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Home My WebLink About20201057.tiffe"wrnc-+ MEMORANDUM TO: Esther Gesick, Clerk to the Board Feb 10, 2021 FROM: Ryan Rose, Chief Information Officer. SUBJECT: Accela, Inc. Envision Connect Support Renewal z D *1-19C0 I Accela, Inc. provides software to Weld County. The software is used by the Health Department to manage their day to day tasks for restaurant inspections. The attached agreement between the Board Of County Commissioners and Accela, Inc. is to extend the support of the Envision Connect application for the Health Department. The cost for this request is $23,349.09 in 2021 and $72,169.71 overall for the three years. The agreement has been approved by Legal. We ask that the BOCC approve the agreement as submitted. Cji9ne-n+ Acrlack, oeraalal 1 6e.40itioe,,a,e(vr) 002/0w -/c94 0090- IOs-1 -T.`-o©09 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Accela Envision Connect Renewal DEPARTMENT: Information Services PERSON REQUESTING: Ryan Rose, CIO V.?"' DATE: 1/28/2021 Brief description of the problem/issue: Accela, Inc. provides software support for our Envision Connect software to Weld County. Weld County previously utilizes this software to manage their day to day tasks for restaurant inspections. This agreement is to extend the support of the Envision Connect application for the Health Department. The associated cost is $23,349.09 in 2021 end $72,169.71 overall for the 3 years. This agreement has been reviewed by Legal. What options exist for the Board? (include consequences, impacts, costs, etc. of options): This provider specializes in selling and supporting the Envision Connect software. Recommendation: We recommend proceeding with this request. Perry L. Buck Mike Freeman Scott K. James, Pro-Tem Steve Moreno, Chair Lori Saine Approve Schedule Recommendation Work Session Other/Comments, �Aaela 2633 Camino Ramon, Suite 500 San Ramon, CA, 94583 Proposed by: Becky O'Brien Contact Phone: (925) 359-3334 Contact Email: robrien@accela.com Quote ID: Q-21436 Valid Through: 2/19/2021 Currency: USD Address Information Bill To: Weld County Health Department 1555 North 17th Avenue Greeley, Colorado 80631 United States Billing Name: Mary Truslow Billing Phone: 970-400-2518 Billing Email: mtruslow@weldgov.com Renewal Order Form Ship To: Weld County Health Department 1555 North 17th Avenue Greeley, Colorado 80631 United States Services EnvisionConnect Remote License and Support Fee EnvisionConnect License and Support Fee Services EnvisionConnect Remote License and Support Fee EnvisionConnect License and Support Fee Services EnvisionConnect Remote License and Support Fee EnvisionConnect License and Support Fee Year Start Date End Date Year 1 2/20/2021 2/19/2022 Year 1 2/20/2021 2/19/2022 Year Start Date End Date Year 2 2/20/2022 2/19/2023 Year 2 2/20/2022 2/19/2023 Year Start Date End Date Year 3 Year 3 2/20/2023 2/19/2024 Page 1 of 4 Term (Mths) 12 Price $849.06 12 $1,485.85 Term (Mths) 12 Price $874.53 12 $1,530.43 Tenn (Mths) 2/20/2023 2/19/2024 12 Price $900.77 12 $1,576.34 Qty Net Total 10 $8,490.58 10 $14,858.51 TOTAL: $23,349.09 Qty Net Total 10 $8,745.30 10 $15,304.27 TOTAL: $24,049.57 Qty Net Total 10 $9,007.66 10 $15,763.39 TOTAL: $24,771.05 Accela 2633 Camino Ramon, Suite 500 San Ramon, CA, 94583 Proposed by: Becky O'Brien Contact Phone: (925) 359-3334 Contact Email: robrien@accela.com Quote ID: Q-21436 Valid Through: 2/19/2021 Currency: USD Period Year Year Year 3 Total Terms / Information Net Total $ 23, 349.09 $ 24,049.57 $ 24,771.05 $ 72,169.71 General Information Goveming Agreement(s) This Omer Form will be govemed by the applicable terms and conditions in the Accela Master Licensing Agreement entered into between Accela, Inc. and Weld County, CO on April 22, 2019. If those terms and conditions are non-existent, have expired or have otherwise been terminated, the following terms at htt0s://vvww.accela.com/terms/ will govern as applicable, based on the Customer's purchase. Order Terms Order Start Date Unless otherwise specified in the Special Order Terms: • Software Licenses & Subscriptions start on the date of delivery by Accela. • Hosting and Support start on Accela's delivery of the software hosted and/or supported. Order Duration Unless otherwise specified in the Special Order Terms: • Subscriptions continue from the Order Start Date through the number of months listed in this Order Form (or if not listed, twelve (12) months). Thereafter Subscriptions automatically renew annually as calculated from Order Start Date of Customers first Subscription purchase. • Any Software Licenses or Hardware are one-time, non-refundable purchases. • Hosting and Support continue from the Order Start Date through the number of months listed in this Order Form (or if not listed, twelve (12) months). • Professional Services continue for the duration as outlined in the applicable Statement of Work, Exhibit or the Governing Agreement, as applicable. Special Order Terms This Order Form replaces all previous order forms for the terms listed above and will govern the Software, Maintenance, and/or Services items listed on Page 2 of this Order Form. • In the event of an inconsistency between this Order Form, any governing agreement, purchase order, or invoice, the Order Form shall govem as it pertains to this transaction. • For Software Licenses, Accela may terminate this Order Form in the event the Software is phased out across Accela's customer base. In such event, Accela will provide Customer sufficient advance notice and the parties will mutually agree to a migration plan for converting Customer to another Accela generally -available offering with comparable functionality. Page 2 of 4 �Accela 2633 Camino Ramon, Suite 500 San Ramon, CA, 94583 Proposed by: Becky O'Brien Contact Phone: (925) 359-3334 Contact Email: robrien@accela.com Quote ID: Q-21436 Valid Through: 2/19/2021 Currency: USD Payment Terms Currency USD Invoice Date Unless otherwise stated in the Special Payment Terms, Invoice for the Grand Total $ above will be issued on the Order Start Date. Payment Due Date Unless otherwise stated in the Special Payment Terms or the Governing Agreement(s), all payments are due on the Invoice Date and payable net 30 days. Special Payment Terms None unless otherwise specified in this section. Purchase Order If Customer requires PO number on invoices, it must be provided to the right and Customer must provide a copy of the PO prior to invoice issuance. If no PO number provided prior to invoice issuance date, invoices issued on this Order Form will be valid without a PO reference. PO# Page 3 of 4 �Accela 2633 Camino Ramon, Suite 500 San Ramon, CA, 94583 Proposed by: Becky O'Brien Contact Phone: (925) 359-3334 Contact Email: robrien@accela.com Quote ID: Q-21436 Valid Through: 2/19/2021 Currency: USD Accela Customer Unsu8fpnad by: By: Elarek, i'aietti By: ____&,,..4...._ .),1253,1_,2„1,...2...c5._ (Signature) 4".6 if ""`°' (Signature) Aaron Haggarty Steve Moreno (Print Name) (Print Name) Its: chief Legal Officer Chair, Board of Weld its: County Commissioners (Title) (Title) Dated: 1/28/2021 Dated: FEB 2 2 2021 (Month, Day, Year) (Month, Day, Year) Page 4 of 4 x_/05-7 New Contract Request Entity information Entity Name ACCELA Entity ID* gOOO03293 Contract Name* ACCELA ENVISION CONNECT SUPPORT EXTENSION Contract Status CTB REVIEW Contract Description* SUPPORT RENEWAL FOR ENVISION CONNECT Contract Description 2 Contract Type* AGREEMENT Amount* $ 72,169.71 Renewable* YES Automatic Renewal Department INFORMATION TECHNOLOGY-GIS Department Email CM - I nforrnatianTech nol ogyGl weldgov.com Department Head Email CM - I nforrnationTech nol ogyGl S- DeptHeadgweldgov.com County Attorney GENERAL COUNTY' ATTORNEY EMAIL County Attorney Email CM- COU'W Y'ATT° RNEY IT WELOG OV.C:OM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID ❑ New Entity? Contract ID 4461 Contract Lead MTRUSLOW Contract Lead Email mtruslow.pco.weld.co.us Requested BOCC Agenda Date* 02/17/2021 Parent Contract ID Requires Board Approval YES Departrnent Project # Due Date 02113/2021 Will awork session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract dates Effective Date Termination Notice Period Contact Information Contact Info Contact Name Purchasing Ftnectoasing air CONSENT Approva} Process, department Head RYAN ROSE DH Approved Date 02/17/2021 Final Apprcrva} BOCC Approved BOCC Signed Date BOCC Agenda Date 02/2212021 Originator MTRUSLOW Review Date* 01103,'2022 Committed Delivery Contact Type Contact Email' Finance Approver CONSENT Renewal date* 02,120x'2024 Expiration Date e 1 Contact Phone 2 Purchasing Approved Date 02/1712021 Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 02/1712021 02,117/2021 Tyler Ref AG022221 Co,-► �- ,VO 31f"i3 MEMORANDUM i TO: Esther Gesick, Clerk to the Board Mar 25, 2020 FROM: Ryan Rose, Chief Information Officer SUBJECT: Accela/Envision Connect Renewal Accela, Inc. provides software to Weld County for restaurant inspection functions. The software is used by the Health Department to conduct their day to day business. The attached agreement between the Board Of County Commissioners and Accela, Inc. is for the renewal of the licenses. The requested amount is $22,669.02 and has been reviewed by Legal. The cost was budgeted for in the 2020 budget cycle. We ask that the BOCC approve the agreement as submitted. Ceri6€ 4-- .4.P..).9eak_ as'/og/A2 1 at,64.4.& 2020-1057 rr'o©oq BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Envision Connect Renewal DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose, CIO �� DATE: March 13, 2020 Brief description of the problem/issue: Accela provides software to Weld County for restaurant inspection functions. The software is used by the Health Department to conduct their day to day work. This request is to renew the licenses and has been reviewed by Legal. The cost is $22,669.02 and has been budgeted in the 2020 budget cycle. What options exist for the Board? (include consequences, impacts, costs, etc. of options): This provider specializes in selling and supporting this software. The options are to extend these licenses or stop using the software. Recommendation: We recommend proceeding with this request. itowotve Recommendation Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin D. Ross Schedule Work_Sessioti Other/Comments: �Aecela 2633 Camino Ramon, Suite 500 San Ramon, CA 94583 RENEWAL ORDER FORM Proposed by: Becky O'Brien Contact Phone: (925) 359-3334 Contact Email: robrien@accela.com Quote ID: Q-15714 Valid Through: 1/20/2020 Currency: USD Address Information Bill To: Weld County Weld County Health Department 1555 North 17th Avenue Greeley, Colorado, 80631 United States Billing Contact: Mary Truslow Billing Phone: 970-400-2518 Billing Email Address: mtruslow@weldgov.com Ship To: Weld County Weld County Health Department 1555 North 17th Avenue Greeley, Colorado, 80631 United States Services Services Start Date End Date Term (Mths) Unit Price Quantity Total Price EnvisionConnect Remote Annual License and Support Fee 02/20/2020 02/19/2021 12 $824.33 10.00 $8,243.28 EnvisionConnect Annual License and Support Fee 02/20/2020 02/19/2021 12 $1,442.57 10.00 $14,425.74 Total $22,669.02 Terms / Information General Information Governing Agreement(s) This Order Form will be governed by the applicable terms and conditions in the Accela Master Licensing Agreement entered into between Accela, Inc. and Weld County, CO on April 22, 2019. If those terms and conditions are nonexistent, have expired or have otherwise been terminated, the following terms will govern as applicable, based on the Customer's purchase: www.,7cceia.com/terms. -1- Order Form oppId:0-028107 Order Terms Order Start Date Unless otherwise specified in the Special Order Terms: • Software Licenses & Subscriptions start on the date of delivery by Accela; • Hosting and Support start on Accela's delivery of the software hosted and/or supported;. Order Duration Unless otherwise specified in the Special Order Terms: • Subscriptions continue from the Order Start Date through the number of months listed in this Order Form (or if not listed, twelve (12) months). Thereafter Subscriptions automatically renew annually as calculated from Order Start Date of Customer's first Subscription purchase. • Any Software Licenses or Hardware are one-time, non-refundable purchases. • Hosting and Support continue from the Order Start Date through the number of months listed in this Order Form (or if not listed, twelve (12) months). • Professional Services continue for the duration as outlined in the applicable Statement of Work, Exhibit or the Governing Agreement, as applicable. Special Order Terms This Order Form replaces all previous order forms for the terms listed above and will govern the Software, Maintenance, and/or Services items listed on Page 2 of this Order Form. • In the event of an inconsistency between this Order Form, any governing agreement, purchase order, or invoice, the Order Form shall govern as it pertains to this transaction. • For Software Licenses, Accela may terminate this Order Form in the event the Software is phased out across Accela's customer base. In such event, Accela will provide Customer sufficient advance notice and the parties will mutually agree to a migration plan for converting Customer to another Accela generally -available offering with comparable functionality. Payment Terms Currency USD Invoice Date Unless otherwise stated in the Special Payment Terms, Invoice for the Grand Total $ above will be issued on the Order Start Date. Payment Due Date Unless otherwise stated in the Special Payment Terms or the Governing Agreement(s), all payments are due on the Invoice Date and payable net 30 days. Special Payment Tel Mb None uniess otherwise specified in this section. Purchase Order If Customer requires PO number on invoices, it must be provided to the right and Customer must provide a copy of the PO prior to invoice issuance. If no PO number provided prior to invoice issuance date, invoices issued on this Order Form will be valid without a PO reference. PO# -2- Order Form oppid:0-028107 Accela Customer By: 4.--ClocuSignied by: kitdA. �C40060C9C052M6.... By: ern-fr_atates.___ (Signature) (Signature) Mitch Knight Mike Freeman (Print Name) (Print Name) Its: VP of sales Its: BOCC Chair (Title) (Title) Dated: 3/25/2020 Dated: APR 0 8 2020 (Month, Day, Year) (Month, Day, Year) -3- Order Form oppid:O-028107 aooto -io.7 Contract Form New Contract Request Entity Name* ACCELA Contract Name* ENVISION CONNECT RENEWAL Contract Status CTB REVIEW Contract Description* ENVISION CONNECT RENEWAL Contract Description 2 Contract Type* AGREEMENT Amount* $22,669.02 Renewable* YES Automatic Renewal Grant Entity ID* @00003293 Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGISEM eldgov.com Department Head Email CM-InformationTechnologyGlS- DeptHead@weldgov.com County Attorney) GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WELD GOV.COM Contract ID 3493 Contract Lead* MTRUSLOW New Entity? Parent Contract ID Requires Board Approval YES Contract Lead Email Department Project # mtruslow@coweld co.us Requested BOCC Agenda Date* 04/01/2020 Due Date 03/28/2020 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 MSA ever MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* Renewal Date* 02/012021 03/01/2021 Termination Notice Period Committed Delivery Date Expiration Date ntact Information Contact Info Contact Name Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE DH Approved Date 04/03/2020 Final praval BOCC Approved BOCC Signed Date BOCC Agenda Date 04/08/2020 Originator MTRUSLOW Contact Type Contact Email Finance Approver CONSENT Contact Phone 1 Contact Phone 2 Purchasing Approved Date 04/03/2020 Finance Approved [late 04/03/2020 Tyler Ref # AG 040820 Legal Counsel CONSENT Legal Counsel Approved Date 04/0312020 Submit Hello