operating systems • N+1 (or greater) redundancy -ability to sustain failure(s) without a service disruption • Standard operating procedure is to maintain two local copies of all backups The Tribridge Customer Care Team • A specially trained dedicated team to help maximize the applications that run your business • National, toll -free support • Multiple support mechanisms including telephone, remote system access and onsite assistance • Experts for technical support, upgrades, conversions and deploying additional functionality. • Flexible training options 60 • 2007 and 2010 Microsoft Excellence in Customer Service Award • Tribridge Customer Portal for ongoing collaboration, event management, and education • Access to phone and email support services from 8am - 8pm, Monday - Friday. • Unlimited support hours per month for break/ fix activity (included in the fee). • Any application (non-break/fix) support hours will be billed at our standard rate of $185 per hour. • Support (48 hours) is included in the Concerto Cloud Services agreement per year. Support beyond that point is available at an hourly rate of $200. • Technical resolution related to the Operating System, SQL Server, or Cloud platform are unlimited when application support is provided solely by Tribridge. • Contractual commitment to response time and SLAs. Security Certifications and Experience Tribridge employs engineers and security specialists with extensive certifications, including CISSP (Certified Information Systems Security Professional) as well as experience in real world environments. Additionally, Tribridge holds advanced vendor certifications with leading manufacturers of security and networking solutions including Cisco, Check Point, McAfee, Microsoft, Imprivata, NetApp, Symantec, WatchGuard, Bradford Networks, Syncsort, Citrix and VMware. Our experience working with organizations from small single location organizations to large multi -national distributed environments have helped form our best practices for implementation as well as a strict adherence to rigorous standards and ITIL (Information Technology Infrastructure Library) protocols. Items Included in Concerto Cloud Solution V High Performance Multi -Core Servers V Software updates and patching V 24x7x365 unlimited technical support V 24x7x365 customized, threshold -based monitoring of all cloud components ✓ Multiple Levels of Redundancy ✓ NetApp SAN infrastructure — 15k SAS drives for all production data ✓ Best of breed Antivirus, Firewall, and Threat protection V Monthly SLA, uptime, and performance reporting ✓ Financially Backed Service Level Agreements V Cisco Layer Ill routers ✓ Cisco ASA Firewalls ✓ F5 Load Balancers ✓ SSAE 16 Compliant Data Center V Microsoft Windows Server, SQL Server, Terminal Server Licenses ✓ Microsoft Office for Advanced Management Users 61 Contract Template: Below is the standard Tribridge Master Services Agreement, which represents our sample master services agreement, associated with providing professional services for the County to review. Tribridge welcomes the opportunity to further discuss our MSA and is agreeable to negotiating these terms to the satisfaction of the County upon selection. TRIBRIDGE MASTER SERVICES AGREEMENT: 1. This Agreement confirms the general business principles governing Tribridge's involvement in projects when engaged by Client, as well as all products acquired from Tribridge by Client. As part of each project or product, we will provide you with a written proposal, order, and/or statement of work (the "Proposal") that will provide relevant details, including deliverables, assumptions, staffing, time and fee, and pricing. The terms and conditions of this Agreement are incorporated by reference into and made a part of each Proposal. 2. Our timeline for completion and costs are based, in part, on our experience with similar projects and on the project scope, assumptions and deliverables discussed in each Proposal. You acknowledge that our performance is dependent upon the timely and effective satisfaction of your responsibilities, as well as yourtimely decisions and approvals, upon which we will rely. 3. In connection with each project or product order, each of us may have access to proprietary information, trade secrets, and/or other confidential information made available by the other, and each of us agrees to protect that confidential information in the same manner as we would protect our own confidential information of like kind, and in any case with no less than a commercially reasonable degree of care. Each party understands that confidential information of the other includes designs, creations, improvements, works of authorship, processes, know-how, techniques, ideas, discoveries, and/or developments previously created and utilized by such party, whether or not copyrightable, trademarkable or patentable, hereinafter referred to as intellectual property. All rights, title and interest in such intellectual property shall remain with the originating party, and the other party shall not hold any right, title or interest in such intellectual property. 4. Client and Tribridge will maintain joint ownership of all deliverables for the projects. Subject to our obligations of confidentiality, Tribridge will be free to use the concepts, techniques, know-how, work products, and deliverables used in connection with the projects. In addition, Tribridge will continue to be free to perform similar services for our other clients using the knowledge, skills and experience obtained during the projects. 5. We warrant that ourservices will be performed in accordance with each Proposal and in a professional and workmanlike manner, and we will undertake to correct any work not in compliance with this warranty brought to our attention within ninety (90) days after the later of the date the work was completed or the date the problem was discovered, provided that in any event we must be notified within one hundred eighty (180) days after the date the work is completed. 6. Tribridge does not warrant and shall not be responsible for the performance of any third -party vendor's (e.g., Microsoft, etc.) products or services. All software and hardware is acquired subject to 62 the end user license agreement, warranty, and other terms provided by the manufacturer or supplier of such third -party product. 7. Except as expressly provided in this Agreement, to the maximum extent permitted by law, Tribridge disclaims all warranties and conditions, whether express, implied or statutory, relating to the services or products provided under this Agreement, including, but not being limited to, all warranties and conditions of merchantability, fitness for a particular purpose, title and non -infringement. 8. To the maximum extent permitted by law, Tribridge shall not be liable to you or any other person for any special, incidental, indirect, consequential or punitive damages, in any action or under any theory of liability, arising out of or in any way connected with this Agreement, even if Tribridge has been advised of the possibility of such damages. 9. In no event will Tribridge's liability arising out of or in any manner connected with this Agreement exceed, in the aggregate, the total fees paid to us by you under this Agreement for the one hundred eighty (180) day period immediately preceding the act, event or omission serving as the basis for the claim giving rise to such liability. 10. Except for the obligation to make payments due hereunder, neither party will be liable for any delays or failures to perform due to causes beyond such party's commercially reasonable control. 11. For the duration of this Agreement and for a period of one year after the services are completed, each party agrees not to employ or solicit the employment of the other party's personnel; provided, however, that this provision will not apply to personnel who respond to a general advertisement, online job posting, or other broad solicitation not directly or indirectly targeting such party or its personnel. 12. Based on the scope outlined in each Proposal, appropriate project retainers and billings for fees will be agreed upon. Following any up front retainer payments, billings are typically performed monthly, with payment of all billing amounts due and payable within thirty (30) days of invoice date (Net 30). Tribridge reserves the right, following notice, to suspend or discontinue its performance or provision of products and services hereunder for your lack or delinquency of payment of any amounts due, or for any other material failure or breach of this Agreement. 13. Client is responsible for all taxes (including sales and use taxes) imposed as a result of each Proposal, excluding only U.S. taxes based on the net income of Tribridge. 14. You acknowledge that you have selected the products to be acquired based on your own due diligence. You accept the products upon delivery of the product or registration keys (in electronic or paper form), and you understand and agree that all sales and other transactions are final. Tribridge has no obligation to return or refund all or any portion of any payments made by you hereunder for delivered products. 15. Client, at its own expense, shall comply with any laws or regulations, including trade restrictions and embargos, relating to products acquired and shall procure all licenses and pay all fees and other charges required thereby. Client shall limit its actions to conform to applicable laws and regulations regarding the use, licensing, import, export or re-export of the products, including regulations of the U.S. Department of Commerce and/or the U.S. State Department, to the extent applicable. 63 16. Prior to initiating any legal action, the initiating party shall give the other party sixty (60) days written notice of its intent to file an action. During such notice period, the Parties will endeavor to settle amicably by mutual discussions any disputes, differences, or claims whatsoever related to this Agreement. Failing such amicable settlement and expiration of the notice period, any controversy, claim, or dispute arising under or relating to this Agreement, shall finally be settled in a court of competent jurisdiction. Should either of us institute legal action concerning this Agreement, the prevailing party will be entitled, in addition to such other relief as may be granted, to recover reasonable attorneys' fees and all other related court costs. 17. Each party, as a condition of its right to enforce or defend any right under or in connection with this Agreement, waives any right to a trial by jury and agrees that any action shall be tried before a court and not before a jury. 18. This Agreement shall be binding upon and inure to the benefit of the Parties hereto and their respective successors and assigns. OFFENDER360 END USER LICENSE AGREEMENT (EULA): The Offender360 EULA must be signed by the County to cover Microsoft Dynamics CRM licensed users identified by the County, which would access the Offender360 solution. Terms and conditions set forth in this agreement can be discussed and negotiated by and between the County and Tribridge upon selection. 1. END USER LICENSE SOFTWARE. The Software licensed under this Agreement (the "Software") is defined and described on the cover page of this Agreement. The price or other consideration payable by Customer for the Software is set forth on the cover page of this Agreement. LICENSE GRANT. For each fully paid subscription during the Term, Licensor hereby grants to Customer a limited, non-exclusive and non -transferable right to access and use the Software, without right of sublicense, in object code form in connection with Customer's internal business operations. Except for copies made for backup and archival purposes, Customer may not make copies of the Software except as expressly authorized in this Agreement or by Licensor in writing. RESTRICTIONS ON USE. Customer may not access the Software for purposes of monitoring its availability, performance or functionality, or for any other benchmarking or any other purposes that are competitive to Licensor. Customer may not reverse engineer, decompile, disassemble or discover the Software; modify, adapt or translate the Software or create derivative works of any kind based on the Software or content; make more copies of the Software than specified in this agreement or allowed by applicable law; publish the Software for others to copy; rent, lease, lend, distribute, sublicense, or assign the Software; or use the Software for commercial software hosting services or operating a service bureau. RESTRICTIONS ON MODIFICATION. Customer agrees that Licensor is not responsible for any problems that result from modifications made by Customer or a third party or that are caused by third party hardware or software, and is not obligated to provide support for modifications of the Software to the extent its operation has been impacted by any modifications. 64 INTELLECTUAL PROPERTY OWNERSHIP. The Software is licensed. This Agreement only gives Customer rights to use the Software in accordance with the terms of this Agreement. Licensor reserves all other rights. Customer further acknowledges that the Software, including all code, content, protocols, software, and documentation are Licensor's property or the property of Licensor's licensors, and are protected by U.S. and international copyright, trademark, patent and other proprietary rights and laws relating to intellectual property rights. The original and all copies of the Software, and all modifications, corrections, or enhancements to the Software and any other computer programs licensed by Licensor to Customer, documentation relating thereto, and all inventions, systems, processes, improvements and patentable ideas, which were or are later conceived by Licensor alone or with others in whole or in part are the sole property of Licensor. All work performed by Licensor now or hereafter, under this Agreement, the SOW or otherwise, will not be considered a work for hire, and Licensor will own all copyrights in all software and other materials developed or created by Licensor. EXPORT RESTRICTIONS. Customer acknowledges that the Software is subject to U.S. export jurisdiction. Customer agree to comply with all applicable international and national laws that apply to the Software, including the U.S. Export Administration Regulations and Office of Foreign Assets Control Regulations, as well as end -user, end -use, and destination restrictions issued by U.S. and other governments. MICROSOFT PRODUCTS. The Software may incorporate certain Microsoft products. The license terms of these products are referenced in this document, and in agreeing to the terms of this agreement, you are also agreeing to the terms of the individual Microsoft End User License Agreements applicable to such Microsoft software. 2. TERM TERM OF LICENSE. Customer's license rights to the Software shall commence on the Effective Date of the Agreement and unless otherwise terminated as provided herein, shall expire at the expiration of the term set forth on the cover page of this Agreement. TERMINATION CAUSED BY DEFAULT. If either party fails to observe or perform any material obligation under this Agreement, the non -defaulting party may give written notice to the defaulting party specifying the material failure. If the material failure is not corrected or a mutually agreed plan to correct the failure has not been established within thirty (30) days after the date of such notice, the non -defaulting party may to rm i nate this Agreement upon written notice to the defaulting party. The right of the non -defaulting party to terminate this Agreement under this Section is in addition to all other rights that are available to it under this Agreement, at law or in equity. DISPOSITION OF SOFTWARE ON TERMINATION. Upon the expiration or termination of this Agreement for any reason, the license and all other rights granted to Customer hereunder shall immediately cease, and Customer shall: (i) uninstall and return the Software (including all third party software licensed or provided to Customer by Licensor) to Licensor together with all reproductions and modifications of the Software and all copies of any documentation, notes and other materials respecting the Software; (iii) purge all copies of the Software or any portion thereof from any computer storage device or medium on which Customer has placed or has permitted others to place the Software, including copies of the Software made for archival and backup purposes; and (iii) provide Licensor a written certification that Customer has complied with all of its obligations under this Section. 65 3. INDEMNITY Indemnification by Customer. Customer shall indemnify, defend and hold Licensor and its Affiliates harmless from and against any and all liabilities, claims, demands, damages, costs and expenses or money judgments (including reasonable attorneys' fees) asserted against, incurred by or rendered against any of them from third party claims or actions arising from Customer's use of the Software, negligence, misrepresentation, or breach of this Agreement. Licensor shall give Customer prompt notice of any such claims, and permit the Customer to control the defense and settlement of claims, and reasonably cooperate with the Customer in connection with the defense and settlement of claims. Indemnification by Licensor. Licensor agrees to defend and indemnify Customer and to hold it harmless from all damages awarded against Customer, and all reasonable expenses (including attorneys' fees) incurred by Customer, for any claim of infringement of a third party's patent rights or copyrights against Customer by virtue of Customer's authorized use of the Software as delivered by Licensor, but only if Licensor is given prompt notice of any such claim and the right to control and direct the investigation, preparation, defense and settlement of each such claim and further provided that Customer shall fully cooperate with Licensor in connection with the foregoing. Notwithstanding the foregoing, Licensor assumes no liability or indemnity obligation for claims of infringement of intellectual property rights arising from (i) use of the Software in combination with non -Licensor approved third party products, including software and equipment, (ii) modifications or maintenance of the Software by a party otherthan Licensor or an entity authorized by Licensor to make modifications or perform maintenance, (iii) misuse of the Software, and (iv) failure of Customer to implement any improvement or updates to the Software, if the infringement claim would have been avoided by the use of the improvement or updates. Should the Software as delivered by Licensor become or, in Licensors opinion, be likely to become, the subject of a claim of infringement, Licensor may, at its option and expense either (a) procure for Customer the right to continue to use the Software as contemplated hereunder, or (b) replace or modify the Software and/or modify its use to make its use hereunder non -infringing, without material loss of functionality. If neither option is reasonably available to Licensor, then this Agreement may be terminated at the option of either party hereto without further obligation or liability. Warranties and Warranty Disclaimers. LICENSOR MAKES NO WARRANTY WITH RESPECT TO THE SOFTWARE, WHICH IS PROVIDED AS -IS, WITHOUT ANY REPRESENTATIONS OR WARRANTIES. ALL MICROSOFT SOFTWARE INCORPORATED IN THE SOFTWARE IS PROVIDED AS -IS, WITHOUT ANY REPRESENTATIONS OR WARRANTIES. LICENSOR DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED OR STATUTORY, INCLUDING WITHOUT LIMITATION, ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT. Limitations of Liability. IN NO EVENT SHALL LICENSOR OR ITS LICENSORS (INCLUDING MICROSOFT), ON THE ONE HAND, OR CUSTOMER, ON THE OTHER, BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES (INCLUDING, WITHOUT LIMITATION, INDIRECT, SPECIAL, PUNITIVE, OR EXEMPLARY DAMAGES FOR LOSS OF BUSINESS, LOSS OF PROFITS, BUSINESS INTERRUPTION, OR LOSS OF DATA) ARISING OUT OF OR CONNECTED IN ANY WAY WITH THIS AGREEMENT, THE LICENSED SOFTWARE, OR ANY SERVICES RENDERED HEREUNDER, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE TOTAL LIABILITY OF LICENSOR TO CUSTOMER FOR ALL DAMAGES, LOSSES, AND CAUSES OF ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), OR OTHERWISE) SHALL NOT EXCEED THE TOTAL FEES PAID BY CUSTOMER FOR THE SOFTWARE UNDER THIS AGREEMENT DURING THE SIX (6) MONTH PERIOD PRECEDING THE EVENT GIVING RISE TO LIABILITY. Additionally, neither Licensor, nor any of its licensors or employees, shall be liable for any damage or expenses resulting from [C actions or omissions of Customer, or its employees, or from actions or omissions undertaken in good faith, in reliance upon Customer's instructions or directions. Under no circumstances shall any employees of any party hereto be personally liable to any other party hereto for any claim arising out of or related to this Agreement or the Software. 4. MISCELLANEOUS. The parties are independent contractors, and nothing contained in this Agreement shall be construed or implied to create the relationship of partners, joint venturers, agent and principal, employer and employee, or any relationship other than that of independent contractors. Licensor shall retain the right to perform work for others, including competitors of Customer, during the term of this Agreement. Neither this Agreement, nor any provision thereof, can be modified or waived in any way, except by an agreement in writing signed by each of the parties affected thereby, expressly consenting to such modification or waiver. This Agreement shall in all respects be interpreted, enforced and governed by and under the laws of the State of Florida exclusive of its conflict of laws principles. The parties hereby agree that the venue for the resolution of any dispute arising from this Agreement, subject to the arbitration provisions set forth herein, is proper in Hillsborough County, Florida. "Affiliate" shall mean any entity that directly or indirectly through one or more intermediaries, controls, or is controlled by, or is under common control with the party. CONTRACT EXCEPTIONS COUNTY ADDITIONAL TERMS AND CONDITIONS (EXCEPTIONS): Tribridge has reviewed the County's "Additional terms and Conditions" provided in the RFP and are agreeable with these terms with the following clarifications and requested additions outlined on the following pages. Tribridge welcomes the opportunity to further discuss and is agreeable to negotiating these terms to the satisfaction of the County upon selection. 67 7.3 Please add the following: Add payment terms If Contractor is the successful Contractor and awarded the services in the upon award of services in RFP. RFP, the following provisions apply: Billings are typically performed weekly. Payment of all billing amounts becomes due and payable within thirty (30) days of invoice date (Net 30). Contractor reserves the right, following notice, to suspend or discontinue its performance or provision of products and services hereunder for the County's lack or delinquency of payment of any amounts due, or for any other material failure or breach of this Agreement including the County's performance under ill significant project assumptions. The County agrees to reimburse the Contractor for reasonable expenses incurred in performing under this Agreement. If the County's location is greater than twenty-five (25) miles from the neares Contractor office, or if consultants are required to travel from another remote Contractor office, all travel time to and from the County's site(s) will be billed at half time per consultant (e.g., for each two hours incurred traveling, he County will be billed for one hour at the rate stated in the proposal or statement of Work (the "Statement of Work")." 7.4 Please add the following paragraph: Provide for `All reports, analyses, documents, designs, methods, materials or )wnership of eliversliverables when ocumentation developed or conceived by the Contractor in connection with erforming the project, except for the Utilities and Generic Enhancements (the "Work Product"), shall be considered "Works Made for Hire" as defined in 17 U.S.C. services. §101 and the County shall be the sole and exclusive owner thereof. The ounty acknowledges that the Contractor has developed computer software, ideas, designs, methods, specifications, inventions, concepts, information, know-how, experience, techniques, documentation and other pre-existing intellectual property (collectively, the "Utilities"). All rights in the Utilities and any generic or non -County -specific computer software or other intellectual property (including, but not limited to, improvements, extensions, enhancements and modifications to the Utilities) made, developed, conceived r reduced to practice by the Contractor in connection with its performing ervices hereunder (collectively, "Generic Enhancements") shall be owned olely by the Contractor, whether or not incorporated into the project. If any Utilities or Generic Enhancements are incorporated into the project, then upon payment of all amounts due hereunder, the Contractor grants to the County a worldwide, perpetual, royalty -free and non-exclusive limited license to use uch Utilities and Generic Enhancements for the County's own use solely in connection with the County's use of the Work Product. Subject to the parties' mutual obligation of confidentiality, the Contractor will be free to use the oncepts, techniques, and know-how used in connection with the projects. In ddition, the Contractor will continue to be free to perform similar services for its other clients using the knowledge, skills and experience obtained luring the projects." 7.6 3r° Please add at the end of the sentence "..., excluding any claims related to Contractor cannot Paragraph my third -party products or services." a liable for third - arty products. 68 7.6 — 8'" Please change Paragraph 8 to read as follows: Provide for Paragraph `In the event of a dispute between Weld County and the successful vendor, easonable ttorneys' fees and Attorney'sconcerning the Agreement, the parties agree that the prevailing party will be our Fees/Legal Costs ntitled, in addition to other such relief as may be granted, to recover ourt costs reasonable attorneys' fees and all other related court costs." iward for prevailing party. 7.7 —1" Please delete the following in 15` Paragraph:Comply with Paragraph .,and for three (3) years after termination of the Agreement." ontractor's policies regarding Insurance Requirements insurance. General Requirements 7.7 —1" Please change Insurance Endorsement to read as follows: ontractor cannot Paragraph 'Should any of the above -described policies by canceled or should any make insurance Insurance overage be reduced before the expiration date thereof, the issuing company ompany comply Requirements hall send written notice to the Weld County Director of General Services by with 30 day or10 eneral ertified mail, return receipt requested. Such written notice shall be sent ay notice but Requirements ithin a reasonable time prior to such cancellation or reduction." insurance company should not have issue with reasonable written notice. 7.7 _1' Please delete the following in 1" Paragraph:Comply with Paragraph 'County reserves the right to require Contractor/Contract Professional ontractor's olicies regarding Insurance o provide a bond, at no cost to County, in the amount of the deductible Requirements r self -insured retention to guarantee payment of claims." insurance. General Requirements 7.7 Please change coverage as follows: omply with Automobile `Automobile Liability: Contractor/Contract Professional shall maintain limits :ont•. tor's ccee Liability of $1,000,000 combined single limit for each accident applicable to all insurance coverage. vehicles operating both on County property and elsewhere." 7.7 Please change coverage as follows: omply with I. Professional `Professional Liability: Contract Professional shall maintain limits of ontractor's Liability 2,000,000 in the aggregate." insurance coverage. 7.7 throughout Please delete any references to liquor liability, pollution liability and inland Requirements are marine liability, not applicable to this engagement. 7.7 Please change "within ten (10) days" to "within a reasonable time."Comply with (e)(I) ontractor's insurance coverage. 69 7.7 Subcontractors Please revise paragraph to read as follows: Contractor/Contract Professional shall require its subcontractors, independent contractors, sub vendors, suppliers or other entities providing goods or services required under this Agreement to maintain adequate insurance coverage. Contractor/Contract Professional agrees to provide proof of insurance for all such subcontractors, independent ontractors, sub -vendors suppliers or other entities upon request by the County." Comply with actoncies. is policies. Additional Please add: Add Contractor's The Contractor warrants that its services will be performed in accordance warranty provisions and limitations. with each Statement of Work and in a professional and workmanlike manner, and it will undertake to correct any work not in compliance with this warranty brought to its attention within ninety (90) days after the later of the date the service was performed or the date the problem was discovered, but in any vent the Contractor must be notified within one hundred eighty (180) days after the date the service is performed. For custom software development ervices, the Contractor's warranty will expire thirty (30) days after the date hat the parties designate as the "go live" date for such software, notwithstanding the time periods set forth in the preceding sentence. In addition, the Contractor's warranty for custom software development services applies only to system error issues in software we have developed, commonly referred to as bugs. A system error means any error, problem or defect, which is reproducible by the Contractor, that results from an incorrect functioning of he source code developed by the Contractor, if such error, problem or defect auses incorrect results or incorrect functions to occur (e.g., the system adds 2 + 2 and the result is 5). The Contractor's warranty is not applicable if the problem is caused by (i) any modification, variation or addition to the developed software not performed by the Contractor; (ii) the County's incorrect use, abuse or corruption of the developed software; or (iii) use of the eveloped software with other software or on equipment with which the developed software is incompatible." Additional: Please add: Add Contractor's `The Contractor does not warrant and shall not be responsible for the warranty provisions and limitations. erformance of any third -party vendor's products or services. All software nd hardware is acquired subject to the end user license agreement, warranty, and other terms provided by the manufacturer or supplier of such third -party roduct. The County agrees to be bound by and comply with any such manufacturer license agreement, warranty, or other terms and conditions, and he County understands and agrees to look solely to the third -party vendor of he product for maintenance and support, including but not limited to esolution of system errors, bugs, patches, hot fixes, etc. The County's sole and exclusive rights and remedies with respect to any third -party product or service, including rights and remedies in the event a third -party product or ervice gives rise to an infringement claim, will be against the third -party vendor and not against the Contractor. The Contractor does agree, however, o assign to the County any assignable warranties it may receive from any such third -party vendor." 70 Additional Please add: Add Contractor's 'EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, TO THE warranty provisions MAXIMUM EXTENT PERMITTED BY LAW, THE CONTRACTOR and limitations. DISCLAIMS ALL WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED OR STATUTORY, RELATING TO THE SERVICES R PRODUCTS PROVIDED UNDER THIS AGREEMENT, INCLUDING, BUT NOT BEING LIMITED TO, ALL WARRANTIES AND CONDITIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY ND FITNESS FOR A PARTICULAR PURPOSE." Additional Please add: Add exclusion of 'TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER consequential PARTY SHALL BE LIABLE TO THE OTHER OR ANY OTHER PERSON damages. FOR ANY SPECIAL, INCIDENTAL, INDIRECT, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, WHETHER IN AN ACTION F AGREEMENT, STRICT OR STATUTORY LIABILITY, TORT INCLUDING NEGLIGENCE) OR OTHER THEORY OF LIABILITY INCLUDING BREACH OF WARRANTY), ARISING OUT OF OR IN ANY WAY CONNECTED WITH THIS AGREEMENT OR THE USE OF R INABILITY TO USE ANY PRODUCTS, SERVICES, INFORMATION R RESULTS PROVIDED UNDER THIS AGREEMENT, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, INCLUDING, BUT NOT BEING LIMITED TO, DAMAGES FOR LOSS OF USE, DELAY, LOSS OF BUSINESS, LOSS OF REVENUE, PROFITS OR SAVINGS, BUSINESS INTERRUPTION LOSS, LOSS OR GRRUPTION OF INFORMATION OR DATA, LOSS OF PRIVACY, LOSS OF GOODWILL, AND LIABILITY TO THIRD PARTIES." Additional Please add: Add liability cap. 'IN NO EVENT WILL EITHER PARTY'S LIABILITY ARISING OUT OF R IN ANY MANNER CONNECTED WITH OR RELATING TO THIS AGREEMENT EXCEED, IN THE AGGREGATE, THE TOTAL FEES PAID OR PAYABLE TO THE CONTRACTOR BY THE COUNTY UNDER THIS AGREEMENT FOR THE ONE (1) YEAR PERIOD IMMEDIATELY PRECEDING THE ACT, EVENT OR OMISSION SERVING AS THE BASIS FOR THE CLAIM GIVING RISE TO SUCH LIABILITY OR OBLIGATION." Additional Please add: Add non - `For the duration of this Agreement and for a period of one year after the 'elicitation of services are completed, each party agrees not to employ or solicit the mployees' employment of the other party's personnel; provided, however, that this provision. provision will not apply to personnel who respond to a general advertisement, nline job posting, or other broad solicitation not directly or indirectly argeting such party or its personnel." .Additional Please add: Add priority `Notwithstanding anything to the contrary contained in the RFP, the language. provisions of this Agreement will prevail over any other inconsistent provision." 71 Additional Please add: Add termination 'County agrees to pay Contractor for its reasonable fees and expenses language. incurred or due under the Agreement through the effective date of ermination.- 72 "Weld County Pre -Project Technical Workbook" Tribridge acknowledges and understands that if selected to be on the short list we will be required to fill out the workbook prior to the final selection process. 73 Tribridge Best and Final Addendum to RFP Response - #B1400100 JS -2011-10 Pretrial Services Case Management System WELD COUNTY Department of Information Technology 1401 North 17th Avenue Greeley, CO 80631 Attn: Mary Truslow (970) 304-6570, x2518 mtruslow@co.weld.co.us Best and Final Offer Addendum to RFP Response #B1400100 JS -2011-10 Pretrial Services Case Management System September 8, 2014 Tribridge Holdings, LLC 523 West 6th Street, Suite 830 Los Angeles, CA.90014 www.Tribridge.com 74 TRIBRIDGE Cover Letter September 8, 2014 Re: JS -2011-10 Pretrial Services Case Management System — RFP #B1400100 Best and Final Offer To: Mary Truslow — Department of Information Technology Thank you for considering Tribridge as a finalist to provide the County a software program to support its pretrial services case management system processes and requirements documented in the RFP #B1400100. As a result of our product demonstration meeting and the additional information gained about the County's system requirements, we have been able to modify our scope of services to better align with the Counties needs, and significantly reduce the costs outlined in our original proposal. The reduction in cost includes a new approach to the deployment of the implemntation services, the County using the standard functionality of our Offender360/Pretrial Mgt soultion (aka Pretria1360), combined with Tribridge providing a substancial services credit/discount to the County. In addition Mesa County has agreed to invest in the development of the solution proposed to offset Weld County's initial cost and provide Mesa County a copy of the developed solution (Pretrial360) once complete. As requested, Tribridge has developed the following "Best and Final" Addendum to our original proposal response. The document includes: the new reduced costs, updated scope of services, and key assumptions for our implementation services of the scope within the fixed costs provided herein. This update supercedes, or overrides, the comparable content in original RFP proposal. If any conflicting information, assumptions, or statements regarding the scope and delivery of the project exist, the "Best and Final" Addendum and the contents herein shall prevail. We are confident that the County will find significant value in our solution and services proposed. We welcome the opportunity to discuss our proposal and "Best and Final" Addendum in more detail in order to provide further explanation if desired by the County. The contact person at our organization for this solicitation is: John Schloemann, our West Region Account Executive for Public Sector. He can be contacted at 916-799-7021or iohn.schloemann@tribridge.com. Josh Jaquish is the executive representative of Tribridge, and is authorized to make formal commitments on behalf of the firm and is the signatory below. Sincerely, Josh Jaquish - Vice President, Public Sector —Tribridge 75 Best and Final Pricing Cost Overview The associated cost detailed in this proposal includes the itemized and total costs for on premise software and software maintenance for year 1 (Capital Cost), as well as year 2, 3, 4, and 5 (Non -Capital Cost) as requested by the County. Tribridge's services costs are a fixed fee, not to exceed cost for the on premise implementation of the system outlined herein and in our response to the County's Appendix B - Functional and Technical Requirements Form. The costs provided represent maximum costs, which includes travel and direct expenses that may be incurred during the project. The costs provided for implementation/deployment services represent a one-time cost in year 1. This cost is based on: 1) Project scope and assumption associated with the implementation project described; 2) Scope of work outlined in the County's Appendix Rot the RFP; 3) Our current understanding of these requirements; and 4) Detailed assumptions provided in our Best and Final Addendum herein. These assumptions provide critical information to the County on the level of effort and hours for meeting their requirements, which is the basis for the fixed costs described in our "Best and Final" Addendum. Any changes to the scope and assumptions described in our proposal response may impact either the time for completion or the fees, or both. On Premise Deployment: The following pricing is for an on premise deployment of the solution proposed at the County. The following table provides information and details regarding the Microsoft Dynamics CRM, Offender360, Formula Manager Software license and professional services costs associated with the project. Software maintenance fees are included in license costs. The Microsoft Dynamics CRM software license costs are based on the County purchasing the software from Tribridge directly. 76 Original: Five Year Total Cost Summary Costs Total Year 1 Year 2 Year 3 Year 4 Year 5 ❑1ard:are $25,574 $25,574 NA NA NA NA SoWuare Lcensin❑ $39,920 $39,920 NA NA NA NA Third Party So[floare EMidda0are❑ $9,885 $9,885 NA NA NA NA Insta®tlon $17,600 $17,600 NA NA NA NA Intettation NA NA NA NA NA NA oeLacy Data ❑oadin❑ $17,600 $17,600 NA NA NA NA Maintenance $57,320 Included $12,092 $15,076 $15,076 $15,076 ❑IterEhourS SUGtbrt costs TBD T&M ($195) T&M ($195) T&M ($195) T&M ($195) T&M ($195) Docuoentation ❑ Trainin❑ $17,600 $17,600 NA NA NA NA Protect Mena 0e 0ent $44,000 $44,000 NA NA NA NA Consultin0Services $158,400 $158,400 NA NA NA NA Miscellaneous NA NA NA NA NA NA I IIIGGta Dte Discounts NA NA NA NA NA NA Total: $387,899 $330,579 $12,092 $15,076 $15,076 $15,076 Best and Final: Five Year Total Cost Summary Costs Total Year 1 Year 2 Year 3 Year 4 Year 5 Biardoare Not Included Not Included Not Included Not Included Not Included Not Included Sowlare I icensinl I $39,920 $39,920 NA NA NA NA Third Party SomOare iMidd le oare ❑ $9,885 $9,885 NA NA NA NA Installation $13,200 $13,200 NA NA NA NA Intel ration NA NA NA NA NA NA EleLacy Data Doadin❑ $0 $0 NA NA NA NA Maintenance $39,844 Included $9,961 $9,961 $9,961 $9,961 ❑tterrllours Su[] ort costs TBD T&M ($195) T&M ($195) T&M ($195) T&M ($195) T&M ($195) DocuDentation ❑ Trainin ❑ $17,600 $17,600 NA NA NA NA Protect ManaLe❑ ent $26,400 $26,400 NA NA NA NA ConsultlniIServices $102,080 $102,080 NA NA NA NA Miscellaneous NA NA NA NA NA NA ❑mlltaule Discounts ($70,000) ($70,000) NA NA NA NA Best and Final Total: $178,929 $139,085 $9,961 $9,961 $9,961 $9,961 E1Tribridge previously provided estimates on hardware to the County in our original proposal, however since then we have learned that the County will be leverage a virtual environment. Based on this information combined with the fact that Tribridge is not a reseller of hardware we have removed this cost from our best and final pricing. 77 Cost Detail The following describes in detail the costs associated with the software licensing, implementation, maintenance, support, and training fees associated with our proposed solution for both our Original proposal and the Best and Final Addendum. Original: Software On Premise Software Description Cost 1 -Microsoft Dynamics CRM Server License w/ Microsoft Software Assurance included $4,668 (Capital) 11 -Microsoft Dynamics CRM Professional CAL License w/ Microsoft Software Assurance included ($932 x 11 Users) $10,252 (Capital) 1-Tribridge — Offender360 License (Pretrial/Offender Management Solution for Microsoft Dynamics CRM) (One Time Fee for the software for up to 100 users) $25,000.00 (Capital) TOTAL Software Licensing $39,920 Third Party Software Description Cost Formula Manager (One Time Fee for the software for up to 140 formulas) $9,885 (Capital) Best and Final: Software On Premise Software Description Cost 1 -Microsoft Dynamics CRM Server License w/ Microsoft Software Assurance included $4,668 (Capital) 11 -Microsoft Dynamics CRM Professional CAL License w/ Microsoft Software Assurance included ($932 x 11 Users) $10,252 (Capital) 1-Tribridge — Offender360 License (Pretrial/Offender Management Solution for Microsoft Dynamics CRM) (One Time Fee for the software for up to 100 users) $25,000.00 (Capital) Best and Final Total Software Licensing $39,920 Third Party Software Description Cost Formula Manager (One Time Fee for the software for up to 140 formulas) $9,885 (Capital) Description: After careful review of the software and third party software we have determined that the fixed costs presented in our original proposal is representative of our best and final pricing to the County. 78 Original: Installation InstallationmescrilS any oor, equiof ent, suoo@s, or other costs associated pith instaftltoyour oroLosed soltEare❑ Professional Services Descriptions Cost Installation: $17,600 (Capital) Tribridge will perform an onsite technical environment review and install the Dynamics CRM/Offender360 application software and applicable 3rd party products in a total of (2) environments. Best and Final: Installation Installationmescrioe any l[br, equiLJi lent, suoo@s, or other costs associated Elith instaufioyour rr000sed soToare❑ Professional Services Descriptions Cost Installation: Tribridge will perform the install of the Dynamics CRM/Offender360 application $13,200 (Capital) software and applicable 3rd party products in a total of (2) environments. See Project Assumptions for additional details. Description: TriDidoe of imot Lo oer[oro ins is technica[environo ent revieo in order to reduce cost [or the instauation❑ ❑ulbther taSLs associated Dith this instalation descrioed in the oril inarllr000samileo ain❑ Original: Integration IntegrationI Descril a any sal or, equiooent, suLo@s, or other costs associated pith inteLiratinothe aoLbsed solution into our current architecture and I ac, I end systeo s❑ Professional Services Descriptions Cost Integration: NA No external system integrations have been identified in the RFP or are included in our cost proposal Best and Final: Integration IntegrationmescriLle any laoor, 1111 II I ent, sus a hies, or other costs associated 7ith intel ratinuthe aoDDsed solution into our current architecture and I acs lend systeo sE Professional Services Descriptions Cost Integration: NA No external system integrations have been identified in the RFP or are included in our cost proposal 79 Description: Not Applicable Original: Legacy Data Loading Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system. Professional Services Descriptions Cost Data Migration: $17,600 (Capital) Tribridge will perform data migration of the data described in the RFP using standard Microsoft import tools within the application. Best and Final: Legacy Data Loading Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system. Professional Services Descriptions Cost Data Migration: No data migration will be included $0 See Project Assumptions for additional details. Description: Trilridoe has Leen alle to eM inate this cost Eased on the Countyss decision that autol I ated it i i ort all data C iEration [doll the vendor is not requiredLCounty Li=e resLbnsill [or enterinodata into the ne❑ syste❑ ❑ Original: Maintenance Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of the proposed solution. Maintenance Descriptions Cost *Maintenance: See Description Software and hardware maintenance and enhancements, which include; software (Non -Capital) updates, patches, bug fixes and access to new versions of the software are included in the cost of the software licensing for year 1. Additional service $195 per hour Description: (Non -Capital) Year 2, 3, 4 and 5 are outlined below; • Hardware — Year 2,3,4,5 are $5,115 per year • MS Dynamics CRM — Year 2 included, Year 3, 4, 5 are $2,984 per year. • Offender360 — Year 2,3,4,5 are $5,000 per year 80 • Formula manager — Year 2,3,4,5 are $1,977 per year *These reoccurring (non -capital costs) are estimates only. Any additional cost related to ongoing professional services are not included in the scope of work and would be performed on a time and materials basis at a rate of $195 per hour. . Best and Final: Maintenance Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of the proposed solution. Maintenance Descriptions Cost *Maintenance: See Description Software maintenance and enhancements, which include; software updates, patches, (Non -Capital) bug fixes and access to new versions of the software are included in the cost of the software licensing for year 1. Additional service $195 per hour Description: (Non -Capital) Year 2, 3, 4 and 5 are outlined below; • MS Dynamics CRM — Year 1 included, Year 2, 3, 4, 5 are $2,984 per year. • Offender360 — Year 2,3,4,5 are $5,000 per year • Formula manager — Year 2,3,4,5 are $1,977 per year *These reoccurring (non -capital costs) are estimates only. Any additional cost related to ongoing professional services are not included in the scope of work and would be performed on a time and materials basis at a rate of $195 per hour. See Project Assumptions for additional details. Description: Tribridge has been able to reduce cost in this area by eliminating the hardware maintennace cost as we are not providing hardware in our best and final and we added year two maintennace of the Microsoft Dynamics CRM software. All other costs for ongoing support remain the same as described in our original proposal. The overall net effect is a reductionin cost for the County. Original: After-hours Support Costs After-hours Support Costs: List all fees associated with after-hours support, such as providing support for software upgrades or weekend on -call technical support. Professional Services Descriptions Cost After-hours Support: $195 After hours support can be scheduled in advance and performed by Tribridge on a (Non -Capital) time and materials basis at a rate of $195 per hour. Best and Final: After-hours Support Costs After-hours Support Costs: List all fees associated with after-hours support, such as providing support for software upgrades or weekend on -call technical support. Professional Services Descriptions Cost After-hours Support: $195 After hours support can be scheduled in advance and performed by Tribridge on a (Non -Capital) time and materials basis at a rate of $195 per hour. See Project Assumptions for additional details. Description: After careful review of the after hours support costs we have determined that the fixed costs presented in our original proposal is representative of our best and final pricing to the County. Original: Documentation & Training Documentation & Training: List all fees associated with user or technical documentation and training. Professional Services Descriptions Cost Documentation and Training: $17,600 Functional Training and Technical/System Administrator Training will be performed by Tribridge onsite at the County. County will use standard system documentation provided by Microsoft. Best and Final: Documentation & Training Documentation & Training: List all fees associated with user or technical documentation and training. Professional Services Descriptions Cost Documentation and Training: $17,600 Functional Training and Technical/System Administrator Training will be performed by Tribridge onsite at the County. County will use standard system documentation provided by Microsoft. See Project Assumptions tor additional details. Description: After careful review of the documentation and training costs for end users and technical system administrators we have determined that the fixed costs presented in our original proposal is representative of our best and final pricing to the County. We do not believe it is a good idea to reduce scope and cost in this area of the project. 82 Original: Project Management Project Management: List and describe any project management fees associated with the proposed solution. Professional Services Descriptions Cost Project Management: $44,000 Tribridge will perform project planning, management and quality assurance both onsite and remote in conjunction with this project. Best and Final: Project Management Project Management: List and describe any project management fees associated with the proposed solution. Professional Services Descriptions Cost Project Management: $26,400 Tribridge will perform project planning, management and quality assurance both onsite and remote in conjunction with this project. See Project Assumptions for additional details. Description: Tribridge has been able to significantly reduce our costs based on a shorter project duration time (2 to 3 months) combined with the County using the system "as is" with only minor configuration changes. The limited configuration required has reduced the complexity of the project and therefore the amount of project management time has been reduced. Original: Consulting Services Consulting Services: Describe and detail out any costs for consulting services that may need to be provided based on the work outlined. Professional Services Descriptions Cost Functional Design & Prototype Reviews $26,400 Technical Design $17,600 System Configuration/Build $70,400 Reports & Dashboards $17,600 Pilot & System Testing $17,600 Go Live Support $8,800 Consulting Services Total $158,400 83 Best and Final: Consulting Services Consulting Services: Describe and detail out any costs for consulting services that may need to be provided based on the work outlined. Professional Services Descriptions Cost Functional Design & Prototype Reviews $14,080 Technical Design $8,800 System Configuration/Build $52,800 Reports & Dashboards $8,800 Pilot & System Testing $8,800 Go Live Support $8,800 Best and Final Consulting Services Total $102,080 See Project Assumptions for additional details. Description: Functional Design & Prototype Review: We will use the system demonstrated to the County as our prototype. The County's design will be based largely on using the system "as is" with limited configuration changes, which greatly decreases our design and prototype development time during the project. The result is significant reduction in cost for the County. Technical Design: The County's technical design will be based largely on using the system "as is" with limited configuration changes, which greatly decreases our design and prototype development time during the project. The result is significant reduction in cost for the County. System Configuration/Build: Tribridge has been able to significantly reduce the cost of the configuration and build portion of the project, based on the County using the "out of the box" functionality of Offender360/Pretrial Management system (aka PreTria1360) demonstrated with only limited configuration changes. Limited configuration changes may include; field and screen name additions and changes, nomenclature changes to accommodate specific language used by the County, business process workflow changes. This approach has greatly decreases our configuration and build time during the project. Reports and Dashboards: After receiving clarification from the County on the type of reports required we have determined that we will create 1 report using the SQL Service Reporting Services (SSRS) reporting tool and the remaining reports and dashboards will be developed using the Advanced Find tool fora total of 8 reports/dashboards. The clarification on reporting requirements has enabled us to reduce cost in this area of the project by leveraging the less complex reporting tools native to the Dynamics CRM platform. Pilot and System Testing: By the County using the system "as is" with minimal configuration changes we are able to decrease the amount of testing during the project. In addition we believe that the pilot and testing duration will be less based on the County's familiarity with the Microsoft Office look and feel, which is the basis for the Offender360/Pretrial Management user interface. 84 Go Live Support: We have determined that the fixed costs presented in our original proposal for go live support is representative of our best and final pricing to the County. We do not believe it is a good idea to reduce scope and cost in this area of the project. Original: Miscellaneous & Applicable Discounts Miscellaneous: List and describe any other costs associated with the proposed software solution. Not Applicable Applicable Discounts: List amounts or percentages of discounts that may apply to this proposal, based on volume, governmental considerations, etc. Not Applicable Best and Final: Miscellaneous & Applicable Discounts Miscellaneous: List and describe any other costs associated with the proposed software solution. Not Applicable Applicable Discounts: List amounts or percentages of discounts that may apply to this proposal, based on volume, governmental considerations, etc. 1.) Tribridge has included a $50,000 implementation services credit for the County on this project. 2.) Mesa County has included a $20,000 investment in the development of the solution proposed to Weld County. Description: This Tribridge credit represents our investment in building a standard solution (aka Pretrial360) with the County, which then Tribridge can market and implement to other Counties, such as; Mesa in the future. The investment represents our level of partnership on this project with Weld County and demonstrates our commitment to project success now and in the future. The Mesa County investment in the development of the solution proposed will offset Weld County's implementation costs and provide Mesa County a copy of the developed solution (Pretrial360) once complete. The investment is contingent upon Weld County's selection of Tribridge and final Mesa County board approval. 85 Project Assumptions: The following assumptions provide specific details associated with the implementation of the software solution proposed and have been made in regard to this project, as we understand it from the RFP. These assumptions are critical to the County's understanding of the services to be delivered by Tribridge and the expectations associated with the successful delivery of the project. These assumption outlined within the Best and Final Addendum supersede any described in the RFP and original proposal: General Assumptions 28. Management Commitment. Our experience shows that successful projects require strong management commitment. Executive sponsorship of this project is essential. Our implementation experience has proven that projects with strong executive involvement go more smoothly, produce expected budget results, and have strong client satisfaction. Accordingly, a Steering Committee will be put in place to assist with critical design and procedural decisions. 29. Project Team Commitment. To keep the project on schedule, we expect the core Weld County project team to be dedicated to the project for key activities such as functional system mapping sessions, pilot testing, system testing, training and "Go Live" activities. The timeframe outlined assumes we are able to effectively coordinate the schedules of Weld County. We will keep you informed when scheduling issues have the potential to impact the milestone dates or costs. 30. Internal IT Support. We expect that Weld County will identify an internal resource, typically an IT team member, as the Microsoft CRM / Offender360 administrator. Our experience shows that this person should be identified as early in the project as possible in order to learn as much as possible from the Tribridge team. 31. Change Orders. Tribridge will work with you to execute change orders, as appropriate, to clearly communicate additional products or services and the related fees or costs which are outside the current budgeted hours included in this proposal. Tribridge will not incur additional time on tasks or add items to the scope of work until the change order is approved by your team. 32. Communication Plan. Change management activities and communication planning and delivery can be very important during a software implementation project. Tribridge can assist in this area if needed, but we have not budgeted hours to provide these items during this implementation. Weld County personnel will be responsible for creating the messages and executing all tasks in the communication plan on a timely basis. 33. Project Management. We will conduct weekly status meetings with the project team and Steering Committee meetings, as needed, throughout the project. We will prepare written status reports detailing accomplishments, next steps, and outstanding issues. Additionally, we will review key decisions, budget, project timeline, and issues for resolution. We will present these status updates in a discussion format so that the Weld County project team and management remain actively involved in the project, and so that all questions and issues are addressed in a timely manner. 34. Design Approval. Once the design of the application is approved, we will "freeze" the design. You will be required to sign off on the design, indicating your approval. If we do not have any communication back from you within two business days, we will assume you have no concerns and 86 continue moving forward on the project. Any functionality not specified in the scope of this document or identified after the design is frozen will be considered out -of -scope, and will be documented for inclusion in future phases. 35. Site Accommodations. Tribridge will perform key tasks onsite at your office in Greeley, CO such as design sessions, testing, training, and deployment. A work area/project room will be dedicated for the duration of the project with ample workstations and ports to allow access to the application and Internet. Remote secured access (VPN) will be required to allow us to perform some tasks from our office. Ongoing Tribridge support requires usage of Tribridge remote support assistance tools (i.e. Team Viewer, LogMeln, over HTTP, etc.) 36. Projected Project Duration. Tribridge anticipates the tasks outlined in this project to be completed in approximately two to three months. Tribridge and Weld County both have accountabilities to completing the project in an agreed upon duration. Items that affect the project timeline that are customer accountabilities may result in change requests. 37. Software Issue Resolution. While Tribridge works closely with Microsoft and other third party ISVs, as a partner we cannot warrant the functionality or the performance of these software products. Our commitment is to work closely with you and the respective publisher to quickly address any software issues that may arise. Any hours incurred addressing such issues will be billable as we do not warrant the products. We have not budgeted any such hours in our costs. 38. Partner of Record. In order to adequately support Weld County during the implementation of Microsoft Dynamics CRM, Microsoft requires that Tribridge be designated as Weld County Partner of Record. This designation allows the implementation team to access your account information to efficiently support you during, and after the project. Weld County will designate Tribridge as its Partner of Record prior to the start of the project. 39. Contingency. Tribridge recommends that the County include a minimum of 20% contingency to accommodate any unknown elements going into a software implementation project. Tribridge has not included such contingencies in our costs. As part of our project management services, each month or after key milestones are accomplished Tribridge will conduct a fee review process in which we will provide details on the fees incurred as well as the fees remaining to complete the project. Design Assumptions 40. Business Requirements & Reference Materials. Weld County has provided reference materials such as existing process flows, sample reports, screen shots, spreadsheets, and requirements lists within the RFP that will assist Tribridge in gaining an initial understanding of your business and to aid in facilitating the design sessions. 41. Functional System Mapping. Per discussion to date, Weld County will leverage existing Offender360 functionality as -is with limited configuration changes. Tribridge will lead and assume responsibility for reviewing Weld County's business processes and information against the existing Offender360 functions and screens to determine configuration changes. The County will defer to standard Offender360 functionality wherever possible. Tribridge will then conduct a system prototype review, to offer business users the ability to visualize the system's functionality, provide feedback and freeze 87 the design. Tribridge will obtain prototype approval and sign -off from Weld County prior to moving forward. 42. Design Approval. Once the prototype of the application is approved, we will "freeze" the design. Weld County will be required to sign off on the design, indicating your approval. If we do not have any communication back from you within two business days, we will assume you have no concerns and continue moving forward on the project. Any functionality not specified in the scope of this document or identified after the design is frozen will be considered out -of -scope, and will be documented for inclusion in future phases. Build & Test Assumptions 43. Software Configuration. Per discussion to date, Weld County will leverage existing Offender360 functionality as -is with limited configuration changes. Tribridge will guide Weld County on mapping their requirements to existing Offender360 screens and functionality. Any additional software configuration (adding fields, changing field label names, adding data relationships, modifying navigation, adding workflows, etc.) will be created using the Microsoft Configuration Tool. The costs outlined are for minor configuration changes as described and are based on our understanding that the County will defer to standard Offender360 functionality wherever possible. When necessary, Weld County may need to alter existing processes to more easily adapt to the system design. Design and development of custom .NET coding is not covered within this scope. If additional requirements are identified not included in the scope of work described herein, Tribridge will provide an updated cost via a Change Order. 44. Security Roles & Teams. Tribridge has budgeted time to configure up to four security roles. Tribridge will train Weld County to configure additional roles as needed, as referenced in the Technical Training Assumption. 45. Role Based Forms. Tribridge has budgeted time to configure the main form on each entity used within Offender360. Tribridge will train Weld County to configure additional forms within the system, as needed, as referenced in the Technical Training Assumption. 46. Workflow. Tribridge will create up to five workflows to address primary business processes. To support the creation of additional workflows, Tribridge will provide technical training for Weld County team members on how to implement workflows. 47. System Testing. Weld County will document user test scenarios to assist the system testing effort. The majority of tasks in the system testing will be performed by Weld County with Tribridge's guidance. Generation of test scripts will be performed by Weld County. Reporting & Dashboards Assumptions 48. Custom Reports & Dashboards. Tribridge will build up to one SQL Service Reporting Services (SSRS) report and seven dashboards. Tribridge will provide technical training for Weld County team members on how to create additional dashboards. F:f:3 Training Assumptions 49. Functional Training. Training is a key element which contributes to the success of the project through user adoption of the system. Functional training will be provided to the project team to enable pilot and system testing. This project team will become 'super users' of the system, and learn those aspects of the Offender360 solution that is relevant to pretrial case management. Tribridge will conduct training onsite at Weld County. Tribridge has included time for up to four distinct half -day functional training sessions. 50. Administrative & Technical Training. Tribridge will train the administrative and technical team. This training will cover the following areas: • Microsoft Dynamics CRM Processes (workflows and dialogs) • Report Wizard • Dashboard Management • Advanced Find Query Tool • Data Import Utility • Administration o Security Roles and User Maintenance o Teams o Field Level Security • Microsoft Dynamics CRM Customization Tool o Customization of Forms & Views (add a field to the database, add a value to a pick list, change a label name, add/ change a view, etc.) • Auditing • Duplicate Detection Rules • Mail Merge Templates Tribridge has included up to four distinct half -day administrative and technical training sessions. Tribridge will provide standard Microsoft system documentation as part of the project. Data Migration and Integration Assumptions 51. Data Cleansing and Data Import Approach. Per discussion to date, Weld County will input data moving forward, and there will be no automated entry of historical data. Tribridge has not included data cleansing, data import, or data conversion within this scope. Weld County will be responsible for all data entry, data clean up, and data validation. 52. Integration. Tribridge has not included integration with external systems within this scope of work. Support Assumptions 53. "Go -Live" Support. Tribridge has budgeted for one man -week of "Go -Live" support in which Tribridge will work with Weld County to stabilize your Offender360 environment. 54. Post "Go -Live" Support. Microsoft Software Assurance support will be used by the County to provide 24/7 phone and online technical support. Additional support, including onsite support would be provided by Tribridge on a time and materials basis at an hourly rate of $195 under a separate contract. 89 Hello