HomeMy WebLinkAbout20203809.tiffnArracet- tara
MEMORANDUM
TO: Esther Gesick, Clerk to the Board Dec 10, 2020
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Business Imaging Systems, Inc SOW
Business Imaging Systems, Inc. provides software to Weld County. The software is
used by the Sheriff's Office to manage the concealed carry permits. The attached
agreement between the Board Of County Commissioners and Business Imaging
Systems, Inc is to engage their assistance in the implementation of the upgrade of
the Grooper software. The cost for this request is $66,000.00 and was budgeted
as a 2021 project and was reviewed by Legal.
We ask that the BOCC approve the agreement as submitted.
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2020-3809
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BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Business Imaging Systems, Inc. SOW
DEPARTMENT: Information Technology DATE: 12/1/2020
PERSON REQUESTING: Ryan Rose, CIO
Brief description of the problem/issue:
Business Imaging Systems, Inc. provides software and services to Weld County. The software is used by the
Sherriffs Office to manage the concealed carry permits. This agreement is to engage Business Imaging
Systems, Inc. to assist with upgrading the application.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options):
The Board has the option to proceed forward with this agreement or to not grant it.
Recommendation:
This vendor specializes in this software and its support. The cost for this request is $66,000.00. The project
was budgeted for the 2021 budget cycle and the contract has been reviewed by Legal.
A rove
Recommendation
Mike Freeman, Chair
Scott K. James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin D. Ross
Schedule t
Work Session Other/Comments;
°T -10oZEU
1150 O Street, Greeley, CO 80631
ghIc s@ reldgovbcom
by
Logan Hill
Ihill@bisok.com
405.418.7453
Weld County Information Services - Grooper upgrade
GO' NT E NT
The History .3
Current State 4
The Need 4
The Solution & Implementation 4e..5
Future State 5
The Timeline 5
Compensation 6
Acceptance 7
Weld County Information Services Grooper upgrade
THE HISTORY
Weld County Information Services began utilizing BIS's services in 2013.
o Weld County engaged BIS to convert multiple documents to digital images on several occasions.
502,040 images converted from 2013-2016
o Weld County entrusted BIS to maintain their ApplicationXtender and DiskXtender environments.
■ AX v7.0
• Workflow Manager -Forms
Workflow Manager- Server
• Workflow Manager- 10 CC users
• AX Server —16 CC users
® 16 Pegasus ScanFix
Proindex Full Text User
Proindex Full Text Server
3 Image Capture Server
a [Room
O 10 users
10 Eroom clients
• Server MSSQL for AX
DX
• Windows File System Manager
Windows 2TB CP
Windows File System Manager Server
• Weld County made the decision to deploy Grooper in 2017.
o Grooper was deployed in the Sheriff's office and Department of Motor Vehicles
a Grooper v2.6
• Custom Scripts were built to specify Grooper's separation capabilities.
o AX was upgraded to 8.1 during the Grooper Installation
• Weld County was upgraded to the new Grooper model in 2018
o Weld County upgraded to the new Grooper license model and continued support. The upgrade
to v2.7 was not performed due to custom VB Scripts that were a part of the process.
• Weld County cancelled their AX Maintenance in 2018 and performed their own AX environment upgrade
in 2020.
o AX v8.1 upgraded to v16.6
o SQL license upgraded to MSSQL2016
o AX Test Environment Server upgrade to Windows 2016
o AX Production Environment Server upgrade to Windows 2016
o SQL Server Upgraded to Windows 2016
o BIS deployed Purger in both Test and Production Environments
IS
Weld County Information Services — Grooper upgrade
CURRENT STATE
Grooper
o Windows 2012 Server
Grooper v2.6 Test Environment
o Windows 2012 Server
Grooper v2.6 Production
a Custom VB Scripts (Table Exporter)
o Not Compatible with v2.7 or v2.72
o License
500k Page Volume (Shared between Production and Test)
o Training
e 1 Employee is trained on older version of platform.
a ApplicationXtender- (Components and licensing unknown)
o Windows 2016 Server
AX Test Environment (Not under maintenance by BIS)
AX Purger Test (Under Maintenance with BIS)
o Windows 2016 Server
AX Production Environment (Not under maintenance by BIS)
a AX Purger Production (Under Maintenance with BIS)
• SQL
o Windows 2016 Server
MSSQL 2016
THE NEED
Grooper
o Software
RI Upgrade Grooper v2.6 (End of Support Life on November 2nd, 2020)
• Custom VB Scripts included in v2.9 native function.
THE SOLUTION & IMPLEMENTATION
• Grooper
o Clone Current Grooper v2.6 configuration into BIS environment
o Preform the upgrade to Grooper v2.9 in BIS environment to ensure successful completion while
minimizing down time
o Implement Grooper v2.9 into Weld County's Test & Production environment
Ensure existing Grooper Applications Sheriff's Office and Department of Motor Vehicles
are functioning correctly in the Grooper v2.9.
Weld County Information Services - Grooper upgrade
FUTURE STATE
a Grooper
o Windows 2012 Server or newer
Grooper v2.9 Test Environment
o Windows 2012 Server or newer
Grooper v2.9 Production Environment
Fully Supported Version
Built in Table extractor
a Scalability
a ApplicationXtender
o Windows 2016 Server
AX Test Environment
AX Purger Test
o Windows 2016 Server
AX Production Environment
* AX Purger Production
SQL
o Windows 2016 Server
MSSQL 2016
THE TIMELINE
The expected timeline for this engagement is estimated at 6 weeks and will begin approximately 30 days after an
agreement is met and after a signed proposal or PO has been received.
COMPENSATION
The table below provides project pricing for the services included in the scope of this PROPOSAL. The proposal
pricing is based on project. If it becomes apparent during the project that additional costs may be incurred, BIS will
prepare a Change Request and present it to the Client for approval. Service fees and expenses shall be calculated
for each delivery and will be invoiced upon delivery. Payment shall be due thirty (30) days from the date of invoice.
Billing will be submitted weekly. Clients who choose to pay invoices by credit card will be charged a non-refundable
convenience fee of 4.00% per transaction. (Note: the 4.00% rate is subject to change.)
This proposal expires on January 31st, 2021.
The general terms and conditions for this proposal are outlined in the BIS Master Services Agreement, which is
incorporated herein by reference. Invoicing for professional services, records services and software subscriptions
will occur weekly. Travel expenses will be billed as incurred. If significant delays are encountered during the
project outside the control of BIS, a re -engagement fee of $2,500.00 will be charged and paid prior to BIS
reengaging in the project. Payment will be due ten (10) days from the date of invoicing. By signing below,
Customer agrees to purchase, and BIS agrees to provide, the services and product outlined in this quote. This
quote is valid for 30 days from the date prepared. *All applicable sales taxes will be added to the invoice. All third -
party vendor cancellation fees and terms are non-negotiable.
Weld County Inforra#Tition Services e Grooper upgrade
BIS strives to not disclose any client information to third parties without the implicit or explicit consent
of the individual. BIS has implemented physical, administrative and technical controls for the purpose of
protecting client information against unauthorized access.
Additionally, the clients who store information that may contain their clients' personal information in the BIS
facility do so with the understanding that BIS strives to protect that information with the same physical,
administrative and technical controls. Ongoing monitoring of compliance with privacy policies and procedures is
enforced to address any privacy related complaints and disputes.
Item #
1
The parties agree to the terms of this Proposal.
BIS
Item
Professional Services (6 Weekes)
Total
QTY
Total
By. AA/ M4toeJz
Client
By:
Printed: JW Matlock Printed:
Title: Client Relations Representative
Title:
Date: December 14, 2020 Date:
$66,000.00
$66,000.00
Mike Freeman
Chair, Board of Weld
County Commissioners
nVtal� 91)7n
Contract Form
Est
Entity Name*
3USINESS IMAGING SYSTEMS INC
Contract Name*
BIS SOW FOR GROOPER UPGRADE
Contract Status
CTB REVIEW
Contract Description*
GROOPER UPGRADE SOW
Contract Description 2
Contract Type*
STATEMENT OF WORK
Amount
$66,000.00
Renewable*
NO
Automatic Renewal
Grant
PGA
Entity ID*
@00033097
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM -
I n formationTe ch no'I ogyGI S@
weldgov.corT
Department Head Email
CM -
I nformatioriTechnologyGlS-
DeptHead@weIdgou.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Entail
CM-
COUNTYA I I ORNEY@WELDG
OV.COM
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
❑ New Entity?
Contract ID
4322
Contract Lead
MTRUSLOW
Contract Lead Email
rntruslow@co.weld.co.US
Requested SOCC Agenda
Date*
12/21,!2020
Parent Contract ID
Requires Board Approval
4S.
Department Project #
Due Date
12/17/2020
Will a work session with BOCC be required?
NO
Does Contract require Purchasing Dept. to be included?
NO
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
12/21/2020
Review Date
05, 3C 2='21
Renewal Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
CONSENT
Approval Process.
Department Head
RYAN ROSE
OH Approved Date
12/17/2020
Final Approval
ROCC Approved
BOCC Signed Date
BQCC Agenda Date
12/21/2020
Originator
MTRUSLOW
Contact Type
Committed Delivery Date
Contact Email
Finance Approver
CONSENT
Expiration Date*
06/30/2021
Contact Phone 1
Purchasing Approved Date
12/17/2020
Finance Approved Date
12/17/2020
Tyler Ref #
AG 122120
Legal Counsel
CONSENT
Contact Phone 2
Legal Counsel Approved Date
12:17/2020
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