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Home My WebLink About20201379.tiffO--if,.5-9,- MEMORANDUM TO: Esther Gesick, Clerk to the Board Apr 22, 2020 FROM: Ryan Rose, Chief Information Officer IP- SUBJECT: MdE, Inc. Subscription Agreement MdE, Inc. provides software to the Weld County Sherriff s Office. The software is used by the Sheriffs Office to record Daily Observations. The Equipment Module that they provide is no longer needed. This agreement is to remove the Equipment Module and to move the Daily Observations to their cloud environment. The attached agreement between the Board Of County Commissioners and MdE, Inc. is for the annual subscription and migration of the solution. The requested amount is $5,540.00 and has been reviewed by Legal. The cost was budgeted for in the 2020 budget. We ask that the BOCC approve the agreement as submitted. cc • ZT On i t% . o5/1M0 2020-1379 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: MdE, Inc. Subscription Agreement DEPARTMENT: Information Technology DATE: April 6, 2020 PERSON REQUESTING: Ryan Rose, CIO F`� Brief description of the problem/issue: MdE, Inc provides software to the Weld County Sherriffs Office. The software is used by the Sheriffs Office to record Daily Observations. The Equipment Module that they provide is no longer needed. This agreement is to remove the Equipment Module and to move the Daily Observations to their cloud environment. The attached agreement between the Board of Weld County Commissioners and MdE, Inc. is for the annual subscription and migration of the solution to and has been reviewed by Legal. The requested amount for this service is $5,540.00, which was budgeted as part of the 2020 budget. 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 move forward with this migration effort or rebuild this application on a new internal server. Recommendation: We recommend proceeding with this request. Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin D. Ross Approve Recommendation Work Session Schedule Other/Comments: Managing Data Efficiently Providing Software Solutions And Services To Public Safety Since 1999 Weld County Sheriff's Office Wednesday, March 11, 2020 915 10th Street, 3rd Floor Greeley, CO 80632 Ms. Rogers, It is our understanding that the Weld County Sheriff's Office (WCSO) is interested in moving the ADORETh software programs (ADORE and ADORE FTO) from their current locations on the agency's intranet to an MdE hosted solution. Currently, the responsibility of the application upkeep, including *ColdFusion and *SQL updates/hotfixes/version releases, rests upon the agency's existing -IT resources. There are many reasons to move to a hosted environment. Some of which include: • Reduced costs: the agency can cut expenses for other equipment as well as the costs to install, power, cool, and house them. • Reduced IT costs/resources: MdE will provide and maintain ColdFusion and any version updates necessary to keep ADORE updated, process database backups and maintain 30 days of backups. (NOTE: an additional fee will be incurred if total storage space exceeds 50 GB). • Increased productivity: because backups and software version updates are done by MdE, Inc. (at a time scheduled between MdE and Program Coordinators) valuable IT time, energy and resources can be saved and utilized for other agency needs. MdE proposes to host peACEgTM/ADORES on MdE secure server! MdE would convert the existing Maintenance agreement to an annual Hosting plan and: • Request shutdown and transfer of peACEq''M/ADORETM databases to MdE, • Set up both systems and upgrade to current release, • Provide appropriate links to authorized persons of the WCSO field training programs, • Provide end -user support and program version updates in accordance with Hosting agreement and SLA. - (initial here to confirm you have read this): MdE can provide the above service to move the existing ADORE databases at a single cost of $1,040.00. This proposal is valid through July 31, 2020. The annual fee for the Hosting agreement would not see an increase (unless other modules are added), and renew at its current combined cost of $4,500.00 (as will be invoiced to your agency in the coming months). With this purchase, the transfer would be scheduled at a time agreed upon between MdE and Weld County SO Program Coordinators and would require minimal shutdown period. Please initial above, sign and date below and email this to WebApps@Muc.com. Thank you for your continued interest in the ADORE FTO software program. We appreciate support of our software and services. Jean M Reaver Vice President 877-500-53% ext. 201 Mike Freeman, Authorized Signature Mike Freeman, BOOC Chair, Weld County Please print authorized name MAY 1 12 *SQL is a trademark or registered trademark of Microsoft Corporation in the U.S. and/or other countries. ColdFusion is a trademark of Adobe, Inc. PHONE: (877) 500-5396 * FAX: (301) 497-9587 * www.MdE-Inc.cnm opo -/379 Managing Data Efficiently Providing Software Solutions And Services To Public Safety Since 1999 Service Level Agreement — Systems Hosted by MdE, Inc. MdE will install the application and provide a link for users within your department to access the application. The application is accessible by an End -user via any PC/Laptop/Smartphone utilizing Internet Explorer 10 or newer, Chrome, Firefox or Safari**. The application and database would be installed and stored on secure server(s) and backed by the following: SERVICE AVAILABILITY GUARANTEE MdE, Inc. ("MdE") offers a service uptime guarantee for the Services of 99.9% ("Service Uptime") of available time. If MdE fails to maintain this level of service availability, you may contact MdE and request a service credit as described below. This MdE Service Level Agreement ("SLA") states Client's sole and exclusive remedy for any failure by MdE to meet the MdE SLA. The credit does not apply to service interruptions caused by: • Planned service outages • Scheduled Downtime • Any availability or outage impact related to client -side security breaches or compromised service credentials • Errors associated with improper use of the system (credentials, call sequence, method formats, etc.) • Any external factor affecting Client's use of our service • Issues that resulted from Client's equipment or third party equipment, or both (not within the primary control of MdE, Inc.) • Any service outage due to force majeure; and • Causes beyond the control of MdE or that are not reasonably foreseeable by MdE In cases where Clients report service unavailability but they are not entitled to a service credit, MdE may issue service credits at its sole discretion. MAXIMUM SERVICE CREDIT The aggregate maximum number of Service Credits to be issued by MdE to Client for any and all Downtime Periods that occur in a single calendar month shall not exceed fifteen days of Service added to the end of Client's term for the Service. Service Credits may not be exchanged for, or converted to, monetary amounts. DEFINITIONS • "Scheduled Downtime" means those times where MdE notifies Client of periods of Downtime at least three days prior to the commencement of such Downtime unless otherwise agreed upon by MdE and Client. Scheduled Downtime is not considered Downtime for purposes of this MdE SLA and will not be counted towards any charge to Client. • "Service Credit" means Monthly Uptime Percentage Days of Service added to the end of the Service term, at no charge to Client. • Uptime shall be solely determined by MdE. * Laurel, MD * Phone: 1-877-500-5396 Website: www.MdE-Inc.com * Las Vegas, NV * Service Level Agreement - Continued MONTHLY UPTIME PERCENTAGE < 99.9% - > 99.0% < 99.0% - > 95.0% <95.0% SERVICE CREDIT 3 7 15 CLIENT MUST REQUEST SERVICE CREDIT In order to receive any of the Service Credits described above, Client must notify MdE, Inc. within five days from the time Client becomes eligible to receive a Service Credit. Failure to comply with this requirement will forfeit Client's right to receive a Service Credit. This request must include the dates, times, and duration of the Failure. MdE has the right to review server logs in order to support the Failure. If server logs do not support the reported Failure, the Client may not be eligible for credits. Once MdE confirms the Failure and approves the claim, the corresponding service credits will be applied automatically to the end of the Client's current billing cycle. Failure to request service credits or provide the required documentation supporting the requests will make Client ineligible for service credits for that billing cycle. BILLING Client will be invoiced two to three months prior to the expiration of the hosting plan. The hosting plan will be automatically extended upon receipt of payment. If payment is not received, the client's system will automatically shutdown at the end of the hosting term and data will be provided to the client in accordance with the Service Level Agreement. (MdE, Inc. reserves the right to increase this fee for the renewal terms up to 5% every year after the first year.) DATA RETENTION MdE agrees not to disclose or otherwise make available the Licensee's data or related material, in whole or in part, to any person outside the Client's organization without prior written approval of the Client. Upon termination of these services, MdE shall provide the Client's data from the database and destroy all copies in MdE's possession. DATA SECURITY Only specific employees with clearance have access to server farms. Access is monitored through use of ID badges and retina scanners. Only the managed server team can access MdE's server and only with MdE's permission. All calls are recorded and all Email correspondence is saved between MdE and server technicians. There is also vascular scanning and other additional features that are in place. SOFTWARE VERSION UPDATES Updates to MdE software are done by MdE at a time agreed upon and scheduled between MdE and customer, eliminating customer IT resources for these updates. **Microsoft, Surface, Internet Explorer, Windows, Word, ACCESS and SQL are trademarks or registered trademarks of Microsoft Corporation in the U.S. and/or other countries. ColdFusion is a trademark of Adobe, Inc. iPad and Safari are trademarks or registered trademarks of Apple Inc., registered in the U.S. and other countries. Android and Chrome are trademarks or registered trademarks of Google, Inc. Firefox is a registered trademark of the Mozilla Foundation. * Laurel, MD * Phone: 1-877-500-5396 Website: www.MdE-Inc.com * Las Vegas, NV * Contract Form Entity Information Entity Name* MDE INC New Contract Request Entity ID* @00014845 Contract Name* MDE ANNUAL SUBSCRIPTION AGREEMENT Contract Status CTB REVIEW Contract Description* AGREEMENT TO MOVE ALL MODULES TO CLOUD Contract Description 2 Contract Type* AGREEMENT Amount* $5,540.00 Renewable* YES Automatic Renewal Grant IGA Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGIS@vv eldgov.com Department Head Email CM-InformationTechnologyGl5- DeptHead@weldgov corn County Attorney GENERAL COUNTY Al IORNEY EMAIL County Attorney Email CM- COUNTYATTORNEYtc'7WELD GOV.COM ❑ New Entity? Contract ID 3594 Contract Lead* MTRUSLOW Contract Lead Email mtruslow ct co weld co us Requested BOCC Agenda Date * 04/2712020 Parent Contract ID Requires Board Approval YES Department Project # Due Date 04/23/2020 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 On Base Contract Dates Effective Date Termination Notice Period Review Date* 08/01/2021 Committed Delivery Date Renewal Date* 10/01/2021 Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE DH Approved Date 05/05/2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 05/11/2020 Originator MTRUSLOW Contact Type Contact Email Finance Approver CONSENT Contact Phone 1 Contact Phone 2 Purchasing Approved Date 05/0512020 Finance Approved Date 05.05/2020 Tyler Ref #t AG 051120 Legal Counsel CONSENT Legal Counsel Approved Date 05105,2020 Submit Hello