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Home My WebLink About20211334.tiff/-4'Ogi MEMORANDUM TO: Esther Gesick, Clerk to the Board June 16, 2021 FROM: Ryan Rose, Chief Information Officer SUBJECT: Gray Quarter, Inc. Gray Quarter, Inc. provides implementation assistance for Accela's Land Management products. The software is used by multiple departments for their day- to-day activities. The attached agreement between the Board Of County Commissioners and Gray Quarter, Inc. is to obtain their assistance in helping Weld County improve the functionality and usability of the Accela Citizen Access platform. The cost for this request is $137,301.00 and was reviewed by Legal. We ask that the BOCC approve the agreement as submitted. &-O23-c/ 1 e:0zZiele_-(-r) -023-G.2-/ 02.0,2/-/334 �Toaio BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS AROUND TITLE: Gray Quarter, Inc. DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose, CIO DATE: 06/11/2021 Brief description of the problem/issue: Gray Quarter, Inc. provides implementation assistance for Accela's Land Management products. The software is used for the day to day activities of the Building and Planning, Public Works, Environmental Health, and Oil and Gas Energy departments. This agreement is to obtain assistance from Gray Quarter, Inc. to help Weld County improve the functionality and usability of the Accela Citizen Access platform. The requested amount for this engagements $137,301.00 which was approved by the BOCC on 6/2/21. What options exist for the Board? (include consequences, impacts, costs, etc. of options): This vendor specializes in supporting this software. Recommendation: This effort supports our goal to improve the ability for our citizens to work with these departments. It is recommended that the BOCC approved the agreement for the above specified amount. Perry L. Buck Mike Freeman Scott K. James, Pro -Tern Steve Moreno, Chair Lori Saine Approve Recommendation Work Session Other/Comments: Schedule SERVICE AGREEMENT BETWEEN WELD COUNTY AND GRAY QUARTER, INC. THIS AGREEMENT is made and entered into thij{day of , 2021, by and between the Board of Weld County Commissioners, on behalf of Inf ation Technology, hereinafter referred to as "County," and Gray Quarter, Inc., hereinafter referred to as "Contractor". WHEREAS, County requires an independent contractor to perform the services required by County and set forth in the attached Exhibits; and WHEREAS, Contractor is willing and has the specific ability to perform the required services at or below the cost set forth in the attached Exhibits; and WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the equipment, materials and services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Contractor and Contractor's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall based upon order of attachment. Exhibit A consists of County's Request for Proposal (RFP) as set forth in Bid Package No. B2100077. Exhibit B consists of Contractor's Response to County's Request. Exhibit C consists of Contractor's SOW. 2. Service or Work. Contractor agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the Work described in the attached Exhibits. Contractor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement, and ends one year later. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own 1 020°21- /35i-/- convenience upon thirty (30) days written notice to Contractor. Due to the time needed for County to procure replacement services, Contractor may terminate this Agreement for its own convenience upon ninety (90) days written notice to County. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have fifteen (15) days after receiving such notice to cure such breach. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver to County all completed or partially completed Work under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Upon termination of this Agreement by County, Contractor shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. 6. Compensation. Upon Contractor's successful completion of the Work, and County's acceptance of the same, County agrees to pay Contractor an amount not to exceed $137,301.00 as set forth in the Exhibits. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Contractor shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 7. Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. 2 8. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of the Work without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Contractor shall require each subcontractor, as approved by County and to the extent of the Work to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 9. Warranty. Contractor warrants that the Work performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. Contractor further represents and warrants that all Work shall be performed by qualified personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications. 10. Acceptance of Services Not a Waiver. Upon completion of the Work, Contractor shall submit to County originals of all test results, reports, etc., generated during completion of this work. Acceptance by County of reports and incidental material(s) furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the project. In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default. No assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the County of, or payment for, the Work completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 11. Insurance. Contractor must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. For all coverages, Contractor's insurer shall waive subrogation rights against County. a. Types of Insurance. Workers' Compensation / Employer's Liability Insurance as required by state statute, covering all of the Contractor's employees acting within the course and scope of their employment. The policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado 3 Workers' Compensation Act., AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance including public liability and property damage, covering all operations required by the Work. Such policy shall include minimum limits as follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal injury $5,000; Medical payment per person. Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. b. Proof of Insurance. Upon County's request, Contractor shall provide to County a certificate of insurance, a policy, or other proof of insurance as determined in County's sole discretion. County may require Contractor to provide a certificate of insurance naming Weld County, its elected officials, and its employees as an additional named insured. c. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above described insurance prior to their commencement of the Work, or otherwise that they are covered by the Contractor's policies to the minimum limits as required herein. Contractor agrees to provide proof of insurance for all such subcontractors upon request by the County. d. No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. 12. Indemnity. The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement. It is agreed that the Contractor will 4 be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. 13. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 14. Examination of Records. To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Contractor, involving all matters and/or transactions related to this Agreement. Contractor agrees to maintain these documents for three years from the date of the last payment received. 15. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 16. Notices. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: (a) personal service by a reputable courier service requiring signature for receipt; or (b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or (c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may change its notice address(es) by written notice to the other. Notice may be sent to: TO CONTRACTOR: Name: John Schomp Position: President and Managing Director, Gray Quarter, Inc Address: 9700 El Camino Real, Suite #303 Address: Atascadero, CA 93422 E-mail: john@grayquarter.com Phone: 925-236-0070 5 TO COUNTY: Name: Position: Address: Address: E-mail: Phone: Mary Truslow Director of Applications and Database Services 1401 N. 17th Avenue Greeley, CO 80632 mtruslow@weldgov.com 970-400-2518 17. 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. 18. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. 19. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 20. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 21. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24- 50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 22. Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 24. Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 6 25. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 26. 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. 27. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 28. Public Contracts for Services C.R.S. §8-17.5-101. Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this Agreement. Contractor will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E -Verify program or the State of Colorado program established pursuant to C.R.S. §8-17.5-102(5)(c). Contractor shall not enter into a contract with a subcontractor that fails to certify with Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while this Agreement is being performed. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Contractor shall notify the subcontractor and County within three (3) days that Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Contractor shall not terminate the subcontract if within three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Contractor shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor and Employment. If Contractor participates in the State of Colorado program, Contractor shall, within twenty days after hiring an new employee to perform work under the contract, affirm that Contractor has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Contractor shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee, and shall comply with all of the other requirements of the State of Colorado program. If Contractor fails to comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may 7 terminate this Agreement for breach, and if so terminated, Contractor shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Contractor receives federal or state funds under the contract, Contractor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4), if such individual applies for public benefits provided under the contract. If Contractor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by C.R.S. § 24-76.5-101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. § 24-76.5-103 prior to the effective date of the contract. 29. Attorney's Fees/Legal Costs. In the event of a dispute between County and Contractor concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 30. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. CONTRACTOR: Gray Quarter, Inc. By: Name: Title: John Schomp President Date of Signature WELD COUNTY: .� ATTEST ��J Weld ' ou ' ty Clerk to the Bo, rd BY: Deputy Clerk t he BP and BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO teve Moreno, Chair JUN 2 3 2021 22o21 _ /334- Appendix A 9 Weld County Request for Proposal: #B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Weld County Department of Information Technology ATTN: Nancy Wonder RFP # B2100077 / WELD -1125 Improve ACA Usability & Functionality PO Box 758 / 1401 North 17th Avenue Greeley, CO 80632 Key Vendor Deadlines Notice of Intention 4/2/2021 10:00 AM MST/MDT Technical Questions / Inquiries 4/9/2021 10:00 AM MST/MDT RFP Responses 4/23/2021 10:00 AM MST/MDT Template -IT RFP 2020 1.9 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Table of Contents 1 STATEMENT OF WORK 3 1.1 PURPOSE 3 1.2 COVERAGE & PARTICIPATION 3 2 GENERAL INFORMATION 3 2.1 ORIGINAL RFP DOCUMENT 3 2.2 THE ORGANIZATION - COUNTY OF WELD 3 2.3 EXISTING ACCELA ENVIRONMENT 3 3 RFP SCHEDULE 4 4 PROPOSAL PREPARATION INSTRUCTIONS 4 4.1 VENDOR'S UNDERSTANDING OF THE RFP 4 4.2 COMMUNICATION 4 4.3 PROPOSAL SUBMISSION 5 4.4 PROPOSAL FORMAT 6 4.5 WITHDRAWALS OF PROPOSALS 8 4.6 EXPECTATION OF VENDOR PROPOSALS 8 4.7 CRITERIA FOR SELECTION 8 4.8 SELECTION AND NOTIFICATION 9 5 PROJECT OVERVIEW 10 5.1 HIGH-LEVEL OVERVIEW 10 5.2 SPECIFICATIONS 10 5.3 VENDOR NARRATIVE 10 6 VENDOR PRICING 11 7 ADDITIONAL TERMS & CONDITIONS 11 7.1 PERSONAL INFORMATION 11 7.2 NON -DISCLOSURE AGREEMENT 11 7.3 COSTS 12 7.4 INTELLECTUAL PROPERTY 12 7.5 VENDOR'S RESPONSES 12 7.6 GOVERNING LAW 12 7.7 GENERAL PROVISIONS 13 7.8 INSURANCE REQUIREMENTS 17 7.9 NO LIABILITY 19 7.10 ENTIRE RFP 19 APPENDIX A: NOTICE OF INTENTION 20 APPENDIX B: VENDOR CERTIFICATION 21 APPENDIX C: CJIS SECURITY ADDENDUM 22 6/8/2021 11:54 AM Page -2 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 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 professional services for our WELD -1125 Improve Accela Citizen Access Usability & Functionality project. The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply Weld County with professional services for our WELD -1125 Improve Accela Citizen Access Usability & Functionality project. This RFP provides vendors with the relevant scope of the project. 1.2 Coverage & Participation The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all applicable departments at Weld County along with any satellite offices. Weld County reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount. 2 General Information 2.1 Original RFP Document Weld County shall retain the RFP, and all related terms and conditions, Appendices and other attachments, in original form in an archival copy. Any modification of these, in the vendor's submission, is grounds for immediate disqualification. 2.2 The Organization - County of Weld Weld County, Colorado covers a total area of 4,000 square miles in northern Colorado and is home to charming small towns and thriving cities. It is bordered on the north by Wyoming and Nebraska and on the south by the Denver Metropolitan area. Weld County is the third largest county in Colorado and is Colorado's leading producer of cattle, grain and sugar beets. Weld County is also an important area of oil and natural gas production in Colorado. Weld County was incorporated in 1861 and is governed by a Home -Rule Charter, which went into effect on January 1, 1976. As of 2020, there are an estimated 332,000 residents in Weld County with an approximate annual growth rate of 2.79%. Weld County Government employs approximately 1700 people within 26 departments. The County Seat and main campus is in Greeley with satellite campuses in Fort Lupton and Longmont (Del Camino area). Additional information about Weld County can be found at "www.weldgov.com". 2.3 Existing Accela Environment The following is a high-level description of our current Accela environment. Current Environment - Weld County: • Virtual Servers, test and production environments • Current version 19.2.x, migrating to 20.2.x in May/June • Images are stored using ADS • SQL Server 2016 database, migrating to 2017 in May/June • OpenCities Content Management/OpenCities Forms technology • Accela/OpenCities integration API's 6/8/2021 11:54 AM Page -3 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 3 RFP Schedule The following is the anticipated schedule for this RFP which may change in accordance with the organization's needs or unforeseen circumstances. Changes will be communicated by e- mail to those vendors participating in this RFP. Note: Weld County must receive Vendor's "Notice of Intention" by the deadline listed below. Vendors not submitting a "Notice of Intention" by the deadline may be excluded from this RFP process. Critical RFP dates for Vendors: Issuance of RFP "Notice of Intention" Deadline Technical Questions/Inquiries Deadline RFP Addendum (all RFP questions answered) Submission Deadline for RFP Responses Interviews Post -Award dates: Final Award Notification Contract Negotiations Complete Implementation Start Date Implementation Completion Date 4 Proposal Preparation Instructions 3/26/2021 4/2/2021 10:00 AM MST/MDT 4/9/2021 10:00 AM MST/MDT 4/16/2021 4/23/2021 10:00 AM MST/MDT 5/3/2021 - 5/15/2021 5/25/2021 6/11/2021 6/14/2021 12/31/2021 4.1 Vendor's Understanding of the RFP In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Weld County as necessary to gain such understanding. Furthermore, the vendor is responsible for understanding Weld County's infrastructure and systems in which their software may be used. Weld County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Weld County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Weld County. 4.2 Communication Verbal communication shall not be effective unless formally confirmed in writing by the specified Weld County IT employee in charge of managing this RFP process. In no case shall verbal communication govern over written communication. 4.2.1 Vendors' Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between Weld County and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to (email is preferred): IT Contact Name: Nancy Wonder E-mail: nwonder@weldgov.com Telephone: (970) 400-2562 Weld County Department of Information Technology 6/8/2021 11:54 AM Page -4 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality ATTN: Nancy Wonder PO Box 758 / 1401 North 17th Avenue Greeley, CO 80632 Informal Communications shall include, but are not limited to: requests from/to vendors or vendors' representatives in any kind of capacity, to/from any Weld County employee or representative of any kind or capacity with the exception of Nancy Wonder for information, comments, speculation, etc. Inquiries for clarifications and information that will not require an addendum may be submitted verbally to the named above at any time. 4.2.2 Formal Communications shall include, but are not limited to: • In lieu of a mandatory, pre -proposal meeting, questions concerning this RFP must be submitted in writing and be received prior to the Technical Questions/Inquiries Deadline listed in Section 3. Email is the preferred method of communication. Inquiries for clarifications/information that will not require addendum may be submitted verbally to the contact named above at any time during this process. • Errors and omissions in this RFP and enhancements. Vendors shall recommend to Weld County any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors 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 Questions/Inquiries Deadline listed in Section 3. • Verbal and/or written presentations and pre -award negotiations under this RFP. • Addenda to this RFP. 4.2.3 Addenda: Weld County will make a good -faith effort to provide a written response to each vendor question submitted as a Technical Question. All questions and answers will be shared with all recipients in an addendum. All addenda will be posted to the BidNet Direct site (formally Rocky Mountain E - Purchasing System): http://www.bidnetdirect.com. Weld County may not respond to any questions or requests for clarification if received by Weld County after the Technical Questions/Inquiries Deadline listed in Section 3. Please note the vendor is ultimately responsible for verifying they have received any / all addenda prior to submitting their proposal. 4.3 Proposal Submission Vendors are to submit one (1) electronic copy of the RFP response via email to: Nancy Wonder nwonder@weldgov.com Subject Line: B2100077 / WELD -1125 Improve ACA Usability & Functionality Emailed proposals must include the following statement on the email: "I hereby waive my right to a sealed bid". An email confirmation will be sent when we receive your proposal. 6/8/2021 11:54 AM Page -5 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality All sections shall be combined into a single electronic document. For proper comparison and evaluation, the County requests that proposals be formatted as directed below. Submittals received that fail to follow this format may be ruled non -responsive. RFP proposals must be delivered via email to the email address listed above on or before 4/23/2021 10:00 AM MST/MDT. Proposals received after this time will be disqualified. 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 Evaluation Committee will evaluate each vendor's written response to the RFP and determine a short-list of vendors to move forward to the interview stage. The top ranked vendors will be notified of their interview time with the Evaluation Committee. The project manager and key individuals working on the project should be the present. 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. Interested Vendors shall submit responses that clearly demonstrate their ability to provide the solution as outlined in the Request for Proposals (RFP). Vendor submittals shall be organized in the order listed below to facilitate fair and equal evaluation of the responses. If responses do not follow the format below, your response may be ruled non -responsive. 4.4 Proposal Format Every vendor should submit their RFP Response in the format outlined below. For the electronic response, separate each section with a section header page. If a hardcopy response is requested in Section 4.3, separate each section behind a tab divider in the hardcopy response. 1. Cover Letter 2. Table of Contents 3. Pricing Table Submit pricing per the instructions in Section 6 of this RFP. Note: Weld County is tax exempt and no taxes should be included with your proposal. 6/8/2021 11:54 AM Page -6 WELD -1125 Weld County Request for Proposal -RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 4. Vendor Qualifications a. (For Resellers only) Provide Letter of Authorization for proposed product (if applicable) b. Provide a brief synopsis of your company (size, structure, capabilities and financial condition). At a minimum, briefly describe the company history, ownership and primary industries served. Provide details of any material changes (e.g. ownership, structure, acquisitions, etc.) in the last financial year. c. Highlight vendor's experience and expertise with providing professional services for implementation of Accela Citizen Access. Also highlight vendor's experience with OpenCities Content Management and Open Forms products. d. Provide information on vendor's current clients, including the total number of current clients they have provided professional services for implementation of Accela Citizen Access. e. List four (4) current references. References should be: • State or local government agencies • Projects similar in size, application, and scope • Projects completed within the past 24 months • Include a brief summary and timeframe for implementation • Include a contact name, position, email address, and current phone number for each reference. 5. Response to Vendor Narrative in Section 5.3 in this RFP Provide a narrative describing the approach to the project per the instructions in Section 5.3. 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 - Work plan and project controls - Payment milestones 6. County Responsibilities Identify all services that are expected to be provided by Weld County personnel. 7. Additional Information a. ADA Compliance with Sections 508 and 255 — (if applicable) Provide a statement of acknowledgment or completion of a Voluntary Product Accessibility Template (VPAT) indicating compliance with Section 508 (of the United States Workforce Rehabilitation Act of 1973) and Section 255 (of the Americans with Disabilities Act) standards. b. Provide a signed Vendor Certification document (from Appendix B of this RFP.) c. Provide a CJIS Security Addendum Certification, if applicable (from Appendix C of this RFP) d. Provide vendor's standard contract template. e. List details of any litigation the vendor or any of its subsidiaries or affiliates has had in the past three (3) years as well as any that are currently in litigation. 6/8/2021 11:54 AM Page -7 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality f. Provide any additional information that will aid in evaluation of the Contractor's qualifications with respect to this project. Include any relevant vendor -supplied specifications and data sheets. Note: Proposals shall not exceed 30 pages in length. Vendors are advised that as a public entity, Weld County must comply with the provisions of C.R.S. 24-72-201, et seq. 4.5 Withdrawals of Proposals Proposals may be withdrawn upon written request to Nancy Wonder and approval of the Weld County Chief Information Officer; said request being received from the withdrawing vendor prior to the time fixed for award. Negligence on the part of a vendor in preparing the proposal confers no right for the withdrawal of the proposal after it has been awarded. 4.6 Expectations of Vendor Proposals Vendors are expected to examine the conditions, specifications, and all instructions contained herein. Failure to do so will be at the vendor's risk. Vendors shall not 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 may not be accepted or considered. It is the responsibility of the vendor to ensure that their proposal arrives in the Weld County Department of Information Technology on or prior to the Submission Deadline for RFP Responses in Section 3. When approximate quantities are stated, Weld County reserves the right to increase or decrease quantity as test fits its needs. 4.7 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 professional services for the WELD -1125 Improve Accela Citizen Access Usability & Functionality project as identified in this RFP. An Evaluation Committee will evaluate all qualifying proposals. All requirements in this RFP should be satisfied to ensure that the proposal will qualify for consideration. It is the intent of the County to award a contract for the requested professional services for the WELD -1125 Improve Accela Citizen Access Usability & Functionality project based on an evaluation of all qualified proposals. Qualified proposals wil be evaluated on the following weighted criteria: • 50% - Proposed work plan • 25% - Proposed pricing and pricing models • 25% - Qualifications & Experience (References, experience, and expertise with public agencies, financial stability, etc) 6/8/2021 11:54 AM Page -8 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Note: All respondents must initially represent themselves solely by their written submittal. The responses to this Request for Proposals will be reviewed by an Evaluation Committee. Based upon the Evaluation Committee's findings, interviews and/or demos may be conducted with a short-list of vendors who have submitted qualifying proposals. 4.8 Selection and Notification Weld County reserves the right to accept or reject any and all proposals, to waive any informalities or minor irregularities in proposals, and to accept the proposal deemed, in the opinion of Weld County, to be in the best interest of Weld County. Weld County is not required to select the proposal with the lowest pricing, but shall take into consideration which vendor demonstrates the best ability to satisfy the requirements outlined in the RFP, the ability to service the contract, past experience, financial stability, and other relevant criteria. When deemed to be in the best interest of the County, the Weld County Controller, Purchasing Director, or Chief Information Officer may request a Best and Final Offer (BAFO) as a part of any Formal Purchase. Any request for a BAFO should be made following all pertinent discussions, questions, and all addendums made to clarify full understanding of, and responsiveness to, the solicitation requirements. If a request for BAFO pricing is made, the request will only be to those vendors who have submitted qualified proposals. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. All pricing and information shall remain confidential until the successful proposal is accepted by the Board of County Commissioners. Best and Final offers shall be requested in writing via email. The request shall include: • Notice that this is an opportunity to submit a best and final offer. • A due date for submission of the Best and Final Offer. After receipt and analysis of final pricing, proposals shall be evaluated by the Evaluation Committee. The Evaluation Committee with determine the top -ranked vendor proposals. Upon this determination, Weld County may contact the top -ranked vendors to obtain proof of financial stability prior to recommendation of any vendor proposal to the Chief Information Officer (CIO). If the top -ranked vendor cannot prove financial stability, the vendor may be disqualified, and Weld County will then reach out to additional top ranked vendors with the next best proposal for financial information. After the Evaluation Committee has received vendor financial information (if requested) and determined that the vendor is financially stable, they will present their recommendation to the Chief Information Officer (CIO). The CIO will then present the recommendation to the Weld County Board of Commissioners. The Commissioners will make the final decision. Written notification will be sent to the winning vendor via email. Please note: Weld County is a public entity and must comply with the provisions of C.R.S. 24- 72-201, et seq. Confidential commercial or financial data is not subject to inspection subject to C.R.S. 24-72-204." 6/8/2021 11:54 AM Page -9 WELD -1125 Weld County Request for Proposal -RFP# # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 5 Project Overview 5.1 High-level Overview Weld County is currently in process of upgrading our on premise Accela environment to version 20.2 which will also include implementing the Oxygen interface. Weld County is also in process of implementing OpenCities for our content management solution. Utilizing the OpenCities and Accela integration, the goal of this project is to improve overall customer experience with ACA. The project requires professional services to work with the business units to define the navigation utilizing the OpenCities Content Management solution and the Open Forms product, as well as, gather the requirements, design, and implement the changes required within Accela to achieve the project goal. Familiarity with OpenCities platform and Open Form is desired. The target date for rollout to the public is no later than December 31, 2021. 5.2 Specifications Specifications are contained within the ACA Requirements Matrix template (attached below). High level specifications: • The requested go -live date is no later than 12/31/2021 • Weld County requires that all four (4) of the departments involved with the implementation go -live at the same time or within four (4) weeks of each other. • There are 4 departments (Environmental Health, Oil & Gas, Public Works, and Building/Planning) that need to each have a dedicated consulting resource to steer requirements gathering/configuration simultaneously. All four (4) departments will be working in parallel to go -live no later than 12/31/2021. • An overarching project manager will be required to coordinate and manage these four (4) work streams and coordinate with the Weld County assigned project manager as well. The vendor's project manager is responsible to provide consistency and uniformity to the project deliverables and final product. ACA Requirements Matrix.xlsx 5.3 Vendor Narrative The vendor response should include: 1) Detail out overall approach to implementing Accela ACA including requirements gathering process, development cycles, etc. — i.e., project methodology 2) Indicated expected project timeline including any assumptions 3) Detail out resource plan for the project 4) Detail out IT hand Dff plan. 6/8/2021 11:54 AM Page -10 WELD -1125 Weld County Request for Proposal — RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 5) End -user Training Plan — Propose a detailed training plan that you recommend for end - users, and department administrators. What training materials will be available to these end -users and department administrators? 6) Provide details of any subcontracting arrangements that will come into effect if vendor is awarded the business outlined in this RFP. 7) Provide a proposed project plan detailing all of the tasks and associated timelines and milestones. 6 Vendor Pricing All Vendors must provide a cost breakdown for their professional services for Weld County's project as described in this RFP. Please provide pricing breakdown for each individual business unit. Please also separate out the overarching project manager's cost. Please include other additional costs to the project including any training, travel, etc. The vendor must agree to keep these prices valid for six months past the Submission Deadline. Note: Weld County is tax exempt and no taxes should be included in your proposal. Please include your payment milestone structure. Please include your terms and conditions. 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. 6/8/2021 11:54 AM Page -11 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 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, registerec trademarks, or trade names of Weld County, at any time without the prior written approval of Weld County, as appropriate. 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. No different or additional terms shall become a part of this contract with the exception of an Amendment. Any vendor which submits in its proposal to the County any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, may be disqualified from consideration. All accepted Responses shall become the property of Weld County and will not be returned. Confidential financial information of the vendor should be transmitted separately from the main RFP submittal, clearly denoting in red on the financial information at the top of the page the word, "CONFIDENTIAL". Vendors are advised that as a public entity, Weld County must comply with the provisions of C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. 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 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. Successful Vendor Hiring Practices of Illegal Aliens - Successful vendor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under the subsequent contract. Successful vendor will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under the subsequent Agreement, through participation in the E -Verify program or the State of Colorado program established pursuant to C.R.S. §8-17.5- 102(5)(c). Successful vendor shall not knowingly employ or contract with an illegal alien to perform work under the subsequent Agreement or enter into a contract with a subcontractor that fails to certify with Successful vendor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the subsequent Agreement. Successful vendor shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while the subsequent Agreement is being 6/8/2021 11:54 AM Page -12 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality performed. If Successful vendor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien Successful vendor shall notify the subcontractor and County within three (3) days that Successful vendor has actual knowledge that a subcontractor is employing or contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Successful vendor shall not terminate the subsequent contract if within three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Successful vendor shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to C.R.S. §8-17.5- 102(5), by the Colorado Department of Labor and Employment. If Successful vendor participates in the State of Colorado program, Successful vendor shall, within twenty days after hiring a new employee to perform work under the subsequent contract, affirm that Successful vendor has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Successful vendor shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee, and shall comply with all of the other requirements of the State of Colorado program. If Successful vendor fails to comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may terminate the subsequent Agreement for breach, and if so terminated, Successful vendor shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Successful vendor receives federal or state funds under the subsequent contract, Successful vendor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4), if such individual applies for public benefits provided under the subsequent contract. If Successful vendor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by C.R.S. § 24-76.5- 101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. § 24- 76.5-103 prior to the effective date of the contract. 7.7 General Provisions 7.7.1 Fund Availability: Financial obligations of Weld County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. By acceptance of the RFP proposal, Weld County does not warrant that funds will be available to fund the contract beyond the current fiscal year. 7.7.2 Confidential Information: Confidential financial information of the vendor should be transmitted separately from the main bid submittal, clearly denoting in red on the financial information at the top the word, "CONFIDENTIAL." However, all vendors are advised that as a public entity, Weld County must comply with the provisions of C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. 7.7.3 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 vendor or any of its agents or employees. Unemployment insurance 6/8/2021 11:54 AM Page -13 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality 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. 7.7.4 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. 7.7.5 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 oily. 7.7.6 Attorney's 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. 7.7.7 Disadvantaged Business Enterprises: Weld County assures that disadvantaged business enterprises will be afforded full opportunity to submit bids in response to all invitations and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award. 7.7.8 Procurement and Performance: The successful vendor agrees to procure the materials, equipment and/or products necessary for the project and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the project. The successful vendor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements outlined in the RFP within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 7.7.9 Term: The term of this Agreement begins upon the date of the execution of this Agreement by County and shall continue through and until successful vendor's completion of the responsibilities described in the RFP. 7.7.10 Termination: County has the right to terminate this Agreement, with or without cause on thirty (30) days written notice. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of the terms of the Agreement. 7.7.11 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 the successful vendor shall be the basis for additional compensation unless and until the successful vendor has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim 6/8/2021 11:54 AM Page -14 WELD -1125 Weld County Request for Proposal -RFP# 62100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. 7.7.12 Subcontractors: The successful vendor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of the successful vendor. The successful vendor shall not enter into any subcontractor agreements for the completion of this Project without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the subject Project during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Project. The successful vendor shall require each subcontractor, as approved by County and to the extent of the Services to be performed by the subcontractor, to be bound to the successful vendor by the terms of this Agreement, and to assume toward the successful vendor all the obligations and responsibilities which the successful vendor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by the successful vendor and the successful vendor shall cooperate in such process. The successful vendor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 7.7.13 Warranty: The successful vendor warrants that services performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. The successful vendor further represents and warrants that all services shall be performed by qualified personnel in a professional and workmanlike manner, consistent with industry standards, and that all services will conform to applicable specifications. In addition to the foregoing warranties, Contractor is aware that all work performed on this Project pursuant to this Agreement is subject to a one year warranty period during which Contractor must correct any failures or deficiencies caused by contractor's workmanship or performance. The vendor warrants that the goods to be supplied shall be merchantable, of good quality, and free from defects, whether patent or latent. The goods shall be sufficient for the purpose intended and conform to the minimum specifications herein. The successful vendor shall warrant that he has title to the goods supplied and that the goods are free and clear of all liens, encumbrances, and security interests. 7.7.14 Service Calls in the First One Year Period: The successful vendor shall bear all costs for mileage, travel time, and service trucks used in the servicing (including repairs) of any of the goods to be purchased by Weld County, Colorado, pursuant to this bid for as many service calls as are necessary for the first one (1) year period after said goods are first supplied to Weld County. 7.7.15 Equipment Information: Vendor shall submit with their RFP proposals the following information pertaining to the equipment upon which the proposals are submitted: - Detailed equipment specifications to include the warranty. - Descriptive literature. 7.7.16 Non -Assignment: The successful vendor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by the successful vendor 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 the successful 6/8/2021 11:54 AM Page -15 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality vendor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 7.7.17 Interruptions: Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 7.7.18 Non -Exclusive Agreement: This Agreement is nonexclusive and County may engage or use other contractors or persons to perform services of the same or similar nature. 7.7.19 Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-50-507. The signatories to the subsequent Agreement agree 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. County has no interest and shall not acquire any interest direct or indirect, that would in any manner or degree interfere with the performance of the successful vendor's services and the successful vendor shall not employ any person having such known interests. During the term of the subsequent Agreement, the successful vendor shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflicts with or in any way appear to conflict with the full performance of its obligations under this Agreement. Failure by the successful vendor to ensure compliance with this provision may result, in County's sole discretion, in immediate termination of the subsequent Agreement. No employee of the successful vendor nor any member of the successful vendor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises the successful vendor's operations, or authorizes funding to the successful vendor. 7.7.20 Severability: If any term or condition of the subsequent Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 7.7.21 Binding Arbitration Prohibited: Weld County does not agree to binding arbitration by any extra -judicial body or person. Any provision to the contrary in the contract or incorporated herein by reference shall be null and void. 7.7.22 Board of County Commissioners of Weld County Approval: The subsequent Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee. 7.7.23 Compensation Amount: Upon the successful vendor's successful completion of the service, and County's acceptance of the same, County agrees to pay an amount no greater than the amount of the accepted bid. The successful vendor acknowledges no payment in excess of that amount will be made by County unless a "change order" authorizing such additional payment has been specifically approved by the County's delegated employee, or by formal resolution of the Weld County Board of County Commissioners, as required pursuant to the Weld County Code. 7.7.24 Taxes: County will not withhold any taxes from monies paid to the successful vendor hereunder and the successful vendor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Contractor shall not be entitled to bill at overtime 6/8/2021 11:54 AM Page -16 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality and/or double time rates for work done outside of normal business hours unless specifically authorized in writing by County. 7.8 Insurance Requirements General Requirements: Successful vendors must secure, at or before the time of execution of any subsequent agreement or commencement of any work, the following insurance covering all operations, goods or services provided pursuant to this request. Successful vendors shall keep the required insurance coverage in force at all times during the term of the subsequent Agreement, or any extension thereof, and during any warranty period. The required insurance shall be underwritten by an insurer licensed to do business in Colorado and rated by A.M. Best Company as "A"VIII or better. Each policy shall contain a valid provision or endorsement stating "Should any of the above -described policies by canceled or should any coverage be reduced before the expiration date thereof, the issuing company shall send written notice to the Weld County Controller, Purchasing Director, or Chief Information Officer by certified mail, return receipt requested. Such written notice shall be sent thirty (30) days prior to such cancellation or reduction unless due to non-payment of premiums for which notice shall be sent ten (10) days prior. If any policy is in excess of a deductible or self -insured retention, County must be notified by the Successful vendor. Successful vendor shall be responsible for the payment of any deductible or self -insured retention. County reserves the right to require Successful vendor to provide a bond, at no cost to County, in the amount of the deductible or self -insured retention to guarantee payment of claims. The insurance coverage's to be specified in the subsequent Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Successful vendor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Successful vendor from liabilities that might arise out of the performance of the work under the subsequent Contract by the Successful vendor, its agents, representatives, employees, or subcontractors. The successful vendor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The successful vendor is not relieved of any liability or other obligations assumed or pursuant to the subsequent Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The successful vendor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under the subsequent Agreement. Any modification to these requirements must be made in writing by Weld County. The successful vendor stipulates that it has met the insurance requirements identified herein. The successful vendor shall be responsible for the professional quality, technical accuracy, and quantity of all materials and services provided, the timely delivery of said services, and the coordination of all services rendered by the successful vendor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. Indemnity: The successful vendor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against injury, loss damage, liability, suits, actions, or claims of any type or character arising out of the work done in fulfillment of the terms of the subsequent Contract or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the successful vendor to conform to any statutes, ordinances, regulation, law or court decree. The successful vendor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the subsequent Agreement, or on account of or in consequence of neglect of the successful vendor in its methods or procedures; or in its provisions of the materials required herein, or from any claims or amounts arising or recovered under the 6/8/2021 11:54 AM Page -17 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Worker's Compensation Act, or other law, ordinance, order, or decree. The successful vendor will be responsible for primary loss investigation, defense and judgment costs where the subsequent contract of indemnity applies. In consideration of the award of this subsequent contract, the successful vendor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the successful vendor for the County. A failure to comply with this provision shall result in County's right to immediately terminate the subsequent Agreement. Types of Insurance: The successful vendor shall obtain, and maintain at all times during the term of the subsequent Agreement, insurance in the following kinds and amounts: • Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of the successful vendor's employees acting within the course and scope of their employment. Policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a successful vendor or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such successful vendor or subcontractor executes the appropriate sole proprietor waiver form. • Commercial General Liability Insurance for bodily injury, property damage, and liability assumed under an insured contract, and defense costs, with the minimum limits must be as follows: $1,000,000 each occurrence; $2,000,000 general aggregate; $2,000,000 products and completed operations aggregate; $1,000,000 Personal Advertising injury • Automobile Liability: Successful vendor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. • Professional Liability (Errors and Omissions Liability): The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of the subsequent Contract. Contract Professional shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under the subsequent Contract resulting from professional services. In the event that the professional liability insurance required by the subsequent Contract is written on a claims -made basis, Contract Professional warrants that any retroactive date under the policy shall precede the effective date of the subsequent Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under the subsequent Contract is completed. 6/8/2021 11:54 AM Page -18 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Minimum Limits: Per Loss $ 1,000,000 Aggregate $ 2,000,000 • Crime Coverage: Coverage shall include employee dishonesty, forgery or alteration and computer fraud. If Contractor is physically located on Weld County's premises, third party fidelity coverage extension shall apply. The policy shall include coverage for all directors, officers, agents and employees of the Contractor. i. The bond or policy shall include coverage for extended theft and mysterious disappearance. ii. The bond or policy shall not contain a condition requiring an arrest and conviction. Limits: Per Loss $ $1,000,000 Successful vendors shall secure and deliver to the County at or before the time of execution of the subsequent Agreement, and shall keep in force at all times during the term of the subsequent Agreement as the same may be extended as herein provided, a commercial general liability insurance policy, including public liability and property damage, in form and company acceptable to and approved by said Administrator, covering all operations hereunder set forth in the Request for Proposal. Proof of Insurance: County reserves the right to require the successful vendor to provide a certificate of insurance, a policy, or other proof of insurance as required by the County's Risk Administrator in his sole discretion. Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, Successful vendor's insurer shall name County as an additional insured. Waiver of Subrogation: For all coverages, Successful vendor's insurer shall waive subrogation rights against County. Subcontractors: All subcontractors, subcontractors, independent contractors, sub -vendors, suppliers or other entities providing goods or services required by the subsequent Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverage's required of Successful vendor. Successful vendor shall include all such subcontractors, independent contractors, sub -vendors suppliers or other entities as insureds under its policies or shall ensure that all subcontractors maintain the required coverages. Successful vendor agrees to provide proof of insurance for all such subcontractors, independent contractors, sub -vendors suppliers or other entities upon request by the County. 7.9 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. 7.10 Entire RFP This RFP, any addendum to it, and any attached Appendices, constitute the entire RFP. 6/8/2021 11:54 AM Page -19 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Appendix A: Notice of Intention NOTICE OF INTENTION REQUEST FOR PROPOSAL RFP # B2100077 / WELD -1125 Improve ACA Usability & Functionality DUE 4/2/2021 10:00 AM MST/MDT From: [VENDOR ORGANIZATION NAME] [AUTHORIZED REPRESENTATIVE] [TELEPHONE NO.] [E-MAIL] [VENDOR ORGANIZATION NAME] intends to respond to Weld County Request for Proposal # B2100077. TO: Weld County Department of Information Technology ATTN: Nancy Wonder RFP # B2100077 / WELD -1125 Improve ACA Usability & Functionality PO Box 758 / 1401 North 17th Avenue Greeley, CO 80632 Email: nwonder@weldgov.com 6/8/2021 11:54 AM Page -20 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Appendix B: Vendor Certification This certification attests to the vendor's awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to RFP # B2100077 issued by Weld County. The undersigned is a duly authorized officer, hereby certifies that: (Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addendum thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 6 months as of 4/23/2021. The undersigned further certify that their firm (check one): ❑ IS ❑ IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Weld County of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Name: Signature: Signature of Authorized Officer: Name: Signature: Title: Date: Title: Date: Title: Date: 6/8/2021 11:54 AM Page -21 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality Appendix C: CJIS Security Addendum FEDERAL BUREAU OF INVESTIGATION CRIMINAL JUSTICE INFORMATION SERVICES SECURITY ADDENDUM Legal Authority for and Purpose and Genesis of the Security Addendum Traditionally, law enforcement and other criminal justice agencies have been responsible for the confidentiality of their information. Accordingly, until mid -1999, the Code of Federal Regulations Title 28, Part 20, subpart C, and the National Crime Information Center (NCIC) policy paper approved December 6, 1982, required that the management and exchange of criminal justice information be performed by a criminal justice agency or, in certain circumstances, by a noncriminal justice agency under the management control of a criminal justice agency. In light of the increasing desire of governmental agencies to contract with private entities to perform administration of criminal justice functions, the FBI sought and obtained approval from the United States Department of Justice (DOJ) to permit such privatization of traditional law enforcement functions under certain controlled circumstances. In the Federal Register of May 10, 1999, the FBI published a Notice of Proposed Rulemaking, announcing as follows: 1. Access to CHRI [Criminal History Record Information] and Related Information, Subject to Appropriate Controls, by a Private Contractor Pursuant to a Specific Agreement with an Authorized Governmental Agency To Perform an Administration of Criminal Justice Function (Privatization). Section 534 of title 28 of the United States Code authorizes the Attorney General to exchange identification, criminal identification, crime, and other records for the official use of authorized officials of the federal government, the states, cities, and penal and other institutions. This statute also provides, however, that such exchanges are subject to cancellation if dissemination is made outside the receiving departments or related agencies. Agencies authorized access to CHRI traditionally have been hesitant to disclose that information, even in furtherance of authorized criminal justice functions, to anyone other than actual agency employees lest such disclosure be viewed as unauthorized. In recent years, however, governmental agencies seeking greater efficiency and economy have become increasingly interested in obtaining support services for the administration of criminal justice from the private sector. With the concurrence of the FBI's Criminal Justice Information Services (CJIS) Advisory Policy Board, the DOJ has concluded that disclosures to private persons and entities providing support services for criminal justice agencies may, when subject to appropriate controls, properly be viewed as permissible disclosures for purposes of compliance with 28 U.S.C. 534. 6/8/2021 11:54 AM Page -22 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality We are therefore proposing to revise 28 CFR 20.33(a)(7) to provide express authority for such arrangements. The proposed authority is similar to the authority that already exists in 28 CFR 20.21(b)(3) for state and local CHRI systems. Provision of CHRI under this authority would only be permitted pursuant to a specific agreement with an authorized governmental agency for the purpose of providing services for the administration of criminal justice. The agreement would be required to incorporate a security addendum approved by the Director of the FBI (acting for the Attorney General). The security addendum would specifically authorize access to CHRI, limit the use of the information to the specific purposes for which it is being provided, ensure the security and confidentiality of the information consistent with applicable laws and regulations, provide for sanctions, and contain such other provisions as the Director of the FBI (acting for the Attorney General) may require. The security addendum, buttressed by ongoing audit programs of both the FBI and the sponsoring governmental agency, will provide an appropriate balance between the benefits of privatization, protection of individual privacy interests, and preservation of the security of the FBI's CHRI systems. The FBI will develop a security addendum to be made available to interested governmental agencies. We anticipate that the security addendum will include physical and personnel security constraints historically required by NCIC security practices and other programmatic requirements, together with personal integrity and electronic security provisions comparable to those in NCIC User Agreements between the FBI and criminal justice agencies, and in existing Management Control Agreements between criminal justice agencies and noncriminal justice governmental entities. The security addendum will make clear that access to CHRI will be limited to those officers and employees of the private contractor or its subcontractor who require the information to properly perform services for the sponsoring governmental agency, and that the service provider may not access, modify, use, or disseminate such information for inconsistent or unauthorized purposes. Consistent with such intent, Title 28 of the Code of Federal Regulations (C.F.R.) was amended to read: § 20.33 Dissemination of criminal history record information. a) Criminal history record information contained in the Interstate Identification Index (III) System and the Fingerprint Identification Records System (FIRS) may be made available: 1) To criminal justice agencies for criminal justice purposes, which 6/8/2021 11:54 AM Page -23 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality purposes include the screening of employees or applicants for employment hired by criminal justice agencies. 2) To noncriminal justice governmental agencies performing criminal justice dispatching functions or data processing/information services for criminal justice agencies; and 3) To private contractors pursuant to a specific agreement with an agency identified in paragraphs (a)(1) or (a)(6) of this section and for the purpose of providing services for the administration of criminal justice pursuant to that agreement. The agreement must incorporate a security addendum approved by the Attorney General of the United States, which shall specifically authorize access to criminal history record information, limit the use of the information to the purposes for which it is provided, ensure the security and confidentiality of the information consistent with these regulations, provide for sanctions, and contain such other provisions as the Attorney General may require. The power and authority of the Attorney General hereunder shall be exercised by the FBI Director (or the Director's designee). This Security Addendum, appended to and incorporated by reference in a government -private sector contract entered into for such purpose, is intended to insure that the benefits of privatization are not attained with any accompanying degradation in the security of the national system of criminal records accessed by the contracting private party. This Security Addendum addresses both concerns for personal integrity and electronic security which have been addressed in previously executed user agreements and management control agreements. A government agency may privatize functions traditionally performed by criminal justice agencies (or noncriminal justice agencies acting under a management control agreement), subject to the terms of this Security Addendum. If privatized, access by a private contractor's personnel to NCIC data and other CJIS information is restricted to only that necessary to perform the privatized tasks consistent with the government agency's function and the focus of the contract. If privatized the contractor may not access, modify, use or disseminate such data in any manner not expressly authorized by the government agency in consultation with the FBI. The goal of this document is to augment the CJIS Security Policy to ensure adequate security is provided for criminal justice systems while (1) under the control or management of a private entity or (2) connectivity to FBI CJIS Systems has been provided to a private entity (contractor). Adequate security is defined in Office of Management and Budget Circular A- 130 as "security commensurate with the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of information." 6/8/2021 11:54 AM Page -24 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality The intent of this Security Addendum is to require that the Contractor maintain a security program consistent with federal and state laws, regulations, and standards (including the CJIS Security Policy in effect when the contract is executed), as well as with policies and standards established by the Criminal Justice Information Services (CJIS) Advisory Policy Board (APB). This Security Addendum identifies the duties and responsibilities with respect to the installation and maintenance of adequate internal controls within the contractual relationship so that the security and integrity of the FBI's information resources are not compromised. The security program shall include consideration of personnel security, site security, system security, and data security, and technical security. The provisions of this Security Addendum apply to all personnel, systems, networks and support facilities supporting and/or acting on behalf of the government agency. 1.0 Definitions 1.1 Contracting Government Agency (CGA) - the government agency, whether a Criminal Justice Agency or a Noncriminal Justice Agency, which enters into an agreement with a private contractor subject to this Security Addendum. 1.2 Contractor - a private business, organization or individual which has entered into an agreement for the administration of criminal justice with a Criminal Justice Agency or a Noncriminal Justice Agency. 2.0 Responsibilities of the Contracting Government Agency. 2.1 The CGA will ensure that each Contractor employee receives a copy of the Security Addendum and the CJIS Security Policy and executes an acknowledgment of such receipt and the contents of the Security Addendum. The signed acknowledgments shall remain in the possession of the CGA and available for audit purposes. The acknowledgement may be signed by hand or via digital signature (see glossary for definition of digital signature). 3.0 Responsibilities of the Contractor. 3.1 The Contractor will maintain a security program consistent with federal and state laws, regulations, and standards (including the CJIS Security Policy in effect when the contract is executed and all subsequent versions), as well as with policies and standards established by the Criminal Justice Information Services (CJIS) Advisory Policy Board (APB). 4.0 Security Violations. 4.1 The CGA must report security violations to the CJIS Systems Officer (CSO) and the Director, FBI, along with indications of actions taken by the CGA and Contractor. 4.2 Security violations can justify termination of the appended agreement. 4.3 Upon notification, the FBI reserves the right to: 6/8/2021 11:54 AM Page -25 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality a. Investigate or decline to investigate any report of unauthorized use; b. Suspend or terminate access and services, including telecommunications links. The FBI will provide the CSO with timely written notice of the suspension. Access and services will be reinstated only after satisfactory assurances have been provided to the FBI by the CGA and Contractor. Upon termination, the Contractor's records containing CHRI must be deleted or returned to the CGA. 5.0 Audit 5.1 The FBI is authorized to perform a final audit of the Contractor's systems after termination of the Security Addendum. 6.0 Scope and Authority 6.1 This Security Addendum does not confer, grant, or authorize any rights, privileges, or obligations on any persons other than the Contractor, CGA, CJA (where applicable), CSA, and FBI. 6.2 The following documents are incorporated by reference and made part of this agreement: (1) the Security Addendum; (2) the NCIC 2000 Operating Manual; (3) the CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20. The parties are also subject to applicable federal and state laws and regulations. 6.3 The terms set forth in this document do not constitute the sole understanding by and between the parties hereto; rather they augment the provisions of the CJIS Security Policy to provide a minimum basis for the security of the system and contained information and it is understood that there may be terms and conditions of the appended Agreement which impose more stringent requirements upon the Contractor. 6.4 This Security Addendum may only be modified by the FBI, and may not be modified by the parties to the appended Agreement without the consent of the FBI. 6.5 All notices and correspondence shall be forwarded by First Class mail to: Information Security Officer Criminal Justice Information Services Division, FBI 1000 Custer Hollow Road Clarksburg, West Virginia 26306 6/8/2021 11:54 AM Page -26 WELD -1125 Weld County Request for Proposal - RFP # B2100077 WELD -1125 Improve Accela Citizen Access Usability & Functionality CERTIFICATION I hereby certify that I am familiar with the contents of (1) the Security Addendum, including its legal authority and purpose; (2) the NCIC Operating Manual; (3) the CJIS Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20, and agree to be bound by their provisions. I recognize that criminal history record information and related data, by its very nature, is sensitive and has potential for great harm if misused. I acknowledge that access to criminal history record information and related data is therefore limited to the purpose(s) for which a government agency has entered into the contract incorporating this Security Addendum. I understand that misuse of the system by, among other things: accessing it without authorization; accessing it by exceeding authorization; accessing it for an improper purpose; using, disseminating or re -disseminating information received as a result of this contract for a purpose other than that envisioned by the contract, may subject me to administrative and criminal penalties. I understand that accessing the system for an appropriate purpose and then using, disseminating or re -disseminating the information received for another purpose other than execution of the contract also constitutes misuse. I further understand that the occurrence of misuse does not depend upon whether or not I receive additional compensation for such authorized activity. Such exposure for misuse includes, but is not limited to, suspension or loss of employment and prosecution for state and federal crimes. The entire CJIS Security policy is found here: http://www.fbi.gov/about-u ;Jciis/ciis-security-policy-resource-center/view Printed Name/Signature of Contractor Employee Date Steve Moreno / JUN 2 3 2021 Printed Name/Signature of Contractor Representative Date Chair, Board of Weld County Commissioners Organization and Title of Contractor Representative 6/8/2021 11:54 AM Page -27 WELD-1125 � / 4› Appendix B 10 Gray uarter Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 925.236.0070 F: 805A60.7059 WELD COUNTY -1125 IMPI•OVE ACA USABILITY AND FUNCTIONALITY RFP- 21 0077 FRIDAY, APRIL 23,2021 Gray Quarter Weld County (RFP) # B2100077 COVER LETTER Page 1 Gray Quarter Weld County (RFP) # B2100077 Cover Letter Weld County Department of Information Technology ATTN: Nancy Wonder REP # B2100077 / WELD -1125 Improve Accela Citizen Access Usability & Functionality Dear Members of the RFP review team: On behalf of Gray Quarter, Inc., I respectfully submit the enclosed proposal for your evaluation and consideration in response to the Weld County, WELD -1125 Improve Accela Citizen Access Usability & Functionality (RFP #B2100077). The attached proposal will detail our approach to ensuring Weld County meets all of Accela Citizen Access goals in a timely manner. Gray Quarter empowers government agencies to provide transparent and efficient services to their citizens through innovative solutions and collaborative partnerships. Our goal is to help agencies like Weld County get the maximum value from their substantial investment in the Accela Civic Platform. We have helped a number of agencies work through the same challenges that this implementation demands. Our firm has carefully reviewed the requirements of the RFP and look forward to participating in the process. The attached proposal provides the information requested and proposes that Weld County utilize Gray Quarter Products and Services along with an Accela Citizen Access facelift to meet the agency's goals. You will find that Gray Quarter has proposed the use of the Gray Quarter Wizard during your implementation. Through several implementations we have found that this product reduces applicant questions, increases customer satisfaction, and fills a need that isn't met natively with Accela Citizen Access. If, after seeing the power of the Gray Quarter Wizard, the County still desires to use the Open Cities products, that is certainly an option, and we have had clients use both products side by side. The Gray Quarter team is experienced, qualified, and excited to help Weld County realize your Accela Citizen Access goals. We are available for interviews/demonstrations as indicated in your RFP schedule. Respectfully Submitted, 1 John Schomp President and Managing Director, Gray Quarter, Inc. Gage 2 Gray Quarter Contents Weld County (REP) # B2100077 Cover Letter 2 Pricing Table 6 Cost Proposal Descriptions 6 Full Implementation Proposal 6 Alternate Pricing Proposal 8 Vendor Qualifications 11 Company Synopsis 11 Business and Background 11 References 13 Response to Vendor Narrative in Section 503 18 Overall Solution 18 Citizen Access Redesign 18 Gray Quarter Wizard (G -WIZ) 19 Implementation Proposal - Agile Professional Services 20 Overview of Gray Quarter's Agile Approach 21 Sprint Activities 22 Resource Plan 23 Project Schedule 23 County Responsibilities 25 Additional Information 27 ADA Compliance with Sections 508 and 255 27 Signed Vendor Certification 28 Standard Contract Template 29 Litigation Details 34 Additional Information and Qualifications 34 Page 4 0 N Gray Quarter Pricing Table Weld County (REP) # B2100077 Our proposed rate structure for this project is detailed below. If desired, a fixed -priced quote can be derived for services as scopes of work are defined and work orders are developed under this effort. Given the COVID-19 pandemic, we are not including travel for this project in the price quote. The pandemic required us to find creative ways to work successfully with our clients. We have found ways to be more efficient without the need for travel. If travel is required by the County and the pandemic allows, the team is willing and able. Travel costs would be billed directly per Weld County expense guidelines and Gray Quarter will make every effort possible to minimize expenses. Implementation Consultant $160 / Hour Project Oversight Project Manager Senior Technical Oversight Developer VIP _.n. • isms ill••._Sip ._. !ha . _._ OM, NO $170 / Hour • Mewn...V•w.fl. .a..Yq.1.gN....w.Nae0 nwirx.uwww[ww+.wuw...a.MlIMPWAY—wMc.w—_wr.w.nr Mn.KM)'ova ... .w.. ._ p ...rv.w. n. .— wI.)OW rwww w.• Cost Proposal Descriptions Gray Quarter has included two cost proposals as a part of our submission. The first (Full Implementation Proposal) includes Accela Citizen Access, Gray Quarter Wizard, and Accela Citizen Access Facelift activities. This is the expected cost estimate based on our understanding of the project requirements. The second cost proposal (Abbreviated Implementation) includes an abbreviated Accela Citizen Access implementation, Gray Quarter Wizard, and Accela Citizen Access Facelift activities. The abbreviated implementation is completed much more quickly; however, the Accela Citizen Access portal will not be as automated. (e.g., Fees would be calculated on the backend, additional information would be added in the back office before payment) If cost and speed of implementation are the top priorities, this option may be something to discuss during the demonstration or Contract Negotiation activities. Full Implementation Proposal Total Hours - Full Implementation Proposal Page 6 ri9--,%4N Gray Quarter Weld County (REP) # B2100077 Sprint June/July 0/1 Sprint August September 2/3 Sprint October November December 4/5/6 Implementation Consultant Hours 285 291 406 Project Management/Oversight Hours 112 115 136 Technical Hours Oversight 28 29 28 Accela Facelift Citizen Hours Access 0 0 80 Gray Configuration Quarter Wizard 0 0 160 The above hours are calculated based on the requirements presented in the RFP. Additional, less time consuming options may be available based on demo and Sprint 0 discussions. Based on our understandingof the requirements, the County desires that most record types calculate and generate fees from the Accela Citizen Access system. Allocated Cost Proposal - Full Implementation Proposal 1 Wizard Annual 1 Sprint June 0/1 Splint August 2/3 Sprint 4/5/6 October Totals July September November Subscription (Payable Project Start) at December Milestone Payment 2 Milestone Payment 3 Milestone Payment 3 Payment Milestone 1 Gray Quarter Wizard $28,779 N/A N/A N/A $28,779 Overall Project Manager N/A $17,920 $18,400 $21,760 $58,080 Public Works Allocation N/A $10,072 $14,043 $27,175 $51,289 Oil Gas Allocation N/A $10,072 $5,851 $16,083 $32,006 EHS Allocation N/A $10,072 $15,213 $28,759 $54,044 Building/Planning Allocation N/A $20,144 $16,383 $38,504 $75,031 Total Estimate $28,779 $68,280 $69,890 $132,280 Project Subscription (including Annual $299,229 Total Fees) Gray Quarter has broken our cost proposal into 4 specific payment milestones represented by the columns in the table above. The Wizard subscription will be invoiced at project start, and the completion of sprints 1, 3, and 6 will also trigger invoices. We Page 7 Gray Quarter Weld County (RFP) # B2100077 have estimated the Department allocation percentages based on the Record Types. We may need to make adjustments to those percentages at the end of Sprint 0. Alternate Pricing Proposal As discussed above, the alternative pricing proposal limits some automation from an implementation perspective (e.g., Fees would be calculated on the backend, additional information would be added in the back office before payment); however, it significantly decreases the amount of time and effort to meet go -live dates. This may be an option we may want to discuss as "Phase 1" of the project. The County could have more online services available faster and bring additional Accela Citizen Access functionality in a later phase. Total Hours - Alternative Pricing Proposal Allocat d Sprint June/July 0/1 Sprint September August 2/3 Implementation Consultant Hours 235 179 Project Management/Oversight Hours 84 64 Technical Hours Oversight 17 13 Accela Facelift Citizen Hours Access 0 80 Gray Configuration Quarter Wizard 0 160 C st Prop sal - Alternative Pricing Proposal Wizard Subscription (Payable Project at Start) Sprint June July 0/1 Sprint August 2/3 Total September Payment Milestone 2 Milestone Payment 3 Milestone Payment 1 Gray Quarter Wizard $28,779 N/A N/A $28,779 Overall Project Manager N/A $13410 $10,240 $23,680 Public Works Allocation N/A $8,098 $16,574 $24,672 Oil Gas Allocation N/A $8,098 $11,667 $19,765 Page 8 Gray Quarter Weld County (RFP) # B2100077 EHS Allocation N/A $8,098 $17,275 $25,373 Building/Planning Allocation N/A $16,196 $26,136 $42,332 Total Estimate Alternative $28,779 $53,930 $81,892 Project Subscription (including $164,601 Annual Total Fees) Page 9 Gray Quarter Weld County (RFP) # B2100077 VENDOR QU LIFICATIONS cage 10 Gray Quarter ndor Qualificati Weld County (RFP) # B2100077 Company Synopsis Location(s) of company offices: 9700 El Camino Real #303 Atascadero, CA 93422 Gray Quarter, Inc. is a California -based Corporation that is wholly owned by managing partners John Schomp, Dane Quatacker, and Larry Cooper. Gray Quarter was founded in 2017 and is currently in its fourth year of continuous operation. There have been no material ownership changes in the past year. We prefer to choose our projects carefully and slowly onboard new team members rather than staffing up quickly and risk diminishing our reputation for delivering the highest quality service. Gray Quarter is well -capitalized and has enjoyed a steady and healthy growth trajectory the past several years. Gray Quarter stands ready to complete this project on -time and on -budget for Weld County. Business and Background Gray Quarter empowers government agencies to provide transparent and efficient services to their citizens through innovative solutions and collaborative partnerships. Our goal is to help agencies like Weld County get the maximum value from their substantial investment in the Accela Civic Platform. We serve the Government Regulatory marketplace in general but have traditionally focused on Accela implementations over the past several years. Recently, we have hired experienced team members from other Regulatory product lines, and we are strategically moving forward to serve a broader community of Cities, Counties, and States. Gray Quarter specializes in the technical aspects of Accela software implementations with proven experience that clients require in challenging I.T. projects. Armed with in-depth enterprise platform knowledge as well as familiarization of the latest emerging technologies, we bring the tools necessary to complete our tasks with efficiency and precision. We can do it all: analysis, development, configuration, testing, maintenance, and administration. e 11 Gray Quarter Weld County (REP) # B2100077 Gray Quarter has provided Product and implementation services to more than 30 regulatory clients over the past several years, with approximately half of those having Accela Citizen Access customizations or implementation being part of their project. Experience The proposed scope of work for Weld County is well -suited for Gray Quarter. In addition to our extensive expertise configuring the Accela Civic Platform, we are recognized across the Accela ecosystem as experts in custom Accela scripting and integrations with 3rd party products. In addition, we typically utilize our products and experience to extend the Civic Platform user interface to provide enhanced functionality and better usability. For this project, we recommend the use of the Gray Quarter Wizard. The Gray Quarter Wizard allows Portal users to determine what permits are needed for their project based on a simple wizard workflow. The Gray Quarter Wizard can be integrated with your current GIS S and Accela Accela Citizen Access systems to provide the online user a simple and straightforward experience. Page 12 9 CGray Quarter Weld County (RFP) # B2100077 References Agency: Business Standards Division (BSD) within the Department of Labor and Industry 2550 Prospect Helena, Montana, 59601 Project Title: State of Montana — Maintenance Support Project Start Date: 1/12,2018 Project Completion Date: Ongoing Support Project Scope: Gray Quarter provides managed services to the State that focuses on the support of the Accela Civic Platform software and training. A list of supporting details is below: • Accela Software configuration assistance (updating workflow, user -defined fields, user -defined tables, and intake forms) ® Accela Business Automation efforts leveraging the Accela JavaScript scripting engine • Assistance leveraging the Accela APIs to extend the Accela software in communicating and exchanging data with other County systems ® Data cleanup efforts from the post -Go -Live conversion efforts ® Reviewing and resolving a list of outstanding issues Supporting administrative tasks such as adjusting user groups and adding new users to the system Project Objectives: Provide support that allows the State to provide emerging software to residents, applicants, licensees of the State. Project Stakeholders: I.T. Operations Bureau Chief Kim Warren kwarren@mt.gov (406) 444-9721 Page 13 Gray CI Quarter Agency: Sonoma County, CA 2550 Ventura Ave Santa Rosa, CA 95403 Project Title: Sonoma County Maintenance Services Project Start Date: 10/02/2017 Project Completion Date: Ongoing Support Project Scope: Weld County (REP) # B2100077 Gray Quarter provides managed services to the County that focuses on the support of the Accela Civic Platform software and training. A list of supporting details is below: ® Accela Software configuration assistance (updating workflow, user -defined fields, u ser -defined tables, and intake forms) ® Accela Business Automation efforts leveraging the Accela JavaScript scripting e ngine ® Assistance leveraging the Accela APIs to extend the Accela software in communicating and exchanging data with other County systems ® Data cleanup efforts from the post -Go -Live conversion efforts ® Reviewing and resolving a list of outstanding issues Supporting administrative tasks such as adjusting user groups and adding new u sers to the system Project Objectives: The objective of the project is to help stabilize the Accela software from the post -go -live activities provided by Accela. Project Stakeholder(s): I.T. Manager Thomas Cirimele Email: Thomas.cirimele@sonoma-county.org (707) 565-8354 Page 14 Gray Quarter Agency: City of Lancaster, CA 44933 Fern Avenue Lancaster, CA 93534 Type of Entity: Government Project Title: Lancaster Wizard and Accela Citizen Access Face -Lift Project Start Date: 2/12/2019 Project Completion Date: 01/31/2019 Project Scope: Weld County (RFP) # B2100077 Gray Quarter provided a custom Citizen Access landing page and the Gray Quarter Wizard. A list of supporting details is below: • Update Citizen Access to leverage a responsive design • Update Citizen Access to leverage one custom landing pages with multiple menu options • Push data between Citizen Access and the back office, Accela Civic Platform in order to provide the correct applications to Lancaster Citizens and contractors • For the City of Lancaster, the tree was designed to assist the City's external stakeholders through the permit selection process for 25+ record types (outcomes) Project Objectives: Create an interactive decision tree for 25+ permit record types (outcomes) in Accela Citizen Access. Project Stakeholder(s): I.T. Manager Timika Hite Email: thite@cityoflancasterca.org (661) 723.6060 ge 15 Gray Quarter Agency: Adams County 4430 S Adams County Pkwy Brighton, CO 80601 Type of Entity: Government Project Title: Adams County Wizard and Accela Citizen Access Face -Lift Project Start Date: 12/5/2019 Project Completion Date: 02/19/2020 Project Scope: Weld County (RFP) # B2100077 Gray Quarter provided a custom Citizen Access landing page and the Gray Quarter Wizard. A list of supporting details is below: • Update Citizen Access to leverage a responsive design • Update Citizen Access to leverage one custom landing pages with multiple menu options • Push data between Citizen Access and the back office, Accela Civic Platform, to provide the correct applications to Adams County Citizens and contractors • For Adams County, the tree was designed to assist the City's external stakeholders through the permit selection process for 25+ record types (outcomes) Project Objectives: Create an interactive decision tree for 25+ permit record types (outcomes) in Accela Citizen Access. Project Stakeholder(s): I.T. Manager Brian Dobbins Email: bdobbins@adcogov.org (720) 523.6131 Page 16 Gray Quarter Weld County (RFP) # B2100077 RESPONSE TO VENDOR NARRATIVE IN 5.3 Page 17 Gray Quarter Resp nse to Vendor Narrative in S cflon 5e3 Weld County (RFP) # B2100077 Overall Solution In tandem with the configuration of the Accela Citizen Access records outlined in the RFP, Gray Quarter also proposes an overall Citizen Access Launchpad facelift as well as implementation of the Gray Quarter Wizard ("G -Wiz"). Both of these recommendations have proven beneficial for other agencies of similar size. A Citizen Access Redesign allows your agency to take advantage of modern technology and gives your site a modern and professional look and feel. In addition, it better directs the user in their initial question of "Where do I go? or "What do I do first?". The Gray Quarter Wizard allows your agency to define wizard questionnaires and integrate them directly with your Citizen Access Portal. Both of the proposed additions/enhancements are described in detail below. Citizen Access Redesign Gray Quarter takes great pride in helping our maintenance clients and service clients develop and deploy modern sites that provide an enhanced and intuitive user experience for constituents: State of Tennessee ABC https://rlps.abc.tn.gov/CitizenAccess/customizatio n/common/launchpad.aspx?showHome=true State of Montana https://ebizdev.mt.gov/POL/Home.aspx Sonoma County, CA https://prmd.sonomacounty.ca.gov/CitizenAccess/ Default.aspx City of Lancaster, CA https://Accela Citizen Access- prod.accela.com/LANCASTER/Default.aspx Napa County, CA https://citizen.countyofnapa.org/citizenaccess/Cus tomization/NAPACO/Iaunchpad.aspx Page 18 Gray Quarter Weld County (RFP) # B2100077 NAPA [ COUNTY 'ttK b $ .tt,/ thittnf ate M,1 e7Af/mty t sirs Mars Citizen Access Redesign for Napa County ST/)lX)tI MS hi: 'lTN :Ci C'tCC lS 43 k[i.KW Clef 143.2154314.11 eitt*J t7AlhWan. 1J.{f.:AM* ' iota, ll'n%at Pis Gray Quarter Wizard (G -WIZ) Gray Quarter offers :he G -WIZ service to assist your Agency's customers in navigating through the various permitting and regulatory processes, helping them understand your Agency's requirements and assessing the scope of their projects before they apply for a permit. G -WIZ can also assist with customer support and reducing staff time. The custom decision trees can decrease customer calls by providing your Agency with information, links to materials, video tutorials, etc., through the Wizard workflow. G -WIZ offers the ability to create custom "trees" (also known as "Wizards" or "Decision Trees") that can easily guide stakeholders to the permits and approvals required for any type of project by asking a series of questions that are configured based on agency processes and regulations. G -Wiz integrates directly with Accela Citizen Access, taking the user to the exact permit that the user needs to apply. How can we help you toda • N4 -.'Y. ;C 1'1 fir. •.Cr .• :StK la,. f: • C.. .1 •'. r ry.-aP • �, •^:� :.Crt the property (APN 057-080-004) at .4O40 Pinar Rd Santa Rosa Inspections: Permit Sonoma tsas to efectrordc inspections ehen possible utililing photographicdocunientadon and video conferetxl gvia faceirirne. Skype. VuSpe*. or similar methods. Video inspections * rind Property or Parcel Information >ti or Rod Property or parcel information s New Structure twle: Worn Gray Quarter Wizard Page 19 Addition to a Structure Dernolitl*n • • interior Alterat.<onc Repair 4.55 Oth.'rt un4trta{.tiers ;,:.�• External Alterations/Repair z r • v. f Gray Quarter Weld County (RFP) # B2100077 Implementation Proposal - Agile Professional Services Gray Quarter employs the following agile methodology, the implementation is followed by a transition to ongoing maintenance. Gray Quarter assigns a project manager to lead the effort and the project team in our Agile methodology. The project manager will be assigned for the life of the project and will manage the Gray Quarter resources to address sprint needs and issues adequately, minimize project staffing changes, and optimize skill sets. (e.g., the project manager will work to align sprints so that the same report writer, conversion analyst, and configuration consultants can be used for the life of the project). Gray Quarter leveraged this agile methodology to assist Charlotte County Florida in reducing 180+ workflows to less than 30, through standardizing the task names and statuses for more efficient reporting and scripting. The project also included standardizing reports, scripts, and intake forms to support these workflow changes. This is representative of how Gray Quarter would approach a project to implement and improve processes through the County's use of the Accela Civic Platform, where workflows may need to be updated, intake forms modified, report updated, and scripts optimized. The methodology consists of the following steps: 1. Build the Backlog - We collect information on your requirements during a sprint 0 initiative, where we work with your team to identify and document individual work items into the backlog. During Sprint 0, we will be working to understand more detail about your requirements and Agency SMEs should be available to answer questions and provide input. 2. Development Sprints — Once the backlog has been built, we work with Agency resources to prioritize the backlog into 4 -week development sprints. 3. Monitor and Maintain — At the end of the sprint, any completed epics or features ready for release could potentially be released into the production environment and transitioned to support. Given that the agency desires for agencies to go live within 4 weeks of one another, Gray Quarter may determine that specific configuration or development should not be transitioned if it is unable to be inactivated. Page 20 Gray Quarter Overview of Gray Quarter's Agile Approach Project Start Build Backlog Active Development 4 Week Sprints Review Deploy Weld County (RFP) # B2100077 Maintenance NNN 1 Develop Overview of Agile approach Page 21 } Monitor and Maintain Gray C quarter Sprint Activities Week 1 a Week 2 • . Weld County (REP) # B2100077 Week 3 . . . . Week 4 Typical Sprint Activities Sprint Planning (Kick -Off, Backlog Grooming, etc.) Configuration 3 and Development • ■ • . Configuration and • Development Mid -Sprint Demonstration Gather Feedback ■ ■ Configuration E and • Development • s Product Backlog Refinement Refactoring / VAT Sprint Review • Retro- spective Training "el m'Or ca.e 9 )53 ea . e a I. Gray Quarter has found that 4 -week sprints work best for the configuration and development of the Accela Citizen Access Portal system. This span of time allows the sprint team to make significant configuration progress during each sprint and places less of a burden on agency staff during the configuration process Page 22 Gray 49 --/Quarter Weld County (REP) # 132100077 Resource Plan To promote consistency and continuity Gray Quarter will assign resources to the project that we anticipate will be with the project from beginning to end. In addition, Gray Quarter will bring in additional resources as necessary at specific points in the project. We anticipate that the project manager and Accela Citizen Access implementation consultants will remain consistent throughout the project. ... _ .. ... _ - .. Resource _ . .. -. . Approximate Hours Planned Per Sprint _ ...... - .. Activities ... P in r ,u. Project Manager 60 Organize delivery manager contact consistency deliverables of for team each will the of across also and sprint. County configuration be the ensure The the and County main on -time project ensure and point enterprise. quality of Implementation 1 Consultant 75 implementation Assigned Implementation County backlog, system been other consistency the gathering backlog individual configured Implementation to team Configure 2-3 ensure feedback in to Departments configuration. performing Analyst define analyst Accela properly, Analysts will the Civic will adjusting Citizen Sprint each, County and most work Platform The work to the Access Demos, with story ensure often the with story the has be the and Implementation 2 Consultant 75 Senior Oversight/Developer (for Rebrand, Technical Accela Access G Citizen -Wiz Redesign) Scripting, Access 15 the Developers resources stories Project backlog. center" developed. Citizen as Manager in The and will assigned certain Access developer be other responsible based situations, Redesign by Senior the on may Analyst the especially stories be Technical to story complete "front or are and as Citizen Project Schedule The team will determine the final project schedule after conducting staff interviews and a deep dive into requirements. Having said that, Gray Quarter has been able to implement projects rapidly by reducing the amount of repetitive work during the project. We do this by finding commonalities and outliers across all record types, then implementing and Page 23 •N Gray Quarter Weld County (REP) # B2100077 demonstrating a "Base Case" for project sponsors. Once the "Base Case" is understood and implemented, it can be easily translated to the remaining record types, taking any subtle differences into account. Given our knowledge of Weld County record types and project requirements the project we estimate that the requested project will be implemented on the following sprint schedule: a ft a I 1 1 4 I w I I i Sprint 0 June Sprint I July N a a a S . N a a Sprint 2 Aug a a a r a ■ a Sprint 3 Sept 6 e a a r a i Sprint 4 Oct Plannin (Kick -Off, P oduct Grooming, eta) Environment Provisioning a .. a Public Works rublic Works Base ACA Extension •Record .. ACA sl Configuration 4 Configuration ae, ak a Building Building Enforcement Enforcement Base ACA ACA Record Configuration Configuration El -IS Base a ENS ACA ACA Record Record Configuration al Configuration Planning — Zoning Base ACA Record Configuration O1I-Gas Base ACA Record Configuration Planning — Zoning AC Record Configuration Oil -Gas ACA Record Configuration Reporting Public Work* Extension: ACA Configuration EHS ACA Record Configuration Planning Zoning ACA Record Configuration Oil -Gas ACA Record Configuration Reporting Citizen Access Redesign G -WIZ tree development ACA Testing Sprint 5 Nov Full Life Cycle Testing and Correction Required Security Testing Required Load Testing Staff Training Dec Agency Go - Live Transition to Suppod and Warranty Activities IT-Handover and Training Gray Quarter will be conducting a short training session at the end of each sprint for County technical and Business Resources. Gray Quarter has found that conducting small training sessions at the end of each sprint to a standard set of Power Users better enables the client to take ownership of the system at the appropriate time. In addition to the training sessions at the end of each Sprint, Gray Quarter proposes 8 hours of training at the completion of Sprint 4 for "Train -the -Trainer" sessions. This will allow County staff to train additional staff and create needed training documentation/videos for staff and Public Users. Page 24 Gray Quarter County Responsibilities Weld County (REP) # B2100077 1. County will have the proper resources to implement the Accela Citizen Access software and prior to start the currently installed system will be functioning without critical error. 2. Customer will provide the appropriate staff/SMEs to answer questions and determine the best path forward for software configuration in a timely manner as outlined in the Project timeline. 3. Company assumes the Customer will provide the appropriate staff to be trained on the software during the training periods outlined in the Project timeline. 4. Customer will provide Company remote access to Customer's Accela non -Production environment(s) to perform required implementation services. There is an additional cost assuming Company is not given remote access and is required to schedule web meetings with Customer's Accela administrator to access Customer's non -Production Accela environment(s) to perform required implementation services. 5. In the event of onsite travel, Customer provides suitable onsite facilities and equipment, such as access to network anc additional monitors. 6. Customer is responsible for printing all training materials developed by the Company for End - User Training. 7. Organizational Change management is customer responsibility and has not been estimated as a part of services estimated. 8. Customer will provide timely and appropriate responses to Company's requests for information. 9. Customer will identify and set expectations with key resources and subject matter experts for ongoing participation in the project. 10. Customer will provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information requested by Company. 11. Project Sponsors and/nor Project Sponsor Representatives will be available to provide appropriate and timely feedback during Sprint Review/Demo activities. Page 25 Gray Quarter Weld County (RFP) # B2100077 ADDITIONAL INFORMATION Page 26 Gray Quarter Additional Information ADA Compliance with Sections 508 and 255 Weld County (RFP) # B2100077 Gray Quarter makes every reasonable effort for custom scripts to be compliant with Federal ADA laws. Page 27 Gray Quarter Signed Vendor Certification Weld County (REP) # [32100077 Weld County Request for Proposal -- REP # B2100077 WELD -1125 Improve AcceSa Citizen Access Usability & Functionality Appendix : Vendor Certification This certification attests to the vendor's awareness and agreement to the content of this RFP and ail 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 subrrtitted in response to RFP # B2100077 issued by Weld County. The undersigned is a duly authorized officer, hereby certifies that: Gray Quarter, Inc (Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addendum thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 6 months as of 41231 02."1. The undersigned further certify that their firm check one): fS X ISNOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Weld County of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: cSr —�a Signature: Name: Signature: Signature of Authorized Officer: Name: Lcrr. (- Signature: Page 28 Title: Date: Title: Date: Title: Date: 4:(14 a) q Dal CVQ A 9-AgeN C Gray Quarter Standard Contract Template Weld County (RFP) # B2100077 Gray Quarter typically partners with clients to define a mutually agreeable Statement of Work and includes it with the Standard Client Contract. A partial example of an example SOW is included below Gr y ter, nc© 4=c) CO altnt, tx) Accela System Upgrade to 21.1.1 prepared for XXXXXX SO`verview Gray Quarter This Statement of Work ("SOW"), dated 4/21/2021, describes how Gray Quarter, Inc. ("Gray Quarter") will provide XXXXXX ("Client") with Professional Services consulting (collectively known as "Services"). Ser 11 ,; 0 (ices The goal of this effort is to: • Upgrade client to 21.1,1 of the Accela Software ® Upgrade two environments that include the Accela suite of software (Accela Back Office, Accela Citizen Access, Accela Gateway, and Accela GIS) o Test o Production ® Upgrade two databases related to each environment leveraging the Accela database upgrade scripts Discuss server requirements with appropriate client team members per Accela release notes. Scheduk Page 29 Gray Quarter Weld County (REP) # B2100077 This SOW will expire upon completion of the Services defined above. Once completed, this SOW will be closed unless a Change Order is negotiated. ent Terms Gray Quarter will perform the Services at a fixed fee, based on the deliverables described in Appendix A. Gray Quarter's total price to perform the Services and provide the Deliverables described in Appendix A is $XXXX00.00 exclusive of taxes and expenses. The Fixed -Fee price is based on the information available at the time of signing and the assumptions, dependencies and constraints, and roles and responsibilities of the Parties, as stated in this SOW. Milestone Estimated Completion _ U pgrade of Test U pgrade of Production 4 weeks after start 8 weeks after start Deliverable Amount XXXX $XXXX 10. The total amount payable under this Agreement is $XXXX. Expenses No expenses are expected to complete the Accela system upgrade. General Assumpti ft 51 The client is responsible for ensuring that each server meets the Accela hardware and software requirements (i.e., proper database version, correct IIS version, etc.). ® The client is responsible for opening issues with Accela related to bugs or issues found that are directly controlled by the upgrade. • The client will handle all changes or updates to the firewall for the Accela software to install and operate as expected. • The client will commit and provide access to all necessary stakeholders and subject -matter experts. ® Gray Quarter is not responsible for impacts on the timeline caused by issues found in the 21.1.1 version of the software. ® Invoices are due net 30 days of the invoice date for which Gray Quarter has the acceptance of milestones via email or a formal acceptance document. Accepted By: Accepted By: Page 30 Gray Quarter Gray Quarter, Inc. Customer Weld County (RFP) # B2100077 Authorized Signature Authorized Signature Name - Type or Print Name - Type or Print Title Title Date Date Page 31 Gray Quarter dig. A: Specific Scophig De=tails and Assumptions 0 a Agra a Test envkonrnent Gray Quarter will upgrade the Test environment to 20.1.1: Weld County (REP) # B2100077 • Upgrade the database to a matching version of Accela released database scripts • Upgrade existing servers from the current version of Accela to 20.1.1. • Deployment of License key • Deployment of Existing Certificates for the Accela Backoffice (ay.web, ay.cfmx) • Basic Smoke Testing o Login to Back -office o Login to Citizen Access and creation of public portal account o Creating 2 to 5 records in the Back Office o Creating 2 to 5 records in Citizen Access o GIS specific tests assume that the system is configured to support the following features: • Search for an address and parcel from the map in the Back Office • Search for an address and parcel from the map in Citizen Access ■ Creating a record from a selected parcel on a map in the Back Office ■ Creating a record from a selected parcel on a map in Citizen Access o Running Receipt report Agency Responsibilities: • Backing up Databases • Creating Virtual Snapshots • System Testing • Requesting all certificates • Deployment of certificates into IIS Acceptance Criteria: The deliverable will be accepted when all Accela software is integrated and has passed the pre and post Functional tests per Appendix C Assumptions: • The client servers can handle an Accela upgrade in place without standing up new servers. • The client will provide VPN access to the servers. • The client will not need to shadow or record the upgrade. • All prerequisite components will be installed (.i.e., see appendix B) • A smoke test will only check that components can be logged into and that different products present pages as expected 32 Gray Quarter Upgrade Production envar nrnent Gray Quarter will upgrade the Production environment to 20.1.1: Weld County (REP) # B2100077 • Upgrade the database to a matching version of Accela released database scripts • Upgrade existing servers from the current version of Accela to 20.1.1. • Deployment of License key • Deployment of Existing Certificates for the Accela Backoffice (ay.web, ay.cfmx) • Basic Smoke Testing Agency Responsibilities: Backing up Databases • Creating Virtual Snapshots ® System Testing ® Requesting all certificates • Deployment of certificates into IIS Acceptance Criteria: The deliverable will be accepted when all Accela software is integrated and presents login pages as expected to the client's Production environment. The client will have two weeks to test and provide install -related issues that are not documented by both teams mutually as Accela bugs. Assumptions: • The client will provice new servers and ensure all DNS is updated to point towards the new servers. • The client will provide VPN access to the servers. • The client will not need to shadow or record the upgrade. • All prerequisite components will be installed (.i.e., see appendix B) • A smoke test will only check that components can be logged into and that different products present pages as expected Page 33 Gray Quarter Weld County (RFP) # B2100077 Litigation Details Gray Quarter has not been a part of any litigation in the previous three years. Additional Information and Qualifications As indicated in our response, Gray Quarter proposes a core team for larger initiatives that will be supported by additional resources as needed. The entire team will be available to resolve any managed service requests as they arise. Each proposed resource has availability for the start of this project as indicated in the RFP project schedule and will be available to attend meetings as required in the Scope of Work. The Gray Quarter team is familiar with a wide variety of tools used to manage project communication and task management. Our standard for maintenance and operations task management is ZenDesk which we will provision at the start of the project. For the management of agile tasks, Gray Quarter resources are most familiar with JIRA, Microsoft DevOps Service, and IBM Rational Team Concert. If Gray Quarter is selected and awarded the contract, Weld County will have the opportunity to use the Gray Quarter Help Center. The Gray Quarter Help Center (GQ Help Center) provides support from 8:00 AM Eastern Standard Time to 5:00 PM Pacific Standard Time. The GQ Help Center is a cloud -based customer support ticketing software that is simple and easy to use for Gray Quarter customers. The GQ Help Center is used by Gray Quarter staff to track, prioritize, and solve help tickets submitted by Gray Quarter customers. Direct communication between the customer and Gray Quarter staff is handled in the GQ Help Center software for efficiency, streamlining, and tracking. Once a help ticket is submitted to the Gray Quarter Help Center by email or using the GQ Help Center website, it is then received and assigned to the tier one level support team to triage. If the help ticket requires tier -two support, the ticket will be assigned to a tier -two level support Gray Quarter staff member. To maintain Service Level Agreements automation and triggers are configured in the GQ Help Center to ensure customer satisfaction and response times are being met. The support service levels offered are as follows: Level Severity of Description of Severity Initial from Gray Reply Response Time Quarter via Email or Phone Page 34 Gray Quarter Weld County (REP) # B2100077 Level Critical 1- ® ® e • Software on Software Production Critical available system Large users using blocked functionality number functionality is fails, on inoperable system, Production system, hangs of from end or on not 2 hours Business 2 workaround provided business days or Production Level Major 2 - ® • • Significant degradation Production Important not Production A users the able capacity. large issue available to are number work impacted but Performance system functionality system in on are in the a the of still limited end by 4 hours Business 5 business workaround provided days or Level Medium 3- • ® Software some available Minor degradation functions performance is usable, not but 1 Business day 10 business workaround provided days or Level Low 4- • • Incorrect • • ® issues Enhancement without Question/Comment Document Other impact non functionality -impacting Issue 2 Days Business Mutual between Agreement parties. *If a mutually agreed wcrkaround is provided to the client, the level will move down to the next severity. The client shall contact Gray Quarter for support using the following methods: 1. Support Line (925) 236-0070 or 2. Submitting a help request using the following methods: Website: https://help.grayquarter.com Pa c e 35 Gray Quarter Weld County (RFP) # B2100077 Email: help@grayquarter.com (generates a help ticket and number) An after-hours support line is provided to Gray Quarter customers by appointment only or scheduling. Provide any additional information that will aid in the evaluation of the Contractor's qualifications with respect to this project. Include any relevant vendor -supplied specifications and datasheets. a. ADA Compliance with Sections 508 and 255 — (if applicable) Provide a statement of acknowledgment or completion of a Voluntary Product Accessibility Template (VPAT) indicating compliance with Section 508 (of the United States Workforce Rehabilitation Act of 1973) and Section 255 (of the Americans with Disabilities Act) standards. b. Provide a signed Vendor Certification document (from Appendix B of this RFP.) c. Provide vendor's standard contract template. d. List details of any litigation the vendor or any of its subsidiaries or affiliates has had in the past three (3) years as well as any that are currently in litigation. For additional information on Gray Quarter, our products and services, please refer to our website: www.grayquarter.com Page 36 Gray uarter Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 925.236.0070 F: 805.460.7059 WELD CIIUNTY-1125 IMPROVE ACA USABILITY AND FUNCTIONALITY FP -#:210! 7 AMENDED PRICING Gray uarter Amended Pricing Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 92 5.23 6.0070 F: 805A60.7059 Weld County Team members expressed a full commitment to the current investment in the OpenCities Portal and requested Gray Quarter provide amended pricing that did not included the Gray Quarter Wizard. In the amended pricing tables below (both the Full implementation and Alternative proposals) Gray Quarter has removed the Gray Quarter Wizard subscription rates and fixed calculation errors included in our original pricing sheet. Please consider this our current pricing proposal. Pricing Table Our proposed rate structure for this project is detailed below. If desired, a fixed -priced quote can be derived for services as scopes of work are defined and work orders are developed under this effort. Given the COVID-19 pandemic, we are not including travel for this project in the price quote. The pandemic required us to find creative ways to work successfully with our clients. We have found ways to be more efficient without the need for travel. If travel is required by the County and the pandemic allows, the team is willing and able. Travel costs would be billed directly per Weld County expense guidelines and Gray Quarter will make every effort possible to minimize expenses. $170 / Hour Implementation Consultant e. ,ryti,.� `3? V � . r Project Oversight Project Manager Senior Technical Oversight Developer. Cost Proposal Descriptions Gray Quarter has included two cost proposals as a part of our submission. The first (Full Implementation Proposal) includes Accela Citizen Access, assistance with Portal Gray uarter Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 92 5.23 6.0070 F: 805.460.7059 Integration, and Accela C tizen Access Facelift activities. This is the expected cost estimate based on our understanding of the project requirements. he second cost proposa (Abbreviated Implementation) includes an abbreviated Accela Citizen Access implementation, assistance with Portal Integration, and Accela Citizen Access Facelift activities. The abbreviated implementation is completed much more quickly; however, the Accela Citizen Access portal will not be as automated. (e.g., Complex Fees would be calculated on the backend, additional information would be added in the back office before payment) If cost and speed of implementation are the top priorities, this option may be something to discuss during the demonstration or Contract Negotiation activities. Full Implementation Proposal Total Hours Full Implementation Proposal Implementation Consultant Hours 285 Project Management/Oversight Hours Technical Oversight Hours Accela Citizen Access Facelift Hours 112 28 0 Assistance with Portal Integration 0 Sprint 2/3 August September 115 Sprint 4/5/6 October November December 136 29 28 0 80 60 100 The above hours are calcu ated based on the requirements presented in the RFP. Additional, less time consuming options may be available based on demo and Sprint 0 discussions. Based on our understanding of the requirements, the Count' desires that most record types calculate and generate fees from the Accela Citizen Access system. Gray uarter Allocated Cost Proposal - Full Implementation Proposal Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 925.236.0070 F: 805.460.7059 Sprint August 2/3 Sprint 4/5/6 October Totals Sprint June July 0/1 November December Payment September Payment Payment Milestone 1 Milestone 2 Milestone 3 Overall Manager Project $19,040 $19,550 $23,120 $61,710 Public Allocation Works $10,072 $13,902 $29,840 $51,289 Oil Gas Allocation $10,072 $ 5,664 $12,157 $32,006 EHS Allocation $10,072 $15,447 $33,156 $54,044 Building/Planning Allocation $20,144 $16,477 $35,367 $75,031 Total Estimate $69,400 $71,040 $133,640 $274,080 Project Total Gray Quarter has broken our cost proposal into 3 specific payment milestones represented by the columns in the table above. Project will be invoiced at the completion of sprints 1, 3, and 6. We have estimated the Department allocation percentages based on the Record Types. We may need to adjust those percentages at the end of Sprint 0. Alternate Pricing Proposal As discussed above, the alternative pricing proposal limits some automation from an implementation perspective (e.g., Fees would be calculated on the backend, additional information would be added in the back office before payment); however, it significantly decreases the amount of time and effort to meet go -live dates. This may be an option we may want to discuss as "Phase 1" of the project. The County could have more online services available faster and bring additional Accela Citizen Access functionality in a later phase. Total Hours - Alternative Pricing Proposal Sprint 0/1 June/July Sprint 2/3 August September Gray rt Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 925.236.0070 F: 805.460.7059 Implementation Consultant Hours 235 179 Project Management/Oversight Hours 84 64 Technical Hours Oversight 17 13 Accela Facelift Citizen Hours Access 0 80 Integration Assistance with Portal 60 100 Allocated Cost Proposal ® Alternative Pricing Proposal Overall Project Manaier Public Works Allocation Oil Gas Allocation EHS Allocation Building/Planning Allocation Total Alternative Estimate Sprint 0/1 June July Payment Milestone 1 $14,280 $10,138 $10,138 $10,138 $20,276 $64,970 Sprint 2/3 August September Payment Milestone 2 $25,160 $10,880 $16,592 $6,760 $18,435 $19,664 $72,331 $26,730 $16,898 $28,573 $39,940 Project Total $137,301 Appendix C 10 .4=s3 cnrr= Gray r Gray Quarter, nc0 Accela Citizen "access Implementation Services and ACA Redesign prepared for Weld County SOW Overview Gray Quarter, Inc. 9700 El Camino Real Suite #303 Atascadero, CA 93422 P: 925.236.0070 F: 805.460.7059 Gray Quarter This Statement of Work ("SOW"), dated 6/9/2021, describes how Gray Quarter, Inc. ("Gray Quarter") will provide Weld County ("Client") with Professional Services consulting (collectively known as "Services"). Services 0 sr [i and Scheckfie Gray Quarter will create a new landing page design for the Accela Citizen Access site. The redesign will incorporate the following enhancements to the existing Citizen Access site: • Accela Citizen Access Facelift Activities o Responsive Website Design o Custom Landing Pages with Branding from Weld County home page o Custom Mend Navigation o Custom CSS o Custom Wrapper Gray Quarter will provide professional services to the Client using an Agile implementation methodology. The Agile implementation methodology will consist of 1 Backlog building sprint Gray Quarter Weld County SOW for RFP #B2100077 and three (3) 4 -week development and configuration sprints to implement Accela Civic Platform — Accela Citizen Access product for the 4 departments (Environmental Health, Oil & Gas, Public Works, and Building/Planning) . After deliberation and discussion, the Client decided to move ahead with the abbreviated implementation option; in the abbreviated implementation, the Accela Citizen Access portal will not be as automated (e.g., Complex Fees will be calculated on the backend, additional information will be added in the back -office before payment) and therefore implementation time and cost has been reduced. This SOW will expire upon completion of the Services defined above or at the completion of Sprint 3, whichever is completed first. Once completed, this SOW will be closed unless a Change Order is negotiated. iVieth doLoci Gray Quarter employs the following agile methodology; a transition to ongoing maintenance follows the implementation. Gray Quarter assigns a project manager to lead the effort and the project team in our Agile methodology. The project manager will be assigned for the life of the project and will manage the Gray Quarter resources to address sprint needs and issues adequately, minimize project staffing changes and optimize skill sets. (e.g., the project manager will work to align sprints so that the same report writer, conversion analyst, and configuration consultants can be used for the life of the project). Gray Quarter leveraged this agile methodology to assist Charlotte County Florida in reducing 180+ workflows to less than 30, through standardizing the task names and statuses for more efficient reporting and scripting. The project also included standardizing reports, scripts, and intake forms to support these workflow changes. This is representative of how Gray Quarter would approach a project to implement and improve processes through the County's use of the Accela Civic Platform, where workflows may need to be updated, intake forms modified, report updated, and scripts optimized. The methodology consists of the following steps: 1. Build the Backlog - We collect information on your requirements during a sprint 0 initiative, where we work with your team to identify and document individual work items into the backlog. During Sprint 0, we will be working to understand more detail about your requirements and Client SMEs should be available to answer questions and provide input. 2. Development Sprints - Once the backlog has been built, we work with Client resources to prioritize the backlog into 4 -week development sprints. 3. Monitor and Maintain - At the end of the sprint, any completed epics or features ready for release could potentially be released into the production environment and transitioned to support. Given that the Client desires for agencies to go live within 4 Page 1 Gray Quarter Weld County SOW for RFP #B2100077 weeks of one another, Gray Quarter may determine that specific configuration or development should not be transitioned if it is unable to be inactivated. Overview of Gray Quarter's Agile Approach Project Start •Build Backlog Resource Plan Active - Development 4 Week Sprints Develop Overview of Agile approach Monitor and Maintain Gray Quarter will assign resources to the project that we anticipate will be with the project from beginning to end to promote consistency and continuity. In addition, Gray Quarter will bring in additional resources as necessary at specific points in the project. We anticipate that the project manager and Accela Citizen Access implementation consultants will remain consistent throughout the project. Project Manager Organize team and ensure on -time quality delivery of each sprint. The project manager will also be the main point of contact for the Client and ensure consistency of configuration across the Client enterprise. Implementation Consultant 1 Implementation Consultant 2 Assigned 2-3 Departments each, the Implementation Analyst will work with the Client team to define the Client story backlog, Configure the Civic Platform system to ensure Accela Citizen Access has Gray Quarter Weld County SOW for RFP #B2100077 Senior Technical Oversight/Developer (For Accela Citizen Access Rebrand, Scripting, Citizen Access Redesign) been configured properly, and work with other Implementation Analysts to ensure consistency in configuration. The implementation analyst will most often be the individual performing Sprint Demos, gathering feedback and adjusting the story backlog Developers and other Senior Technical resources will be responsible for completing stories as assigned by the Analyst or Project Manager based on the story backlog. The developer may be "front and center" in certain situations, especially as the Citizen Access Redesign stories are developed. me Terms Gray Quarter will perform the Services at a fixed fee Gray Quarter's total price to perform the Services is $137,301.00 exclusive of taxes and expenses. The Fixed -Fee price is based on the information available at the time of signing and the assumptions, dependencies and constraints, and roles and responsibilities of the Parties, as stated in this SOW. Milestone '-=IY.R. *JvW$74= Estimated Amount Copleton IlT�6:feYdA'.R"J".Y"4`.�F'1:L:o1R4PJ.L^A+.w_ 6'f4 :.w Completion of Sprint 1 S r 8 weeks after start $64,970 Completion of Sprint 3 16 weeks after start $72,331 The total amount payable under this Agreement is $137,301. -. Re pons b..hies • Client will have the proper resources to implement the Accela Citizen Access software and before the start the currently installed system will be functioning without critical error. • Client will provide the appropriate staff/SMEs to answer questions and determine the best path forward for software configuration in a timely manner as outlined in the Project timeline. Gray Quarter assumes the Client will provide the appropriate staff to be trained on the software during the training periods outlined in the Project timeline. Page 3 Gray Quarter Weld County SOW for RFP #B2100077 ® Client will provide Gray Quarter remote access to Client's 'Accela non -Production environment(s) to perform required implementation services. While cost of travel is not included in the proposal or SOW, In the event of onsite travel, Client provides suitable onsite facilities and equipment, such as access to network and additional monitors. ® Client is responsible for printing all training materials developed by Gray Quarter for End -User Training. Organizational Change management is Client's responsibility and has not been estimated as a part of services estimated. ® Client will provide timely and appropriate responses to Gray Quarter's requests for information. • Client will identify and set expectations with key resources and subject matter experts for ongoing participation in the project. ® Client will provide aiy existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information requested by Gray Quarter. ® Project Sponsors and/or Project Sponsor Representatives will be available to provide appropriate and timely feedback during Sprint Review/Demo activities. EfY, % rases No expenses are anticipated for this effort. GenerS e S Ass t z p ms Client is responsible for opening issues with Accela related to bugs or issues found in the software. ® Client will commit and provide access to all necessary stakeholders and subject -matter experts. • Invoices are due net 30 days of the invoice date. ® Gray Quarter is not responsible for impacts on the timeline caused by product issues found in Accela software. Acceptance Page 4 Gray Quarter Weld County SOW for RFP #62100077 Accepted By: Accepted By: Gray Quarter, Inc. Client BOARD OF WELD COUNTY COMMISSIONERS Authorized Signature Authorized Signature John Schomp Steve Moreno Name - Type or Print Name - Type or Print President BOCC Chair Title Title 6/16/2021 JUN 2 3 2021 Date Date Page 5 02 oat/ /(3c3 Contract Form New Contract Request Entity Information Entity Name * GRAY QUARTER INC Contract Name* GRAY QUARTER SOW Contract Status CTB REVIEW Entity ID* -@00041429 New Entity? Contract ID 4881 Contract Lead* MTRUSLOW Contract Lead Email mtruslow'gco.weld.co.us Contract Description* SOW FOR GRAY QUART ER TO ASSIST WITH ACA IMPROVEMENT PROJECT Contract Description 2 Contract Type* Department STATEMENT OF WORK INFORMATION TECHNOLOGY-GIS Amount* S137,301.00 Renewable* NO Automatic Renewal Grant Department Email CM- informationTechnologyGlS weldgov.corn Department Head Email CM - I nformationTechnoiogyGlS- DeptHeadveldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY ELDG OV.COM if this is a renewal enter previous Contract ID If this is part of a MISA enter MSA Contract ID Requested B(X C Agenda Date* 06/23/2021 Parent Contract ID Requires Board Approval YES Department Project # Due Date 06/19/2021 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 On Base Contract Dates Effective Date Review Date* 12/31 ,2021 Renewal Date Termination Notice Period ntact lnformat o Con .......... T i'urcn tsnig m CONSENT App l Pro ces RYAN ROSE Approved Date 18/2021 Fill BOCC Agenda 06/23/2021 Originator MTRUSLOW Committed Delivery Date Finance Approver CONSENT Expiration Date* 12'31/2021 Contact Phone 1 Contact Phone 2 Purchasing Approved Date 06/18/2021 Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 06/18/2021 06/18/2021 Tyler Ref # AG 062321 MEMORANDUM TO: Esther Gesick, Clerk to the Board May 19, 2021 FROM: Ryan Rose, Chief Information Officer SUBJECT: B2100077, Improve Accela Citizen Access Usability & Functionality BOCC Approval Date: June 2, 2021 Proposals were received and opened on April 23, 2021 for Improve Accela Citizen Access Usability & Functionality (WELD -1125). One (1) proposal was received for $137,301.00. Attached is the bid tabulation for your information. Information Technology, Planning, Public Works, Environmental Health and Oil and Gas Energy Department staff reviewed the proposal. Gray Quarter, Inc. out of Atascadero, California proposed a solution of $137,301.00 which meets the required functionality for required professional services. With the above information, I recommend the BOCC award the Improve Accela Citizen Access Usability & Functionality to Gray Quarter, Inc. for a total amount of $137,301.00. OColo,a aoa 1- 133`'1 i 0OIQ WELD COUNTY Dept. of Information Technology PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632 E-mail: rroseweldgov.com Phone: (970) 400-2550 Fax: (970) 304-6572 DATE OF BID: 4/23/2021 10:00 AM MST/MDT REQUEST FOR: Improve Accela Citizen Access Usability & Functionality DEPARTMENT: INFORMATION TECHNOLOGY BID NO: #B2100077 PROJECT NAME: WELD -1125 Improve Accela Citizen Access Usability & Functionality PRESENT DATE: 5/19/2021 APPROVAL DATE: 6/2/2021 Vendor Name Product Total Bid Amount Address (includes first year support) Gray Quarter, Inc. 9700 El Camino Real, Suite #303 Atascadero, CA 93422 Implementation Services $137,301.00 ** Bids are being reviewed at this time by dept.** 2021-1334 ZTOO I O Hello