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Home My WebLink About20203083.tiffc I-- LG4- 'GI BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Creditron System Upgrade DEPARTMENT: Treasurer DATE: October 2, 2020 PERSON REQUESTING: John Lefebvre Brief description of the problem/issue: It's time for the Treasurer's office to upgrade our remittance (check/payment) processor system. It has been about 8 years since our last upgrade and many things have changed in the remittance processing arena. The current system has the following problems: • We cannot distribute the workload for check payment decisioning so it creates a production bottleneck as this work must be done by a single operator and only in the office. • It is very difficult to install the current software on our workstations to the point where it is a pretty serious issue when at times reinstallation is the best way to solve issues. • Backing transactions out of batches is very cumbersome and labor intensive and can lead to errors if not carefully done. Then the entire batch needs to be rerun in order for us to balance our transactions The new system solves these problems: • We will be able to staff the office with as few as one to two people opening and scanning checks - depending on the workload. The new software then allows remote workers to log into a cloud -based platform (with our current vendor Creditron) to decision the checks so that the load can be distributed and decentralized. This is a key advantage whether people are working in the office or remotely. We gain the distributed workload advantage either way and unjam this current production bottleneck. • The new system would be easier to install and run as a thin client on our machines and is then accessible anywhere there is an Internet connection. Employees could work from home with this option and we can track everyone who processed every item and what decision was made by each employee should the need arise to resolve issues. • It also helps us deal with other lingering problems such as items that need to be backed out of batches and processing these items such as redemption files. Currently, if a redemption payment slips through the manual sorting process it pays the item but then we have to back out the check and payment which is a lot of work to pull the payment back out of the batch. The new system eliminates these problems as it is programmed to look for these exceptions up front and routes the problem payment to a batch for manual processing. This is a big advantage as this one problem has been the most difficult to solve and is otherwise very labor intensive. This was not an anticipated change for us until the COVID-19 issues escalated it to a higher priority. The quote of $29,750.00 is reasonable as it is about half the cost of the original legacy system installed in 2007. In a discussion with Don Warden he believes this cost can be claimed under the CARES Act funding due to the remote working capability of the system. Ota)it-a-e2C/‹.) Jt6oed-f-eA-} (_t) 2020-3083 2T-00 0 c7 What options exist for the Board? (include consequences, impacts, costs, etc. of options): 1) Do nothing and leave the current problems in place and do not take advantage of the new distributed workflow and work from home options. 2) Approve the contract and create the additional efficiencies listed above. Recommendation: Approve the contract so that we can get it installed before our next peak processing season. Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin D. Ross Approve Recommendation zie4.t Schedule Work Session C-1-ee '''.l -t% Other/Comments: Cheryl Hoffman From: Sent: To: Cc: Subject: Approve recommendation Barbara Kirkmeyer Monday, October 5, 2020 3A6 PM Cheryl Hoffman Scott James; Kevin Ross; Steve Moreno; Don Warden; Esther Gesick Re: 2020 Pass Around Creditron System Upgrade.doc Sent from my 'Phone On Oct 5, 2020, at 3:03 PM, Cheryl Hoffman <choffman@weldgov.com>wrote: Commissioners, This pass -around was the very last one in the pass -around folder and none of you must have seen it because there were no approval initials. Don is asking for its status. Can you review and let me know if you approve? Thanks! Cheryl L. Hoffman Deputy Clerk to the Board 1150 O Street/P.O. Box 758 Greeley, CO 80632 Tel: (970) 400.4227 chofman@weldgov.com From: Don Warden <dwarden@weldgov.com> Sent: Monday, October 5, 2020 2:55 PM To: Cheryl Hoffman <choffman@weldgov.com> Cc: John Lefebvre <jlefebvre@weldgov.com> Subject: FW: 2020 Pass Around Creditron System Upgrade.doc Cheryl, Can you look in the pass around folder and see if the attached pass around has been signed or which sign offs are still missing. Thanks!! 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 Cheryl Hoffman L From: Sent: To: Cc: Subject: Approve ** Sent from my iPhone ** Scott James Monday, October 5, 2020 3:58 PM Cheryl Hoffman Barbara Kirkmeyer; Kevin Ross; Steve Moreno; Don Warden; Esther Gesick Re: 2020 Pass Around Creditron System Upgrade.doc Scott K. James Weld County Commissioner, District 2 115O 0 Street, P.O. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381.7496 (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 Oct 5, 2020, at 3:O3 PM, Cheryl Hoffman <choffman@weldgov.com>wrote: Commissioners, This pass -around was the very last one in the pass -around folder and none of you must have seen it because there were no approval initials. Don is asking for its status. Can you review and let me know if you approve? Thanks! Cheryl L. Hoffman Deputy Clerk to the Board 1150 O Street/P.O. Box 758 Greeley, CO 80632 Tel: (970) 400.4227 choffman@weldgov.com From: Don Warden <dwarden@weldgov.com> Sent: Monday, October 5, 202O 2:55 PM To: Cheryl Hoffman <choffman@weldgov.com> From: Sent: To: Cc: Subject: Steve Moreno Tuesday, October 6, 2020 6:27 AM Scott James Cheryl Hoffman; Barbara Kirkmeyer; Kevin Ross; Don Warden; Esther Gesick Re: 2020 Pass Around Creditron System Upgrade.doc Approve Sent from my iPhone On Oct 5, 2020, at 3:58 PM, Scott James <jamesweldgov.corn> wrote: Approve ** Sent from my iPhone ** Scott K. James Weld County Commissioner, District 2 1.150 O,Street, P.O. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381.7496 (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 Oct 5, 2020, at 3:03 PM, Cheryl Hoffman <c hoffmanweldgov.com> wrote: Commissioners, This pass -around was the very last one in the pass -around folder and none of you must have seen it because there were no approval initials. Don is asking for its status. Can you review and let me know if you approve? Thanks! Cheryl L. Hoffman Deputy Clerk to the Board 1150 0 Street/P.O. Box 758 Greeley, CO 80632 Che 1 Hoffman From: Sent: To: Cc: Subject: approve Kevin Ross Tuesday, October 6, 2020 8:01 AM Cheryl Hoffman; Barbara Kirkmeyer; Scott James; Steve Moreno Don Warden; Esther Gesick RE: 2020 Pass Around Creditron System Upgrade.doc From: Cheryl Hoffman <choffman@weldgov.com> Sent: Monday, October 5, 2020 3:03 PM To: Barbara Kirkmeyer <bkirkmeyer@weldgov.com>; Scott James <sjames@weldgov.com>; Kevin Ross <kross@weldgov.com>; Steve Moreno <smoreno@weldgov.com> Cc: Don Warden <dwarden@weldgov.com>; Cheryl Hoffman <choffman@weldgov.com>; Esther Gesick <egesick@weldgov.com> Subject: FW: 2020 Pass Around Creditron System Upgrade.doc Commissioners, This pass -around was the very last one in the pass -around folder and none of you must have seen it because there were no approval initials. Don is asking for its status. Can you review and let me know if you approve? Thanks! Cheryl L. Hoffman Deputy Clerk to the Board 1150 O Stre et/P. O. Box 758 Greeley, CO 80632 Tel: (970) 400.4227 choffman@welcigo v.com From: Don Warden <dwarden@weld.gov.con> Sent: Monday, October 5, 2020 2:55 PM To: Cheryl Hoffman <cho fry- an@weldgov.com> Cc: John Lefebvre <jlef ebvre@weldgov.com> Subject: FW: 2020 Pass Around Creditron System Upgrade.doc Cheryl, Can you look in the pass around folder and see if the attached pass around has been signed or which sign offs are still missing. Thanks!! 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 1 Page 1 of 5 Creditron 601-2265 Upper Middle Road East, Oakville, ON L6H 0G5 SYSTEM PRICE QUOTATION SUMMARY 10/6/2020 WELD COUNTY, CO PO Box 458 Greeley, CO 80632 No. of Systems: 1 HARDWARE SUB -TOTAL: APPLICATION SOFTWARE SUB -TOTAL: SERVICES SUB -TOTAL: TOTAL SYSTEM PURCHASE PRICE: Hardware Discount / Trade In Allowance Software Discount / Trade In Allowance $0.00 $39,900.00 $10,800.00 $50,700.00 $0.00 $20,950.00 PURCHASE PRICE AFTER ALLOWANCE: $29,750.00 ANNUAL HARDWARE MAINTENANCE: INCREMENTAL INCREASE TO ANNUAL SOFTWARE MAINTENANCE: $0.00 $3,990.00 NOTE: Prices do not indude applicable sales taxes. Terms are: Deposit Software Installed UAT Complete Webservice Installed Increase to MA $9,855.00 $8,692.00 $6,203.00 $5,000.00 $3,990.00 All invoices are payable upon receipt. All prices are exclusive of taxes, VAT and similar fees, all of which the Customer will be responsible for. If not quoted as flat rate, then reasonable travel expenses will be billed as incurred. A PC is mandatory for this configuration. It must meet Creditron minimum specifications. Prices valid for 30 calendar days. This quotation is subject to Creditron's Standard Terms and Conditions. All late payments are subject to a 1.5% per month finance charge. Creditron is the sole provider of all software and services outlined in this quote. Software, services and maintenance referenced herein are exclusively developed, supported and maintained by Creditron. Account Manager: Lau�rieO�pie Customer Approval: 1 1 t L 3 Mike Freeman, BOCC Chair Date: Oct 6/20 OCT 14 2020 020026- 0a r5 10/6/2020 Creditron WELD COUNTY, CO DOCUMENT PROCESSING HARDWARE: 601-2265 Upper Middle Road East, Oakville, ON L6H 0G5 Qty Product Code Description Unit Price Extended Price **Using existing hardware (CR190)** HARDWARE SUB -TOTAL: VIM Page 2 of 5 10/6/2020 Creditran WELD COUNTY, CO APPLICATION SOFTWARE: 601-2265 Upper Middle Road East, Oakville, ON L6H 0G5 Qty Product Code Description Unit Price Extended Price 1 SCH-ECP3-BASE ECP 3.0 Base License with Scanning, Keying & Archive $ 22,900.00 $ 22,900.00 1 SCH-CLI-3000E ECP 3.0 CAR/LAR CR190 $ 3,500.00 $ 3,500.00 1 SCH-840-B Check 21 Upload File - per bank $ 1,500.00 $ 1,500.00 1 SV-ECP-WEB ECP Web Services Integration, up to 70 hours $ 12,000.00 $ 12,000.00 **** With Tyler **** APPLICATION SOFTWARE SUB -TOTAL: $39,900.00 SERVICES: Qty Product Code Description Unit Price Extended Price 0 SV-RD Requirements Definition (by phone/email) $ 2,500.00 $ - 1 SV-ECP3-Imp ECP 3.0 Server software implementation $ 4,200.00 $ 4,200.00 1 SV-ECP3-App ECP 3.0 Job setup (per line of business / department) $ 4,400.00 $ 4,400.00 1 SV-ECP3-Train ECP 3.0 Training $ 2,200.00 $ 2,200.00 SERVICES SUB -TOTAL: $10,800.00 Page 3 of 5 10/6/2020 Creditron WELD COUNTY, CO ANNUAL MAINTENANCE: Hardware Maintenance: 601-2265 Upper Middle Road East, Oakville, ON L6H 0G5 Qty Product Code Description Unit Price Extended Price HARDWARE MAINTENANCE TOTAL: 0.00 Software Maintenance: Qty Product Code Description Unit Price Extended Price 1 SCH-ECP Incremental increase to annual maintenance 90 days advanced cancellation notice required SOFTWARE MAINTENANCE TOTAL: $ 3,990.00 $3,990.00 $3,990.00 Page 4 of 5 10/6/2020 Creditron 601-2265 Upper Middle Road East, Oakville, ON L6H 0G5 The services, fees and delivery schedule for this engagement are based on the following assumptions: 1. The work proposed in this quote defines the scope of work for Creditron and does not include any work required for other vendors including CIS, EPBB, credit card gateways, financial institutions, ERP, donation management platforms etc. unless specifically stated. 2. This engagement currently has, and will continue to have, the support of senior Customer management and will be assigned sufficient priority with respect to other project to ensure its success. 3. Customer will assign a lead to act as an internal resource and guide throughout this engagement. 4. Customer will secure the appropriate staff in a timely fashion in order to discuss or review the various materials produced when required, provided Creditron gives reasonable notice of such request. 5. Price does not include Customer approved Travel and Living expenses that may be required as part of the delivery of the engagement unless specified in the contract. Travel expenses may include, but are not limited to, airfare, car rental, gas, per Diem ($65/day for weekdays and $110/day for weekend or holiday travel) and hotel. 6. Customer agrees to facilitate any required Customer Corporate logistics for the fulfillment of this agreement. 7. Customer will secure, as required and in a timely fashion, the assistance and cooperation of Third Party Vendors (e.g. CIS, EPBB, credit card gateways, financial institutions, ERP, donation management platforms etc.) to ensure a successful implementation. A Change Request may be created if the Third Party Vendor is unavailable or non -cooperative and as such results in an impact to the schedule or effort. 8. Third Party Vendors Solutions are able to provide data required by the Creditron Software as well as accept data provided by the Creditron Software. 9. All third -party software and hardware products are assumed to perform correctly in the Customer environment, in accordance with the appropriate third -party vendor's specifications. 10. All documentation provided by Customer shall be up-to-date and accurate or if that is not the case, advise Creditron as such. 11. All hardware, software, and network components supplied by Customer are working properly and are free of defects and will meet minimum hardware standards provided during the engagement. 12. All user, network, database roles /permissions are provisioned in accordance with Creditron requirements by Customer at the commencement of the project. 13. To minimize project costs, the majority of project work will be performed at one of Creditron's locations except for project activities where face-to-face is deemed more effective. 14. Customer will provide remote access to its network, facilities, and systems as required to perform activities from one of Creditron's locations. Creditron shall abide by all rules and directions of Customer when accessing Customer's network, facilities or systems. A Change Request may be created if remote access to Customer's network is not available, resulting in project delays. 15. Any items not explicitly identified within this proposal (including new interfaces or nonstandard reports etc.) are considered out of scope. Any changes to those responsibilities and/or deliverables will be considered a change in scope for the engagement. Any proposed change to the engagement scope must be put into written format and be submitted to Creditron during this engagement for review and consideration. 16. If feedback is not received from Customer within 5 business days of delivery of Deliverables (Review Period) then the Deliverale will be deemed to have been accepted and the project will be closed. Page 5 of 5 10/6/2020 Contract Form New Contract Request Entity Information Entity Name* CREDITRON Contract Name* ECP AGREEMENT Contract Status CTE REVIEW Entity ID* :(C)0©3345© Contract Description* PURCHASE AND IMPLEMENTATION OF ECP APPLICATION. ❑ New Entity? Contract ID 4161 Contract Lo MTRUSLOW Contract Lead Email rntruslow@co.weld.co.us Contract Description 2 $29,750 PLUS ANNUAL INCREASE TO MAINTENANCE OF $3,990 Contract Type AGREEMENT Amount* $33,740.00 Renewable* YES Automatic Renewal Grant IGA Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGIS , weldgov.corn Department Head Email CM- InformationTechnologyGIS- DeptHeadweldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYA I I ORNEY@WELDG OV.COM Requested BOCC Agenda Date* 0,122020 Parent Contract ID Requires Board Approval YES Department Project it Due Date 10,08,2020 Will a work session with BOCC be required?* HAD 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 Termination Notice Period Contact Information Contact Info Contact Name Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE DH Approved Date 10108/2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 10,` 14: 2020 Originator MITRUSLOW Contact Type Review Date* 09/0112021 Committed Delivery Date Contact Email Finance Approver CONSENT Renewal Date* 10,066/2020 Expiration Date Contact Phone 1 Purchasing Approved Date 10/08;2020 2020 Finance Approved Date 10/08; 2020 Tyler Ref # AG 101420 Legal Counsel CONSENT Contact Phone 2 Legal Counsel Approved Date 10;0812020 Hello