HomeMy WebLinkAbout20191175.tiff17, /3 old
MEMORANDUM
TO: Esther Gesick, Clerk to the Board July 6, 2020
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Cartegraph Systems, LLC Agreement
Cartegraph Systems, LLC. provides software to the Weld County Public Works
department. The software is used by Public Works to manage their daily
maintenance work for roads, bridges, etc. The attached agreement between the
Board Of County Commissioners and Cartegraph Systems, LLC is to purchase the
Advanced Asset module and engage their assistance in implementing it. The
requested amount is $6,610.40 and has been reviewed by Legal. The project was
budgeted for in the 2020 budget cycle.
We ask that the BOCC approve the agreement as submitted.
I
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BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Cartegraph Systems, LLC
DEPARTMENT: Information Technology DATE: 6/9/2020
PERSON REQUESTING: Ryan Rose, CIO
Brief description of the problem/issue:
Cartegraph Systems, LLC. provides Weld County with software utilized by Public Works. The software is used
to help Public Works manage their daily maintenance work for roads, bridges, etc. This agreement is to
purchase the Advanced Asset module and engage their assistance in implementing it. This will provide
efficiency in their management of their assets.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
The Board has the option of approving this agreement to proceed forward with this efficiency improvement or
operating as is.
Recommendation:
This vendor specializes in this software. The cost for this request is $6,610.40. The project was budgeted for
the 2020 budget cycle and the contract has been reviewed by Legal.
Approve
Recommendation
Mike Freeman, Chair
Scott K. James
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Kevin D. Ross
Schedule
Work Session
Other/Comments;
Cartegraph
Weld County
Cartegraph Software
and Services Contract
PM:
PA -2492
Date:
6/8/2020
Cartegraph Systems L_LC
3600 Digital Drive
Dubuque, IA 52003
cartegraph.com
800 688.2556
56. 556 8120
Fax 563 556.314
o2O l er— // 7�
Weld County, CoI 6/3/2020
Purchase Agreement
Cartegraph
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class
technology solutions. This Purchase Agreement is made and entered into between Weld County
(hereinafter referred to as Customer) and Cartegraph Systems LLC (hereinafter referred to as
Cartegraph). In the case that any terms or conditions provided in the Cartegraph Solutions Agreement
different from, are provided in more detail by, or are made irrelevant by the terms and conditions
provided in this Purchase Agreement, the terms in this Purchase Agreement shall control. For
all terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions
Agreement shall control.
CUSTOMER ADDRESS
Weld County
1111 H Street
Greeley, CO
80632
Investment Summary
The addendums attached here to include
Addendum A - Support Services
Addendum B - Field Services
LICENSEE ADDRESS
Weld County
1 111 H Street
Greeley, CO
80632
Page 2 of 7
Weld County, CO l 6/8/2020
Cartegraph
Product
Year 1
Advanced User
Tools
Quantity
1.00
Price
USD 4,810.40
TOTAL:
USD 4,810.40
Product
Quantity
Price
Implementation Services OMS
190
USD 1,300.00
TOTAL:
USD 1,300.00
,, C1E,�
The pricing listed above does not include applicable sales tax.
The Cartegraph CMS pricing listed above does not include Esri ArcGIS licenses.
Hosting includes 250GB of available file storage. If additional storage is required, the
Organization can purchase in 1TB increments.
Contract term dates
6/04/2020 - 6/03/2021
This contract is in reference to the original Purchase Agreement PA704, entered into
between Cartegraph, Inc. and Weld County, CO on May 9, 2018.
Cartegraph acknowledges no payment in excess of the amounts listed above in
product summary table will he made by County unless a "change order" authorizing
such additional payment has been specifically approved by formal resolution of the
Weld County Board of County Commissioners, as required pursuant to the Weld
County Code. Any other provision of this agreement notwithstanding, in no event
shall Count be liable for payment for services rendered and expenses incurred by
Contractor under the terms of the Agreement for any amount in excess of the sum of
the bid amount set forth in above summary table, Cartegraph acknowledges that any
work it performs beyond that specifically authorized by County is performed at
Contrtactor's risk and without authorization under this Agreement. County shall not
be liable for for the payment of taxes, lat charges or penalties of any nature other
than the compensation stated herein Charges or penalties of any nature other than
the compensation stated herein.
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 the County does not create an
obligation of the part of the County to expend funds not otherwise appropriated in
each succeeding year. Page 3 of 7
Weld County, CO 6/8/20N
Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees
to pay Cartegraph the Fees in U.S. Dollars as described below:
Cartegraph
I. DELIVERY
Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of
this Purchase Agreement, which will be considered as your notification to proceed.
li. SERVICES SCHEDULING
Customer agrees to work with Cartegraph to schedule Services in a timely manner. All undelivered
Services shall expire 365 days from the signing of this Purchase Agreement.
III. SOLUTIONS INVOICING
The fee for solutions will be due in annual installments 15 days prior to the anniversary of the initial
term as follows:
1. $4,810.40 due upon execution of the Purchase Agreement.
IV. FIELD SERVICES INVOICING
Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase Agreement and
shall be invoiced as follows:
1. Invoicing for the Field Services fee shall occur upon the execution of the Purchase
Agreement.
V PAYMENT TERMS
All payments are due Net 30 days from start date of
invoice.
Page 4 of 7
Cartegraph
3Y SI N NC r3ELOW, THE PARTIES AGREE THAT ALL USEAND ACC: SS i D 1-1E ECU DUNS
DESCRIBED IN THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH
SOLUTIONS AGREEMENT WHI H CAN BE REVIEWED AT https://www.cartegragh.comisolutions-
agreement/. I i` `'APTIES AGREE TO BE BOUND B'( THE TERMS AND CONDITIONS OF THE
';ARTr CRAP I SOLUTIONS AGR=EME JT AND THIS PURCHASE AGREEMENT REL _RLNCED HEREIN.
ARTEGRAPH.
Cartegraph Systems LLC
D-2te
(Signaiurei
Mitch Bra
rfpp f Or li a nA
SVP of Sales & Marketing
7/7?zo
CUSTOMER:
Weld County
j V'
(signatu.e
Mike Freeman
title BQcc Chair
JUL 13 2020
Page 5of7
ao/g_ //7�
Weid County, CO 16/8/2.020
Cartegraph
Cartegraph Systems LLC
Addendum A - Support Services
Cartegraph Support and Training, Services — Scope of Work
The Support Services listed in the Investment Summary of the Purchase Agreement are specific
Cartegraph Services which will be delivered to the Customer based on the descriptions below and on
the terms and conditions and subject to the limitations set forth in this Addendum A, the applicable
Purchase Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the
Customer on service delivery expectations and timeframes.
As part of Customer's subscription fo access and use of the Cartegraph Solutions, Customer will
receive:
1. Support Services
a. Campus - www.campus.cartegraph.com
Our User Assistance area is a convenient and easily -shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user
tips, step-by-step instructions, videos, and more.
b. Dedicated, Unlimited, Toll -free Phone Support - 877.647.3050 and Live Chat
When questions need answers and difficulties arise, count on our industry -leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday -Friday, 7:00 am -7:00 pm CT. Live
Chat is available within the product or through Campus.
c. Support via Case Submittal or Email
If a phone call or live chat is not your best option, you can always request support via our online case submittal
form available in Campus or via email. Email support is available at support@cartegraph.com.
2. Training & Education Services
a. Convenient Online Resources:
All the information you need, one click away. Take advantage of online training opportunities, tutorial videos,
upcoming event information, and more.
b. Customer Led User Groups
: Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to find out
what other organizations are doing to get more from their Cartegraph solutions and services.
3. Releases & Upgrades
a. New Releases:
Cartegraph is continuously innovating and enhancing the Cartegraph OMS collection of products. As a customer
with an active subscription, you will receive each new release of the software.
i. Cloud -hosted customers: Your cloud -hosted site will be upgraded by our Cartegraph System Consultants after
the release is available.
On -premise customers: For your on -premises installation, our Technical Consultants will work with your
organization's IT staff to deliver the latest software release. Software will be made available after installation to
the Cartegraph cloud -hosted customers.
b. Service Packs:
A Service Pack consists of lower -severity bug fixes and/or small platform updates.
Page 6 of 7
Weld County, COI 6,/3/2020
Cartegraph
If required, cloud -hosted sites will receive Service Packs as needed. These Service Packs are installed by the
Cartegraph System Consultants.
ii. On -premises customers that contacted Cartegraph Technical Support about an issue that is resolved with the
Service Pack, will be provided the service pack for installation. These on -premises customers can then schedule
a time to install the Service Pack with our Technical Support team
c. Hot Fixes:
If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will issue a hot
fix and provide application specialists with detailed levels of product knowledge to work with you in achieving a
timely and effective resolution
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to
contact any third party as necessary to facilitate the delivery of Support Services or other services relating to
the Solutions. Said support applies only to the most current version of the product and the previous version in
succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the
modified Solutions would depart from Cartegraph's published documentation and specifications for such
Solutions.
Page 7 of 7
• Cartegraph Systems LLC
Addendum B - Field Services (Fee for Service)
Cartegraph Field Services - Scope of Work
• The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph
Services which will be delivered to the Customer based on the descriptions below and on the terms and
conditions and subject to the limitations set forth in this Addendum B, the applicable Purchase
Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the Customer on
service delivery expectations and timeframes.
Cartegraph OMS - Scope of Work
This scope of work includes the following professional services:
Extension Training
• Cartegraph will provide remote train -the -trainer training, up to six (6) hours, on Advanced User
functionality. Training topics include:
o Cartegraph Administrator Application
o OMS Administrator
• Structure Manager
• Library Manager
• Layout Manager
• User/Role Configurations
o Cartegraph recommended best practices for expanding the system's use and/or building assets
Cartegraph will provide all services remotely via audio, video, and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
• Implementation of any custom modification or integration developed by Cartegraph, your internal staff, or
any third -party is not included in the scope of this project unless specifically listed above.
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed above.
• Any service items discussed during demonstrations, conference calls, or other events are not included in
the scope of this project unless specifically listed above.
Addendum B
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in
the Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph
resources and management of project tasks is the responsibility of the Customer and Cartegraph project
representatives. Customer and Cartegraph project representatives will provide overall guidance and direction for
the project and will direct the project accordingly. Further, and with regard to the Cartegraph obligations listed in
this Purchase Agreement, Customer understands that it is vital to the success of the project that Customer
provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph's system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation, including a dedicated project manager responsible for reviewing the implementation
scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight
on all relevant internal issues such as policy/procedure, organizational structure, project stakeholders, technical
architecture, data, and current systems. Customer responsibility also includes internal documentation, internal
change management, task completion, staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these
workstation platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph's discretion.
Not -to -Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from
Customer. In the event it becomes apparent to Cartegraph that additional Service will be needed due to any
changes in the scope of this Purchase Agreement, Cartegraph will notify Customer prior to exceeding the
approved efforts and obtain written approval if additional Services are required.
Addendum B
Contract Form
New Contract Request
Entity Information
Entity Name* Entity ID*
CARTEGRAPH SYS I EMS INC @00023614
Contract Name*
CARTEGRAPH ADVANCED ASSETS AGREEMENT
Contract Status
CTB REVIEW
Contract Description*
PROCURE AND IMPLEMENT ADVANCED ASSETS MODULE
Contract Description 2
Contract Type*
AGREEMENT
Amount*
$6610.40
Renewable*
YES
Automatic Renewal
YES
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM-
InformationTechnologyGIS@w
eldgov.corn
Department Head Email
CM-InformationTechnologyGIS-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WELD
GOV.COM
Contract ID
3834
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*
07/13/2020
Due Date
07/09/2020
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
NO
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
On&ase
Contract Dates
Effective Date Review Date*
04/15/2021
Termination Notice Period Committed Delivery Date
Renewal Date*
06/0112021
Expiration Date
05/30/2021
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
CONSENT
Approval Process
Department Head
RYAN ROSE
DH Approved Date
07/08/2020
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
07/13/2020
Originator
MTRUSLOW
Contact Type Contact Email
Finance Approver
CONSENT
Contact Phone I Contact Phone 2
Purchasing Approved Date
07/08/2020
Finance Approved Date
07/08/2020
Tyler Ref #
AG 071320
Legal Counsel
CONSENT
Legal Counsel Approved Date
07/08/2020
Submit
/!7id-L10
MEMORANDUM
TO: Esther Gesick, Clerk to the Board May 9, 2019
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Cartegraph Systems, LLC. Purchase Agreement
Cartegraph Systems, LLC. provides software to our Public Works department which
they utilize to manage their daily maintenance and inspection work for the roads,
bridges, etc. We are implementing a new version of the software we are currently
using. Additional licenses are required by the Public Works department to
managing their day-to-day activities. This agreement is to purchase the additional
licenses. The requested amount is $7,500.00 for the licenses and associated
support. This has been reviewed by legal and was budgeted for in the 2019 Public
Works budget.
We ask that the BOCC approve the agreement as submitted.
I
CC: Ox_ ( -DO
BOAR r,, IR COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Cartegraph Systems License Expansion
DEPARTMENT: Information Technology DATE: 4/22/19
PERSON REQUESTING: Ryan Rose
rief description of the problem/issue:
Cartegraph Systems, 1.,1.,C provides software to Weld County for pu*lie works functions. The software is used
by the Public Works department•� .� • �d
to help manage their daily maintenance work for the roads, bridges, etc. We
are currently implementing the new version of the software. Public Works has identified additional who
people
will need access to the software which will require us toincrease the r. t ' ae ses,.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
P )
This provider specializes in selling and supporting this. software. Options for the Board are to either approve
o r v
e
this purchase of licenses so all personnel identified by PublicWorks can access the application, r request.
Public 'Works to scale back the number ofpersonnel • . would o •
using the system. This �.� ould impact their e ciency in
getting the required information into the application.
Recommendation:
This agreement was reviewed by Legal and the cost was budgeted for fiscal 2019. We recommend the Board
approve the request for $7,500.00,
Sean P. Conway
Mike Freeman, Pro -Tern
Scott K. James
Barbara Kirkmeyer, Chair
Steve Moreno
Approve Schedule
Recommendation Work Session
Qt er/Cpmnwnts:
Purchase Argreer
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions.
This Purchase Agreement is made and entered into between Weld County (hereinafter referred to as `Customer'') and
Cartegraph Systems LLC (hereinafter referrec to as "Cartegraph". In the case that any terms or conditions provided in
the Cartegraph Solutions Agreement differ from, are provided in more detail by, or are made irrelevant by the terms and
conditions provided in this Purchase Agreement, the terms in this Purchase Agreement shall control. For all terms and
conditions not addressed by this Purchase Agreement, the Cartegraph Solutions Agreement shall control.
A
Customer Bill To:
Weld County
11 1 1 H Street
Greeley, CO 80632
Investment Summary
,M..
•
Customer Ship To:
Same
The Addendurns attached hereto, include:
Addendum A — Support Services
Cartegraph's proposed fees for this project are included in the summary below
Today's Date: April 22,
Signature June 3, 2019 Purchase #PA1 135
2019 Expiration Date:
YEAR 1
SOLUTIONS
Purchase Type
Cartegraph OMS
Users
Agreement No.:
Unit Price
Total Price
User Pack Subscription — 50 Named
Users, 6/4/19-6/3/20
I
1 1 $7,500.00
$7,500.00 I
YEAR I SUB -TOTAL $7,500.00
YEAR 2
SOLUTIONS
Cartegraph OMS
Users
User Pack Subscription — 50 Named
Users, 6/4/20-6/3/21
f
1
$7,540.00
YEAR 2 SUB -TOTAL
$7,500 00
TOTAL COST (2 -YEAR TERM)
NOTES: The pricing listed above does not include applicable sales tax
The Cartegraph OMS pricing listed above does not include Esri ArcGIS licenses
Offline with Cartegraph for iPad is not included in this price
#PA 1 1 35, Weld County, CO
$7,500.00
$15,000.00
Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees to pay
Cartegraph the Fees in U.S. Dollars as described below:
1. Delivery: Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of this Purchase
Agreement, which will be considered as your notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner. All
undelivered Services shall expire 365 days from the signing of this Purchase Agreement.
3. Solutions Invoicing: The Fee for Solutions will be due in annual installments 15 days prior to the anniversary of the
initial term as follows:
a. $7,500.00 due upon execution of the Purchase Agreement.
b. $7,500.00 due 15 days prior to 1st year anniversary of term start date.
4. Expenses: In providing the services included in this Purchase Agreement, Cartegraph shall be reimbursed for any
reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket expenses are
billed based on actual costs incurred and are due separately.
5. Payment Terms: All payments are due Net 30 days from start date of invoice.
"Cartegraph acknowledges no payment in excess of the amounts listed above in Exhibit will be made by County unless a
"change order" authorizing such additional payment has been specifically approved by formal resolution of the Weld
County Board of County Commissioners, as required pursuant to the Weld County Code. Any other provision of this
Agreement notwithstanding, in no event shall County be liable for payment for services rendered and expenses incurred
by Contractor under the terms of this Agreement for any amount in excess of the sum of the bid amount set forth in above
Exhibit. Cartegraph acknowledges that any work it performs beyond that specifically authorized by County is performed at
Contractors risk and without authorization under this Agreement County shall not be liable for the payment of taxes, late
charges or penalties of any nature other than the compensation stated herein.
"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 the County does not create an
obligation on the part of County to expend funds not otherwise appropriated in each succeeding year."
NOTE: For all terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions Agreement
chap rnntrnl, Al IR IF('T Tf1 THE REVISIONS APPROVED RY THE PARTIES 4Alr1 Rf1NTA!AIFD !nl THP ADDENDUM
TO CARTEGRAPH SOLUTIONS AGREEMENT DATED MARCH 28, 2018
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN
THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT, WHICH
CAN BE REVIEWED AT: ttttosIlitivexcarte9mbh.catnisolytions-aittgoutati. THE PARTIES AGREE TO BE BOUND BY
THE TERMS AND CONDITIONS OF THE CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE
AGREEMENT REFERENCED HEREIN.
CARTEGRAPH: Cartegraph Sys rns LLC
By
(Signature)
Mitch Bradley
(Type or print name)
Title SVP of Sales & Marketing
Date __._.__._.✓�`
COST ER:
By
(Signature)
Barbara Kirkmeyer, Chair
(Type or print name)
Title Board of Weld County Commissioners
Date
MAY Ia2019
#PA 1135, Weld County, CO
02,0/? - //76-
i
i
Cartegraph Systems LLC
Addendum A Sur port Services
Cartegraph Support and Training Services - Scope of Work
The Support Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services
which will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to
the limitations set forth in this Addendum A, the applicable Purchase Agreement, and the Cartegraph Solutions
Agreement. Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
As part of Customer's subscription to access and use of the Cartegraph Solutions, Customer will receive:
1. Support Services
a. Campus — www.cartegraph.com/campus
Our User Assistance area is a convenient and easily -shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions, Instantly access user tips,
step--by-step guides, videos, and more.
Dedicated, Unlimited, Toll -free Phone Support - 877.647.3050
When questions need answers and difficulties arise, count on our industry -leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday -Friday, 7:00 am -7:00 pm CT.
c. Secure, Live Remote Support
if your challenge requires a more hands-on approach, we have the remote support tools to fix it. Let one of our Support
Team members directly interact with your system to find a fast, effective solution.
2. Training & Education Services
a. Convenient Online Resources
All the information you need, one click away Take advantage of online training opportunities, tutorial videos,
upcoming event information, and more.
b. Customer Led User Groups
Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to find out
what other organizations are doing to get more from their Cartegraph solutions and services.
3. Releases & Upgrades
b.
a. New Releases
Be the first to know about all new Cartegraph releases, enhancements, and upgrades.
a_ Your cloud -hosted site will be automatically upgraded by our System Consultants after the release is
available, This way, you'll experience increased system performance while gaining timely access to the
latest features and functionality.
IL For your on -Premises Installation, our Technical Consultants will work with your organization's IT staff to
receive the latest software release in a timely manner. This way, you'll experience increased system
performance while gaining prompt access to the latest features and functionality
b. Hot Fixes
If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will issue a hot fix
and provide application specialists with detailed levels of product knowledge to work with you in achieving a timely
and effective resolution
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to contact any
third party as necessary to facilitate the delivery of Support Services or other services relating to the Solutions. Said
support applies only to the most current version of the product and the previous version in succession
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
aocumentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the modified Solutions
would depart from Cartegraphss published documentation and specifications for such Solutions.
MEMORANDUM
TO: Esther Gesick, Clerk to the Board Mar 20, 2019
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Cartegraph Systems, LLC. Purchase Agreement
Cartegraph Systems, LLC. provides software to our Public Works department which
they utilize to manage their daily maintenance and inspection work for the roads,
bridges, etc. We are implementing a new version of the software we are currently
using. A new module is required to assist the Public Works department in
managing their assets. This agreement is to purchase the additional module. The
requested amount is $9,016.67 for the licenses and implementation of this
additional module. This has been reviewed by legal and was budgeted for in the
approved project budget.
We ask that the BOCC approve the agreement as submitted.
1
2019-1175
e -e -;a4).„,„ (-r)
3-a5- /7
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Cartegraph Systems, LLC Purchase Agreement
DEPARTMENT: Information Technology DATE: 3/15/19
PERSON REQUESTING: Ryan Rose
Brief description of the problem/issue:
Cartegraph Systems, LLC provides software for the mpnagetiwent of Public Work assets. This software will be
used by the Public Works department in conjunction with the other Cartegraph modules, to enable Public
Works to manage an asset as a single asset, regardless of how it is staged.
The attached request is to purchase the additional Cartegraph module to accomplish this ability to manage the
asset.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
This provider specializes in selling and supporting this software. This module will complement the additional
modules we already own from this company.
Recommendation:
Legal has reviewed and approved this agreement and it was budgeted in the project cost. We recommend the
Board approve the request for the amount of $9,016.67.
Sean P. Conway
Mike Freeman, Pro-Tem
Scott K. James
Barbara Kirkmeyer, Chair
Steve Moreno
Approve
Schedule
Recommendation Work Session
Other/comment,
DocuSign Envelope ID: E517AA4B-OB3C-493C-8963-AD153554012F
Purchase Aureement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions.
This Purchase Agreement is made and entered into between Weld County (hereinafter referred to as "Customer" and
Cartegraph Systems LLC (hereinafter referred to as "Cartegraph. In the case that any terms or conditions provided in
the Cartegraph Solutions Agreement differ from, are provided in more detail by, or are made irrelevant by the terms and
conditions provided in this Purchase Agreement, the terms in this Purchase Agreement shall control. For all terms and
conditions not addressed by this Purchase Agreement, the Cartegraph Solutions Agreement shall control.
Weld County
1111 H Street
Greeley, CO 80632
Same
Investment Summary
The Addendums attached hereto, include:
Addendum A — Support Services
Addendum B — Field Services
Cartegraph's proposed fees for this project are included in the summary below.
Today's Date: March 5, Signature April 3, 2019
2019 Expiration Date:
Purchase #PA1090
Agreement No.:
I Purchase Type I Qty. I Unit Price I Total Price
YEAR 1
SOLUTIONS
Cartegraph OMS
Extension
Advanced Resources Management
Subscription pro -rated thru 6/3/19
1
$916.67
$916.67
FIELD SERVICES
Implementation
Services
Fixed Fee Service
1
$2,600.00
$2,600.00
YEAR 1 Sus -TOTAL
$3,516.67
YEAR 2
SOLUTIONS
Cartegraph OMS
Extension
Advanced Resources Management
Subscription, 6/4/19 — 6/3/20
1
$5,500.00
$5,500.00
YEAR 2 SUB -TOTAL
$5,500.00
YEAR 3
SOLUTIONS
Cartegraph OMS
Extension
Advanced Resources Management
Subscription, 6/4/20 - 6/3/21
1
$5,500.00
$5,500.00
YEAR 3 Sus -TOTAL
$5,500.00
TOTAL COST
$14,516.67
#PA1090 Weld County, CO
DocuSign Envelope ID: E517AA4B-0B3C-493C-B963-AD153554012F
Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees to pay
Cartegraph the Fees in U.S. Dollars as described below:
1. Delivery: Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of this Purchase
Agreement, which will be considered as your notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner. All
undelivered Services shall expire 365 days from the signing of this Purchase Agreement.
3. Solutions Invoicing: The Fee for Solutions will be due in annual installments 15 days prior to the anniversary of the
initial term as follows:
a. $916.67 due upon execution of the Purchase Agreement.
b. $5,500.00 due 15 days prior to 1st year anniversary of term start date.
c. $5,500.00 due 15 days prior to 2nd year anniversary of term start date.
4. Field Services Invoicing: Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase
Agreement and shall be invoiced as follows:
a. Invoicing for the Field Services will be due upon execution of the Purchase Agreement.
5. Payment Terms: All payments are due Net 30 days from start date of invoice.
"Cartegraph acknowledges no payment in excess of the amounts listed above in Exhibit will be made by County unless a
"change order" authorizing such additional payment has been specificially approved by formal resolution of the Weld
County Board of County Commissioners, as required pursuant to the Weld County Code. Any other provision of this
Agreement notwithstanding, in no event shall County be liable for payment for services rendered and expenses incurred
by Contractor under the terms of this Agreement for any amount in excess of the sum of the bid amount set forth in above
Exhibit. Cartegraph acknowledges that any work it performs beyond that specifically authorized by County is performed at
Contractor's risk and without authorization under this Agreement. County shall not be liable for the payment of taxes, late
charges or penalties of any nature other than the compensation stated herein.
"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 the County does not create an
obligation on the part of County to expend funds not otherwise appropriated in each succeeding year."
NOTE: For all terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions Agreement
shall control, SUBJECT TO THE REVISIONS APPROVED BY THE PARTIES AND CONTAINED IN THE ADDENDUM
TO CARTEGRAPH SOLUTIONS AGREEMENT DATED MARCH 28, 2018
DocuSign Envelope ID: E517AA4B-0B3C-493C-B963-AD153554012F
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN
THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT, WHICH
CAN BE REVIEWED AT: https://www.cartegraph.com/ solutions -agreement/. THE PARTIES AGREE TO BE
BOUND BY THE TERMS AND CONDITIONS OF THE CARTEGRAPH SOLUTIONS AGREEMENT AND THIS
PURCHASE AGREEMENT REFERENCED HEREIN.
CAR ',k{:bpartegraph Systems LLC
ByL"'
'39O3A"t°2 (Signature)
CUSTER: Weld County/
B
p�
(Signature)
Mitch Bradley Barbara Kirkmeyer
(Type or print name) (Type or print name)
Title SVP of Sales & Marketing Title
Date 3/13/2019 I 10:12 AM CDT
BOCC Chair
Date MAR 2 E 2019
020/9- // 75�
DocuSign Envelope ID: E517AA4B-083C-493C-B963-AD153554012F
Cartegraph Systems LLC
Addendum A - Support Services
Cartegraph Support and Training Services — Scope of Work
The Support Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services
which will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to
the limitations set forth in this Addendum A, the applicable Purchase Agreement, and the Cartegraph Solutions
Agreement Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
As part of Customer's subscription to access to and use of the Cartegraph Solutions, Customer will receive:
1. Support Services
a. Campus — www.cartegraph.com/campus
Our User Assistance area is a convenient and easily -shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user tips,
step-by-step guides, videos, and more.
Dedicated, Unlimited, Toll -free Phone Support - 877.647.3050
When questions need answers and difficulties arise, count on our industry -leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday -Friday, 7:00 am -7:00 pm CT.
c. Secure, Live Remote Support
If your challenge requires a more hands-on approach, we have the remote support tools to fix it. Let one of our Support
Team members directly interact with your system to find a fast, effective solution.
2. Training & Education Services
a. Convenient Online Resources
All the information you need, one click away. Take advantage of online training opportunities, tutorial videos,
upcoming event information, and more.
b. Regional User Groups
Meet and network with similar Cartegraph users in your region. Our smaller, more personalized User Groups
allow you to find out what other organizations are doing to get more from their Cartegraph solutions and services.
3. Releases & Upgrades
a. New Releases
Be the first to know about all new Cartegraph releases, enhancements, and upgrades.
i. Your cloud -hosted site will be automatically upgraded by our System Consultants after the release is
avaiiabie. This way, you'ii experience increased system performance while gaining timely access to the
latest features and functionality.
ii. For your on -Premises Installation, our Technical Consultants will work with your organization's IT staff to
receive the latest software release in a timely manner. This way, you'll experience increased system
performance while gaining prompt access to the latest features and functionality
b. Hot Fixes
If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will issue a hot fix
and provide application specialists with detailed levels of product knowledge to work with you in achieving a timely
and effective resolution
b.
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to contact any
third party as necessary to facilitate the delivery of Support Services or other services relating to the Solutions.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the modified
Solutions would depart from Cartegraph's published documentation and specifications for such Solutions.
DocuSign Envelope ID: E517AA4B-OB3C-493C-8963-AD153554012F
Cartegraph Systems LLC
Addendum B - Field Services (Fee for Service)
Cartegraph Field Services — Scope of Work
The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services which
will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to the
limitations set forth in this Addendum B, the applicable Purchase Agreement, and the Cartegraph Solutions Agreement.
Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
Cartegraph — Scope of Work
The scope of work includes the following professional services:
Extensions
• Cartegraph will provide remote train -the -trainer training, up to twelve (12) hours, on Advanced Resources
functionality. Training topics include:
o Material Locations
o Material Transfers
o Material Orders
o Settings:
• Vendor Price Quotes
• Re -order points
o Cartegraph recommended best practices for advanced resource management
Cartegraph will provide all services remotely via audio, video, and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project
• Implementation of any custom modification or integration developed by Cartegraph, your internal staff, or
any third -party is not included in the scope of this project unless specifically listed above.
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed above.
• Any service items discussed during demonstrations, conference calls, or other events are not included in
the scope of this project unless specifically listed above.
DocuSign Envelope ID: E517AA4B-0B3C-493O-8963-AD153554012F
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in the
Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph resources and
management of project tasks is the responsibility of the Customer and Cartegraph project representatives. Customer and
Cartegraph project representatives will provide overall guidance and direction for the project and will direct the project
accordingly. Further, and with regard to the Cartegraph obligations listed in this Purchase Agreement, Customer
understands that it is vital to the success of the project that Customer provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph's system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation.
4. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these workstation
platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph's
discretion.
Not -to -Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from Customer. In the
event it becomes apparent to Cartegraph that additional Service will be needed due to any changes in the scope of this
Purchase Agreement, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval
if additional Services are required.
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