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Home My WebLink About20202345.tiff/ 7) �90Z2- BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Salamander Inventory Solution DEPARTMENT: OEM DATE: July 7, 2020 PERSON REQUESTING: Roy Rudisill Brief description of the problem/issue: Commissioners, one of the continuing challenges we have related to the COVID response is the availability of Personal Protective Equipment (PPE) for our First Responders and Health Care workers. The supply chain is limited to large orders of PPE. We have done an amazing job obtaining PPE for all who needed it during the run on COVID-19 in March -May. We continue to receive shipments of PPE from the State and have a good inventory to support a second wave of the virus if and or when it comes. A program we would like to implement to help track the PPE products and how they are provided to our responders, health care and others is the Salamander Inventory Solution. Salamander is the system we use in the EOC for tracking those that are working in the EOC and it has been a great system, the inventory portion of the system will help us to track the inventory whether it's from the Federal supply, the State or our purchased inventory. It will allow us to complete faster reporting and delivery for those picking up the products via the scanning app. rather than using a spreadsheet. Once operational, the system will help to identify inventory that needs rotated, tracked by agency use, cost, temperature requirements, shelf life and total quantities. The system will require minimal maintenance by the Logistics Team and will be available to manage supplies beyond COVID-19 and keep stock rotated and replenished as needed long-term. The cost of the program can be covered by the CARES Act money as confirmed by Don Warden, and is a minimal cost, annual maintenance cost of $900.00 will be included in the OEM Budget. Total cost for the purchase is $2118.72 Attached are the documents from the Vendor for approval and emails from Don Warder and Ryan Rose supporting the program. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Approve request as written, request additional info or options. Recommendation: Approve request for purchase and add to BOCC agenda for approval of signature. Mike Freeman, Chair C.Agrt14j - a7/ G/2.O Approve Recommendation Schedule Work Session Ot,(leg) ) 7, - Other/Comments: 2020-2345 rreco Scott K. James Barbara Kirkmeyer Steve Moreno, Pro -Tern Kevin D. Ross Vra erna42 Karla Ford From: Sent: To: Subject: I am okay with it - thanks! ** Sent from my Phone ** Scott James Wednesday, July 8, 2020 9:44 AM Karla Ford Re: Please Reply - Salamander Inventory Solution Scott K. James Weld County Commissioner, District 2 1150 0 Street, P.O, Box 7581 Greeley, Colorado 80632 970.336.7204 (Office) 970.381. X496 (Cell) Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited On Jul 8, 2020, at 9:08 AM, Karla Ford <kford@weldgov.com>wrote: Please advise if you approve recommendation. Thanks! Karla Ford Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kford weldgov.com :: www.weldgov.com **Please note my working hours are Monday -Thursday 7:0084m.a5:00p.m.** <image001. jpg> Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: CM103-05550@co.weld.co.us <CM 103-05550@co.weld,co.us> Sent: Wednesday, July 8, 2020 9:05 AM To: Karla Ford <kford@weldgov.com> Subject: Attached Image Midwest card end tO Solutions ... CO- Weld County Office of Emergency Mgmt INVENTORY Project 6-16-2020 Weld County Office of Emergency Mgmt 1150 O Street Greeley, CO 80632 Denise Bradshaw EM Coordinator dbradshaw@weldgov.com 970-400-3996 ON Reference: 20200616-165201869 Prepared: June 16, 2020 Expires: July 16, 2020 Prepared by: Brenden Ourth Accountability Solutions Sales Manager brenden@midwestcard.com +1 (816) 935-8235 Comments from Brenden Ourth Denise - Thank you very much for the opportunity to provide this proposal to you. I am hopeful this information is helpful for you If I can answer any questions, please do not gestate to contact me I appreciate your time and look forward to hearing back from you soon Products & Services Item & Description Salamander "INVENTORY" Base Solution (Part #INV- BASE) Annual Fee for Salamander "INVENTORY" Mobile app for Android or Apple (IOS) devices (Includes 12 month subscription for 2 APP Accounts within an organization inside Salarriandei LIVE ) INVENTORY APP - Additional User (Part # INV-APP) Annual Fee for Salamander "INVENTORY" Mobile APP for Android or Apple (IOS) evices (Includes 12 month subscription for 1 APP additional Account SKU (Part #INV-BASE) Quantity 1 1 Unit Price $750.00 / year $150.00 / year Total $750.00 / year for 1 year $150.00 / year for I year Within same purchasing crganizaton and part numbe' listed above. Salamander APP User Account Setup Fee (Part # APP -CON FIG) Salamander APP Setup and Configuration (One time tee per account) (Part # APP-CONFIG) Zebra (ZD420) Label Printer (Part # ZD42043- (Part # ZD42043-001 MOOEZ) CO1 MOOEZ) Zebra (ZD420) Label Printer (used for equipment label printing from Salamander LIVE credentialirig system) Zebra Label Printer Ribbons (Part #05095CT1 1007) (Part #05095CT11007) Zebra Label Printer Ribbon 4 33" (1 IMAM) WIDE X 244' (74M) LENGTH JD420 CARTRIDGE, 6 CARTRIDGES PER CASE, PRICED PER CASE Peel and Stick Labels 2" x 1" (Part #82414) (Part #82414) Peel and Stick l aLiels 2" a ?' peel - and -stick Synthetic Poly labels (12 rolls per case) 260 labels per roil Subtotals Annual subtotal One-time subtotal Other Fees Shipping & Handling 3 $30.00 $90.00 1 $795.00 $795.00 1 $138.72 $138.72 1 $125.00 $125.00 $900.00 $1,148.72 $70.00 Total $2,118.72 BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Signature Mike Freeman, Chair Printed name Questions? Contact me Brenden Ourth Accountability Solutions Sales Manager brenden@midwestcard.com +1 (816) 935-8235 Midwest Card and ID Solutions 4747 NW Gateway Ave Riverside, MO 64150 United States JUL 2 9 2020 Date ATTES el my k 'o the Board eputy ;ier o 4'Y Board cJO�6 3`f�' Roy Rudisill From: Sent: To: Cc: Subject: Ryan Rose Tuesday, July 7, 2020 3:03 PM Don Warden; Roy Rudisill Chris D'Ovidio RE: Weld County Logistics.SalamanderCOOP_ (003).pdf All, We are good from the IT perspective. Thanks for the information. Ryan From: Don Warden <dwarden@weldgov.com> Sent: Tuesday, July 7, 202O2:59 PM To: Roy Rudisill <rrudisill@weldgov.com> Cc: Ryan Rose <rrose@weldgov.com>; Chris D'Ovidio <cdovidio@weldgov.com> Subject: RE: Weld County Logistics.SalamanderCOOP_ (003).pdf Sorry your email got lost with all the budget submission emails coming in the last few days. If Ryan is okay with it from an IT perspective I am fine with you moving ahead with this and charging it to the CARES Act grant, so give Chris the bill to pay. Donald D. Warden Director of Finance and Administration Finance and Administration PO Box 758 1150 O Street Greeley, CO 80632 tel: 970-356-4000 Extension 4218 email: dwarden@co.weld.co.us Confidentiality Notice: Thiselectronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Roy Rudisill <rrudisill@weldgov.com> Sent: Tuesday, July 7, 2020 1:03 PM 1 To: Don Warden <dwarden@weldgov.com> Cc: Ryan Rose <rrose@weldgov.com> Subject: RE: Weld County Logistics.SalamanderCOOP_ (003).pdf Hi Don, just wanted to follow up with you to see if you had any thoughts on this? Roy Rudisill, Director Office of Emergency Management 1150 O St. Greeley, Co 970381-0417 Mobile 970-304-6540 Office Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Roy Rudisill Sent: Wednesday, July 1, 2020 4:00 PM To: Don Warden <dwarden@weldeov.com> Cc: Ryan Rose (rrose@weldgov.com) <rrose@weldgov.com> Subject: Weld County Logistics.SalamanderCOOP_ (003).pdf Don, attached is a costs breakdown for an additional software and app for the Salamander Program we use. This will help with the Inventory tracking and provides us the ability to track the inventory for PPE related to COVID much easier than using a spreadsheet, the system also allows us to track what agencies get the product in a much easier process and helps to identify cost recover or billing to agencies if we get to that point. This will also be used to track inventory items and identify expired products for inventory management moving forward. I believe the purchase can be covered from my budget, and it may be an eligible expense through FEMA. I did include the recurring cost of 900.00 in my 2021 budget. Total expense is $2118.72. Roy Rudisill, Director Office of Emergency Management 1150 O St. Greeley, Co 970-381-0417 Mobile 970-304-6540 Office 2 Roy Rudisill From: Sent: To: Cc: Subject: Attachments: Roy Rudisill Wednesday, July 1, 2020 4:00 PM Don Warden Ryan Rose (rrose@weldgov.com) Weld County Logistics.SalamanderCOOP_ (003).pdf Weld County Logistics.SalamanderCOOP_ (003) Don, attached is a costs breakdown for an additional software and app for the Salamander Program we use. This will help with the Inventory tracking and provides us the ability to track the inventory for PPE related to COVID much easier than using a spreadsheet, the system also allows us to track what agencies get the product in a much easier process and helps to identify cost recover or billing to agencies if we get to that point. This will also be used to track inventory items and identify expired products for inventory management moving forward. I believe the purchase can be covered from my budget, and it may be an eligible expense through FEMA. I did include the recurring cost of 900.O0 in my 2021 budget. Total expense is $2118.72. Roy Rudisill, Director Office of Emergency Management 1150 O St. Greeley, Co 970-381-0417 Mobile 970-304-6540 Office Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 1 Weld County Logistics — PPE COOP, Salamander Inventory Plan Weld County agencies continue to be challenged receiving personal protective equipment from vendors, and vendors have maintained priority objectives to supply PPE to Hospitals and Government agencies. Currently, Weld County OEM Logistics is tasked with supporting operations during COVID 19 response in Weld County, Weld County Supply Unit has maintained a functioning Supply Unit to support the COVID 19 Response mission, and EOC- Logistics team has a comprehensive system in place to assist with supporting Weld County facilities. Supply Chains continue to be challenged with Supply and Demand which may not open back up until 2021, Weld County agencies have difficulty meeting the high minimum orders of PPE that are mandated by vendors. Weld County has storage space to house a large quantity of PPE supply, Weld County logistics has enough staff in place to maintain, inventory, rotate and distribute PPE supplies to Weld County agencies, and has documented agency challenges to maintain adequate supplies for daily operations. Weld County EOC has access to Salamander Inventory system that can barcode, track, rotate and invoice agency usage adequately to maintain and rotate stock prior to expiration dates and EOC Logistics Section Chief has drafted a plan to continue operating Supply Unit as a Cooperative in support of Weld County agencies that will order, stock, maintain, rotate and replenish PPE supplies in an efficient manor and prepare our county for a second wave of COVID19. This system will be replacing the Inventory Excel Spreadsheet that has been maintained throughout the COVID19 response in the logistics team. Up front time requirement to upload all data, label inventory, and credential agencies approximately 24 hours once operational. Upon operation; inventory will be rotated, tracked by agency usage, cost, temperature requirements, shelf life and total quantities. The system will require minimal maintenance by Logistics and can continue to manage Weld County supplies beyond COVID 19 and keep stock rotated and replenished throughout oncoming years. Salamander Inventory: maintained by Weld County OEM. CO- Weld County Office of Emergency Mgmt - Reference: 20200616-165201869 Expires: July 16, 2020 Accountability Solutions +1 (816) 935-8235 Products & Services INVENTORY Project 6-16-2020 Prepared: June 16, 2020 Prepared by: Brenden Ourth Sales Manager brenden@midwestcard.com Item & Description SKU Quantity Unit Price Total Salamander "INVENTORY" Base Solution (Part #INVBASE) Annual Fee for Salamander "INVENTORY" Mobile app for Android or Apple (IOS) devices (Includes 12 month subscription for 2 APP Accounts within an organization inside Salamander LIVE.) (Part #INV-BASE) 1 $750.00 / year $750.00 / 1 year INVENTORY APP - Additional User (Part # INV-APP) Annual Fee for Salamander "INVENTORY" Mobile APP for Android or Apple (IOS) devices (Includes 12 month subscription for 1 APP additional Account 1 $150.00 / year $150.00 / year for 1 year within same purchasing organization and part number listed above. Salamander APP User Account Setup Fee (Part # APP-CONFIG) (Part # APP-CONFIG) 3 @ $30.00 $90.00 Zebra (ZD420) Label Printer (Part # ZD42043-001M00EZ) (Part # ZD42043- C01M00EZ) 1$795.00 $795.00 Zebra Label Printer Ribbons (Part #05095CT11007) Zebra Label Printer Ribbon 4.33" (110MM) WIDE X 244' (74M) LENGTH ZD420 CARTRIDGE, 6 CARTRIDGES PER CASE, PRICED PER CASE (Part #05095CT11007) 1 $138.72 $138.72 Peel and Stick Labels 2" x 1" (Part #82414) Peel and Stick Labels 2" x 1" peel -and- stick Synthetic Poly labels (12 rolls per case) 260 labels per roll (Part #82414) 1$125.00 $125.00 Subtotals Annual subtotal $900.00 One-time subtotal $1,148.72 Other Fees Shipping & Handling $70.00 Total2118! Salamander APP Setup and Configuration (One-time fee per account) Zebra (ZD420) Label Printer (used for equipment label printing from Salamander LIVE credentialing system) New Contract Request Entity Information Entity Name * Entity ID* MIDWEST CARD & ID SOLUTIONS (@00039354 Contract Name * WELD COUNTY OFFICE OF EMERGENCY M1GMT INVENTORY 061620 Contract Status CTB REVIEW Contract ID 3922 Contract Lead* GMARQUEZ ❑ New Entity? Parent Contract ID Requires Board Approval YES Contract Lead Email Department Project gniarquez@co.weld.co.us Contract Description* A PROGRAM WE WOULD LIKE TO IMPLEMENT TO HELP TRACK THE PPE PRODUCTS AND HOW THEY ARE PROVIDED TO OUR RESPONDERS, HEALTH CARE AND OTHERS IS THE SALAMANDER INVENTORY SOLUTION. Contract Description 2 Contract Type* CONTRACT Amount* $2'118.72 Renewable* YES Automatic Renewal Grant IGA Department OEM Department Email CM-OEM@vveldgov.com Department Head Email CM-OEM- DeptHead@weldgov.cont County Attorney GENERAL COUNTY ATTORNEY EMAIL. County Attorney Email CM- COUNTYA 1 I ORN EY@WE L D GOV.COM Requested BOCC Agenda Date* 07/22/2020 Due Date 07/18/2020 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 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 Review Date 05'31/2021 Termination Notice Period Committed Delivery Date 05,'31;'2021 Renewal Date * 0&30/2021 Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head ROY RUDISILL OH Approved Date 0723/2020 Final Approval 8oCC Approved 8OCC Signed Date BOCC Agenda Date 07;2912020 Originator GMARQUEZ Contact Type Contact Email Finance Approver BARB CONNOLLY Contact Phone 1 Contact Phone 2 Purchasing Approved Date Finance Approved Date 07'27/2020 Tyler Ref # AG 072920 Legal Counsel GABE KALOUSEK Legal Counsel Approved Date 071272020 Hello