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Home My WebLink About20212579.tiffCONnt.ck 11)tt5LI BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Tracker Products End -User License Agreement DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose DATE: 11/16/2021 Brief description of the problemlissue: This is an End -User License Agreement (EULA) between Tracker Products, LLC and Weld County on behalf of the Weld County Sherriffs office that that allows the sheriffs office to use the Tracker product for managing digital and physical evidence. This agreement has a project cost of $39,366.84 and it was included in the budget. This agreement has been reviewed and approved by Karin McDougal. This has also been reviewed by Lt. Pollard at the sheriffs office What options exist for the Board? (include consequences, impacts, costs, etc. of options): Grant authorization for the Chair to sign the agreement Not sign the agreement and provide additional direction for revisions. Recommendation: Weld County IT recommends the board grant approval for the Chair to sign the agreement. Perry L. Buck Mike Freeman Scott K. James, Pro-Tem Steve Moreno, Chair Lori Saine Conte Approve Schedule Recom endation Work Session Other/Comments: ei;?tee-if-e2 ,c2_/m/ Zozl-2579 IT 001 0 Tracker Products, LLC SAFE SaaS End -User License Agreement (EULA) IMPORTANT -READ CAREFULLY: This End -User License Agreement ("EULA") is a legal agreement between the Customer (either an individual or entity) and Tracker Products, LLC ("Tracker Products", "Tracker Products, LLC") (collectively "the Parties") for use of Tracker Products, LLC's software (e.g. SAFE EVIDENCE MANAGEMENT SYSTEM) (the "Software" or the "Product"). This EULA is an agreement between Tracker Products, LLC and the Customer only, and not with the Customer's partners or Affiliates. Tracker Products, LLC, and not its partners or its affiliates, is solely responsible for the Software and the content thereof. "Affiliates" shall include any entity that directly or indirectly through one or more intermediaries, controls, or is controlled by, or is under common control with Customer. BY PURCHASING THE REQUIREMENT, CONFIGURATION, SET-UP, AND USER LICENSES, THE PARTIES AGREE TO BE BOUND BY THE TERMS OF THIS EULA. EULA for SaaS (Software as a Service) License: TERMS AND CONDITIONS PRODUCT LICENSE The Product is protected by copyright laws and international copyright treaties, as well as other intellectual property laws and treaties. Tracker Products, LLC or its suppliers own the title, copyright, and other intellectual property rights in The Product. The Product is licensed, not sold. The Exhibits of this document outlines and represent the agreed work to be performed by Tracker Products contained within their Final Weld County RFP Bid B2100079, "Best and Final Offer (BAFO), submission on of August 18th, 2021. Tracker Products will faithfully execute the Project Plan and commitments described in the Weld County RFP B210079 submission. 1) DEFINITIONS. a) "Application Programming Interface" or "API" means a publicly accessible interface defining the ways by which an application program may request services from libraries and/or software. b) "Software as a Service" or "SaaS" means a model of software deployment whereby a provider licenses an application to customers for use as a service on demand. c) "License" means use of the Product. d) "Subscription" means access to Software Updates acquired by the Customer's purchase of a license or licenses. e) "Derived Works" means works based upon or using the Product. f) "Online Services" means the online -based or cloud -based evidence tracking software provided by Tracker Products LLC referred to as "SAFE" g) "Term" means subscription period of the Customer's license. h) "Source Codes" is a generic term refers to any collection of computer instructions written using some human -readable computer language. It specifically references the source code of the software (e.g. SAFE) covered by this EULA. 02.0a/ -o2 7� i) "Usage Fee" or "Production Services Fee" means user license fee. j) "Service Level Default" means the default Service Level for all created incidents, the defined working hours of which will be used for escalations and incident management. k) "Service" means providing the online -based evidence management program. 2) GRANT OF LICENSE By signing this Agreement Tracker Products, LLC grants the Customer a license to use the Software provided that the Customer complies with all the terms and conditions set forth herein. It is agreed that in exchange for the license set forth herein, the Customer will pay the requirement, configuration, set-up, and license fees as specified in Tracker Products LLC's 3) RESERVATION OF RIGHT Tracker Products, LLC, and Customer each reserve all rights not expressly granted herein: a) Scope of License: The license granted to the Customer for the Software is limited to a non -transferable license to use the Software through the means provided by Tracker Products, LLC. 4) CONFIDENTIALITY The Customer agrees to treat as confidential the design of the Online Services that are accessible to the Customer via password protected access, and any documentation or materials made available under this agreement. and the Customer shall not disclose them to any third party except in the furtherance of the Parties' business relationship with each other. If the Customer is a government customer, this Section is subject to the requirements of applicable trade secret, public records, and similar laws. 5) ORDERS, PRICES, TERM, TERMINATION, AND SUSPENSION. a) Orders and pricing. Offering. i) The term shall be for a year unless otherwise agreed, and the Customer, at their discretion may increase or decrease the quantity of Product ordered throughout the duration of the term. ii) The Customer may place Orders for its Affiliates under this agreement and grant such Affiliates administrative rights to manage their Products, however, Affiliates may not place Orders under this agreement. The Customer may assign a third party a license to use the Software or a right to access and use the Online Service for use by that third party. Any Affiliates and third parties granted rights pursuant to this Agreement shall be bound by its terms and the Customer agrees to be jointly and severally liable for any actions of such Affiliates or third parties related to their use of the Products. iii) Pricing and Payment. Undisputed payments are due thirty (30) days from receipt of an invoice. Additional licenses purchased during the term of this Agreement will be billed at the rates set out in Estimate number ET -002900. Price level changes are not retroactive and changes in the payment due for a Subscription will be prorated. Prices are fixed at the time the Order is first placed and apply throughout the Term but are subject to change at the beginning of any Subscription renewal. 6) RENEWAL a) The subscription shall renew automatically. The Customer can change its selection at any time during the Term. If the existing Term is longer than one calendar month, Tracker Products, LLC will provide the Customer with 60 -day written notice of the automatic renewal before the expiration of the Term. Customer must provide notice at least thirty (30) days prior to the end of the term if Customer does not wish to renew their subscription. The Renewal fee shall not exceed 5% at time of renewal. b) Trial Subscriptions cannot be renewed. c) Taxes. Prices are exclusive of any taxes. The Customer shall pay any applicable value added, goods and services, sales, or like taxes that are owed with respect to any Order placed under this agreement which Tracker Products, LLC is permitted to collect from under applicable law. The Customer shall be responsible for any applicable state taxes and for all other taxes that the Customer is legally obligated to pay including any taxes that arise on the distribution or provision of Products to your Affiliates. We shall be responsible for all taxes based upon our net income or on our property ownership. If any taxes are required to be withheld on payments you make to us, you may deduct such taxes from the amount owed to us and pay them to the appropriate taxing authority, provided however that you promptly secure and deliver an official receipt for those withholdings and other documents we reasonably request to claim a foreign tax credit or refund. You will make certain that any taxes withheld are minimized to the extent possible under applicable law. 7) TERM AND TERMINATION This Agreement will remain in effect unless terminated by the Customer. The Customer may terminate this Agreement by calling customer support. Termination will only terminate the Customer's right to renew Subscriptions under an existing Order or place new Orders for additional Products under this agreement. a) Subscription termination. A Subscription can be terminated at any time during its Term; however, the Customer must pay all amounts due before the termination is effective. i) One Year Subscription. If a Subscription with a one-year Term is terminated by the Customer within 30 days of the date on which the Subscription became effective or was renewed, the Customer must pay amounts due for the initial 30 days of the Subscription. If a Subscription is terminated by the Customer at any other time during the Term, the Customer must pay 100% of the Subscription fee otherwise due for the remainder of the one-year term. If termination is due to an uncured breach of this Agreement by Tracker Products LLC which is not cured 30 days after written notice, Customer will be refunded a proportional share of subscription price beginning from time of uncured breach of this Agreement. ii) Termination. Tracker Products LLC may terminate this Agreement if: (1) the Customer fails to respond to a claim of an alleged violation of Section 5 within a reasonable time; or (2) The Customer fails to pay amounts due under this Agreement as required by Section 5; The Customer will be given 30 days' written notice with the opportunity to cure before termination occurs pursuant to this section. 8) SOFTWARE MAINTENANCE, UPDATES AND DISCONTINUATION. a) During the Term, Tracker Products, LLC shall continuously enhance and update the Software at no additional charge. The Subscription period is based on the time period purchased. Software maintenance and updates are provided within the Subscription period, as necessary. b) Maintenance and Support: Tracker Products, LLC is solely responsible for providing any maintenance and support services with respect to the Software, as specified in the EULA and as required under applicable law. Tracker Products, LLC and Customer acknowledge that its partners and its affiliates have no obligation whatsoever to furnish any maintenance and support services with respect to the Software. Tracker Products, LLC shall provide technical support, updates and/or supplements of the Software and/or related information ("Updates") to the Customer. Updates shall also be deemed to be included in the Product and therefore governed by this EULA, unless other terms of use are provided by Tracker Products, LLC with such Updates. Tracker Products, LLC reserves the right to discontinue the Product at any time, whether it is offered individually or as a part of a product suite. If for any reason Tracker Products, LLC discontinues the Product they will provide the following remedy to valid Subscription holders: i) Tracker Products, LLC will announce product discontinuation via the notice procedures set forth herein at least ninety (90) days prior to the discontinuation of the Product. The Customer will be provided with technical support for the remainder of its Subscription. ii) A local copy of the latest version of the software with an image of the subscriber's unique database will be provided to all active Subscriptions prior to discontinuation of the product. iii) If the product is discontinued, the provisions of Section 8(a)(ii) shall not apply. 9) UPGRADES The cost of the routine enhancements and releases of the Software is included in the cost of the Subscription term. If any customization, custom features, enhancements are conducted outside of the standard requirement, configuration, and set-up, then additional service costs might be involved and determined on a case by case basis. This is due to certain upgrades that might cause different impacts due to the specific customer configuration, customization, and features specific to their environment. The cost is solely based on Tracker Products, LLC.'s interpretation of level of work effort. Tracker Products, LLC will provide the customer with at least 30 days written notice prior to competing any enhancements, software upgrades or releases, or any other work or services that would increase the Customer's cost beyond the cost as described in the Invoice. No increase to the cost of the Customer's license shall be valid unless pursuant to a written agreement between the parties. 10) PRODUCT CLAIMS The Parties acknowledge that Tracker Products, LLC, not its partners or its affiliates, is responsible for addressing any claims of Customer or any third party relating to the Software or Customer's possession and/or use of that Software, including, but not limited to: (i) product liability claims; (ii) any claim that the Software fails to conform to any applicable legal or regulatory requirement; and (iii) claims arising under consumer protection or similar legislation. The EULA does not limit Tracker Products, LLC's liability to Customer beyond what is permitted by applicable law. 11) INTELLECTUAL PROPERTY RIGHTS All Intellectual Property rights in and to the Product (including but not limited to any images, photographs, animations, video, audio, music, text and "applets" incorporated into the Product and any copies of the Product that you are expressly permitted to make herein) are owned by Tracker Products, LLC or its suppliers. All Intellectual Property rights in and to the content which may be accessed through use of the Product are the property of the respective content owner and may be protected by applicable copyright or other Intellectual Property laws and treaties. All information imputed to the API by the Customer is solely the property of the Customer, and Tracker Products, LLC may not use or disseminate such information for any reason. All Intellectual Property rights in and modifications to the Product, are owned by Tracker Products, LLC. All rights not expressly granted are reserved by Tracker Products, LLC. The Software is licensed, not sold. This EULA does not grant you any rights to trademarks or the Software marks. Tracker Products, LLC and Customer acknowledge that, in the event of any third party claim that the Software or Customer's possession or use of that Software infringes that third party's Intellectual Property rights, Tracker Products, LLC, not its partners or its affiliates, will be solely responsible for the investigation, defense, settlement and discharge of any such Intellectual Property infringement claim. Tracker Products, LLC shall indemnify Customer for any liability or reasonable costs incurred by Customer which result from any third party action claiming that the Software infringes that third party's Intellectual Property rights 12) NONDISCLOSURE Both parties recognize that each party may obtain proprietary and/or confidential information ("Confidential Information") of the other party in the course of the business relationship defined herein. Each party receiving Confidential Information (the "Receiving Party") agrees that (a) Confidential Information will be received and held in confidence by the Receiving Party and that such Receiving Party will not, without the prior written consent of the party from whom such Confidential Information was obtained (the "Disclosing Party"), disclose, divulge or permit any person to obtain any Confidential Information disclosed by the Disclosing Party (whether or not such Confidential Information is in tangible or written form), other than (i) to its responsible employees and professional advisors with a bona fide need to know such Confidential Information, and with respect to Customer, to its s; or (ii) to the extent such Confidential Information is required to be disclosed by applicable law, court, or government agency, provided that the Receiving Party provides reasonable prior written notice of such required disclosure to the Disclosing Party and cooperates with any efforts by the Disclosing Party at the Disclosing Party's expense, to prevent or limit such disclosure by means of seeking a protective order or requesting confidential treatment or other appropriate remedy. The Receiving Party will take such steps as may be reasonably necessary to prevent the disclosure of Confidential Information to others. Tracker Products, LLC Vendor shall indemnify, defend, and hold harmless the Customer and its officers and employees from liability and any claims, suits, expenses, losses, judgments, and damages arising as a result of the Tracker Products, LLC's violation of this section. 13) VERIFYING COMPLIANCE AND SOFTWARE During the Term, each party hereto must keep all usual and proper records relating to the Subscription(s), including records relating to SLA performance and Customer's use of Products. Similarly, the Customer may request that Tracker Products, LLC conduct an audit of its SLA performance, and no waiver of rights shall occur upon any such request of an audit. If verification or self -audit reveals any unlicensed use, the Customer must promptly order sufficient licenses to cover its past and present use within 30 days of receipt of notice from Tracker Products LLC. Failure to purchase additional license may result in termination subject to the provisions of this agreement. If material unlicensed use is found, the Customer must reimburse Tracker Products LLC for the costs we incurred in verification and acquire the necessary additional licenses at retail license cost within 30 days, or the Customer's Subscription will be subject to termination. Service Level Credits shall be paid in the event any audit of Tracker Products, LLC's SLA performance reveals an underpayment of such Service Level Credits. License confirmation. Proof of Customer's Software license is (1) this EULA, (2) any Order confirmation, (3) documentation evidencing license transfers (for any permitted transfers), and (4) proof of payment. 14) LEGAL COMPLIANCE Customer represents and warrants that (i) it is not located in any country to which the United States has prohibited export or has a policy against authorizing exports, or that has been designated by the United States as a "terrorist supporting" country; and (ii) it is not on any United States sanctioned party, export denial or specially designated national list. 15) EXCLUSION OF INCIDENTAL, CONSEQUENTIAL AND CERTAIN OTHER DAMAGES. EXCEPT IN REGARDS TO AN INDEMNIFICATION OBLIGATION, BREACH OF SECTIONS 10 OR 11, WILLFUL MISCONDUCT, ILLEGAL ACTS, OR FRAUD, NEITHER PARTYWILL BE LIABLE TO THE OTHER PARTY FOR ANY PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR LOSS OF PROFITS, FOR BUSINESS INTERRUPTION, FOR PERSONAL INJURY) ARISING OUT OF OR RELATED TO THE USE OF OR INABILITY TO USE THE SOFTWARE, OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT OR OTHER SERVICES. 16) LIMITATION OF LIABILITY. Except in regard to an indemnification obligation, breach of sections 10 or 11, willful misconduct, illegal acts, or fraud, neither party's liability to the other party shall exceed the license fee paid or payable, if any. 17) AGREEMENT MECHANICS a) Notices. The Customer must send notices by mail to the address below. Tracker Products, LLC shall mail notices to account administrators identified by Customer. Notices are effective on the date on the return receipt. Notices should be sent to: Tracker Products LLC. P.O. Box 1026 Florence, KY 41022 Fax: Fax: (866) 381-4160 b) Assignment. The Parties may not assign this EULA either in whole or in part. c) No agency. Tracker Products, LLC is an independent contractor. This Agreement does not create an agency, partnership, or joint venture. d) Applicable law and venue. This agreement is governed by Colorado law, without regard to its conflict of laws principles except that (1) if the Customer is a U.S. Government entity, this agreement is governed by the laws of the United States, and (2) if the Customer is a state or local government entity in the United States, this agreement is governed by the laws of that state. e) Survival. This agreement will remain in effect for any Subscription Term. f) U.S. export jurisdiction. The Product is subject to U.S. export jurisdiction. The Customer must comply with all applicable laws, including the U.S. Export Administration Regulations, the International Traffic in Arms Regulations, and end -user, end -use and destination restrictions issued by U.S. and other governments. g) Publicity. Tracker Products, LLC may not publicly disclose (orally or in writing) that you are a customer of Tracker Products. LLC and a purchaser of the Product(s), including in a list of Tracker Products, LLC customers and other promotional materials. 18) SERVICE LEVEL AGREEMENT ("SLA"). Tracker Products, LLC commits to achieve the Annual Production Uptime and the Response Time set forth below. Tracker Products, LLC agrees to provide Customer with monthly service level reports measuring Tracker Products, LLC's performance against the Service Levels. a) SLA Definitions and Measurements; A "Measurement Period" means the monthly time frame in which Service Level Credits, if any, are calculated. "Scheduled Downtime" means planned downtime of which Tracker Products, LLC has notified Customer at least 48 hours in advance. b) "Service Level Credit" means the amount the Customer will be credited for the applicable Service Level Default during the Measurement Period. c) "Target Service Level" means the expected performance range, within which no Service Level Default is assessed, and no Service Level Credit is granted. d) Any Service Level Credits shall be credited to the Customer annually in arrears, as applicable. e) The SLA set forth in this Section 20 shall be Customer's sole and exclusive remedy related to the SLA default and such Service Level Credits are in lieu of other available remedies, such as damages for breach of contract. f) Exceptions: Any unavailability determined by the parties hereto to be solely caused by the following items shall not be deemed unavailability for purposes of the Annual Production Uptime calculation: i) factors outside of Tracker Products, LLC's reasonable control, including any force majeure event or Internet access or related problems beyond the control of Tracker Products, LLC. ii) Outages resulting from Scheduled Downtime. Outages arising from Customer's network being inaccessible, that result from customer equipment, software or other technology and/or third -party equipment, software or other technology (other than third party equipment within our direct control). iii) Domain Name Server (DNS) issues outside of the control of Tracker Products, LLC. iv) Customer's acts or omissions (including acts or omissions of a third party provided a license by customer), including, without limitation, custom configuration, scripting, coding, negligence, failure to timely perform or provide relevant assistance, information or infrastructure required of Customer, or its negligence or willful misconduct; v) Internet outages, or other third -party infrastructure outages which hinder access to Tracker Products, LLC's environment. vi) Outages requested by Customer. vii) Changes by Customer, or its agents, to Customer's environments which are not communicated to Tracker Products, LLC and which adversely impact Tracker Products, LLC's ability to perform the Service. viii) Inability of Customer to log -in due to Customer's use of Lightweight Directory Access Protocol (LDAP) to control authentication. 19) SERVICE AVAILABLITY a)Tracker Products, LLC agrees to provide 99.5% Annual Production Uptime during the Service Year. In the event Tracker Products, LLC. does not meet the Target Service Level set forth below, Customer will be eligible to receive a Service Level Credit as described below. b) Availability is calculated based on the following formula: A=(T-M-D/(T-M)x 100% A=availability T=Total Monthly Minutes M=Maintenance Time D=Downtime c)The customer must notify Tracker Products, LLC in writing within five (5) business days of the downtime or maintenance time in which the services were inaccessible. 20) PRIMARY CONTACTS a) For technical questions, logging in a support ticket, complaints, claims with respect to the Software please contact Tracker Products, LLC via: Tel: (866) 438-6565 support@TrackerProducts.com b) Product Support: Tracker Products, LLC will provide Support for the Software and respond to requests by telephone, email, and/or website support through the link provided above during normal business hours. Additional support outside of the standard support may be provided via a separate agreement. Tracker Products, LLC shall respond to requests for service within or before the following response times: Severity Level Response Time During Business Hours 1 4-12 2 24 3 48 4 72 i) Security Level 1: Critical/System Down - Application down or major malfunction resulting in a product inoperative condition. The specific functionality is mission critical to the business and the situation is considered an emergency as determined by the Customer. ii) Security Level 2: Significant Impact - Critical loss of application functionality or performance resulting in users unable to perform their normal functions. The program is usable but severely limited. iii) Security Level 3: Normal/Minor impact - Moderate loss of application functionality or performance resulting in multiple users impacted in their normal functions. Minor feature/product failure, convenient workaround exists/minor performance degradation/not impacting production. iv) Security Level 4: Low/Informational - Minor loss of application functionality. LIST OF ATTACHMENTS/EXHIBITS The following attachments are hereby incorporated into this Contract by reference: Identifier Title/Text Reference Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E Scope of Services Project Plan Timeline Pricing Breakdown Fee Schedule Insurance Requirement Exhibit A- Scope of Work Project Plan Upon Awarding Weld County Sheriff RFP Bid B2100079 and contract signing, Tracker Products will assign a dedicated Project Manager to plan and coordinate all aspects of this project from Kickoff Meeting through the "Go - Live" into the SAFE evidence management software. All official work is outlined via Tracker Products Quote Est - 002900. Project Name: Project Location: Project Manager: Company: Agency: Agency Contact: SAFE Evidence Management System Implementation Weld County SO: 1401 North 17th Ave. Greeley, CO 80632 Beth Bennett 859-757-2553 bbennett@trackerproducts.com Tracker Products LLC Weld County Sheriff's Office Mark Pollard 970-400-2839 mpollard@weldgov.com Weld County Responsibilities The following responsibilities fall upon the Weld County Sheriffs Office for successful project implementation. • Assign a Primary Contact person at the Weld County Sheriffs Office to coordinate activities with the assigned Tracker Products "Project Manager". • Ensure all physical areas within the Weld County Sheriffs Office that would be used for accessing SAFE are adequately equipped with internet access, (10MBPS Recommended), and hardware capable of connecting to the internet via a modern web browser. (Chrome, Firefox, Safari, and MS Edge v11 min) • Ensure web browsers are regularly updated to current version. • Produce all critical information, data, and files from existing and/or future vendors that would require work performed by Tracker Products team in regard to this implementation. • Weld County to produce all Legacy Data from the Spillman RMS system that needs to be uploaded into SAFE via Data Import. • Tracker Products has an open API, which allows other vendors to integrate with the SAFE evidence management system. Weld County Sheriff Office to coordinate with Central Square RMS system and facilitate integration effort. SCOPE OF WORK During the Term of this Contract, Company will perform all of the Services specified below: • Create an instance in SAFE for the Weld County Sheriff's Org. (Shared Cloud Environment) o Full SAFE software features and capabilities • 10 SAFE "Cloud Based" Concurrent Access Licenses (CAL) for the Org. o 250GB of digital data per CAL= 2.5TB o Licenses are classified as Software as a Service (SaaS), which are billed as an annual subscription fee per license. o Annual license fee includes full software features, complete data hosting and backup in Gov Cloud infrastructure, unlimited online training, customer support for admins, system maintenance updates, and new -feature developments. o Complete data hosting and backup in AWS Gov Cloud or Microsoft Azure Government. • Professional Services- Training/Consulting/Setup o Standard Remote Training Package- A Project Manager/Trainer will be assigned to your project. The training will take place over several weeks and generally is done in 4 to 5 separate sessions via GoToMeeting. The go Live Date is based on Customer Requirement and the amount of work to be done in regard to the project involving data import/custom data services, or integration work. • On Site Training/Installation o Live On -Site Training and installation day for administrators- 1 day at Weld County Sheriff's Office. • TB of Cloud Data Storage o SAFE 5TB of additional Cloud Secure Storage Per Year. o This is additional TB of cloud Storage Billed Annually, in addition to the 2.5TB included with your standard licensing, for 7.5TB total. • Data Import of existing data. o Import of Legacy Spillman RMS data injected into SAFE. o This import will be done over two time periods: 1. Trial import so that you can see what data will look like after import and train with real data. 2. We will schedule a Go Live date and then re -import all your data in preparation for your production system of SAFE. o Assessment to be made of existing RMS Legacy Data Sets to understand any Gaps in information needed to perform the import. • Tracker Optimization Audit (TEMS) o This Audit is performed by the Evidence Management Institute o Estimating 2 to 3 days onsite at Weld County. o Inspection of Evidence Management Systems, accountability processes, procedures, management, inventory, facilities, storage & organization, and automation & technology. o Process will collect roughly 150 data points to build on the EMI eHealth check with a detailed report up to 25 pages. o Free eHealth Check is a prerequisite for the audit process. • SAFE RMS API License a Provide Open API License Access for RMS Integration- Work with Central Square to provide them the required access to our API, which allows them to integrate with SAFE EMS. • Hardware Shipment o Hardware Order to be placed with Wholesale Supplier o Delivery based on Wholesale Supplier's current stock/inventory o Hardware Printer, Scanner, Labels, and Ink ■ Qty 1: DS8178 Wireless Scanner Kit- Zebra Enterprise, DS8178, Cordless Bluetooth, 2D Standard Range, USB Kit, includes Scanner, Cradle, and Cable. • Qty 1: ZD421 Thermal Transfer Printer- Zebra AIT, Printer, ZD421, Thermal Transfer Printer (74/300M), 203 DPI, USB, USB Host, Ethernet, BTLE5, US Cord, EZPL • Qty 1: Label- 4x3 GK420, ZD420, ZD421-Thermamark, Consumables, Paper Label, Poly coated, 4"x3", 1" Core, 4" OD, 500 Labels per roll, Perforated; for GK421 • Qty 1: Ink- GK420, ZD420, ZD421- Zebra, Consumables, 3200 wax/resin ribbon, 4.3" x 244', 0.5" core. Exhibit B- Project Plan Timeline The below Project Plan Timeline is a best estimate for completion of the contracted project activities based on the available information provided to Tracker Products LLC as of 10-13- 2021. All activities and dates listed on the Project Timeline are subject to modification based timely deliverable of data required to perform activities outlined in scope of work. Customer and/or Vendor may request to amend timeline based on mutual agreement. 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 A 8 C D E F G H Title Weld County SO (CM Setup site on Secure,trackerprodu:ts.com Send Client a copy ¢fshetr n Chart Erctiect Award OffficgManager - Setup Recurring Invoice Setuplile on Securestrackes Setup Reports to include current Address & Logos Offjce Manager to Confirm Invoice with Salespersi Schedule Initial Kickoff Meeting Kickoff Me&t!ng Zoho integration with Wrike Office Manager - Send Invoice $tiro hardware 11 or eyed implementation.At,tdit Trial Import: Data Discussion Trial Import: Deliver all data, tables, etc to Tracker Trial Import: Generate Data into Excel Docs Trial Import: Initial Data Review Trial Import: Import all Cass, People, Items Trial Import: Import CoC, Tasks, Notes & Media (if applicable) Trial Import: Review Data & Verify'Approve Imported Data Installation of.har +are Lscanners, printers. accessories) Ptia 1 Administrator Training after thtT at Data Import - Usually2.&Posra FSg Assignee Rob DCosta Rob DCosta Beth Bennett Rob DCosta, Ben Townsend Amy McCombie Rob DCosta Rob DCosta Amy McCombie Beth Bennett Beth Bennett Amy McCombie Amy McCombie Beth Bennett, Charlene Stephens Shawn Henderson Beth Bennett & Weld County Weld County Lindsay Williams Beth Bennett Beth Bennett Beth Bennett Weld County Weld County Beth Bennett Beth Bennett Status Active Completed Active Completed Completed Completed Completed Completed Active Active Completed Active Active Active Active Active Active Active Active Active Active Active Active Active Start date Due date 9/16/21 1/3/22 10/7/21 9/16/21 9/17/21 9/17/21 9/17/21 9/17/21 10/11/21 10/16/21 9/23/21 10/8/21 10/9/21 10/11/21 10/25/21 10/20/21 10/28/21 10/28/21 11/1/21 11/1/21 11/18/21 11/1/21 11/19/21 11/20/21 2117/22 1/3/22 10/8/21 9/16/21 9/17/21 9/17/21 9i17121 9/17/21 10/15/21 10/16/21 9/23/21 10/8/21 10/9/21 Duration 1 day 2 days 1 1 1 1 1 5 1 1 1 1 day day day day day days day day day day 11/18/21 39 days 10/28/21 10/28/21 10/30/21 11/1/21 11/18/21 11/18/21 11/30/21 11/1/21 1 day 11/19/21 1 day 11/24/21 5 days Duration (Hours) Current Note 8:00 16:00 800 800 8.00 8:00 8:00 40:00 8:00 8:00 8:00 8:00 312:00 On Site Visit 11/15/21 to 11/18/2021 184:00 8:00 8:00 40:00 Clean Up of Storage Locations etc. - Lsualiy 1.0 hours Beth Bennett Active 11/20/21 11/24/21 1 day 8:00 Phase /Administrator Training - Usually 2.0 hours Phase 2 - Client post trainir Pate -a Administrator Training - Usually 1.5 hours Phase 3 - Clie ttpgst training Policy modificatioas_and prep ClienUJrain the Trai Endher training final_oreparation and frtn.?ist&nges Beth Bennett Beth Bennett Beth Bennett Beth Bennett Beth Bennett Beth Bennett Beth Bennett Active Active Active Active Active Active Active 11/25/21 11/26/21 12/1/21 12/2/21 12/8/21 12/13/21 2/1/22 11/25/21 1 day 11/30/21 5 days 12/1/21 1 day 12/7/21 5 days 12/12/21 5 days 1/31/22 43 days 2/5/22 5 days 8:00 40:00 8:00 40:00 40:00 344:00 Live On -Site Training Day: TBD 40:00 Secondary Import: Deliver all data, tables, etc to Tracker Secondary Import: Generate Data int3 Excel Docs Secondary Import: Import all Cass, People, Items Secondary Import: Import CoC, Tasks, Notes & Media (if applicable) Secondary Import: Review Data & give Final Go Ahead on Data Import Weld County Lindsay Williams Beth Bennett Beth Bennett Weld County Active Active Active Active Active 1/31/22 1/31/22 2/1/22 2/1/22 2/4/22 1/31/22 2/1/22 2/3/22 2/3/22 2/10/22 SendRrepare tg gQ-LIVE Email Beth Bennett Active 2/8/22 2/8/22 1 day 8:00 Final Import: Deliver all data, tables, etc to Tracker Final Import: Generate Data into Excel Does Final Import: Import all Cass, People, Items Final Import: Import CoC, Tasks, Notes & Media (if applicable) Weld County Lindsay Williams Beth Bennett Beth Bennett Active Active Active Active 2/15/22 2/15/22 2/16/22 2/16/22 2/15/22 2/16/22 2/16/22 3 days 2/16/22 24:00 4fficel,lanager - Confirm Instance Client Go Live Date One Week Review Call Continued fdlldw _URAs<Needed Automatic Disposition Conversation Total: 58 tasks Amy McCombie. Rob DCosta Beth Bennett Beth Bennett Beth Bennett Beth Bennett Active Active Active Active Active 2/18/22 2/24/22 3/8/22 3/24/22 2/18/22 1 day 2/17/22 3/1/22 5 days 3/8/22 1 day 3/24/22 1 day 8:00 Go Live 40:00 8:00 8:00 Exhibit C- Pricing Breakdown Tracker PO Florence Bill Weld 1950OSt. Greeley 80631 United https://www.weldsheriff.com/ Office (CO) Estimate MATE # ci,) 2021 2022 ESTI Sheriffs LLC 41022 Date : : PRODUCTS Products Box 1026 Kentucky To County CO States EST -002900 18 Aug 24 Mar Expiry Date # Item & Description Qty Rate Amount 1 SAFE TP-S-CB-CAL 250GB 'Cloud Based' CAL License - Annual Gov -Cloud Based SAFE License Including of cloud storage per License. Licenses are classified as as a Service (SaaS), which are billed as an annual fee per license. Annual license fee includes full features, complete data hosting and backup in Gov - unlimited online training, customer support for system maintenance updates, and new -feature 10.00 2,900.00 Each 29.000.00 Software subscription software Cloud, admins, developments. 2 Professional Services • Training / Consulting / Setup 'Standard Remote Training Package - A project manager / trainer will be assigned to your project The training will take place over several weeks and generally is done in 4 to 5 separate sessions via GoToMeeting. The entire process and go live date will be based on the amount of work to be done and any data import / custom data services or integration work.' 1.00 0.00 Each 0.00 3 Tracker This Institute. evidence procedures. organization, collect check check Optimization Audit roughly with is a is performed The management management. and a detailed prerequisite. Audit includes: automation 150 data report Audit (TEMS) by The Evidence Management 1-2 days onsite. Inspection of systems, accountability processes. inventory, facilities, storage & & technology. This process will points that build on the EMI eHeatth up to 25 pages The ?Health 1.00 0.00 : i i 0.00 4 Data Import of existing Data Import from Spillman done over two time periods... see what data will look data. 2. We will schedule your data in preparation Additional data imports may incur additional charges. $4,000, one time fee. data RMS System. This import will be 1. Trial import so that you can like after import and train with real a Go Live date and then re -import all for your production system of Safe. or significant changes to this format Data Import NOT TO EXCEED 1.00 4,000.00 Each 4.000.00 nev:1 Item & Description Qty Rate Amount 5 SAFE RMS API License The Safe API License allows for the integration with Record Management Systems (RMS). This integration allows Case and Person data to be injected into SAFE. This API License does not include the integration of the two systems. 1.00 Each 0.00 0.00 6 Professional Services - Custom Development per hour Custom Development priced/per hour CENTRAL SQUARE RMS INTEGRATION. Central Square RMS vendor has completed multiple successful integrations with SAFE EMS where Tracker Products Development was not required. One Integration pulled Case and Person Information into SAFE, and Item Entry was done in SAFE. (Larimer County SO). Another Integration allowed full entry into Central Square RMS and dynamically integrated with SAFE functionality. (Gwinnett County SO). Work was entirely performed by Central Square. 0.00 150.00 0.00 Lich 7 On Site Training/Installation 1.00 1,995.00 1,995.00 Tracker OnSite-Training and installation/Day. (OPTIONAL) Each This is an 'optional" in -person training day. 8 1 TB Cloud Data Storage SAFE 5TB of adoltiona4 Cloud Secure Storage Per Year. (OPTIONAL) This is additional TB storage billed annually in addition to the 2.5TB:-(2508 x 10CAL) provided with your standard licensing. 5.00 600.00 3,000.00 Each 9 DS8178 Wireless Scanner Kit Zebra Enterprise, DS81 78, Cordless Bluetooth, 2D Standard Range, USB Krt, includes Scanner. Cradle, and Cable 1.00 785.99 785.99 Box 10 ZD421 Thermal Transfer Printer 1.00 ZEBRA Ai T, PRINTER, ZO421, THERMAL TRANSFER PRINTER (74 Each ROOM). 203 DPI, USB, USB HOST, ETHERNET, BTLE5, US CORD. EZPL 525.95 525.95 11 LABEL -4x3 GK420, ZD420, ZD421 Thermamark, Consumables. Paper Label. Poly coated, 4"x3", 1" Core, 4" OD, 500 Labels per roll, Perforated; for GK420 1.00 19.95 19.95 12 Ink - GK420, ZD420, ZD421 Zebra, Consumaoies, 3200 wax/resin nbbon, 4.3" x 244', 0.5" core 1.00 14.95 14.95 Each 13 Shipping 1.00 Box 25.00 25.00 14 Sales Tax Notification This quote may contain sales tax information. Your agency / this order will be charged applicable sales tax unless you provide documentation that will exempt you from sales tax OR our accounting department already has your exemption on file. Weis 1.00 Each 0.00 0.00 Sub Total 39.366.84 Notes *Mulupie CAL, Weld County Agency. and Volume Discount Applied to 10CAL minimum. **Tracker Products CAL are billed annually Additional Licenses can be purchased at anytime at $2.900/license per year. Tracker Products wdl pro -rate with annual billing cycle. ***Hardware cs not proprietary and can be purchased 3rd party. Hardware purchased tnruugh Tracker Products is suctorted by Tracker Products. ••`Quoted additional STB of data .n addition to 2 SIB from LOCAL Ihcerrse sate Total 7 5T of data. •"•'Data Import can be accurately quoted by providing Tracker Products with a copy of Weld County Sheriff's data in SQL database. Data Import requires cooperation between other vendor and Wead County IT to ensure technical ability to import based on avaaable data Pricing based on tome needed to map data. Data Import NOT TO EXCEED $4,000 "****Integration with Central Square MS requires cooperation with Central Square. Weld County Sheriff. and Tracker Products Development. Successful Integrations have been performed by Central Square tof the Lanrner County SO ;n ICO) and Gwinnett County SO in (GA). No Charge from Tracker Products for CS to lead integration. Terms & Conditions Thank you' We really appreciate your business. B2100079 Pricing specified in Section 3. Costs Comments (including Year 1 / Initial Cost year of Annual Maintenance Cost first support) Hardware (1.) 058178 Wireless Scanner Kit, Zebra Enterprise, D58178, Cordless Bluetooth, 2D Standard Range, USB Kit, includes Scanner, Cradle, S 1.371 84 5 and Cable. (qty 1) (2.) 10421 Thermal Transfer Printer ZEBRA AIT, PRINTER, 10421, THERMAL TRANSFER PRINTER (74/300M), 203 DPI, USB, USB HOST, ETHERNET, BTLES, US CORD, EZPL. LABEL -4x3614120, ZD420, 10421 (qty 1) (3.) Thermamark, Consumables, Paper Label, Poly coated, 4'x3', 1' Core, 4" OD, 500 Labels per roll, Perforated; for GK420. (qty 1) (4.) Ink - GK420, 2D420, ZD42.1 Zebra, Consumables, 3200 wax/resin ribbon, 4.3" x 244', 0.5" core (qty 1) (5.) Shipping (1 time) Software Licensing Annual Gov -Cloud Based SAFE License Including ZSOGB of cloud storage per License. Licenses are classified as Software as a Service (SaaS), which are billed as an annual subscription fee per license. Annual license fee includes full software features, complete data hosting and backup in Gov -Cloud, unlimited online training, customer support for admins, system maintenance updates, and new -feature developments. (Cal =10) (2.STB) ••Tracker Products Recommends 6-8CAI max based on CAL Cakulator Estimator and comparison to clients of similar sue to Weld County SO. • S 41000 00 S 43000 00 Third Party Software (Middleware) Not Applicaple for Browser Solution 5 S Installation Included In Software Licensing 5 S Integration Tracker Products EMS SAFE has an open API. We do not charge tf integration work is performed by Central Square Developers. Access to our API is open and available for their use. Tracker Products Dev will support Central Square as needed. Central Square RMS vendor has completed multiple successful integrations with SAFE EMS where Tracker Products Development was not required. One Integration pulled Case and Person Information into SAFE, and Item Entry was done in SAFE. (Larimer County SO). Another Integration allowed full entry into Central Square RMS and dynamically integrated with SAFE functionality. (Gwlnnett County SO). Work was entirety performed by Central Square. 5 S Legacy Data Loading . Data Import of legacy Data (Price Charged based on Review of Actual Data). Not to exceed 541,000 5 4.000 00 5 M a Intend nce/Subscription Included In Annual Softwa r e Licensing S 5 After-hours support costs After Hours Support can be provided at S150/hr, AS NEEDED 5 5 Documentation & Training Online/Remote Training Included in Software Lkensing. In Per son Training, 51,995/day (Optional) 5 1,995 00 $ Project Management Included in Software Licensing 5 S Consulting Services Implementation Audit from the Evidence Management Institute Is Included for FREE I 5 5 Miscellaneous Additional TB of Data. Pricing at 56O0/TB per year and quoting 5 additional TB 5 3.000 00 r S 3.000 00 Applicable Discounts (State as a negative number) Multiple CAL, Weld County Agency, and Volume Discount Applied to 10CAL minimum... 54,300/CAL - 51,400/CAL= S2,900/CAL. S (14,000 00) 5 (14,000 AQ I Total: 5 39,366.84 $ 32,000.00 Exhibit D- Fee Schedule Implementation and cost associated with implementation and first year subscription fee to be paid per the below fee schedule and upon acceptance of each milestone © 50% of all costs, excluding hardware, invoiced upon contract signing 0 50% of all costs invoiced at time of Software System Acceptance and Go Live c Hardware is not included in the above scheduled payments Hardware is invoiced separately and at 100% in full at time of Hardware order/shipment (Timing determined in collaboration with Weld County Sheriff requirements) Yearly Renewal and Licenses Subscription Fee is invoiced at 100% annually on anniversary date Exhibit E- Insurance Requirement ACORE/ CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 08/31/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTAUVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Huesman-Schmid Insurance Agency 5670 Cheviot Road Cincinnati, OH 45247 CONTACT Bill Klaber PHONE FAX (A/C. No EXt): 513-521-8590 (A/C. Noh 513-521-8599 E-MAIL certs@hsins.com ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC a INSURER A: Sentinel Insurance Company, Ltd 11000 INSURED Tracker Products, LLC 2626 Sterling Trace Burlington, KY 41005 INSURER B : Hartford Fire and Its P&C Affiliates 00914 INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP IMM/DD/YYYY1 LIMITS A ✓ COMMERCML GENERAL LIABILITY V OCCUR Y Y 33SBAAE3912 06/27/2021 06/27/2022 EACH OCCURRENCE $ 2,000,000 CLAIMS -MADE MAGE TO RENTED PREMISES (Ea occurrence) $ 1=000=000 MED EXP (Any one person) $ 10,000 PERSONAL B ADV INJURY $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 PRODUCTS - COMP/OP AGG $ 4,000,000 $ A AUTOMOBILE _ LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED _� SCHEDULED AUTOS NON -OWNED AUTOS ONLY Y Y 33SBAAE3912 06/27/2021 06/27/2022 COMBINED SINGLE DMIT (Ea accident) $ 2,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ UMBRELLALIAB EXCESS LIM - OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DED I I RETENTION $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETORIPARTNER/EXECUTIVE Y� OFFICER/MEMBER EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA 33WECAG7MLM 06/27/2021 06/27/2022 PER I OTH- V STATUTE ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1,000,000 A B Fail Safe Technology E&O Crime -Employee Theft on premises 33SBAAE3912 33BDDIS5862 06/27/2021 08/15/21 06/27/2022 08/15/22 Each Glitch Aggregate Limit: $5,000,000 $5,000,000 $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached it more space is required) Weld County Colorado is an Additional Insured for General Liability when required in a written contract or agreement. Waiver of Subrogation applies in favor of Certificate Holder. CERTIFICATE HOLDER CANCELLATION Weld County Colorado 1150O St Greeley, CO 80631 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE g i kviett- ACORD 25 (2016/O3) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD TRACKER PRODUCTS, LLC By: Print Name: Ben Townsend Title: CEO/Owner WELD COUNTY: ((�� ,,�� A'L EST: Cr.�a G ufe;,,// o•ti BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO BY Deputy C tot�eB..1 oreno, Chair C EC 0 6 2021 Contract Form New Contract Request Entity Information Entity Name* TRACKER SOFTWARE CORP Entity ID* @,00018091 Contract Name* TRACKER PRODUCTS END -USER LICENSE AGREEMENT Contract Status CTB REVIEW ❑ New Entity? Contract ID 5415 Contract Lead JTHIMGAN Contract Lead Email jthinrigan@co.weld.co.us Parent Contract ID Requires Board Approval YES Department Project # Contract Description * THIS IS AN END -USER LICENSE AGREEMENT (EULA) BETWEEN TRACKER PRODUCTS, LLC AND WELD COUNTY ON BEHALF OF THE WELD COUNTY SHERRIFF'S OFFICE THAT THAT ALLOWS THE SHERIFF'S OFFICE TO USE THE TRACKER PRODUCT FOR MANAGING DIGITAL AND PHYSICAL EVIDENCE. Contract Description 2 Contract Type AGREEMENT Amount 339,366.84 Renewable* NO Automatic Renewal Grant IGA Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGIS z weldgov.com Department Head Email CM- InformationTechnologyGIS- DeptHead' weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTO R N EY?WWELDG 0V.COM Requested BOCC Agenda Date* 11122/2.021 Due Date 11/18/2021 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a PISA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Contact Info Contact Name Purchasing Review Date* 11 30:'2021 Committed Delivery Date Renewal Date Expiration Date* 1 1 /3012021 Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date CONSENT 1 1,23;'2021 Approval Process Department Head RYAN ROSE DH Approved Date 11 '23.'2021 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 12106:2021 Originator JTHIMGAN Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 1 1;23.'2021 1 1 :23:`2021 Tyler Ref # AG 120621 MEMORANDUM TO: Esther Gesick, Clerk to the Board August 30, 2021 FROM: Ryan Rose, Chief Information Officer SUBJECT: B2100079, Evidence Management System BOCC Approval Date: September 13, 2021 Proposals were received and opened on July 20, 2021 for RFP B2100079 Evidence Management System (SO -1178). Four (4) proposals were received ranging from $39,366.84 to $137,754.00. Attached is the bid tabulation for your information. The Weld County Sheriff's Office and Public Safety Information Technology staff reviewed all proposals, and the scoring of the RFP responses is attached. Tracker Products out of Newport, KY proposed the lowest cost solution of $39,366.84 and meets the required functionality and business needs of WCSO. Cost includes the software, licenses and first year of support. With the above information, I recommend the BOCC award the Evidence Management System RFP to Tracker Products for a total amount of $39,366.84. ZOZI- 219 IT 0010 DATE OF BID: REQUEST FOR: DEPARTMENT: BID NO: PROJECT NAME: PRESENT DATE: APPROVAL DATE: WELD COUNTY Dept. of Information Technology PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632 E-mail: cgessner(c.weldgov.com Phone: (970) 400-2532 Fax: (970) 304-6572 July 20, 2021 Evidence Management System INFORMATION TECHNOLOGY / Weld County Sheriff's Office #B2 100079 SO -1178 Evidence Management System (EMS) Software August 30, 2021 (updated 9/1/2021) September 13, 2021 Vendor Name Total Bid Amount Annual Maintenance Address (Year 1 including first year support) Tracker Products 1102 Brighton St. Newport, KY 41071 $39,366.84 (5 year = $167,366.84) $32,000.00 Quicket Solutions 1 N Wacker Drive, Suite 2410 Chicago, IL 60606 $54,000.00 (5 year = $222,000.00) $42,000.00 Utility Associates, Inc. 250 E. Ponce de Leon Ave, #700 Decatur, GA 30030 $95,750.00 (5 year = $218,750.00) $30,750.00 FileOnQ, Inc. 832 Industry Dr. Seattle, WA 98188 $129,102.00 $137,754.00 $21,760.00 (5 - $216,1/12.00) year $224,794.00 *Prices in red have been updated to correct amounts ** Bids are being reviewed at this time by dept.** B2100079 - Evidence Management System RFP & Demo Scorecards FileOnQ 38 21 20 78 Tracker 35 19 26 80 DATE OF BID: REQUEST FOR: DEPARTMENT: BID NO: PROJECT NAME: PRESENT DATE: APPROVAL DATE: WELD COUNTY Dept. of Information Technology PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632 E-mail: cgessner(a�weldgov.com Phone: (970) 400-2532 Fax: (970) 304-6572 July 20, 2021 Evidence Management System INFORMATION TECHNOLOGY / Weld County Sheriff's Office #B2100079 SO -1178 Evidence Management System (EMS) Software August 30, 2021 September 13, 2021 Vendor Name Total Bid Amount Annual Maintenance Address (Year 1 including first year support) Tracker Products 1102 Brighton St. Newport, KY 41071 $39,366.84 (5 year = $167,366.84) $32,000.00 Quicket Solutions 1 N Wacker Drive, Suite 2410 Chicago, IL 60606 $54,000.00 (5 year = $222,000.00) $42,000.00 Utility Associates, Inc. 250 E. Ponce de Leon Ave, #700 Decatur, GA 30030 $95,750.00 (5 year = $218,750.00) $30,750.00 FileOnQ, Inc. 832 Industry Dr. Seattle, WA 98188 $129,102.00 (5 year = $216,142.00) $21,760.00 ** Bids are being reviewed at this time by dept.** 2021-2579 nisc) sTooio Hello