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Home My WebLink About20195118.tiff/p -02-15: BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Weld Chatbot Development DEPARTMENT: Information Technology DATE: 11/19/2019 PERSON REQUESTING: Ryan Rose / Jake Mundt Brief description of the problem/issue: Weld County IT has piloted a ChatBot that could potentially be used by citizens on our website to answer some of our most frequently asked questions. We see benefit in extending the chatbot functionality, however need vendor assistance to accomplish this task. Through our existing Microsoft agreement, we have access to a vendor (Tallan) who is able to provide this technical assistance with no cash out of pocket. If approved, the deliverables include a more functional chatbot and knowledge transfer to Weld IT Technical Staff. What options exist for the Board? (include consequences, impacts, costs, etc. of options): 1) Enter into an agreement with the vendor, Tallan, to further develop the Chatbot functionality. 2) Review the potential of the chatbot in its current state as a potential option for citizens. Recommendation: IT recommends Option 1, to enter into an agreement with the vendor to create a better product with no out-of-pocket expense. Sean P. Conway Mike Freeman, Pro -Tern Scott K. James Barbara Kirkmeyer, Chair Steve Moreno Approve Schedule Recommendation Work Session Other/Comments: cc; O4,13,,ae, CT -1) /02-11- 2 019-5118 00 MUTUAL CONFIDENTIALITY AGREEMENT This Mutual Confidentiality Agreement is entered into and effective as of the Effective Date set forth below, by and between Tallan, Inc. located at 45 Glastonbury Blvd., Glastonbury, CT 06033 ("Tallan") and the Entity identified in the execution block of this Agreement. The party from time to time disclosing Confidential Information, as defined below, shall be referred to as the "Discloser" and the party from time to time receiving such Confidential Information shall be referred to as the "Recipient." Confidential Information shall refer to information and technology disclosed by Tallan or Entity, as the case may be. Confidential information is disclosed hereunder for the purpose of evaluating a potential business relationship between the Parties. Tallan and Entity are sometimes referred to herein as the "Parties". 1. Confidential Information. Discloser is disclosing to Recipient certain commercially valuable, proprietary and confidential information and trade secrets with respect to Discloser's business and products. including without limitation, information and tangible and intangible property which may relate to proprietary products, trade secrets, technology, computer source code and object code, hardware and software designs and specifications, schematics, flow charts, logic diagrams, processes, drawings, specifications, programs, models, financial information and projections, formulae, data, know-how, developments, improvements, software programs, marketing plans and strategies, customer and supplier lists and other valuable business information and products (collectively, the "Confidential Information"). All Confidential Information shall be conspicuously marked or identified as such. For oral and visual disclosures, prior to such disclosure, Discloser shall verbally identify that the information to be disclosed contains (generally) Confidential Information. Within thirty (30) days from the oral or visual disclosure, Discloser shall provide Recipient with a brief written overview identifying the Confidential Information orally or visually disclosed. 2. Protection of Confidential Information. Recipient agrees to maintain and protect the Confidential Information as confidential and proprietary using the same degree of care the Recipient uses to protect its own confidential and proprietary information, however in no event less than a reasonable degree of care. Recipient shall not disclose the Confidential Information to any third party except that Recipient may disclose the Confidential Information only to those of its employees, agents and consultants who, on a strict need to know basis: (i) require knowledge or access to the Confidential Information; (ii) are made aware that the Confidential Information constitutes confidential information and/or trade secrets of Discloser; (iii) have signed an agreement with the Recipient requiring that they protect confidential information with restrictions similar to those contained herein; and (iv) agree to treat and protect the Confidential Information accordingly. Tallan. Inc. is advised that as a public entity, Weld County Government (Weld) must comply with the provisions of C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Notwithstanding the foregoing, in the event that Weld receives a request under the Colorado Open Records Act ("Act") for any records provided by Tallan, Inc. to the Weld that may be subject to release, Weld shall promptly notify Tallan, Inc, thereof so that Tallan, Inc, may seek a protective order or otherwise assert any applicable exemption from disclosure under the Act. 3. Ownership; Return of Confidential Information. Recipient agrees that, as between the Parties, any and all Confidential Information is and shall remain the proprietary/confidential information and property of Discloser. Recipient agrees that upon request of Discloser, Recipient shall, within three (3) days, return to Discloser all originals, copies, notes and abstracts of any such Confidential Information that Recipient previously obtained from Discloser. Recipient shall certify their compliance with the foregoing, in writing, signed by an officer of Recipient. 4. Limitation on Obligations. (A) Notwithstanding anything contained herein to the contrary, Recipient's obligations as to the Confidential Information shall not apply to any portion of the Confidential Information: (a) which was rightfully known or becomes rightfully known to the Recipient without confidential restrictions from a source other than the Discloser; (b) which was or becomes publicly available or a matter of public knowledge generally, through no fault of Recipient; (c) which is approved by the Discloser, in writing, for disclosure without restrictions; or (d) which the Recipient is legally compelled to disclose; provided that the Recipient has given the Discloser reasonable notice and opportunity to contest such compulsive disclosure, and the Recipient requests that the Confidential Information disclosed be treated as confidential ((a) — (d) are singularly and collectively referred to as an "Event of Release"). In no event shall the foregoing or following be deemed to grant to either party a license (by implication or otherwise) to the other party's copyrights or patents. (B) Nothing in this Agreement, the disclosure of Confidential Information, or any discussions between the Parties shall be deemed to create any partnership, joint venture, or other commercial relationship; be deemed to be an Page I of 2 agreement or commitment to use, procure, develop, or provide any products or services between the Parties; or havee effect of impairing the rights of either party to use, make, procure, sell, distribute and/or market any products or services, now or in the future, which may be competitive with those offered or contemplated by the other party. 5. No Representation. Each party understands and acknowledges that all Confidential Information disclosed hereunder is disclosed "as is", and received as "parts of', with NO WARRANTY OR REPRESENTATION OF ANY NATURE, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Recipient shall not decompile, reverse engineer or disassemble any portion of Discloser's software products. 6. Governmental Immunity. No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 7. Miscellaneous. (A) Recipient acknowledges that Discloser shall not have an adequate remedy in the event that this Agreement is breached, and that Discloser will suffer irreparable damage and injury in such event, and that, in addition to any other rights and remedies available at law or in equity, Discloser shall be entitled to an injunction restricting the Recipient from committing or continuing any violation of this Agreement. The Parties agree to submit to the jurisdiction of the courts of the State of Colorado for the purpose of interpreting or enforcing any of the provisions of this Agreement. This Agreement shall be governed by the laws of the State of Colorado, without regard to its conflict of law principles. (B) The waiver of either party of a breach or default under any provision of this Agreement shall not be construed as a waiver of any subsequent breach or default of the same or other provision, nor shall any delay or omission on the part of a party to exercise or avail itself of any right or remedy that it has or may have, operate as a waiver of any right or remedy. In the event that any provision(s) of this Agreement is/are found to be unenforceable by a court of competent jurisdiction, then such provision(s) shall be stricken, and this Agreement shall remain in full force and effect. Regardless of the cause of termination of this Agreement, or the judicial striking of provisions, the obligations of the Parties hereunder shall survive for three (3) years from disclosure; provided however, a party's obligations as they pertain to Confidential Information disclosed in source code form, shall remain in effect until the occurrence of an Event of Release. (C) This Agreement shall be binding upon and inure to the benefit of the Parties, their assigns, and successors. Any signature, written original or facsimile, shall be deemed to be original for purposes of the enforceability of this Agreement. (D) This Agreement may only be modified by a written amendment, signed by the Parties. This Agreement sets forth the entire understanding and agreement of the Parties with respect to the subject matter, and supersedes all prior or contemporaneous understandings or agreements, or course of dealings between the Parties regarding the subject matter. TALLAN, INC. By: e: Joe Giessner i Name: Barbara ' rkmeyer Title: Senior Vice President of Government Systems Title: BOCC Chair Dated: l / WELD COUNTY, STATE OF COLORADO: BOARD OF WELD COUNTY COMMISSIONERS Page 2of2 Dated: DEC 18 2019 02019-5118 Weld County, CO STATEMENT OF WORK - Chatbot Enhancement November 18, 2019 Document prepared for: Jacob Mundt Director of GIS and Web Development Document created by: Michael Greenman Government Solutions Manager Matthew Kruczek VP - Web, Mobile & Al 1 SINCE TA L L A N 1985 Weld Crx mty, CO Charier Enhanoement 11/18/2019 Overview Weld County has developed a Proof of Concept Chatbot that they wish to add enhancements to. Weld County has enlisted Tallan's expertise in upgrading their Chatbot to be production ready with a few specific features. The deliverables of this engagement will be to enhance the Chatbot with the desired features and also demonstrate to staff programmers best practices around development of these features. Tallan will be able to start roughly two weeks following full execution of this SoW. Tallan expects this work to be executed over the course of three business weeks. Copyright © 2019 Tallan Confidential Information - Reproduction or disclosure prohibited Page 2 of 8 Weld County, W - Chatbot Enhancement 11/18/2019 Investment Tallan proposes performing this work as a Microsoft Deployment Services engagement. Tallan expects to complete this work using 10 Deployment Planning Services (DPS) days. Tallan will inform Weld County, CO, as early as possible, if the effort required will vary from the estimate. To begin the engagement, Weld County, CO will allocate 10 DPS days from the Public Cloud, Azure Deployment Planning Services (AZDPS) option in the Volume Licensing Service Center. Tallan will perform this work under the Modernizing Apps Using App Service AZDPS engagement. There will be no travel costs associated with this project because the resource will work out of a Tallan office. Copyright © 2019 Tallan Confidential Information - Reproduction or disclosure prohibited Page 3 of 8 Weld County, CO - Chattot Enhancement 11/18/2019 Project Approach Tallan will provide a Senior Consultant to work with Weld County, CO on the Chatbot Enhancement. Included in the project will be the following tasks. Tasks - Core 1. Redirect dynamically but leave chatbot window and state open a. C: How long are the wait times at motor Vehicle b. B: here is a page showing the current wait times at Motor Vehicle. Is this in the information you were looking or? (yes/no) i. Yes: redirects webpage to https://www.weldgov.com/departments/clerk and recorder/motor vehicle department/wait times, leaves chat window session open and responds with "how else can I help you today?" ii. No: Apologize, Restart workflow. iii. Demonstrate that you can redirect immediately without clicking 'yes' 2. Hook into an authenticated MSSQL table containing content a. C: How long are the wait times at motor Vehicle b. B: Currently, the wait times are i. create card here, containing info similar to: https://www.weldgov.com/departments/clerk and recorder/motor vehicle department/wait times ii. Data stored in DB file that will need to be retrieved, processed, and presented. It will be required to pass authentication into the table to retrieve the data. iii. Additionally provide code samples that can connect to CSV Deliverables 1. A working production bot, based on the existing code that contains all of the tasks above. 2. The finished bot will be functional in Weld County's production Azure environment. Copyright © 2019 Taflan Confidential Information - Reproduction or disclosure prohibited Page 4 of 8 Weld County. CO - Chabot Enhancement 11/1.8/2019 Project Scope The purpose of this project is to extend the function of Weld County's existing chatbot. Listed below are the in scope and out of scope items for the Chatbot Enhancement project. Changes in scope will be reviewed and approved by Weld County, CO and Tallan according to an agreed upon Change Control Plan Out of Scope The following items are considered out of scope: • Any other deployment besides web chat • Creation/Alteration of MSSQL Databases Copyright © 2019 Tallan Confidential Information - Reproduction or disclosure prohibited Page 5 of 8 Weld County, CO - Chatbot Enharxemerrt 11/18/2019 Project Assumptions This proposal contains assumptions based on interactions between Weld County, CO and Tallan. Listed below are key assumptions that form the basis of this statement of work. Should any of the assumptions change, Tallan will notify Weld County, CO as soon as possible and discuss any impact on the scope, timeframe, and/or budget. • It is expected that the work will be completed offsite at the Tallan offices. • Weld County, CO staff will be accessible (if necessary) based on a mutually agreed upon project schedule. • Weld County, CO will make available to Tallan any current documentation on technical environments, business processes and other pertinent information. • While Tallan will not be able to connect natively to internal Weld County infrastructure, Weld County, CO will facilitate a screenshare environment to conduct the work prescribed as part of the project scope, and can provide replicas of database tables to Tallan for off site development. Tallan resources shall supply their own laptops, smartphones, tablets (if any), and accompanying office automation software. • Should additional effort be required, Tallan and Weld County, CO will mutually agree to and document the effort required. • The estimates contained in this Statement of Work are the best possible based on the information available at this time. Copyright © 2019 Tallan Confidential Information - Reproduction or disclosure prohibited Page 6 of 8 Weld County, CO - Chatbot Enhancement 11/18/2019 Resource Plan Short Title Long Title Allocation Roles & Responsibilities Sr Cons Senior Consu Itant * Leads systems analysis, design, integration, Part -Time programming, and implementation of applications. Copyright © 2019 Tallan Confidential Information - Reproduction or disclosure prohibited Page 7 of 8 Weld County, CO - Chabot Enhancement 11/18/2019 Signatures I WITNESS W EREOF, the parties hereto have signed this Agreement this oday of , 2019. CONTRACT PROFESSIONAL: Tallan, Inc. By: Name: Joe Giessner Date / ' C) Title: Senior Vice President, Government Systems WELD COUNTY: ATTEST: lerk to the Boar BY: BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Barbara Kirkmeyer/ Chair EC 1 8 2019 Copyright © 2019 Tallan Confidential Information - Reproduction or disclosure prohibited Page 8 of 8 oto / 9-- 511 S Entity Information Entity Name* TALLAN INC Contract Name* 2019 CHATBOT ENHANCEMENT Contract Status CTB REVIEW Entity ID' @00041543 Contract ID 32B5 Contract Lead* JMUNDT Contract Lead Email jmundt@co v.eld.co us [I] New Entity? Parent Contract ID Requires Board Approval YES Department Project # Contract Description* ENHANCEMENT OF OUR CURRENT PROOF OF CONCEPT CHATBOT INTO A PRODUCITON READY INTERFACE FOR LIMITED USE ON OUR'NEBSITE. Contract Description 2 Contract Type* AGREEMENT Amount* $0.00 Renewable* NO Automatic Renewal Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTec.hnologyGIS@w eidgev.corn Department Head Ernail CM-InfomrationTechnologyGlS- DeptHeadi@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@'iVELD Gf V.COM Requested BOCC Agenda Date* 12/09,2019 Due Date 12105:2019 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 Review Date* Renewal Date 03/01+2020 Termination Notice Period Committed Delivery Date Expiration Date* 06T1/2020 Contact Information Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 12/16/2019 Approval Process Department Head Finance Approver Legal Counsel RYAN ROSE CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 12/16/2019 12/16/2819 12/16'2019 Final Approval ROCC Approved ROCC Signed Date MCC Agenda Date 121 812019 Originator JMUNDT Tyler Ref # AG 121819 Submit Hello