HomeMy WebLinkAbout20132337.tiffMEMORANDUM
TO: Esther Gesick, Clerk to the Board May 28, 2019
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Creditron SOW 1,F
Creditron provides software to Weld County for Treasurer and Motor Vehicle
functions. The software is used by the Treasurer's Office and Motor Vehicle Office
to image the checks that are received. The attached agreement between the Board
of County Commissioners and Creditron is for assistance with the migration of the
Treasurer's historical data from the old version of the software to the current version.
The requested amount is $5,000.00. The cost was budgeted for in the 2019 project
budget.
We ask that the BOCC approve the agreement as submitted.
1
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poi& -x337
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BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Creditron SOW
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose Q.V.--
DATE: 4/15/19
Brief description of the problem/issue:
Creditron provides software to Weld County for Treasurer and Motor Vehicle functions. The software is used
by the Treasurer's Office and Motor Vehicle Office to image the checks that are received. We are currently
migrating the Treasurer's historical data from the old version of the software to the current version. This
request is to engage Creditron's assistance in migrating the data.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
This provider specializes in selling and supporting this software. Options for the Board are to either approve
this SOW so all data resides in one system and the old hardware can be sunset.
Recommendation:
This agreement was reviewed by Legal and the cost was budgeted for fiscal 2019. We recommend the Board
approve the request for $5,000.00.
Approve
Recommendation
Sean P. Conway
Mike Freeman, Pro -Tern
Scott K. James
Barbara Kirkmeyer, Chair
Steve Moreno
Schedule
Work Session
Other/Comments:
CONTRACT AGREEMENT AMENDMENT BETWEEN
THE WELD COUNTY DEPARTMENT OF Information Technology
AND Creditron
This Agreement ("Amendment"), made and entered into 15th day of May, 2019, by and between the Board of Weld County
Commissioners, on behalf of the Weld County Department of Information Technology, hereinafter referred to as the "Department",
and Creditron, hereinafter referred to as the "Contractor".
WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the
Board of County Commissioners as document No. 2013-2337, approved on 10/21/2013.
WHEREAS the parties hereby agree to amend the Original Agreement in accordance with the terms of the Original
Agreement, which is incorporated by reference herein, as well as the terms provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
• The Statement of Work (attached System Price Quotation Summary dated May 9, 2019), together with the Original
Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the
Contract Documents:
All other terms and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written.
CONTRACTOR:
Laurie Opie
Printed Name
Signature
ATTEST:
Weld C
BY:
Otto.p10
.J �
ddrAiiv
Deputy Clerk t.` he Board I `
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Mike Freeman, Pro -Tern
JUN 2.019
0.20/3- J 357
0 Creditron
210-15800 Crabbs Branch Way, Rockville, MD 20855
601-2265 Upper Middle Road East, Oakville, ON L6H 0G5
SYSTEM PRICE QUOTATION SUMMARY
5/10/2019
Weld County
1401 N. 17th Ave
Greeley, Colorado 80631
No. of Systems: 1
HARDWARE SUB -TOTAL:
APPLICATION SOFTWARE SUB -TOTAL:
SERVICES SUB -TOTAL:
TRAVEL EXPENSES WILL BE BILLED AS INCURRED
TOTAL SYSTEM PURCHASE PRICE:
Hardware Discount / Trade In Allowance
Software Discount / Trade In Allowance
$0.00
$0.00
$5,000.00
$5,000.00
$0.00
$0.00
PURCHASE PRICE AFTER ALLOWANCE: $5,000.00
ANNUAL HARDWARE MAINTENANCE: $0.00
ANNUAL SOFTWARE MAINTENANCE: $0.00
TOTAL ANNUAL MAINTENANCE: $0.00
NOTE:
Prices do not include applicable sales taxes. Terms are:
50% Deposit due on Order $2,500.00
50% Due on Completion $2,500.00
and sign off of Project
Completion Form
All invoices are payable on a net 30 basis
If not quoted as flat rate, then reasonable travel expenses will be billed as incurred.
Prices valid for 30 calendar days. This quotation is subject to Creditron's Standard Terms and Conditions.
Ail late payments are subject to a 1.5% per month finance charge.
Account Manager: Laurie Opie
Customer Approval:
JUN 0 3 2019
Date: May 9/19
Page 1 of 4
5/10/2019
O2O/3 . 02531
0 Creditron
Weld County
DOCUMENT PROCESSING HARDWARE:
210-15800 Crabbs Branch Way, Rockville, MD 20855
601-2265 Upper Middle Road East, Oakville, ON L8H 0G5
Qty
Product Code
Description
Unit Price
Extended
Price
HARDWARE SUB -TOTAL:
jug
Page 2 of 4
5/10/2019
OCreditron
Weld County
APPLICATION SOFTWARE:
210-15800 Crabbs Branch Way, Rockville, MD 20855
601-2265 Upper Middle Road East, Oakville. ON L6H 0G5
Qty
Product Code
Description
Unit Price
Extended
Price
APPLICATION SOFTWARE SUB -TOTAL:
0.00
SERVICES:
Qty
Product Code
Description
Unit Price
Extended
Price
1
SV-CONV-1
Data Conversion (IAC to IAX or IAX to ECP)
1. After deliverables, Creditron to provide PCF for sign off
2. Any issues pertaining to Data Conversion will be covered
under maintenance. Any request outside scope of work,
will be billed separately and will not be covered under support
agreement unless otherwise agreed upon.
3. Deliverables to include:
Analysis of existing batches, script to do export & conversion
of images, testing of code/script, assist Weld County during
UAT, training on export/import process
SERVICES SUB -TOTAL:
$ 5,000.00
$ 5,000.00
$5.000.00
Page 3 of 4
5/10/2019
0 Creditron
Weld County
ANNUAL MAINTENANCE:
Hardware Maintenance:
210-15800 Crabbs Branch Way, Rockville, MD 20855
601-2265 Upper Middle Road East, Oakville, ON L6H 0G5
Qty
Product Code
Description
Unit Price
Extended
Price
HARDWARE MAINTENANCE TOTAL:
An
Software Maintenance:
Qty
Product Code
Description
Unit Price
Extended
Price
SOFTWARE MAINTENANCE TOTAL:
ISM
Page 4 of 4
5/10/2019
Omeautt lb 43101
CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN
THE WELD COUNTY DEPARTMENT OF INFORMATION TECHNOLOGY
AND Creditron
This Agreement Extension/Renewal ("Renewal"), made and entered into 29th day of February, 2016, by and between the
Board of Weld County Commissioners, on behalf of the Weld County Department of Information Technoloay hereinafter referred to
as the "Department", and Credltron, hereinafter referred to as the "Contractor".
WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the
Board of County Commissioners as document No. 2013-2337, approved on 10/21/2013.
WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the
Original Agreement, which is incorporated by reference herein, as well as the terms provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
• The Original Agreement will renew annually.
• The parties agree to extend the Original Agreement for an additional one year period, which will begin 1/1/2016, and will
end on 12/31/2016.
• The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The
following change is hereby made to the Contract Documents:
1.
2.
• All other terms and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written.
CONTRACTOR:
Susan Dolan
Mod Name
Signature
dett/ti k • S; dA
ATTEST:
Weld 'o n i lerk to the Boa
BY:
Deputy Cle to the Boar
ea ` 3/720,6
a/zetzt_
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
1 Y K�.J1Pe/•�—�
Mike Freeman, Chair MAR 0 ,7 2016
ecte• • r'cial or Department Head
�. -ritA;T
fri-/t-
024'3- ?337
Tit cO2"7
Invoice
Creditron
15800 Crabbs Branch Waj
Suite 210
Rockville, MD, 20855
301.721.9515 fax
888.721.9510 ph
Bill To
Renee Fielder
Weld County
1401 N. 17th Ave
Greeley Colorado 80631
United States
MT-CR-190
MT -G625-2000-0000
Subtotal
MT SWMAIN
MTSW-PC Restore
Service 2
Subtotal
2
2
Maint - CR-190 Next Business Day
Exchange
Maint-OCR Software Reader
**Advanced depot exchange only
Hardware Maintenance Subtotal
Software Maintenance
PC Restore Service
Software Maintenance Subtotal
Date
11/17/2015
Invoice #
I11256
Page 1 of 2
Ship To
Renee Fielder
Weld County
1401 N. 17th Ave
Greeley Colorado 80631
United States
1/1/2016
1/1/2016
1/1/2016
12/3112016
12/31/2016
12/31/2016
12/31/2016
15.91
3I.82
995.00
912.36
6,242.40
995.00
7,237.40
Invoice
Creditron
15800 Crabbs Branch Way
Suite 210
Rockville, MD, 20855
301.721.9515 fax
888.721.9510 ph
Date
11/17/2015
Invoice #
111256
Page 2 of 2
Item QTY Description
MT Start MT End Unit Price Amount Tax R
ItemAge Software Maintenance Includes no Increase while Hardware Maintenance Includes 3%
Total
Amount Due
8,149.76
$8,149.76
CREDITRON CORPORATION
Invoice #
Weld County - 1AX 111256
Please Enter Your Credit Card Information
Type: Master Card ____._VISA
Credit Card #:
Expiration Date: Month Year
Signature.
Make Checks Payable To
Remittance Slip
Amount Due Amount Paid
$8,149.76
Creditron Corporation
15800 Crabbs Branch Way
Suite 210
Rockville, MD, 20855
Creditron
October 16, 2013
Weld County Treasurers Office
Renee Fielder
Assistant Treasurer
1400 N 17th Avenue, PO Box 458
Greeley, CO 80631
Dear Renee
Thank you for your continued business. I know that the County will be happy with the upgrade to
ItemAge Express. Attached are two copies of the executed contract.
We look forward to the implementation. If I can be of assistance at any time please let me know.
Yours truly,
se2.‘‘,_,,e74
Debbie Barrafato,
Executive Vice President & CFO
danctert
lOM(44111, t012t►13
tie" 010 43 a%3-02337
rR ooa7
Software License and Support Agreement
Between Weld County and Creditron Corporation
THIS SOFTWARE AND LICENSE SUPPORT AGREEMENT ("Agreement") is made
and entered into this /(041ay of _ , 2013, by and between the County of Weld, a
body corporate and politic of the State of Colorado and political subdivision of the State of
Colorado, by and through its Board of County Commissioners, whose address is 1150 "O"
Street, Greeley, Colorado 80631, hereinafter referred to as "County," and Creditron Corporation,
an Illinois Corporation, duly licensed to do business in the State of Colorado, whose address
15800 Crabbs Branch Way, Suite 210, Rockville Maryland 20855-2604, hereinafter referred to
as "Contractor".
WHEREAS, County requires a tax payment processing system, and
WHEREAS, Contractor is able to provide the computer hardware and software which
meets the requirements of the County,
NOW THEREFORE, the parties
Introduction.
The terms of this contract are specified in the terms of this document and in Exhibits A, B, and C
which form integral parts of this Agreement and which are specifically made a part of this
contract by this reference.
Exhibit A, County's Request for Proposal, includes County's description of its
expectations of the performance of the software being purchased, the application of the software,
the software and hardware environment in which the software is expected to operate, and the
number of users of the software. The Request for Proposal also requires the Contractor to address
training and support services, as well as annual hardware and software maintenance.
Exhibit B, Contractor's Response to County's Proposal Document, includes Contractor's
response to County's description of its expectations of the performance of the software being
purchased, the application of the software, the software and hardware environment in which the
software is expected to operate, and the number of users of the software. In addition the
Response addresses training and support services, as well as annual hardware and software
maintenance to be provided to County.
Exhibit C, the System Price Quotation Summary, details the pricing of the hardware and
software, installation and training services and the timing of County's obligation to pay
Contractor the contract price. Annual hardware and software maintenance expenses are also
detained. The parties agree that the difference between the figures quoted in Exhibit B and the
final Agreement prices are due to changes in the final version of the system ordered and
equipment ordered.
In the event of a conflict of any terms in the Exhibits and this Agreement, the terms of
this Agreement shall govern.
1. Definitions.
On1/40tt
Page 1 of 11
ape -a.3.37
r2ooa7
1.1 COMPUTER means a machine or system, which uses logical devices ("central
processing units") to process information, such as a multiprocessor computer system or a
workstation.
1.2 DESIGNATED COMPUTER(S) means specific Computer(s), including replacements,
modifications, upgrades and additions thereto, upon which the application software is compiled
or installed and executed.
1.3 SOFTWARE DOCUMENTATION means the standard user documentation published
or provided on-line by Contractor, or distributed by Contractor under a third party license,
describing the use of the Software, including any tutorial presentation of the capabilities of the
Run -Time Versions and may include technical documentation which describes the design of the
Software. Software Documentation may be released in an electronic media format.
Notwithstanding the foregoing, Software Documentation does not include any third party
software documentation.
1.4 PRODUCT UPDATE means a change or new release of the Software or Software
Documentation designed to correct Software Problem(s).
1.5 PRODUCT UPGRADE means a change or new release of the Software or Software
Documentation designed to enhance the features of the licensed Software version or otherwise
improve the functionality of the licensed Software version.
1.6 RUN-TIME VERSION means a program that is used to execute the Software and other
utilities that are a part of the Software, but which does not allow a User to change the Software
or to create new and different Software features.
1.7 SOFTWARE means all of the computer software program versions listed in Exhibit B,
and are considered a part of the Contractor's "deliverables" and shall include all updates,
enhancements, modifications, or upgrades provided under the terms of this Agreement or a
related support agreement. Notwithstanding the foregoing, Software does not include any third
party software, unless set forth on Exhibit B.
1.8 SOFTWARE PROBLEM(S) means defective Software distribution media and/or a
failure of the Software to function substantially in accordance with the Software Documentation.
1.9 SOURCE CODE means a compilable copy of the Software which allows the Software
installer to compile the Software into a Run -Time Version using the appropriate Development
System; some portions of the Source Code may already be compiled by Contractor and provided
in an executable, Run -Time or object code version.
1.10 USER means the unique combination of one log -in on one software display device.
(Does not apply if a license is required for each CPU)
1.11 PUBLIC ACCESS MODULE means a unique subset of Software provided for the
purpose of providing third parties read-only access to County data.
Page 2 of 11
1.12 EXECUTION DATE means the date, after installation of the Software, upon which
County (in writing), accepts the Software.
1.13 MATERIAL BREACH means the failure to achieve a milestone as set forth in Exhibit
B.
1.14 SEVERE SYSTEM MALFUNCTION means the failure of the Software to perform as
represented by Contractor in Exhibit B.
1.15 ACCEPTANCE means County's willing receipt of the products, services and Software
offered by Contractor, and County's agreement to pay for said products, services and Software.
County shall always evidence Acceptance by a written statement, and not by payment alone.
LICENSES
2.1 Grant of License. Contractor grants to County the non-exclusive and non -transferable
right to have the Users execute the Software on the Designated Computers, and to use the
associated Software Documentation only for County's internal business purposes and only with
County's data, subject to the terms and conditions of this Agreement and in consideration of
payment of the agreed upon license fees.
2.2 Rights of County. County may access the Software lawfully licensed to County on any
configuration of computers or display devices connected to the Designated Computer(s). County
may transfer the Software to any electronic storage device connected to the Designated
Computer(s), provided County keeps the original solely for backup or archival purposes. County
has the right to approve all personnel supplied by Contractor to perform services rendered under
this Agreement.
2.3 Acceptance of Software. For each Software product licensed under this Agreement,
County shall have a thirty (30) day "Acceptance Period" beginning on the Execution Date, or if
the Software is provided with Software modifications, beginning on the third day following the
installation of the Software and/or Software modifications. During the Acceptance Period,
County may cancel the license by giving written notice to Contractor and returning the Software
in accordance with Section 4.2. If County elects to accept the license, the license will be
accepted by County at the end of the Acceptance Period, upon County's execution of a written
acceptance. Should County elect to cancel this Agreement under the terms of this Section 2.3,
County shall pay Contractor for all Implementation services provided through the
accomplishment of the most recent milestone payment date, so that Contractor will be paid for its
accomplishment of the steps taken to reach that milestone. The Project Plan, which is attached
hereto and made a part hereof as Exhibit C, sets forth all such steps, milestones and payment
obligations.
2.4 Backup Copy. County may make backup copies of the Software and of any portions
thereof, as well as any portions thereof which are modified or merged with other programs in
accordance with this Agreement. All such backup copies shall also be subject to the terms and
conditions of this Agreement. County agrees to maintain an accurate record of the location of the
backup copies at all times.
Page 3 of 11
3. PROPRIETARY RIGHTS AND CONFIDENTIALITY
3.1 Ownership. All title and rights of ownership in the Software and Software
Documentation remain with Contractor and/or its suppliers and are protected by copyright,
patent, and/or trade secret laws. County agrees to take all reasonable steps to protect Contractor's
and its suppliers' proprietary rights in the Software and Software Documentation including, but
not limited to, the proper display of copyright, trademark, trade secret, and other proprietary
notices on any copies of the Software. County must reproduce and include any copyright, trade
secret, trademark, or proprietary data notices, and other legends and logos on the backup copies.
County agrees to assist Contractor in the defense of Contractor's and its suppliers' ownership of
the Software and Software Documentation against all claims, liens and legal processes of
creditors of County, and further agrees, to the extent it is able in the normal course of business,
to keep the Software and Software Documentation free and clear of all such claims, liens, and
processes. However, the parties agree that County shall have all rights of ownership of the
Software, once it has paid the contracted price for said Software, except the right to re -sell said
Software.
3.2 Confidentiality. As County is a public entity, Contractor is aware that this
Agreement and all of its terms and conditions constitute a public record and that County must
disclose this Agreement and its terms and conditions to members of the public who wish to see
it. In addition, County may disclose the Software to consultants and other third parties retained to
work with the Software.
4. TERM AND TERMINATION
4.1 Term. The licenses granted under this Agreement shall commence upon the County's
Acceptance of the Software and shall continue unless County does not renew in accordance with
the provisions of this Agreement. However, both of the parties to this Agreement understand and
agree that the laws of the State of Colorado prohibit County from entering into Agreements
which bind County for periods longer than one year. Therefore, within the thirty (30) days
preceding the anniversary date of this Agreement, County shall notify Contractor if it wishes to
renew this contract.
4.2 Termination. County may terminate this Agreement by notifying Contractor in writing
of its intention to terminate. If County teuminates this Agreement as a result of Contractor's
failure to attain a milestone as set forth in Exhibit B within sixty (60) days after notice from
County that Contractor has failed to meet the milestone as anticipated, County shall be relieved
from all further obligations under this Agreement.
Contractor may terminate this Agreement if County fails to pay any license fees owing and
which are more than thirty (30) days past due. Contractor may also teiniinate the Agreement if
County breaches any agreement or obligation in this Agreement and fails to remedy such breach
or demonstrate a good faith effort to remedy such breach within thirty (30) days after receiving
written notice of such material breach from Contractor. HOWEVER, as Contractor has no rights
in County's continued subscription to Contractor's services under the Support, Update and
Upgrade provisions as set out in Section 9.3 of this Agreement, future action by County to refuse
to accept such services shall not give rise to any right of Contractor under this Agreement.
Page 4 of 11
Upon termination, both parties shall be relieved from any further obligations to one another
under this Agreement.
5. LIMITED WARRANTY.
5.1 Limited Warranty. Contractor warrants that after the delivery of the Software and
Software modifications, if any, to County, the latest unmodified version of the Software released
by Contractor shall substantially perform in accordance with the Software Documentation. Said
Software is warranted to meet the specifications set forth as County's requirements, in Exhibit A,
and to operate as indicated in Contractor's proposal, in Exhibit B.
5.2 Remedies. Contractor's entire liability and County's exclusive remedy shall be for
Contractor, at County's option, to either: (a) replace any defective media which prevents the
Software from satisfying the limited warranty described above provided such defective media is
returned to Contractor; or (b) attempt to correct any errors which County finds in the Software
during this warranty period and which prevent the Software from substantially performing as
described in the Software Documentation. Any replacement Software will be warranted for the
remainder of the original warranty period or for thirty (30) days, whichever is longer.
5.3 Right to License. Contractor warrants that it is the owner of the Software and/or has the
right to license Software to County.
5.4 Limitations of Warranty. The above warranty is null and void if failure of the
Software has resulted from accident, abuse, or misapplication; including unanticipated alteration
or modification of the Software BY County. The above warranty applies only to Software
Problems, which are apparent in the unmodified, standard Software, which is not merged with
other software. Contractor shall not be required to correct errors during the above described
warranty period attributable to: equipment malfunction; products other than the Software; use of
the Software in conflict with or contravention of the Software Documentation or the terms of this
Agreement; or accident, neglect, misuse, or abuse of the Software.
6. INDEMNIFICATION
6.1 Contractor's Indemnification. Contractor shall indemnify, defend and hold harmless
County against any action to the extent such action is based on a claim that County's use of the
Software or Software Documentation or any part thereof, under this Agreement, infringes a
valid, enforceable United States patent or copyright, or misappropriated a trade secret, and
Contractor shall pay all damages and costs, (including reasonable attorneys' fees), awarded or
agreed to in a settlement by Contractor in respect of such action; provided that Contractor is
given notice of such claim within thirty (30) calendar days of the dated County knows of such a
claim. Contractor shall control the defense in any such action and, at its discretion, may enter
into a stipulation of discontinuance and settlement thereof County shall cooperate with
Contractor in any such defense and shall make available to Contractor all those persons,
documents and things required by Contractor in the defense of any such action. Reasonable out-
of-pocket expenses incurred by County will be reimbursed by Contractor. County, may, at its
expense, assist in such defense.
6.2 Remedies. If, in an action described in Section 6.1 above, the Software is held to
constitute an infringement or misappropriation, or the use, demonstration, distribution,
Page 5 of 11
marketing, or sublicensing thereof is enjoined or restricted, Contractor shall, at its option, either
procure for County the right to continue using the Software, or modify the Software to permit
County to exercise its rights hereunder, or if the foregoing options are not available, terminate
the Agreement and promptly refund to County all license fees paid by County to Contractor for
the infringing Software amortized over a five (5) year period from the date of initial delivery,
(i.e., a refund pro -rated on a monthly basis over a sixty (60) month term).
6.3 Limitations of Indemnification. The foregoing indemnity shall not apply in respect of
any infringement misappropriation if such infringement or misappropriation resulted from
County's or any of its Users' use of the Software: (a) in an operating environment other than that
described in the Software Documentation or under this Agreement; (b) in conjunction with an
enhancement not created or owned by Contractor; or (c) in conjunction with other software not
created or owned by Contractor. The foregoing states the entire obligation of Contractor with
respect to the infringement of patents and copyrights, and misappropriation of trade secrets.
7. SUPPORT
7.1 Remote Access. County is required to establish a direct computer -to -computer remote
access link with Contractor before Support is provided to County. County must assure that
Contractor has access to County's Designated Computer(s) via the remote access link. The link
must meet Contractor's current specifications for connection to its County support network.
Contractor will provide the System Administrator with a telephone number to Contractor's
Support Center, a log -in to the Support Center's system, and instructions on how to establish the
link. Contractor will ensure that the Support Center's system will accommodate a link with
County's system(s). County will bear all costs associated with establishing and maintaining the
link from County's site to Contractor's County service network. County reserves the right to
control which product is used to establish and maintain the link from County's site to
Contractor's site. County will license their copies of the product
7.2 Required Development Environment. To assist in the resolution of Software
Problem(s), County is required to maintain the versions then -currently supported by Contractor,
or versions compatible with the versions then -currently supported by Contractor. County shall
also maintain a tape drive on its development systems. The requirements of this subsection are
subject to reasonable change.
7.3 Support Fees for Annual Maintenance. County agrees to pay the current annual
Support Fees as detailed in Exhibit D. Annual fees are subject to the following imitations: (a) the
first year's annual fee cannot exceed fifteen percent (15%) of the purchase price of the Software;
(b) after the first year, each year's annual maintenance is subject to a maximum increase of five
percent (5%).
7.4 Name of Software Company, Proofpoint, Inc., Support Specialist and System
Administrator. County shall designate both a System Administrator and a Proofpoint, Inc
Specialist who shall act as the primary contact between County and Contractor.
7.5 County's Responsibilities. County agrees to assist and cooperate with Contractor as
reasonably required by Contractor, in the resolution of Software Problems. Such assistance will
facilitate quicker and more effective problem resolution by Contractor, and may include:
Page 6 of 11
7.5.1 Consultation with the System Administrator and Proofpoint, Inc. Software
Support Specialist.
7.5.2 Providing documentation of the Software Problem(s), test data, and copies of the
programs being used when the Software Problem(s) become apparent.
7.6 Support Services. The Support Services generally include resolution of Software
Problem(s), support via electronic mail, ("E-mail"), and telephone, upgrades and updates of the
Software. Updates to existing procedures in the Software as required by legislative action,
described in Exhibit B, are also included in the Support Services. Installation, training, and
modification of the Software are services not included as support services, and must be
contracted separately.
7.7 Email and Telephone Support. Contractor will provide assistance in identifying,
confirming and providing a "workaround" for suspected Software Problem(s) in the standard,
unmodified code of the Software. Contractor may require documentation of the Software
Problem, test data, and copies of programs being used before confirming and resolving Software
Problem(s). E-mail can and should be used to communicate support requests.
7.8 Direct User Contact. Contractor Personnel may use the remote access link to access
County's Computer to better analyze suspected Software Problem(s) and produce a solution or
"workaround" to Software Problem(s). Contractor personnel may also directly communicate
with County regarding the suspected Software Problem(s) using any form of
telecommunications.
7.9 Site Visits. In the event that: (a) data is corrupted, returned results are incorrect, or there
is a severe feature malfunction without a "workaround"; (b) the Software Problem seriously
disrupts County's primary business operations; and (c) County and Contractor have made every
reasonable attempt to correct the Software Problem, then Contractor agrees to use it best
reasonable efforts to resolve the Software Problem, first remotely through the remote access
connection or otherwise provided County has provided Contractor adequate remote access to
County's system, and then on -site, if necessary to resolve the Software Problem(s) at
Contractor's option.
7.10 Support Hours. Contractor support services, which include direct telephone services,
will be available to County 7:00 a.m. until 5:30 p.m. Monday through Friday, except on holidays
observed by County.
7.11 Product Updates and Upgrades. Upon payment of County's annual Support Fee
(detailed in Exhibit C, attached hereto and made a part hereof), Contractor agrees to provide
County with the Product Updates and Product Upgrades for licensed Software Produced by
Contractor.
7.12 Language. Telephone and E-mail support will be provided in English, unless otherwise
agreed upon in writing by both parties.
7.13 Training. Training will be provided by Contractor following final Acceptance by
County. Training services are included in the price paid by County for the Software.
Page 7 of 11
8. GENERAL
8.1 Waiver, Amendment or Modification. Any waiver, amendment, or modification of
any of the provisions of this Agreement or of any right, power or remedy hereunder shall not be
effective unless made in writing and signed by the parties. No failure or delay by either party in
exercising any right, power or remedy with respect to any of its rights hereunder shall operate as
a waiver thereof in the future.
8.2 Governing Law. This Agreement shall be governed by the laws of the State of
Colorado, and shall inure to the benefit of Contractor, its successors, administrators, heirs, and
assigns. The United Nations Convention on the International Sale of Goods shall not apply to
this Agreement.
8.3 Choice of Forum. The parties agree that Weld County, Colorado shall be the proper
forum for any action, including mediation and arbitration brought under this Agreement.
8.4 Attorney Fees. In the event an action, is brought to enforce any provision of this
Agreement, neither party shall be entitled to recover legal costs, or attorney fees, in addition to
any other amounts recovered.
8.5 Limitation on Actions. No actions, regardless of form, arising from the transactions
under this Agreement, may be brought by an aggrieved party hereto more than two (2) years
after the facts creating the cause of action are known to said party.
8.6 Severability. If any term, provision, or part of this Agreement is to any extent held
invalid, void, or unenforceable by a court of competent jurisdiction, the remainder of the
Agreement shall not be impaired or affected thereby, and each remaining term, provision, or part
shall remain in full force and effect.
8.7 Survival. The terms, conditions and warranties contained in this Agreement that by
their sense and context are intended to survive the termination of this Agreement, shall so
survive.
8.8 Notice. All notices or other communications made by one party to the other concerning
the terms and conditions of this contract shall be deemed delivered under the following
circumstances:
(a) personal service by a reputable courier service requiring signature for receipt; or
(b) five (5) days following delivery to the United States Postal Service, postage prepaid
addressed to a party at the address set forth in this contract; or
(c) electronic transmission via email at the address set forth below, where a receipt
or acknowledgment is required by the sending party; or
(d) transmission via facsimile, at the number set forth below, where a receipt or
acknowledgment is required by the sending party.
Page 8 of 11
Either party may change its notice address(es) by written notice to the other. Until
otherwise notified, notices shall be provided to the following individuals:
Contractor Contact:
Name: Wally Vogel, President & CEO
Address: 15800 Crabbs Branch Way, Suite 210
Address: Rockville, Maryland 20855-2604
E-mail: (vv voAge/ Jcreo/iiron corn
Telephone: 246'-252-4983
With copy to:
Name: Matt Stover
Position: Programmer
Address: 15800 Crabbs Branch Way, Suite 210
Address: Rockville, Maryland 20855-2604
E-mail: mstover@creditron.com
Telephone: 240-252-4983
County:
Name: John Lefebvre
Position: Weld County Treasurer
Address: 1400 North 17th Avenue
Address: Greeley, Colorado 80631
E-mail: jlefebvre@co.weld.co.us
Telephone: 970-353-3845 ext 3290
8.9 Force Majeure. Neither party shall be in default nor liable for any failure in
performance or loss or damage under this Agreement due to any cause beyond its control.
8.10 Board of County Commissioners of Weld County Approval. This Agreement shall
not be valid until it has been approved by the Board of County Commissioners of Weld County,
Colorado or its designee.
8.11 Taxes. County, as a governmental entity, is exempt from sales, use and other taxes or
similar governmental charges or duties which might be incurred in connection with the exercise
of the license(s) and rights granted herein to County, and therefore shall not be responsible for
the payment of any taxes. Contractor shall be responsible for the payment of any sales, use or
other taxes incurred when it purchase products, materials or services in the fulfillment of its
obligations under this contract. Contractor is also responsible for the payment of all taxes or
charges based on the income of the Contractor.
8.12 Acknowledgment. County and Contractor acknowledge that each has read this
Agreement, understands it and agrees to be bound by its terms. Both parties further agree that
this Agreement, with the attached Exhibits A, B, C, and D, is the complete and exclusive
statement of agreement between the parties and supersedes all proposals or prior agreements,
oral or written, and any other communications between the parties relating to the subject matter
of this Agreement.
Page 9 of 11
8.13 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.
8.14 No Third Party Beneficiary Enforcement. It is expressly understood and agreed that
the enforcement of the terms and conditions of this Agreement, and all rights of action relating to
such enforcement, shall be strictly reserved to the undersigned parties and nothing in this
Agreement shall give or allow any claim or right of action whatsoever by any other person not
included in this Agreement. It is the express intention of the undersigned parties that any entity
other than the undersigned parties receiving services or benefits under this Agreement shall be an
incidental beneficiary only.
8.15 Fund Availability. Financial obligations of the (Board of County Commissioners of
Weld County) payable after the current fiscal year are contingent upon funds for that purpose
being appropriated, budged and otherwise made available. By execution of this Agreement,
County does not warrant that funds will be available to fund this Agreement beyond the current
fiscal year.
8.16 Employee Financial Interest/Conflict of Interest. C.R.S. §§24-18-201 et seq. and §24-
50-507. The signatories to this Agreement aver that to their knowledge, no employee of
Weld County has any personal or beneficial interest whatsoever in the service or property which
is the subject matter of this Agreement. Contractor's has no interest and shall not acquire any
interest direct or indirect, which would in any manner or degree with the performance of
Contractor's services and Contractor shall not employ any person having such known interests.
During the term of this Agreement, Contractor's shall not engage in any in any business or
personal activities or practices or maintain any relationships which actually conflict with or in
any way appear to conflict with the full performance of its obligations under this Agreement.
Failure by Contractor's to ensure compliance with this provision may result, in Weld County's
sole discretion, in immediate termination of this Agreement.
8.17 Independent Contractor. Contractor shall perform its duties hereunder as an
independent contractor and not as an employee. Contractor shall be solely responsible for its acts
and those of its agents and employees for all acts performed pursuant to this Agreement. Neither
Contractor nor any agent or employee of Contractor shall be deemed to be an agent or employee
of County. Contractor and its employees and agents are not entitled to unemployment insurance
or workers' compensation benefits through Weld County and County shall not pay for or
otherwise provide such coverage for Contractor or any of its agents or employees.
Unemployment insurance benefits will be available to Contractor and its employees and agents
only if such coverage is made available by Contractor or a third party. Contractor shall pay when
due all applicable employment taxes and income taxes and local head taxes (if applicable)
incurred pursuant to this Agreement. Contractor shall not have authorization, express or implied,
to bind County to any agreement, liability or understanding, except as expressly set forth in this
Agreement. Contractor shall have the following responsibilities with regard to workers'
compensation and unemployment compensation insurance matters: (a) provide and keep in force
workers' compensation and unemployment compensation insurance in the amounts required by
law and (b) provide proof thereof when requested to do so by County.
Page 10 of 11
8.18 Public Contracts for Services. C.R.S. §8-17.5-101: Contractor certifies, warrants,
and agrees that it does not knowingly employ or contract with an illegal alien who will perform
work under this contract and will confirm the employment eligibility of all employees who are
newly hired for employment in the United States to perform work under this Agreement, through
participation in the E -Verify program of the State of Colorado program established pursuant to
C.R.S. §8-17.5-102(5)(c). Contractor shall not knowingly employ or contract with an illegal
alien to perform work under this Agreement or enter into a contract with a subcontractor that
fails to certify with Contractor that the subcontractor shall not knowingly employ or contract
with an illegal alien to perform work under this Agreement. Contractor (a) shall not use E -
Verify Program or State of Colorado program procedures to undertake pre -employment
screening or job applicants while this Agreement is being performed, (b) shall notify the
subcontractor and County within three (3) days that Contractor has actual knowledge that a
subcontractor is employing or contracting with an illegal alien and (c) shall terminate the
subcontract if a subcontractor dues not stop employing or contracting with the illegal alien within
three (3) days of receiving notice, and (d) shall comply with reasonable requests made in the
course of an investigation, undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado
Department of Labor and Employment. If Contractor participates in the State of Colorado
program, Contractor shall deliver to County, a written notarized affirmation that it has
examined the legal work status of such employee, and shall comply with all of the other
requirements of the State of Colorado program. If Contractor fails to comply with any
requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may terminate this
Agreement for breach, and if so terminated, Contractor shall be liable for damages.
IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first
stated above.
CONTRACTOR- Creditron Corporation:
By: �L
Name: LhrJre /4Jrr�r..-G.6
Title: ATP c"' (-159
WELD COUNTY:
Date /YUr
BOARD OF COUNTY COMMISSIONERS
WELD Y, COLORADO
ATTEST:
Weld County Clerk to the Board
BY:
Deputy Cler'to the Board
am F`Oarcia, Chair
OCT 21 2013
Page 11 of 11
cg/j'—'337
July 18, 2013
Weld County Request for Proposal
request for Proposal
Tax Payment Processing System
Weld County RFP (Tax Payment Processing System) Page 1
July 18, 2013
Weld County Request for Proposal
Section 1
1.1 Quote Due Date
The deadline for submission of quotes in response to this RFP is 5:00 p.m. August 16,
2013
1.2 Number of Copies
Please provide (1) Electronic Copy of your response
1.3 Vendor Contact
Questions relating to this RFP and the formal quote should be directed to:
John Lefebvre
Treasurer
Weld County, CO
1401 N. 17th Avenue
PO Box 758
Greeley CO 80631
The response to the bid must include vendor contact information for purpose of
questions and clarification.
1.4 Turnkey Approach
The desired contract is one in which the vendor delivers, installs, implements and
passes an acceptance test on equipment and software, training, and documentation.
1.5 False or Misleading Statements
If, in the opinion of Weld County, a Quote contains false or misleading statements of
references that do not support a function, attribute, capability or condition as contended
by the vendor, it might be rejected.
1.6 Clarification of Quote
Weld County reserves the right to obtain clarification of any point in a vendor's quote or
to obtain additional information necessary to properly evaluate a particular quote.
Failure of a vendor to respond to such a request for additional information or clarification
may result in rejection of a vendor's quote.
1.7 Contract Terms and Conditions
Weld County will develop a contract for purchase. The bidder will supply a sample
contract that may provide a guideline for Weld County to use in developing a contract.
1.8 Acceptance of Quote Content
Weld County RFP (Tax Payment Processing System) Page 2
July 18, 2013
Weld County Request for Proposal
The contents of the quote and all statements made within it will become, at the option of
Weld County, a contractual obligation if a contract ensues. Failure of the successful
bidder to accept this obligation may result in cancellation of the award.
1.9 Responsiveness
Quotes should respond to all requirements of this RFP to the maximum extent possible.
Vendors are asked to clearly identify and limitations or exceptions to the requirements
inherent in the proposed system. Alternative approaches will be given consideration is
that approach clearly offers increased benefits to Weld County.
1.10 Format of Quote
For ease of finding required information the bidder is to follow precisely the order and
section number format of the Request. Other materials not directly related" to the stated
requirements are to be included in the Appendices.
Section 1 (Continued)
1.11 Software Requirements
Software requirements are specified in Section 3 of this RFP and constitute a list of
desired features and functions:,t if you do notihave offerings for each of the stated
applications, clearly indicate which modules you are proposing.
1.12 Equipment Requirements
The vendor should quote the.equipment configuration best suited for the software
application. The equipment must have technical support available during normal
business hours.
1.14 Support Requirements
Support requirements are specified in Section 4. Your Quote should specifically address
each requirement listed.•
1.15 Warranties
Please provide warranty coverage information for all equipment and software modules.
Include applicable starting periods for warranties.
1.16 Information about the Company
Please provide information that will enable us to evaluate your company's financial
stability, track record and support capabilities. We require that you include the following:
- Ownership of your company
Weld County RFP (Tax Payment Processing System) Page 3
July 18, 2013
Weld County Request for Proposal
Number of years in business
- Number of installations
Total number of employees.
An indication of if software and hardware are developed internally or distributed
by the vendor
- In the case of internal development, include Proof of Certifications (E.g. Microsoft
Certification)
In the case of a distributorship, include confirmation of status as an authorized
distributor
1.18 User References/Demonstration
Please provide a list of five paying customers of your company who are using the
equipment and software proposed. The list should provide a contact name, telephone
number, length of time using you system and a brief description of the users' equipment
and software configuration. Weld County also reserves the right to request a
demonstration of the system at a mutually acceptable site, which may be at Weld
County's office, or at another site. Failure to provide suitable references or a functional
demonstration acceptable to Weld County will result in the vendor's bid being rejected
without further consideration.
1.19 Delivery and Implementation Schedule
Weld County plans to install all requested software and equipment as soon as possible
after contract execution. Preference will be given to vendors that can complete
installation within eight to twelve weeks of contract signing. Availability of proposed
hardware and software will be used in the evaluation of the bid. The bidder must include
a realistic delivery and implementation schedule in terms of weeks following contract
signing. Tasks to be performed by the vendor as well as by Weld County should be
specifically stated and included in the schedule.
1.20 Payment/Retainer
Provide a payment schedule by percentage according to the following:
Contract Execution:
Equipment and Software Installation:
Successful Acceptance Test:
Annual Maintenance:
Installation/Training Expenses:
1.21 Evaluation Criteria
The following general criteria will be used to evaluate the responses.
Weld County RFP (Tax Payment Processing System) Page 4
July 18, 2013
Weld County Request for Proposal
• Ability of the equipment and software to meet Weld County general and
specific integration requirements, as shown in the response, and verified
by references and/or functional demonstration
• Software packages available now and enhancements planned
• Vendor's ability to support both the hardware and software
• Total cost which considers both initial acquisition and ongoing operating
costs
• Results of reference checks and on-site/off-site demonstrations
• Level, quality and type of client training and technical assistance provided
• Upward compatibility for future growth
• Ease of use and operation of the system according to Weld County's
general and specific requirements
1.22 Expenses for Response
Potential Vendors are solely responsible for their own expenses, if any, in preparing a
response to this Request for Proposal. This would include any costs incurred during
functional demonstrations or subsequent negotiations.
1.23 MINIMUM MANDATORY REQUIREMENTS AND. SPECIFICATIONS
The following requirements are provided to assist proposers in understanding the
objectives of the County and submitting a thorough response. Specific responses to
each must be acknowledged and proposers must include an explanation for each item
that describes how their product/service complies or does not comply with that
requirement. All requirements are minimum unless otherwise noted. The successful
proposer will provide a product that meets or exceeds the following requirements:
Item
No
Description
Comply/Not
Comply
Comments
General
1.
Interface into Tyler Technologies
Eagle Tax Collector Application with 4
reference Counties, please. List.
2.
Must be certified and delivered on
Windows 8 with the ability to print
documents to networked printers.
3.
Solution must be designed and
delivered on, a Microsoft based
Database Scheme.
4.
Must supportthe Opex IEM for the
model AS7200 AND MPE 7.5,
provide References
5.
Must Support the IBML family of
devices, provide References
6.
Must Support the Canon family of
Devices
7.
System must support Virtual
Botching
8.
System must support Wholesale and
Retail processing on 1 application
9.
System must support Thin Client
Cloud based architecture
10.
Describe how you support your
current software versions and how
Weld County RFP (Tax Payment Processing System)
Page 5
July 18, 2013
Weld County Request for Proposal
many previous versions you support.
Describe how often updates are
implemented and how updates
impact the system. How long do you
plan to support your current software
version?
11.
Security features to include access
controls, ability to control major
software functions (scan, correction,
balancing, posting, depositing,
viewing). Describe how security
within the system functions, list
possible levels of security.
12.
Every 3-5 years, the County may
rebid banking services, please
describe the ability of the system to
adapt to different financial
institutions. Discuss any situations
where the system may not work with
a particular financial institution.
13.
Guarantee of availability of service.
14.
Must meet current ACH Check
Conversion and Check 21
requirements.
15.
Provide electronic check conversion
at point of sale
16.
Must support Multiple Tax types, with
remote capture capabilities
17.
Remote Capture must include
Scanline Capture with Check Digit
validation, and stop file capabilities
18.
Provide samples of reporting
processes.
19.
Provide sample standard reports,
reports should include
• Daily Activity Detail
• Daily Activity Summary
• Daily Deposit
• Rejections
20.
Ability to generate reports based on
type of action in audit trail (operator,
group or company)
21.
Ability to customize reports.
22.
Must be able to convert checks into
ACH or EFT transfer for automatic
deposit into:Weld County's bank
account on a daily basis.
23.
Describe technical support offered,
and levels/tiers of service with cost
for each.
24.
Describe processes for responding to
support requests; is there a tiered
response process in place based on
severity of issue?
Specific Equipment and Software
Standards
25.
CAR/LAR (Courtesy Amount
Recognition/Legal Amount
Recognition) must compare fields
and have ability to set thresholds for
acceptance.
Weld County RFP (Tax Payment Processing System)
Page 6
July 18, 2013
Weld County Request for Proposal
26.
Ability to read statements with
multiple fields.
27.
Upload data from statements into
County accounting system.
28.
Must display image for data entry,
allow rotation, zoom, and front/back
viewing of image.
29.
Automatic check endorsement, with
both ink on rear of item and virtual
endorsement.
30.
Transport Requirements
• Rated speed of 180 checks
per minute
• Simplex, duplex, grayscale,
black and white operating
modes
• Resolution - 240 X 240 dpi,
200 X 200 dpi, 150 X 150
dpi, 100 X 100 dpi
• Automatic document feeder
that holds up to 200 items
with two output pockets
• Automatic page size
detection
• Document sizes - Width 4.7"
- 9.1",
Length 2.4" - 4.6"
31.
Provide detailed list and
specifications of all hardware needed
for the system.
32.
Comply with Weld County Network
Security Policy.
1.24 DESIRED FEATURES AND SPECIFICATIONS
The following desired requirements may be used to assess the capability and
methodology of a proposedsolution during the evaluation process to determine best
value. They represent highly desired, but not mandatory requirements. Proposers must
include an explanation for each item that describes how their solution complies or does
not comply with that requirement.
Item
Description
Comments
No
1.
System must also have capability to convert
checks drawn on commercial /business accounts.
2.
Optional image Archiving and Retrieval for long-
term storage and permanent
3.
Ability to enlarge areas of interest by zooming with
a simple mouse click
4.
Ability to print multiple images from database,
front and rear, selectable number of images per
page.
Weld County RFP (Tax Payment Processing System)
Page 7
July 18, 2013
Weld County Request for Proposal
5.
Multiple balancing tools; calculator, reposition
balancing entry bar, ability for system to read in a
selectable voice actual amounts or complete item
information, automatically total highlighted items.
Section 2 Background Information
Weld County currently prints and mails bills to approximately 174,000 bills per year. The
printed bill includes a return stub containing a scan line that provides account and
amount due information. Payments are made in either one full payment or two half payments.
The Treasurer represents 25% of the check volume and the clerk is 75% of the total check
volume.
We have 2 Stub Types in circulation (the original bill and the delinquent bill).
We have one DDA Account that we are currently utilizing.
Weld County currently uses Wells Fargo Bank for Image Exchange Deposit.
Additional capabilities that provide for lower cost, more efficient operation, or better Weld
County service are always of interest. We solicit information on product features and/or
options that will help us meet these objectives.
Section 3 General Software and Hardware Standards
The proposed software must comply with the following general standards.
■ 100% compatible with Windows 8 Operating System
• for compatibility with future Windows releases, software Vendor must be Microsoft
Certified Partner
• Software native to the PC environment
• Software compatible with Weld County Networking environment
• Software able to print documents direct to PC networked printers
• Software currently supported with no plans for phase out
• Software adheres to widely accepted industry standards, and has passed
independent audit testing
• Software must be provided as a perpetual license with no additional annual or per
item fees for its use, and no time or volume limits requiring additional license fees
• Software must not contain any viruses, trapdoors, timebombs, or other malicious
code
■ Software is easy to use and has a Graphical User Interface (GUI)
• Adequate security features that include the ability to set access controls at Multiple
levels.
• Software includes built-in back up features, and data recovery if processing is
disrupted due to power loss or other interruptions
• Custom Report capabilities where applicable
• Documentation with on-line help, as well as printed user manuals
■ Weld County support, with a toll free support line, and dedicated and secure Webex
or equivalent site for remote diagnostics during normal business hours. Optional
extended hour coverage (up to 7 X 24) must be available.
Weld County RFP (Tax Payment Processing System) Page 8
July 18, 2013
Weld County Request for Proposal
is Ability to utilize customized forms used by Weld County
The proposed hardware must comply with the following standards:
• be certified by UL, CSA or other applicable safety standards
• be manufactured in an ISO certified facility
• have manufacturer's direct parts and service support available within North
America
• fit easily into office environment
The proposed solution must provide the following capabilities
• Support Virtual Endorsement's
• Support Virtual Batching
• Upload data from stubs into host computer individually or by batches
• Support Multiple OCR Fonts
■ Image capture of front and rear of stubs and checks
• Must display image for data entry and allow zooming in to amount field in a single
keystroke
• Process Multiple Types of batches
Process the following types of transactions, intermixed within a batch no manual
sorting:
• Single stub/single check
in Multiple checks/single stub
• Multiple stubs/single check
• Multiple stubs/multiple checks
• Matched or Unmatched payment amounts
Process the following types of transactions, within the same batch by selecting the
appropriate mode:
• Exceptions (e.g. check and list)
• Check only processing
■ CAR/LAR (Courtesy Amount Recognition/Legal Amount Recognition) to read
handwritten amounts
• There should be no fixed limit to the number of documents that can be processed
using the CAR/LAR
■ Use of CAR/LAR to allow one pass mixed processing of multis/singles/partial
payments without! sorting
• Net'amount/gross amount (late payment) processing, with one key toggle
■ Ability to process up to 5 amount fields and add amount fields automatically
• Automatic skip of exception transactions (e.g. payment on a credit balance) when in
power encode mode
■ Substitute stub processing
■ Automatic feeding (at least 500 document capacity)
• PC to Host Communication
In order to allow the transaction data to be uploaded to the host accounts receivable
system, the data will need to be in a format, which can be accepted by that system
• Automatic check encoding and endorsement
■ Complete audit trail
• Reporting/Inquiry Module
Weld County RFP (Tax Payment Processing System) Page 9
July 18, 2013
Weld County Request for Proposal
• Audit Report
• Daily Activity Detail Report
■ Generate Daily Balancing
• As an option, generate Remote Deposit Files for ARC or Check 21
■ Batch Reports
• Sort Options
At a minimum 3 pockets (minimum 250 document capacity each) will be required to
accommodate:
• Processed stubs
■ Processed checks
• Exceptions/rejects
Availability of upgrades to a total of 9 pockets is desirable.
■ Online Retrieval of Images
Retrieval and database indexing of images stored is required. Sufficient storage
space for a front image of a check (and/or the stub) is required for 30 to 60 days,,
work. Optional image Archiving and Retrieval for longer term storage and permanent
archive records using a CD-ROM or Optical Disk storage must be available. Images
being viewed must be able to be enlarged by "zooming" in on areas of interest with a
simple mouse click
• Check/Stub Images must be able to be reprinted, saved, or emailed
• Archive Capabilities must be available
■ Track Speed
Specify the rated track speed in documents per minute for the proposed scanning
devices.
• Rated Document Throughput
Provide a reasonable figure for actual throughput (not track speed) to use in estimating
processing time. This should include all functions from the start of process to completed
deposit, upload, and reports. Verification of the quoted speed may be required as part of
a functional demonstration.
• Image Capture
Provide the dots per inch and format of the images stored.
• Front/Back
The system quoted should include a front and rear image camera.
• Image Archive
The PC quoted must be configured to provide up to 60 days storage of images and
associated data. The retrieval/inquiry screen must allow for scrolling, zooming, copying,
and printing of images.
• Documents Standard
Minimum Size - 5 inches long, 2 1/2 inches high
Maximum Size - 8.5 inches long, 4 Y inches high
Paper Weight - 20 to 28 lbs
■ Character Recognition
Support of these Fonts is a requirement
• OCR A Numeric
• OCR A Alphanumeric
Weld County RFP (Tax Payment Processing System) Page 10
July 18, 2013
Weld County Request for Proposal
• OCR B Numeric
• OCR A Alphanumeric
• OCR B Alphanumeric
• E -13B
• Optional barcode
• Optional multifont machine print
• Optional handprint
• Optional mark sense (checkbox)
Installation and Training
The bidder will provide complete installation of the hardware and software, ensure
proper system performance, and complete acceptance testing. Training is required to
cover all aspects of operation including supervisor functions.
Support Services
Weld County software support, with a toll free support line, and a secure and dedicated
Webex or equivalent site for remote diagnostics during normal business hours is
required. Optional extended hour coverage (up to 7 X 24) must be available.
Hardware Support with a maximum 4 -hour response time during normal business hours
is required.
Section 4 - Installation and Support Requirements
4.1 Equipment and Software Delivery and Installation Schedule
Bidder must provide a delivery and installation schedule based on time after contract
signing
4.2 Equipment and Software Sign -off
Weld County requires that acceptance testing take place within 2 business days of the
completion of installation, and be conducted using a checklist of functions to be verified:
in Verification of all functions and menus as listed in specification
• Verification of OCR read rate
• Verification of encoding quality and accuracy
• Verification of endorsing (audit trail) quality and accuracy
• Verification of endorsing (bank stamp) quality and accuracy
• Verification of document sorting
• Throughput test of power encode
• Verification of batch limit detection and batch ticket creation
• Verification of check and batch listings for accuracy and format
is Verification of edit functions
• Verification of upload functions
• Upload test batch to ensure 100% accurate postings
• Retrieve selected archive images
• Verify image quality
• Verify image print function
Weld County RFP (Tax Payment Processing System) Page 11
July 18, 2013
Weld County Request for Proposal
Any discrepancies noted in any of the tests will to be corrected by the vendor prior to
system acceptance.
4.3 Equipment and Software Documentation
It is required that the vendor provides both on-line and hard copy documentation (user's
manual) to Weld County at no extra charge.
4.4 Equipment and software maintenance and updates
Provide the procedure the bidder uses for enhancements and upgrades. Detail any
charges involved.
4.5 Software Source Code
A complete copy of the proposed source code is required to be available in escrow upon
request.
4.6 Training for end users
Provide a proposed training schedule.
Section 5 Price Quotation
Provide a detailed price quotation;: including a summary of all costs and a detailed list of
each item proposed and its associated cost. The quote will be for two complete systems
one for the Treasurer and one for the Clerk. The Clerk runs a checks only process.
Weld County RFP (Tax Payment Processing System) Page 12
iE H
''>,'a Y'
L_)' t
Response To:
C. %
Proposal Document
Remittance Processing
Solutions
August 16, 2013
Matt Stover
Sales Executive & Account Manager
Creditron Corporation
15800 Crabbs Branch Way, Suite 210
Rockville, MD 20855
Phone: (240) 252 4983
Email: mstover@creditron.com
Creditron Response — Weld County RFP August 16, 2013 Page 1
Creditron
August 16, 2013
John Lefebvre
Treasurer
Weld County, CO
1401 N. 17th Avenue
PO Box 758
Greeley CO 80631
Dear Mr. Lefebvre:
Thank you Weld County for your interest in Creditron's solutions. It is our pleasure to offer you the following
hardware, software and services we are recommending for Weld County.
Hardware
Canon CR-135 Scanners (2)
Software
ItemAge Express Software
Image Archive
Car/Lar
Check2l
MICR Match
Hot File
r Host Upload
Services
Requirements Definition
implementation, Training, and Support
if you have any questions, please don't hesitate to contact me.
Sincerely,
s tOvee
Creditron — Sales Executive and Account Manager
mstover@creditron.com
240.252.4983
Creditron Response - Weld County RFP August 16, 2013 Page 2
Creditron
Executive Summary
Section 1
Section 2
Section 3
Section 4
Section 5
Appendix A —Standard Terms and Conditions
Appendix B — Canon CR135i Brochure
Appendix C — Creditron Sample Reports
4
5
19
20
25
28
33
35
37
Creditron Response - Weld County RFP August 16, 2013 Page 3
Creditron
"Creditron's mission is to develop and market innovative and effective solutions to payment processing challenges,
which will help our customers, meet their performance objectives. Our consistent delivery of superior products
and support will ensure long-term profitability."
From the start, Creditron's vision has been to leverage our extensive expertise in payment automation to provide
innovative mission -critical solutions and support services tailored to the unique operations and business
requirements of our customers.
Creditron's ItemAge Express solution will provide Weld County the following:
Business Benefits
➢ Increased operational efficiency
➢ Reduced transaction processing costs
➢ Improved data integrity and control
➢ Enhanced customer service and responsiveness
➢ Streamlined compliance and control
➢ Information technology integration with multiple systems
Technology Benefits
➢ Powerful performance to handle complex payments
➢ Accelerated payment processing and funds availability
➢ Better user experience
➢ Support for changing business processes
➢ Support of compliance and audit requirements
This proposal demonstrates the capabilities to meet Weld County's initial software and services requirements at an
investment of $29,694. Creditron will work closely with Weld County to implement the solution within 60-90 days
from the time we receive a purchase order.
A number of factors have contributed to our success with our clients. These factors include the skills and
personalities of the individuals assigned to a project, the quality and timeliness of the services delivered,
experience, cost and other essentials. Our philosophy is based on helping our clients succeed.
Creditron has remained committed to long term relationships which have built our success and the success of over
400 organizations, and 1000's of clients due to our lockbox relationships utilizing the Creditron software. Our
average client has 8+ years tenure with Creditron.
Creditron Response - Weld County RFP August 16, 2013 Page 4
rA A-40
.ttiO rl :i
1.1 Quote Dula Date
e
The deadline for submission of quotes in response to this RFP is 5:00 p.m. August 16, 2013
t2 ikiiiirreber of Copivi
Please provide (1) Electronic Copy of your response
J:3 Vendor Contact
Questions relating to this RFP and the formal quote should be directed to:
John Lefebvre
Treasurer
Weld County, CO
1401 N. 17th Avenue
PO Box 758
Greeley CO 80631
The response to the bid must include vendor contact information for purpose of questions and clarification.
App aftt
The desired contract is one in which the vendor delivers, installs, implements and passes an acceptance test on
equipment and software, training, and documentation.
I .3 Fa s:: of iil isieac in
lf, in the opinion of Weld County, a Quote contains false or misleading statements of references that do not support
a function, attribute, capability or condition as contended by the vendor, it might be rejected.
'l.6 C iorificE=tion of Quote
Weld County reserves the right to obtain clarification of any point in a vendor's quote or to obtain additional
information necessary to properly evaluate a particular quote. Failure of a vendor to respond to such a request for
additional information or clarification may result in rejection of a vendor's quote.
Any additional information requested will be provided.
1.7 G.:yr"". rad- Terms and Conditions
Weld County will develop a contract for purchase. The bidder will supply a sample contract that may provide a
guideline for Weld County to use in developing a contract.
Creditron's sample contract has been included in Appendix A
Creditron Response - Weld County RFP August 16, 2013 Page 5
ed tron
1.8 Acceptance 4; 'r`''*_ ,y£> Content
The contents of the quote and all statements made within it will become, at the option of Weld County, a
contractual obligation if a contract ensues. Failure of the successful bidder to accept this obligation may result in
cancellation of the award.
Creditron understands and accepts this obligation.
Quotes should respond to all requirements of this RFP to the maximum extent possible. Vendors are asked to
clearly identify and limitations or exceptions to the requirements inherent in the proposed system. Alternative
approaches will be given consideration is that approach clearly offers increased benefits to Weld County.
1.10 Form,vt of
For ease of finding required information the bidder is to follow precisely the order and section number format of the
Request. Other materials not directly related to the stated requirements are to be included in the Appendices.
1,11 110,n.wc
Software requirements are specified in Section 3 of this RFP and constitute a list of desired features and functions.
If you do not have offerings for each of the stated applications, clearly indicate which modules you are proposing.
Creditron has provided a solution to meet the current needs of Weld County. Since Creditron's solution is
scalable, it will be able to scale up if Weld County needs to add additional volume.
ItemAge Express enables banks, business, government entities and non-profit organizations of all sizes to
leverage the power and efficiency of a proven, industry leading payments processing system.
ItemAge Express is a robust, image -based payment processing solution for applications such as
retail, wholesale and whole -tail lockbox processing, utility and telecommunications payment processing and
mortgage payment processing. The software delivers cost savings, operational efficiencies and enhanced service
opportunities to these mission -critical payment operations through its open design and proven functionality.
The software effectively handles any check/stub scenario, including:
• Single stub/Single check full payment
• Single stub/Single check partial payment or over payment
• Single stub/Multiple check payments
• Multiple stub/Single check payments
• Multiple stub/Multiple check payments
• No stub/Check only payments
Creditron Response - Weld County RFP August 16, 2013 Page 6
Creditron
Software Modules
ItemAge Express
ItemAge Express is a robust, image -based payment
processing solution for applications such as insurance
premium processing, retail, wholesale and whole -
tail lockbox processing, order handling, utility and
telecommunications payment processing and mortgage
payment processing.
ItemAge CAR/LAR
CAR/LAR reads the hand written Courtesy Amount (CAR)
and the Legal Amount (LAR) on a check, compares the two
and returns the correct value with a high degree of
confidence. If desired the CAR/LAR compare parameter
can alert operators if the ItemAge CAR/LAR values don't
match.
Check21
Provides the ability for users to create image cash letters
for electronic clearing via X9.37 format as required by the
financial institution.
MICR Match
This feature is used to reduce research time when
processing in checks only mode. The system utilizes a
database based on MICR information, retrieves the
associated account number(s), and the associated name
and amount due for verification (if provided in an
appropriately configured file). If the correct number
account number is in the list, the operator simply selects
it; otherwise the number can be keyed in. A name match
file can be imported from your system to help improve
accuracy.
Image Inquire
Creditron's payment research facility allows users to
retrieve, display, and print transaction data and images
using a simple windows interface.
Hot File
The Hot File (also referred to as Negative File) option will
allow importation of a list of account numbers for which
payments are to be stopped for operator intervention.
ICR & Marksense
ICR can read checkboxes, machine print in OCR or Non -
OCR fonts and even handprint. ICR stands for Intelligent
Character Recognition and this advanced recognition
technology has many applications in remittance and
payment processing.
Web Service for Tyler Interface
This lookup function will validate against the Tyler
accounting system and return multiple amount sources.
Image Data Completion
IDC displays images of the stubs and checks in a
transaction to easily handle exception keying.
Further details as requested are included in Section 3.
Creditron Response - Weld County RFP August 16, 2013
Page 7
The vendor should quote the equipment configuration best suited for the software application. The equipment
must have technical support available during normal business hours.
Creditron has proposed 2 Canon CR-1351 scanners for Weld County. The CR-135i check transport is ideal for
high -volume remittance processing. The CR-135i transport achieves speeds up to 135 cpm and has a suggested
daily volume of up to 20,000 items. It is equipped with a 250 item Automatic Document Feeder, two 200 item
pockets and an additional 50 item pocket for rejects. Detail specifications and product brochure can be found in
in Appendix B
2.:£f Support t''-iNyuiroments
Support requirements are specified in Section 4. Your Quote should specifically address each requirement listed.
See details in Section 4 below.
115 ¶tVarrantios
Please provide warranty coverage information for all equipment and software modules. Include applicable starting
periods for warranties.
The Canon scanners and the Creditron software modules each have a 90 day warranty that starts from date of
installation.
1;,,16 OnThrAting cf,c'uE the Cop/many
Please provide information that will enable us to evaluate your company's financial stability, track record and
support capabilities. We require that you include the following:
Ownership of your company
Number of years in business
Number of installations
- Total number of employees.
An indication of if software and hardware are developed internally or distributed by the vendor
In the case of internal development, include Proof of Certifications (E.g. Microsoft Certification)
- In the case of a distributorship, include confirmation of status as an authorized distributor
Creditron Corporation is a privately held corporation incorporated in the state of Illinois. Creditron Corporation
along with its affiliates (Creditron Canada, Inc and Netvantage, Inc) operate under the name Creditron.
Creditron was founded in 1994.
Creditron Corporation is a majority owned subsidiary of Huntington Bancshares Inc. (HBAN), a NASDAQ
company with $56 billion in assets. Huntington owns 83% of the shares of Creditron Corporation and the
founder, and CEO of Creditron Corporation Ewald (Wally) Vogel owns the remaining 17%
Huntington Banchshares Inc.
41 South High Street
Columbus, Ohio 43215
Ewald Vogel
100-2265 Upper Middle Road
Oakville, Ontario L6H OG5
Creditron employs 16 employees in the United States and 20 employees in Canada. Creditron does not
outsource any development or support activities. These are all performed by Creditron employees within North
America.
Creditron Response - Weld County RFP August 16, 2013 Page 8
Creditron
Our office locations are:
US Office:
15800 Crabbs Branch Way, Suite 210
Rockville, Maryland 20855-2604
Company's Principal Officers:
Canadian Office:
100-2265 Upper Middle Road East, Suite 100
Oakville, Ontario L6H 0G5
Ewald Vogel Debbie Barrafato
President and CEO Executive Vice President & CFO
Wally Vogel, President & CEO
Mr. Vogel has worked in the payment processing industry for over twenty five years.
Beginning his career in a technical capacity, he moved on to sales, marketing, and
administrative management roles for other companies which gave him the breadth of
experience and industry knowledge required to lead a successful corporation. Mr. Vogel
has played a key role in the implementation of hundreds of payment processing
solutions for large corporate organizations as well as financial institutions and various
levels of government.
Prior to founding Creditron, Mr. Vogel was the Director of Marketing for Image Data
International Inc., a public company distributing payment systems on a worldwide basis. His background also
includes several years with DataCard, the world's largest manufacturer of credit cards.
Mr. Vogel is a certified Computer Systems Engineering Technologist, and has done post -graduate work at Wilfred
Laurier University and York University studying business management.
Debbie Barrafato, CPA, CA, Executive Vice President & CFO
Ms. Barrafato has worked as an executive in the technology industry for over fifteen
years. Prior to joining Creditron, Ms. Barrafato was a Vice President at GE Capital
Information Technology Services. Initially as VP Finance, she was responsible for
planning, budgeting, forecasting, asset management, internal controls and evaluation of
acquisitions, pricing and the integration thereof. During her tenure, revenue growth
was greater than 300 percent. The company was also the most profitable in the
industry.
For a year prior to leaving, Ms. Barrafato was the VP of Corporate Quality. During this
short time, she educated a company of 1500 employees on six sigma, transformed management from functional
reporting to process owners and established a customer retention program. Ms. Barrafato is a Certified Public
Account, a Chartered Accountant and holds an Honors Bachelor of Commerce.
Creditron Response — Weld County RFP August 16, 2013 Page 9
Creditron
The Primary Contact is as follows:
Matt Stover
15800 Crabbs Branch Way, Suite 210
Rockville, MD 20855-2604
240.252.4983
mstover@creditron.com
Matt Stover
Has over 22 years' experience in the payments industry. Starting in 1988 with the Chase Manhattan Bankcard
Operation Manger, Matt moved to OPEX Corporation and then to Wausau Financial System for the last 14 years.
Financial Statements:
Creditron Corporation is a subsidiary of a public company, Huntington Bancshares (NASDAQ:HBAN). Financials
for Huntington Bancshares are publicly available for download at:
http://www.investquest.com/iq/h/hban/fin/annua I/
Please provide a list of five paying customers of your company who are using the equipment and software
proposed. The list should provide a contact name, telephone number, length of time using you system and a brief
description of the users' equipment and software configuration. Weld County also reserves the right to request a
demonstration of the system at a mutually acceptable site, which may be at Weld County's office, or at another
site. Failure to provide suitable references or a functional demonstration acceptable to Weld County will result in
the vendor's bid being rejected without further consideration.
Below are five references who have some of the same solutions you are currently considering and will be able to
talk with you about the product, support and installation. Creditron welcomes the opportunity to provide a
demonstration of the IAX software or accompany Weld County to a customer site visit.
Brigitte Grimm
Adams County
4430 S Adams County Parkway
2o° Floor
Brighton, CO 80601
bgrimm@co.adams.co.us
720-523-6166
Adams County utilizes a NCR iTRAN 3000t. They have
similar functionality as quoted in this RFP. They upload
to Tyler Eagle and recently upgraded to the ItemAge
Express Platform. Adams County has been a customer
since 2004.
Creditron Response - Weld County RFP August 16, 2013 Page 10
Creditron
Florie Presnell
City of Asheville
1 Hayword Street
3rd Floor
Asheville, NC 28801
fpresnell@ashevillenc.gov
828-259-5581
Lynn Shriner
City of Roswell
38 Hill Street, Suite 130
Roswell GA 30075
Ishriner@roswellgove.com
770-594-6435
Tina Whitmer
Grand County
308 Byers Avenue
Hot Sulphur Springs, CO 80451
treas@co.grand.co.us
970-725-3061
Richard Mellick
City of Alhambra
68 South First Street
Alhambra, CA 91801
rmellick@citvofaIhambra.org
626-570-5069
.,..... s o.;'i ver y LT;1a
City of Asheville utilizes an OPEX A57200. Their
functionality is similar to that quoted by Creditron
however given the OPEX scanner their workflow is
slightly different. The City of Asheville uploads to Tyler
and they have been a customer since 2004.
The City of Roswell currently utilizes a NCR 3000t
transport. Their functionality is similar to that being
proposed in this RFP. The City uploads to Tyler and they
have been a customer since 2007.
A customer since 2004, Grand County utilizes FUJI
Scanners and has functionality consistent with Weld
County's current functionality. They also upload to
Tyler.
A CR-135 and ItemAge Express was recently installed at
the City of Alhambra as a replacement for their itran
3000 and IAC platform. They are straight remit with
Check 21 capabilities. City of Alhambra has been a
customer since 2006.
Weld County plans to install all requested software and equipment as soon as possible after contract execution.
Preference will be given to vendors that can complete installation within eight to twelve weeks of contract signing.
Availability of proposed hardware and software will be used in the evaluation of the bid. The bidder must include a
realistic delivery and implementation schedule in terms of weeks following contract signing. Tasks to be performed
by the vendor as well as by Weld County should be specifically stated and included in the schedule.
Creditron is able to complete the implementation within 60 to 90 days from receipt of the purchase order.
Below is a typical implementation schedule for customers with similar functionality proposed in this response.
INITIATE
Contract Awarded
Schedule Statement of Work (SOW)
Order Hardware
Generate Contact List of all Stakeholders
Confirm Shipping and Invoicing Contact Information
Assign Creditron Resources
Internal Kick-off Meeting
PLANNING _. _._ .........._.
Duration
2 days
2 days
1 day
1 day
1 day
1 day
1 day
1 day
18.5 days
Creditron Response - Weld County RFP August 16, 2013 Page 11
Cred Aron
Conduct Remote Statement of Work Call (Requirements Definition)
Verify Requirements
Define and Validate Needs and Features
Gather and Document Detailed Requirements
Complete Statement of Work Document
Provide SOW to Client
Requirements Sign Off - SOW Signed
Define Architecture Specification
Define High Level Design - Workflows
Finalize Project Schedule
Secure All Resources
Testing Plan & QA
Analyze Requirements for Testability
Analyze Design for Testability
Initiate Test Planning
EXECUTE
Software Set-up
Configure Software Applications as outlined in SOW
Setup Interface(s)/Uploads
Send Test Files to Client
Rework Interfaces/Uploads as Needed
Obtain Client Sign -off on Interfaces/Uploads
Hardware & Equipment
Acquire/Deliver/Install Physical Components at Site
UAT _. ........ __a
Train UAT Testers on System Operation
Client Perform User Acceptance Testing
Client Approval & Signoff
Collect Lessons Learned
TRANSITION FROM UAT to PRODUCTION
Train Operators
Perform Parallel Processing
Client Approval & Signoff _.. 0.5 days
Decommission UAT Environment and Go -Live 1 day,
CLOSING 9.5 days
Resolve Outstanding Issues 4 days
Update and Closeout Plans, Logs and Reports 1 day.
Schedule & Conduct Post Closing Review 1 day,
Acknowledge Team 0.5 days.
Archive Test Scripts/Results & Artifacts 1 day
Continue Soliciting Feedback and Monitoring Results 1 day
Document Lessons Learned 1 day
Close Project 0 days
1 days',
_._._._...........
12.5 days
1 days
1 days,
3 days;
................. _.....:
0.5 days
_. .....................
....._.._ 1 day
1 day
1 day
3 days!
1 day
5 days
.......2 days
__. 2 days
1 day
23.5 days
15 days
5 days
5 days
1 day
2 days
2 days
_.__.. 5 days
5 days
____................
5 days
2 days
2 days
0.5 days
0.5 days
8.5 days
2 days
5 days''..
Creditron Response - Weld County RIP August 16, 2013 Page 12
Creditron
1.,20 Pa yment Etth
Provide a payment schedule by percentage according to the following:
Contract Execution:
Equipment and Software Installation:
Successful Acceptance Test:
Annual Maintenance:
Installation/Training Expenses:
The detailed payment schedule is found in the body of the quote, see section 5 Price Quotation.
121 Ev,:fluatIon Criteriu
The following general criteria will be used to evaluate the responses.
• Ability of the equipment and software to meet Weld County general and specific integration
requirements, as shown in the response, and verified by references and/or functional
demonstration
• Software packages available now and enhancements planned
• Vendor's ability to support both the hardware and software
• Total cost which considers both initial acquisition and ongoing operating costs
• Results of reference checks and on-site/off-site demonstrations
• Level, quality and type of client training and technical assistance provided
• Upward compatibility for future growth
• Ease of use and operation of the system according to Weld County's general and specific
requirements
Creditron understands the evaluation criteria to be used by Weld County.
Potential Vendors are solely responsible for their own expenses, if any, in preparing a response to this Request for
Proposal. This would include any costs incurred during functional demonstrations or subsequent negotiations.
This is understood by Creditron.
Item
No
Description
Comply/Not
Comply
Comments
General
1.
Interface into Tyler Technologies Eagle
Tax Collector Application with 4
reference Counties, please List.
Comply
Grand County, CO, Garfield County, CO, Adams
County CO and Summit County, AZ
2.
Must be certified and delivered on
Windows 8 with the ability to print
documents to networked printers.
Comply
Creditron's IAX platform is Windows 8 Certified.
Creditron is a Microsoft Certified Partner.
3.
Solution must be designed and
delivered on a Microsoft based
Database Scheme.
Comply
Creditron Response - Weld County RFP August 16, 2013
Page 13
Cre ditron
4.
Must support the Opex IEM for the
model AS7200 AND MPE 7.5, provide
References
Comply
Creditron has installation's with the Opex AS180e,
DS2200, AS7200i/t and the Opex MPE 7.5 with IEM
5.
Must Support the IBML family of
devices, provide References
Comply
Creditron's customers include, NiSource, Lincoln
Financial, Motorist Insurance and Duncan
Solutions. Contact information is available upon
request.
6.
Must Support the Canon family of
Devices
Comply
7.
System must support Virtual Batching
Comply
Creditron supports Virtual Batching when the Opex
Family is used as the capture device.
8.
System must support Wholesale and
Retail processing on 1 application
Comply
Creditron is unique in providing these capabilities.
9.
System must support Thin Client Cloud
based architecture
Comply
Creditron supports Thin Client Architecture via our
RCP and ECP Products. In addition, select
components from the ECP product line can be
incorporated with our IAX Application. For the
purposes of this RFP response, Creditron is not
proposing any Thin client components. We are
strictly proposing our IAX Thick Client Application.
10.
Describe how you support your current
software versions and how many
previous versions you support.
Describe how often updates are
implemented and how updates impact
the system. How long do you plan to
support your current software version?
Comply
Creditron does not officially "end of life" our
applications, and continues to support older
versions to the best of our availability, provided 3`d
party applications continue to be supported. In
certain cases, such as Operating Systems, and or
Drivers can become outdated, and therefore in
operable after a lengthy period of time and can
force the application into obsolescence.
Applications typically have quarterly releases.
11.
Security features to include access
controls, ability to control major
software functions (scan, correction,
balancing, posting, depositing,
viewing). Describe how security within
the system functions, list possible levels
of security.
Comply
The proposed ItemAge Express Application
supports 15 customer definable levels of access
control, typically with Amount Data Entry being the
lowest level of system access, and System
Administrator having all functional and
administrative access.
12.
Every 3-5 years, the County may rebid
banking services, please describe the
ability of the system to adapt to
different financial institutions. Discuss
any situations where the system may
not work with a particular financial
institution.
Comply
Creditron systems have interfaces with all the
major banks. While particular image cash letter
formats may change across financial institutions,
Creditron supports them all.
13.
Guarantee of availability of service.
Comply
Creditron offers support 8 to 5 local time,
throughout the week. Additional support can be
arranged either weekend or after hour if required.
Creditron Response — Weld County RFP August 16, 2013
Page 14
Creditron
14,
Must meet current ACH Check
Conversion and Check 21 requirements.
Comply
Creditron has an existing Check 21 Image Exchange
interface with Wells Fargo Bank.
15.
Provide electronic check conversion at
point of sale
Comply
Creditron supports this functionality through our
partnership with System Innovators and their
iNovah Cashiering Application. This functionality
has not been proposed.
16.
Must support Multiple Tax types, with
remote capture capabilities
Comply
Standard Functionality
17.
Remote Capture must include Scanline
Capture with Check Digit validation, and
stop file capabilities
Comply
Remote Capture supports this functionality.
18.
Provide samples of reporting processes.
Comply
Creditron provides four standard reports — Batch
Listing, Check Listing, End of Day Report and
Performance Statistics Report. Samples of these
reports have been provided in Appendix C.
19.
Provide sample standard reports,
reports should include
• Daily Activity Detail
• Daily Activity Summary
• Daily Deposit
• Rejections
Comply
For each batch, there is a Batch Listing that lists
every coupon and check that was processed by the
system and is configurable in terms of the stub data
fields that are on the report. All of these Batch
Listing reports can be used as the Daily Activity
Detail report. Another report per batch is the
Check Listing that lists all of the checks within a
batch. The summation of these reports represents
the daily Deposit Report. During the creation of the
Check 21 upload file, Creditron can also create a
Deposit Report which will list all batches included
in the upload. The Creditron solution is flexible
and configurable to allow customers to create a
Check 21 upload multiple times throughout the
day. The Creditron system also includes an End of
day report and Performance Statistics report. The
End of Day report contains a listing of all batches
processed that day on the Creditron system and
can be grouped by operator, batch ID or specific
configured grouping. This report is the Daily
Activity Summary Report that can be used by Weld
County. The Performance Statistics report contains
valuable tracking information such as the start of a
batch, time open, # of items, # of rejects, # of jams,
etc. This report is used by many Supervisors to
gauge system and user performance. A reject
report is created for any item that has been
rejected in the Image Data Correction phase of the
workflow. This report prints the front and rear
image of each item in the rejected transaction
including all the transaction detail such as date,
batch #, transaction # so the user has not only the
image but the information of where to find the
source documents if they require pulling manually
Creditron Response — Weld County RFP August 16, 2013
Page 15
Creditron
for reprocessing or return to the customer.
Samples of reports are included in Appendix C.
20.
Ability to generate reports based on
type of action in audit trail (operator,
group or company)
Comply
Creditron provides a detailed Performance
Statistics report that will list each operator and
their vital performance statistics. Every transaction
is maintained in a batch file with audit information
available for changes made to each transaction
after it has been scanned including field, previous
value, new value, operator and date/time stamp.
21.
Ability to customize reports.
Comply
Creditron does have a tool that can create basic
reports in csv or txt formats during the upload
creation process such as a Check 21 Deposit File
Summary. For historical report needs outside of
the generic set, Creditron encourages customers to
use third party tools such as Crystal Reports to
develop customized reports. The database schema
will be provided to Weld County and assistance is
available to learn the database format. Creditron
is capable of providing a custom report for a
nominal fee but most of our customers find the
generic reports sufficient.
22.
Must be able to convert checks into
ACH or EFT transfer for automatic
deposit into Weld County's bank
account on a daily basis.
Comply
23.
Describe technical support offered, and
levels/tiers of service with cost for
each.
Comply
Creditron offers a toll free support line and utilizes
Webex remote diagnostics to assist with support of
the installed solution at all customer sites. Eighty
percent (80%) of calls are personally answered and
routed to a qualified Customer Support
Representative. In the rare case this is not possible;
a priority voicemail can be left which is
automatically escalated to management to ensure
prompt callback (within one hour).
Creditron offers a support email address and a
'Live Chat' feature on its home website
www.creditron.com as alternative methods for
support notification. An email sent to
support@creditron.com immediately generates a
case number in our internal NetSuite issue tracking
system and is sent to a support distribution list for
assignment and pick up. The live chat feature is
monitored by all Customer Support
Representatives throughout the day to ensure
maximum support coverage to our entire client
base. All support cases, regardless of the method
used to report them, are tracked and monitored in
Creditron Response — Weld County RFP August 16, 2013
Page 16
Creditron
our NetSuite issue tracking system. Reports are
generated on a regular basis to ensure issues are
closed in a timely manner and expedited
accordingly, if required.
All support methods are available from 8:00 a.m. o
5:00 p.m. Local Time, excluding Saturday, Sunday
and holidays. Creditron also provides a support
cell phone with extended hour coverage for
emergency situations. Extended support coverage
is available within service level agreement
response times for an additional cost and has not
been included in this proposal.
All personnel involved with implementation,
training, and support are employees of Creditron.
We do not outsource any of these critical areas of
our operation.
Detail support cost are included as part of the sales
quote.
24.
Describe processes for responding to
support requests; is there a tiered
response process in place based on
severity of issue?
Comply
Support calls are triaged and response times for
repair are as follows: (a) 2 hours for an
IMMEDIATE priority problem, which crashes the
Customer's system and renders the Software
unusable; (b) 4 hours for a HIGH priority problem,
which causes a Software feature failure that
cannot by avoided through alternate methods by
the Customer; (c) 1 business day for a MEDIUM
priority problem, which causes a Software feature
failure that can be avoided through alternate
methods by the Customer; and (d) the next
scheduled maintenance release for a LOW priority
problem, which causes only an inconvenience to
the Customer including, but not limited to,
misspellings and report/screen formats.
Specific Equipment and Software
Standards
25.
CAR/LAR (Courtesy Amount
Recognition/Legal Amount Recognition)
must compare fields and have ability to
set thresholds for acceptance.
Comply
Standard Functionality within the A2iA CAR/LAR
Product. Individual thresholds for acceptance can
be set at the CAR and LAR level.
26.
Ability to read statements with multiple
fields.
Comply
The Creditron IAX Application utilizes Image
Character Recognition (ICR) for limited forms data
capture.
27.
Upload data from statements into
County accounting system.
Comply
Creditron provides an upload as part of their base
pricing. Creditron has extensive experience with
Tyler Technologies.
Creditron Response — Weld County RFP August 16, 2013
Page 17
reditron
28.
Must display image for data entry, allow
rotation, zoom, and front/back viewing
of image.
Comply
29.
Automatic check endorsement, with
both ink on rear of item and virtual
endorsement.
Comply
The Canon CR135 Supports this requirement.
30.
Transport Requirements
• Rated speed of 180 checks per
minute
• Simplex, duplex, grayscale,
black and white operating
modes
• Resolution - 240 X 240 dpi, 200
X 200 dpi, 150 X 150 dpi, 100 X
100 dpi
• Automatic document feeder
that holds up to 200 items
with two output pockets
• Automatic page size detection
• Document sizes - Width 4.7" -
9.1",
Length 2.4" - 4.6"
Not Comply
Although Creditron Support transports with rated
scanning speed from 30dpm, all the way up to and
exceeding 600dpm, we will be proposing the Canon
CR135 Transports rated at 135 dpm. The Canon
CR190 transport with a rated track speed of 190
dpm is available for an additional $500 per unit
however Creditron does not feel that this is
required by Weld County for their daily volume.
Both the CR135 and CR190 have minimum
document specifications of 5 inches by 2.7 inches.
The requirements specified here indicate minimum
specifications of 4.7 inches by 2.4. Creditron tested
sample documents of the minimum length
specified in this RFP on Canon scanners and found
that they ran successfully with no issues.
31.
Provide detailed list and specifications
of all hardware needed for the system.
Comply
Hardware Specification Brochures are included.
See Appendix B
32.
Comply with Weld County Network
Security Policy.
Comply
Item
Description
Comments
No
1.
System must also have capability to convert
checks drawn on commercial /business accounts.
Creditron has been electronically
converting checks via ARC and C21 for
over 10 years, and is considered
standard functionality.
2.
Optional image Archiving and Retrieval for long-
term storage and permanent
An Image Archive has been included in
the proposed solution.
3.
Ability to enlarge areas of interest by zooming
with a simple mouse click
Standard Functionality
4.
Ability to print multiple images from database,
front and rear, selectable number of images per
page.
Standard Functionality
Creditron Response — Weld County RFP August 16, 2013 Page 18
Creditron
5.
Multiple balancing tools; calculator, reposition
balancing entry bar, ability for system to read in
a selectable voice actual amounts or complete
item information, automatically total highlighted
items.
Standard Functionality
Weld County currently prints and mails bills to approximately 174,000 bills per year. The printed bill includes a
return stub containing a scan line that provides account and amount due information. Payments are made in
either one full payment or two half payments. The Treasurer represents 25% of the check volume and the clerk is
75% of the total check volume of the 300,000+ annual checks.
We have 2 Stub Types in circulation (the original bill and the delinquent bill).
We have one DDA Account that we are currently utilizing.
Weld County currently uses Wells Fargo Bank for Image Exchange Deposit.
Additional capabilities that provide for lower cost, more efficient operation, or better Weld County service are
always of interest. We solicit information on product features and/or options that will help us meet these
objectives.
The above information has been considered by Creditron in their response.
Creditron Response - Weld County RFP August 16, 2013 Page 19
Creditron
The proposed software must comply with the following general standards.
• 100% compatible with Windows B Operating System
• for compatibility with future Windows releases, software Vendor must be Microsoft Certified Partner
• Software native to the PC environment
• Software compatible with Weld County Networking environment
• Software able to print documents direct to PC networked printers
• Software currently supported with no plans for phase out
• Software adheres to widely accepted industry standards, and has passed independent audit testing
• Software must be provided as a perpetual license with no additional annual or per item fees for its use, and no
time or volume limits requiring additional license fees
• Software must not contain any viruses, trapdoors, timebombs, or other malicious code
• Software is easy to use and has a Graphical User Interface (GUI)
• Adequate security features that include the ability to set access controls at Multiple levels.
• Software includes built-in back up features, and data recovery if processing is disrupted due to power loss or
other interruptions
• Custom Report capabilities where applicable
• Documentation with on-line help, as well as printed user manuals
• Weld County support, with a toll free support line, and dedicated and secure Webex or equivalent site for
remote diagnostics during normal business hours. Optional extended hour coverage (up to 7X 24) must be
available.
• Ability to utilize customized forms used by Weld County
Creditron understands and complies with the above listed software general standards.
The proposed hardware must comply with the following standards:
• be certified by UL, CSA or other applicable safety standards
• be manufactured in an ISO certified facility
• have manufacturer's direct parts and service support available within North America
• fit easily into office environment
Creditron understands and complies with the above listed hardware general standards.
The proposed solution must provide the following capabilities:
• Support Virtual Endorsement's
• Support Virtual Botching
• Upload data from stubs into host computer individually or by batches
• Support Multiple OCR Fonts
• Image capture of front and rear of stubs and checks
• Must display image for data entry and allow zooming in to amount field in a single keystroke
• Process Multiple Types of batches
Process the following types of transactions, intermixed within a batch no manual sorting:
• Single stub/single check
• Multiple checks/single stub
• Multiple stubs/single check
• Multiple stubs/multiple checks
• Matched or Unmatched payment amounts
Process the following types of transactions, within the same batch by selecting the appropriate mode:
Creditron Response - Weld County RFP August 16, 2013 Page 20
Creditron
• Exceptions (e.g. check and list)
• Check only processing
• CAR/LAR (Courtesy Amount Recognition/Legal Amount Recognition) to read handwritten amounts
• There should be no fixed limit to the number of documents that can be processed using the CAR/LAR
• Use of CAR/LAR to allow one pass mixed processing of multis/singles/partial payments without sorting
• Net amount/gross amount (late payment) processing, with one key toggle
• Ability to process up to 5 amount fields and add amount fields automatically
• Automatic skip of exception transactions (e.g. payment on a credit balance) when in power encode mode
• Substitute stub processing
• Automatic feeding (at least 500 document capacity)
• PC to Host Communication - In order to allow the transaction data to be uploaded to the host accounts
receivable system, the data will need to be in a format, which can be accepted by that system
• Automatic check encoding and endorsement
• Complete audit trail
• Reporting/Inquiry Module
• Audit Report
• Daily Activity Detail Report
• Generate Daily Balancing
• As an option, generate Remote Deposit Files for ARC or Check 21
• Batch Reports
• Sort Options
At a minimum 3 pockets (minimum 250 document capacity each) will be required to accommodate:
• Processed stubs
• Processed checks
• Exceptions/rejects
Availability of upgrades to a total of 9 pockets is desirable.
• Online Retrieval of Images
Retrieval and database indexing of images stored is required. Sufficient storage space for a front image of a
check (and/or the stub) is required for 30 to 60 days work. Optional image Archiving and Retrieval for longer
term storage and permanent archive records using a CD-ROM or Optical Disk storage must be available. Images
being viewed must be able to be enlarged by "zooming" in on areas of interest with a simple mouse click
• Check/Stub Images must be able to be reprinted, saved, or emailed
• Archive Capabilities must be available
• Track Speed - Specify the rated track speed in documents per minute for the proposed scanning devices.
The Canon CR-135i has two pockets with 200 document capacity and a third reject pocket on the Canon, for
exceptions / rejects with a capacity of 50 documents. The scanner does not provide for upgrades to a total of 9
pockets. The track speed is 135 documents per minute. The optional CR-190 scanner would comply with the
throughput speed however the pocket limitations still do exist.
Creditron complies with the listed capabilities except as noted.
• Rated Document Throughput
Provide a reasonable figure for actual throughput (not track speed) to use in estimating processing time. This
should include all functions from the start of process to completed deposit, upload, and reports. Verification of the
quoted speed may be required as part of a functional demonstration.
The rated speed is 135 documents per minute. The actual throughput is dependent on the exception mix, that
is, balanced transactions, partials, and / or check only.
• Image Capture
Provide the dots per inch and format of the images stored.
Creditron Response - Weld County RFP August 16, 2013 Page 21
Creditron
The CR-135i image processing features include Fine Text Filtering, allowing for sharper image capture and better
OCR accuracy. The output resolution is 100 to 300 dpi. Images are stored as TIF's.
• Front/Back
The system quoted should include a front and rear image camera.
The Canon CR-135i does include a front and rear image camera.
• Image Archive
The PC quoted must be configured to provide up to 60 days storage of images and associated data. The
retrieval/inquiry screen must allow for scrolling, zooming, copying, and printing of images.
Creditron's Image Inquire product offers full scrolling, zooming, coping, printing and emailing of images in its
default controls. Creditron's proposed solution allows Weld County to determine how long data is kept in the
database and how long images are available online and offline (archived).
• Documents Standard
Minimum Size - 5 inches long, 2 inches high
Maximum Size - 8.5 inches long, 4 .14 inches high
Paper Weight - 20 to 28 lbs
The minimum document size for the Canon scanner is documented at 5 inches by 2.7 inches however Creditron
did test sample documents of the minimum height specified and found that they ran successfully with no issues.
• Character Recognition
Support of these Fonts is a requirement
• OCR A Numeric
• OCR A Alphanumeric
• OCR B Numeric
• OCR A Alphanumeric
• OCR B Alphanumeric
• E-138
• Optional barcode
• Optional multi font machine print
• Optional handprint
• Optional mark sense (checkbox)
Creditron does support all the above listed fonts.
Installation and Training
The bidder will provide complete installation of the hardware and software, ensure proper system performance,
and complete acceptance testing. Training is required to cover all aspects of operation including supervisor
functions.
Implementation:
Creditron delivers proven professional services and systems experts that help in every aspect of deployment.
We combine a tested project methodology with best practices and advanced tools to ensure projects are
completed on time and to your satisfaction with the lowest possible risks. Our professional services experts
Creditron Response — Weld County RFP August 16, 2013 Page 22
Creel Iron
collaborate with each customer to determine the best strategy for their initiatives, from requirements definition
to delivery to testing to ongoing support. Below are the professional services we provide:
• Consulting/Document Design
• Requirements Definition
• Statement of Work
• Project Management
• Staging
• Integration
• Customization
• Testing
• User/Administrator Training
• Product Transition
• Ongoing Support and Maintenance
With professional services from Creditron, you can take advantage of our experience gained from hundreds of
implementations, develop optimal business processes and decrease total cost of ownership.
Training:
Creditron provides industry leading training for payment and receivables professionals. Adapted to the specific
needs of your staff and organization and taught by a highly qualified installer, our training services combine
deep systems and industry experience, operations best practices and cutting -edge learning tools.
With our training services, you can get your users quickly and efficiently up -to -speed on Creditron products,
reduces call volumes to your support team, speed troubleshooting, provide greater satisfaction to end -users,
and speed system implementation.
Support Services
Weld County software support, with a toll free support line, and a secure and dedicated Webex or equivalent site for
remote diagnostics during normal business hours is required. Optional extended hour coverage (up to 7 X 24) must be
available.
Creditron offers a toll free support line and utilizes Webex remote diagnostics to assist with support of the
installed solution at all customer sites. Eighty percent (80%) of calls are personally answered and routed to a
qualified Customer Support Representative. In the rare case this is not possible; a priority voicemail can be left
which is automatically escalated to management to ensure prompt callback (within one hour).
Creditron offers a support email address and a 'Live Chat' feature on its home website www.creditron.com as
alternative methods for support notification. An email sent to support@creditron.com immediately generates a
case number in our internal NetSuite issue tracking system and is sent to a support distribution list for
assignment and pick up. The live chat feature is monitored by all Customer Support Representatives throughout
the day to ensure maximum support coverage to our entire client base. All support cases, regardless of the
method used to report them, are tracked and monitored in our NetSuite issue tracking system. Reports are
generated on a regular basis to ensure issues are closed in a timely manner and expedited accordingly, if
required.
Creditron Response - Weld County RFP August 16, 2013 Page 23
Creditron
tr
All support methods are available from 8:00 a.m. o 5:00 p.m. Local Time, excluding Saturday, Sunday and
holidays. Creditron also provides a support cell phone with extended hour coverage for emergency situations.
Extended support coverage is available within service level agreement response times for an additional cost and
has not been included in this proposal.
Creditron surveys customers after each support case is closed. Our average response is greater than 4.5 out of
5.
Hardware Support with a maximum 4 -hour response time during normal business hours is required.
Hardware support on the Canon CR-135 is advanced exchange depot. If a support call is placed before 4pm a
replacement unit is shipped for next day arrival and the broken unit is returned to the service depot for repair.
Creditron Response - Weld County RFP August 16, 2013 Page 24
1.1.Equipment (7tnd Software Delivery end a r• toll tton Schedule
Bidder must provide a delivery and installation schedule based on time after contract signing.
Creditron is able to complete the implementation within 60 to 90 days from receipt of the purchase order.
Below is a typical implementation schedule for customers with similar functionality proposed in this response.
INITIATE 2 days
Contract Awarded 2 days
Schedule Statement of Work (SOW)
1 day
Order Hardware 1 day
Generate Contact List of all Stakeholders _.._ _.._ 1 day
Confirm Shipping and Invoicing Contact Information 1 day
Assign Creditron Resources 1 day
Internal Kick-off Meeting 1 day
PLANNING 18.5 days
Conduct Remote Statement of Work Call (Requirements Definition) 1 days
Verify Requirements 12.5 days
Define and Validate Needs and Features _.. 1 days
Gather and Document Detailed Requirements 1 days
Complete Statement of Work Document + 3 days
5 days
Provide SOW to Client i 0.5
Requirements Sign Off - SOW Signed 1 day
Define Architecture Specification 1 day
Define High Level Design- Workflows ; 1 day
Finalize Project Schedule _._ j 3 days
1 day
Secure All Resources
Testing Plan & QA 5 days
Analyze Requirements for Testability __. 2 days
Analyze Design for Testability . 2 days
Initiate Test Planning 1 day
EXECUTE _._ _._ _.._
23.5 days
Software Set-up 15 days
Configure Software Applications as outlined in SOW 5 days
Setup Interface(s)/Uploads _._ 5 days
Send Test Files to Client 1 day
..........
Rework Interfaces/Uploads as Needed 2 days
Obtain Client Sign -off on Interfaces/Uploads 2 days
Hardware & Equipment 5 days
Acquire/Deliver/Install Physical Components at Site 5 days
UAT _...... __. 5 days
Train UAT Testers on System Operation _.. _.._ 2 days
Client Perform User Acceptance Testing 2 days
Client Approval & Signoff 0.5 days
Creditron Response - Weld County RFP August 16, 2013 Page 25
.e chtron
Collect Lessons Learned
TRANSITION FROM UAT to PRODUCTION
Train Operators
Perform Parallel Processing
Client Approval & Signoff
Decommission UAT Environment and Go -Live
CLOSING
Resolve Outstanding Issues
Update and Closeout Plans, Logs and Reports
Schedule & Conduct Post Closing Review
Acknowledge Team
Archive Test Scripts/Results & Artifacts
_._._... -- ----------.___-------
Continue Soliciting Feedback and Monitoring Results
Document Lessons Learned
Close Project
1
0.5 days;
8.5 days
2days
5 days
0.5 days
............................
1day1
9.5 days
4 days;
day'
1 day!
0.5 daysi
1 dayj
1. day;
1 day
0 days;
4.21=:quipmer.'t and Software Sign -off
Weld County requires that acceptance testing take place within 2 business days of the completion of installation,
and be conducted using a checklist of functions to be verified:
• Verification of ail functions and menus as listed in specification
• Verification of OCR read rate
• Verification of encoding quality and accuracy
• Verification of endorsing (audit trail) quality and accuracy
• Verification of endorsing (bank stamp) quality and accuracy
• Verification of document sorting
■ Throughput test of power encode
• Verification of batch limit detection and batch ticket creation
• Verification of check and batch listings for accuracy and format
• Verification of edit functions
■ Verification of upload functions
• Upload test batch to ensure 100% accurate postings
■ Retrieve selected archive images
t Verify image quality
• Verify image print function
Any discrepancies noted in any of the tests will to be corrected by the vendor prior to system acceptance.
Test case studies are documented during the Statement of Work or what Creditron refers to as the
Requirements Definition phase. These will be used during the user acceptance testing. Creditron's standard
practice is to complete UAT within 2 days of the installation. After UAT, discrepancies are noted and corrected
such that Weld County is able to close the implementation by signing Creditron's Project Completion Form (PCF).
4.3 Egtr ipme Z iknd 5of I ar f ; tCdJ ;asap al lg3
it is required that the vendor provides both on-line and hard copy documentation (user's manual) to Weld County
at no extra charge.
Creditron understands and complies with the documentation requirements.
Creditron Response - Weld County RFP August 16, 2013 Page 26
Creditron
otet Ectorposeet trod software owla.fe t cecind J.=,ytes
Provide the procedure the bidder uses for enhancements and upgrades. Detail any charges involved.
Creditron continually improves and adds new features to its ItemAge Express product through customer
feedback and industry needs. We welcome requests for new features and improved ways to process payments
by our customers. Each request is evaluated by the Director, Product Marketing and determined if a feature
would benefit the entire client base or would be specific to one customer only. If the feature is deemed valuable
to other customers, Creditron will add this feature to the product roadmap and include it in a feature release.
Most features are available to clients under a valid software maintenance agreement as long as they do not
require additional third party licensing. If the feature is specific to a customer alone (i.e. a complex penalty
calculation that cannot be configured), it will be quoted as a change request and quoted at a reasonable cost to
Weld County.
..6 Software Source
A complete copy of the proposed source code is required to be available in escrow upon request.
This is available if requested by Weld County
Provide a proposed training schedule.
Creditron is prepared to train on any additional features as needed and determined by Weld County
throughout the Requirements Definition phase of the project.
Creditron's training philosophy is that your employees be 100% comfortable with the system prior to going live.
The implementation approach outlined in the sample project plan in requirement 4.1 shows the steps leading up
to training and ensures that maximum onsite training time available to achieve this goal.
Creditron will tailor and adjust the training during the installation according to the needs of the users if
required. The 'hands-on' training approach with live stubs and sample checks allows the Creditron installer to
train on real processing scenarios and encounter errors such as transport jams, mis-feeds, scanline misreads and
any other issue that may be encountered during day-to-day use. Since Creditron is onsite for five days during the
install, training completes after the first few days but the installer is still there to provide answers to questions
that arise after the official user training. We prefer our installers to sit back and observe during days 4 and 5 to
make sure the solution is running smoothly and the operators are comfortable. Additional Supervisor training
can be provided in days 4 and 5 to ensure the Managerial or IT staff are comfortable with the Creditron system
and what is required to ensure all the data and images are backed up on a regular basis. The ItemAge Express
platform is extremely easy to use and the user manual is very well documented. The standard reports are very
easy to run and are also documented in our manuals for future reference.
Creditron will provide training at the client site for five days on the system covering the following recommended
topics. As mentioned, this training plan and its content can be modified to accommodate the specific needs of
each customer and the speed at which their operators can learn the content.
Creditron Response — Weld County RFP August 16, 2013 Page 27
DAY 1
• System Overview
• System Demonstration
• Parts of the Scanning Hardware
• Daily use and Maintenance of Hardware
• Preparing documents for scanning
• Logging On to ItemAge Express
• ItemAge Express Main Menu
• Basic Payment Processing
• Reporting Functions
DAY 2
• Review of Basic Payment Processing
• Multi/Multi combinations
• Key Amount Processing
• Batch Limits
• Edit Functions
• Handling Exceptions
• Image Retrieval and Archiving
DAY 3
• Review of Payment Processing
• Review of Edit Functions
• Uploading Batches
• Changing Supplies on the hardware
• Supervisor Functions (Passwords and Security)
• Systems Functions (Back-up, Purge)
• Review and Questions
DAY 4/ DAY 5/ Only If Required
• Further Administrator training - data and image backup, database backups
IN Hands -On Processing
• Review as Required
All training materials, plus extra training throughout the course of the week, if required, is at no extra cost. Our
commitment is to ensure that the end users are comfortable and confident in all aspects of operating the
system.
Son
Provide a detailed price quotation, including a summary of all costs and a detailed list of each item proposed and its
associated cost. The quote will be for two complete systems one for the Treasurer and one for the Clerk. The Clerk
runs a checks only process.
Creditron Response - Weld County RFP August 16, 2013 Page 28
Creditron
SYSTEM PRICE QUOTATION SUMMARY
2013-08-16
Weld County
1401 N 17th Avenue
Greeley, CO 80631
No. of Systems: 2
HARDWARE SUB -TOTAL:
APPLICATION SOFTWARE SUB -TOTAL:
SERVICES SUB -TOTAL:
TRAVEL EXPENSES WILL BE BILLED AS INCURRED
$5,594.00
$34,300.00
$12,500.00
TOTAL SYSTEM PURCHASE PRICE: $52,394.00
Less Discount and Allowances $22,700.00
PURCHASE PRICE AFTER ALLOWANCE: $29,694.00
ANNUAL HARDWARE MAINTENANCE: $820.00
ANNUAL SOFTWARE MAINTENANCE: $7,115.00
TOTAL ANNUAL MAINTENANCE: $7,935.00
PAYMENT TERMS:
Prices do not include applicable sales taxes. Terms are:
50% With Initial
Order $14,847.00 Upon Receipt
50% After
Installation $14,847.00 Net 30
Annual
Maintenance $7,935.00
Travel Expenses will be invoiced as incurred.
A PC is mandatory for this configuration. It must meet Creditron minimum specifications.
Prices valid for 90 calendar days. This quotation is subject to Creditron's Standard Terms and Conditions.
Account
Manager:
Customer
Approval:
Date:
Creditron Response - Weld County RFP August 16, 2013 Page 29
Creditron
Document Processing Hardware:
Qty
Product Code
Description
Unit Price
Extended Price
2
Canon CR-135i
Canon CR-135 Check Scanner
2,595.00
5,190.00
2
G625-2000-0000
OCR Software Reader
52.00
104.00
Shipping Charges
150.00
150.00
Total Hardware
$5,594.00
Note the Canon CR-190 scanner is available and will achieve the required 180 documented throughput.
additional cost is $500 each therefore $1,000 for a quantity of 2.
Application Software:
e
Qty
Product Code
Description
Unit Price
Extended Price
2
SCN-IAX-1
ItemAge Express with Image Inquire
8,200.00
16,400.00
1
SCH-840-B
Check 21 Upload File
1,500.00
1,500.00
1
SCH-848
Web Service for Tyler Interface
3,000.00
3,000.00
2
SCH-CLIM-ICR-10
ICR & Marksense 10 characters/sec
4,000.00
8,000.00
1
SCH-812
Image Data Completion
5,4000,00
5,400.00
Total Application Software
$34,300.00
Services:
Qty
Product Code
Description
Unit Price
Extended Price
1
SV-RD
Requirements Definition
0
0
1
SV-NSITE-IAX
Onsite Implementation & Training
5,100.00
5,100.00
1
SV-1008
Online Check Set-up
2,400.00
2,400.00
1
SV-CONV
Data Conversion
5,000.00
5,000.00
Total Services
$12,500.00
Travel expenses will be invoiced as incurred.
Creditron Response - Weld County RFP August 16, 2013
Page 30
Creditron
Annual Hardware Maintenance:
Qty
Product Code
Description
Unit Price
Extended Price
2
Canon CR-135i
Canon CR-135 Check Scanner
395.00
790.00
2
G625-2000-0000
OCR Software Reader
15.00
30.00
Total Hardware Maintenance
$820.00
Annual Software Maintenance:
Qty
Product Code
Description
Unit Price
Extended Price
1
SCN-IAX-1
ItemAge Express with Image Inquire
1,640.00
3,280.00
1
SCH-840-B
Check 21 Upload File
1,200.00
1,200.00
1
SCH-848
Web Service for Tyler Interface
600.00
600.00
2
SCH-CUM-ICR-10
ICR & Marksense 10 characters/sec
800.00
1,600.00
1
SCH-812
Image Data Completion
1,080.00
1,080.00
-
1
PC Restore Service
PC Restore Service
995.00
995.00
Discount
Customer Maintenance Discount
(1,640.00)
Total Application Software
Maintenance
$7,115.00
Creditron Response - Weld County RFP August 16, 2013
Page 31
Cre on
1. The bid proposed herein meets all of the conditions, specifications and special provisions set
forth in the request for proposal for Request No. #61300145.
2. The quotations set forth herein are exclusive of any federal excise taxes and all other state
and local taxes.
3. He or she is authorized to bind the below -named bidder for the amount shown on the
accompanying proposal sheets.
4. The signed bid submitted, all of the documents of the Request for Proposal contained herein
(including, but not limited to, product specifications and scope of services), and the formal
acceptance of the bid by Weld County, together constitutes a contract, with the contract
date being the date of formal acceptance of the bid by Weld County.
5. Weld County reserves the right to reject any and all bids, to waive any informality in the
bids, and to accept the bid that, in the opinion of the Board of County Commissioners, is to
the best interests of Weld County. The bid(s) may be awarded to more than one vendor.
FIRM Creditron BY Debbie Barrafato
(Please print)
BUSINESS
ADDRESS _15800 Crabbs Branch Way, Suite 210 DATE _August 16th, 2013_
CITY, STATE, ZIP CODE _Rockville, MD 20855
TELEPHONE NO 188-721-9510 FAX 301-721-9515 TAX ID 14 _36-4191602
SIGNATURE
E-MAIL dbarrafato@creditron.com
WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION NUMBER
IS #98-03551-0000. PLEASE DO NOT SEND BACK PAGES 1-6.
Creditron Response - Weld County RFP August 16, 2013 Page 32
Creditron
Appendix A - STANDARD TERMS AND CONDITIONS
Creditron shall arrange delivery of the Hardware and provide installation of the Software. Customer is responsible for providing
adequate space, heat, light, power and network connectivity. If not included in sales quotation, Customer will provide a PC which meets or
exceeds the specifications provided by Creditron. Customer will, also provide a sturdy and level table capable of supporting the System.
Customer shall pay for the System in accordance with the pricing and payment terms as listed on the Sales Quotation. The Customer
is deemed to have accepted the System when placed into production, (i.e. posting and depositing live work). An additional finance charge of one
and one-half percent (1.5%) per month or portion thereof, is applicable to all payments received later than specified on the sales order.
Software License
Creditron grants to the Customer a single perpetual irrevocable and non-exclusive license to install and use one copy of the software
on a single PC at the site listed on the sales quotation. Under no circumstances shall the Customer make copies of the Software for use on any
machine(s) (including back-up equipment) other than those designated in the Sales Quotation. In all cases the Customer shall notify Creditron, in
writing, whenever the location changes. The Customer acknowledges that title and ownership of the software and all documentation furnished
with it are and shall remain the property of Creditron. The Customer will not and will not permit its employees or agents to copy or otherwise
distribute the Software or Documentation to any third party or for the Customers use except as permitted by this Agreement.
Creditron may also grant to the Customer a sublicense to use certain proprietary, copyrighted, third party software in conjunction with
the Software ("Third Party Software" or "Sublicense"), as indicated upon the Sales Quotation. In such a case the license fees paid by the
Customer to Creditron shall include the license fees or royalties required to be paid for the Sublicense of the Third Party Software. The Customer
acknowledges that its use of Third Party Software shall be subject to the same terms and conditions as contained in the License of the Software
except that the Customer accepts the Third Party Software "AS -IS" without warranty of any kind, and the Sublicense shall be terminable as
provided in this Agreement with respect to the Software.
The Customer assumes all responsibility for the selection of the Software as appropriate to achieve the results intended by the
Customer. Creditron does not warrant that the Software or its functions will meet the Customer's requirements. Creditron warrants that the
Software complies with the Software specifications in effect on the date the Software is furnished to the Customer, provided that the Customer
conforms to the operational conditions in effect at that date.
If Customer is in violation of any terms of the Software License, or if payment in full is not received within 30 days from date of
acceptance, the Customer forfeits the right to use the software.
Hardware and Software Maintenance Services
Hardware and software maintenance services shall commence upon installation of the Hardware and Software and continue for an
initial term of twelve (12) months. Renewal of maintenance shall be automatic for the second and subsequent annual term(s) at Creditron's then
current rates unless either party gives written notice to the other no later than ninety (90) days prior to the date of termination.
Advanced exchange services is offered for the Hardware. Upon contacting Creditron, customer support will validate the hardware
fault. A depot work order will be opened for you and the repair center will be instructed to ship a replacement unit out of stock. The replacement
unit will be shipped overnight by express courier for work orders opened before 5pm EST. All charges for other than basic depot advanced
exchange maintenance service and scheduled extra services shall be invoiced by Creditron as such charges occur. Maintenance service shall not
include the fumishing of any supplies including, but not limited to, paper rolls, ink pads, ink rolls, ribbons, keys, storage media and batteries.
Supplies used with the Equipment covered by this Agreement must conform to Creditron's specifications.
Software maintenance services shall commence upon installation of the Software and continue for an initial teem of twelve (12)
months. Renewal of maintenance shall be automatic for the second and subsequent annual term(s) at Creditron's then current rates unless either
party gives written notice to the other no later than ninety (90) days prior to the date of termination.
Software Maintenance services include: (a) periodic Software product maintenance releases containing new or enhanced
features/functions available to Creditron's maintenance subscribers; (b) corrections of programming errors determined to be inherent in
Creditron's Software product(s), (c) toll free telephone access to Creditron's technical support resources for the purpose of resolving Software
problems, (d) remote technical support which allows Creditron personnel to perform software maintenance, correction and diagnostic tasks via
broadband connection interface (e.g., VPN, TCP/IP, Secure Internet Hosting Application), (e) modification of existing bank or accounting system
upload files that were developed as part of the initial Software installation that require subsequent modification and (f) telephonic consultation
regarding the following; questions related to results obtained from the use of the Software; questions related to the operation of existing Software
features; questions relating to the configuration of the Software; diagnosis of problems related to equipment, including processors, printers and
telephone lines, with referral to the appropriate equipment service provider; diagnosis of problems related to system -level software (operating
system, resident utilities, networking, etc.) with referral to the appropriate software service provider. Standard support hours are 9am to 5pm,
local standard time, Monday to Friday, statutory holidays are excluded.
Software Maintenance services do not include: (a) installation or training, (b) modification of Software for the Customer's requested
changes or to fix errors caused by the Customer, (c) technical support for hardware and/or software products supplied by other vendors, (d)
configuration, troubleshooting, monitoring, backup/restoration, disaster recovery or other administrative activities associated with a Customer
computer network, (e) creation of new bank or accounting system upload files that were not delivered as part of the original software installation,
(f) configuration or modification of the Software to accept a new payment stream (such as a new bill or stub type, payment type, or check/stub
processing method, or a new payment processing workflow), and (g) unless PC Restore Services has been included and paid for in the software
maintenance then services related to PC recovery, including re -installation of Creditron software will be billed as incurred.
The customer is responsible for: (a) operation of the Hardware and Software, (b) providing back-up systems and services upon a
failure of Hardware or Software, (c) safeguarding all programs, data and removal of storage media before Creditron Service delivery begins, (d)
backup and restoration of the system and data when necessary, (e) isolating and documenting Software problems, (f) providing for Creditron's
remote access and diagnosis of problems when necessary, and (g) packaging and resuming the defective hardware and the RMA form sent with
the replacement unit back within 7 (seven) days.
The customer will provide a "help desk or designated individual" to act as the first point of contact for users in the event of problems.
This help desk/individual will be responsible for: (a) performing initial problem diagnosis to determine whether the problem results from a user
error, or lies within the network or the system, (b) receiving and acting promptly upon the assistance, advice and recommendations provided by
Creditron consultants where the customer reasonably considers that action is appropriate, (c) assisting Creditron in carrying out any further
problem determination or diagnosis procedures that may be required which may include the collection and transmission of evidence (either
relating to the fault or its impact on your business), reasonably requested by Creditron, and (d) providing Creditron with confirmations that a
Creditron Response - Weld County RFP August 16, 2013 Page 33
Creditron
Program problem is resolved.
Neither Creditron nor you shall be deemed to be in default of any provision hereof or be liable for any delay, failure in performance,
or interruption of service resulting directly or indirectly from acts of God, civil or military authority, civil disturbance, war, strikes, fires, other
catastrophes, shortage of parts or labor or other force majeure beyond its reasonable control.
Creditron shall have no obligation to perform Services hereunder in the event and so long as you fail to pay charges when due.
Creditron warrants the software support services null and void if the source code is changed by you. Reinstatement will incur only after which
Creditron certifies the software as authentic code. At your request Creditron will assist in this reinstatement. Creditron's current hourly rate will
be charged.
Limitation of Liability
Creditron will perform its obligations under this Agreement in a professional manner consistent with this Agreement and Creditron's
published policies in effect at the time the Services are rendered. Except as provided in the last paragraph of this section, Creditron's liability to
you resulting from the performance of, or failure to perform Services is limited to re -performing those services. If Creditron cannot successfully
re -perform Software Services or restore the Hardware to good operating condition, you may terminate the Agreement with respect to the Services
not successfully performed and obtain a refund of your most recent advance standard Service payment for those Services, which shall be your
sole remedy therefor. CREDITRON DISCLAIMS ALL WARRANTIES, INCLUDING ANY IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE AND ANY WARRANTIES ARISING FROM A COURSE OF
PERFORMANCE, A COURSE OF DEALING, OR TRADE USAGE. CREDITRON DOES NOT WARRANT THAT THE OPERATION OF
THE EQUIPMENT AND/OR SOFTWARES IT SERVICES WILL BE UNINTERRUPTED OR ERROR FREE, THAT ALL
MALFUNCTIONS, DEFICIENCIES, OR ERRORS WILL BE CORRECTED; OR THAT EQUIPMENT AND/OR SOFTWARE WILL MEET
YOUR SPECIFIC REQUIREMENTS. CREDITRON'S SOLE OBLIGATION UNDER ANY WARRANTY IS LIMITED TO SUCH SERVICE
OR REFUND.
Creditron shall not be liable for any expense or damage which you incur, whether internal to you or paid by you to any third party,
from a failure of the Hardware and/or Software to function or due to any malfunction of the Hardware and/or Software upon whatever cause of
action any claim is based, except that Creditron shall be liable for bodily injury, including death ,and for direct damages up to $1,000,000 per
occurrence for physical damage to tangible property to the extent caused by the negligence or willful misconduct of Creditron in design,
manufacture, or servicing of the Hardware and/or Software. IN NO EVENT SHALL CREDITRON BE LIABLE TO YOU FOR INCIDENTAL,
CONSEQUENTIAL, OR SPECIAL DAMAGES OF ANY KIND OR FOR ANY DAMAGES RESULTING FROM THE PERFORMANCE OF
THE EQUIPMENT AND/OR SOFTWARE, A TEMPORARY OR PERMANENT LOSS OF USE OF THE EQUIPMENT AND/OR
SOFTWARE, A LOSS OR CORRUPTION OF DATA, OR A LOSS OF PROFITS ARISING OUT OF OR IN CONNECTION WITH THIS
AGREEMENT, WHETHER IN AN ACTION OF CONTRACT, TORT (INCLUDING NEGLIGENCE), OR OTHERWISE. CREDITRON IS
NOT LIABLE FOR LOSS OF FUNDS OR NEGOTIABLE INSTRUMENTS CONTAINED IN, DISPENSED BY, OR ASSOCIATED WITH,
ANY EQUIPMENT AND/OR SOFTWARE. THE REMEDIES PROVIDED FOR OR REFERENCED IN THIS AGREEMENT ARE
EXCLUSIVE; YOU AND CREDITRON WAIVE ALL OTHER LEGAL AND EQUITABLE REMEDIES. The limitations of this paragraph
shall survive the failure of any exclusive remedy.
General Terms
Service required to be performed by Creditron as a result of negligence or other acts of you, your officers, employees, agents,
representatives and independent contractors or other third party, including without limitation, failure of communication media not maintained by
Creditron; your failure to prepare and maintain the site in accordance with the applicable specifications; damage resulting from other than
Creditron Hardware and/or Software; attachments or modifications not supplied or approved by Creditron; work performed on the Hardware
and/or Software by other than Creditron authorized personnel; and loss or damage from any extemal cause or due to fire or acts of God or other
casualty, shall be at your expense.
You shall make no alteration or modification to the Hardware and/or Software, nor install attachments to the Hardware without the
written consent of Creditron. In the event that any such approved attachments or modifications increases the cost of maintenance, Creditron shall
have the right to increases its maintenance charges accordingly.
Except for an assignment by Creditron to an affiliated company, neither party may assign this Agreement without the prior written
consent of the other party. This Agreement is subject to acceptance by Creditron.
Creditron Response — Weld County RFP August 16, 2013 Page 34
Creditron
Appendix B — Canon CR-135 Brochure
a 6341]
improve the Efficiency of
Payment Processes
Canon's imageFORMULA CR-135i High -
Volume Check Transport delivers high
performance, reliability, and image quality,
in an efficient countertop design. The
CR-135i is perfect for processing large
numbers of checks, and related small:
documents.
Wide Variety of Applications
The CR-135i check transport can help banks. credit unions. and other financial
institutions, utilities, andargamzatirns that handle large numbers of checks
and related small documents iriprove.rho efficiency of payment proctissus
and treasury management This results in faster access m frordss, reduced
casts, and increased ROI. The C13 135i check transport is ideal for high-vcltene
remittance prone sing. lbdtbox, back -office capture, and branch elimination.
ImageFORMVMULA
CR-135i
Dynamic Performance
The CR-1351 chock transport achieves impressive speeds of up to 135 cpm,
has a suggested daily volume of up to 20,000 items, and can perform real-
tima dynamic four line endorsement. Equipped with a high -canary. 250 -item
Automatic Document Feeder (ADF) capable of continuous (tiepin batch scan-
ning, the CR-135i check transport also includes two 200 -item sject pockets.
These tout ho used indavuittdlly or virtually combined ---With output items
"waterfalling" or alternating between each physical pocket ---for increased
capacity. These eject packets are supplemented with an additional 50 -item
pocket for three-way setting capability.
Exceptional Reliability
The CR-135i check transport employs Canon's proven roller system to achieve
exceptional feedrg reliability. It can handle a wide variety of items, including
business and personal chocks, coupons, vnuchrrrs, and dticket items such as
rebate check cards and emelopos. In the, rare everrt•that a double -feed occurs,
the ultrasonic doable -feed detector ensures no data is lost. And the CR-135i
check transport combines MICR reading with OCR (MOC.RI processing to
ensure accurate MICA data capture. without secrifiiirg speed.
Creditron Response - Weld County RFP August 16, 2013 Page 35
IrftageFoRMULA
CR-1351
Impressive image Quality
Bailing on Carer's high -precision optical technology expertise. the CR-135i
check transport delivers impressive image glnlity, Image prncetsitg features.
such as Fine Text filtering. allow sharper image capture resulting in better
OCR accuracy. 8y scanning with an optical resolution of 1200 dpi, stall
derails and other valuable information can be captured and reproducad with
exceptional clarity and precision.
Efficient Design
The CR-135l check transport's countertop sine and easy -access design allow
it to fit into even the busiest environments. Durable materials, enclosed
mechanics, and an easy -access paper path make it simple and risk -free to
perform basic maintenance tasks. sitch as changing the imprinters. ink
cartridge, ciearlrlg jams, end clearing thescaming glass.
Environment in Mind
The CR•135i checktransport meets ENERGY STAR guidelines for energy
efficiency end complies with the HMS and WEEE directives fgr.reduction
of hazaidaus.substances and waste products. It's also part of Canon's.
Generation Green Program.
Customer Care
eCaraPAK is available for the CR•136i check transport[ eCarePAK extends
service beyond the initial warranty period, saving on costs associated with
txtst•purchase maintenance, ntaximitirlg uptime threugheutthe product life,
and instilling confidence in the Conon investment for years w come.
Specifications
Type:
((come lit Feuding:
DOMAIN nt Size
'Noa:h
L.nngth:
Docunsont wolabi
Autorml!C Feoling.
8vpass Maio
Feeder Capacity;
Scanning Element:
Light Source:
Scanning Modes:
Optical Resolution:
Outpin Resolution:
aroyscoin:
Scanning Speeds.
Slack anti Mu:
C iuncaln:
MICR/OCD
MICR:
OCR:
Interface:
Scanner Orrvnrs:
Dimensions Ill x W e 01:
Weight:
Power Consumption:
Suggested Daily Vortlwe;•'
WghAidtsrr Clash %input
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Fine Tact Tate:ns Emu Viliusisn
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tceftektseagri;lA(iaw dpi
2S5-Leiet 16 -Level
Simplex Depiex
126,T'm I35toe
135O0i 135 cpre
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W.Speed USe 2.0
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STAR' g&Ma1ien% tot cotrgy .Sntirnty. LA TRAY STAR and did SUERS? STAR milk deb ragylated
U.S. limas. r3IACEFCAMISA is a 'nisi Titian riwln,ric:Ins. Met is regis[ned
treecntok rrcanon Inc. m rho i1o. 'd Sie, es dnd ,Ilay also Sea ngn•lec d I rrJeu:ark S t,ademert
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molts are trddamalk: et 1h..n,eyertive WI,,., and are I!e,eby acansalrrl;o,!. Seine i!e,r:s r dy col
iv. ova'atle at lids in,, noon, rink tar av:naai: y. 5necilanci, ns an auailaa.t :y srbrrct la aurrge
*ahoy' rake.
V 2)13 Canon U.SA„ cc. Rirleias reserved.
52r2RA.CR19si5P
BUNDLED sOFrwAPE
• TAM' Bullet Rouser 0)11,-w with !OA
• Canon Scanning 51sT, a;iM^-re
OPTIONS.
• Fxrlung, Rotten Yt
• Irprinter ilk ',Mortar •
• Ink Diseosdt Tani;
• eCvePA!: itschan re Sonic i
REM NUMBER
Orrin FEATUIES
• Auto Page Sire Demean
• /'alto Papa Fled
• reF:r Dropout
• Cattitwaw Feodng
• ()askew
• Forn-I.ino imprinter vNh rancap
• Function Sutton
• MICR-huie A lnpi etig5G;ang
• OCRha,e5 Seining
• Throe Ckrteu1 Pcdete I200r2CA,55J'1
• Uluaaonic Daeep-Feed Oere--hail
•'natural Output Mode
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imageANYWARE
imageANYWARE
1 -800 -OK -CANON
www.usa.canon.com
Canon U.S.1:, Inc.
One Canon Park
Melville, NY 11747
Creditron Response — Weld County RFP August 16, 2013
Page 36
Creditron
Appendix C — Sample Reports
A sample Batch Report is shown below.
721 :*,h E. RecOrf
tica Batch Lt t n?.. ReF
Application llama: Richardson Single A21O. Deposit .at=_: 21/Avg/12 Batch: 003
Processed By; Amanda on machine't a ee:21/Ang/1s
Tray Name: 20120021003
1008:
1ransacci008: a Iteae, 16 Stubs: 8 c tOlo. 0 70181: 6505.66
City of Richardson ••• Page1 of 1
Seq. Tian Item Document Cheok 4 Noce= So. Credit Debit
} 001 001. 001 INV001. - 00013122$0000033941 633.10 00.00
i 002 001 002 magi 210 000031260000033941 00.00 433.10
3063 002 001 INV002 - 000027.73600003041V 83.7.25 60.00
4004 002 002 c88002 233 000027730000030417 60.00 637.26
005 003 001 200003. - 000016baerad0i4971. 641.46 40.00
006 .003 002 CRN003 447 000010050060019971 40.00 '041.44
'007 004 011 204004 04 - 0001615000029401, 696.98 60.00
008 .004. 002 f:3K004 444 000104815000023901 60.00 656.30
009 005. 001 I90005 - 0000328080000347554 669.05 60.00
010 .005 002 CREDOS 620 000032000000034756 60.00 669.05
₹ 011 006 001 100806 - 000014090000015213 643.46 60.00
i 012 '006 002 0970006 161 000014098000415213 60.00 643.48
013 007 001 INY067 - 000061734000014859' 671.96 60.00
014 007 002 CffiW07 393 000041734000014659. 60.00 471.96
015 000 001 10V006 000030060000032745 61i9,29 90.00
016 .00E 002 C100008 .664 000030060000032745 00.00 .6111.29'
RIMING TOTAL: $505.96 1375.95
A sample Bank Check Listing is shown below.
Vzr
;er
ankultr
po
Creditron lank Check list: Richardson Single LISA.. 0eposit.0ate: 11/Aog/L2 Batch. 003
Fxeceesed 57: Amanda on Machine. t 9'0n 21/Ang/12
Tray Name, 20120521003
Type:
Tranaaetlone: 0 Iteas: 16 C31ee'ks, 3' Total: 6505:96 Declared Total, Rae Available
••r City"of Richardson *x Page 1'of 1.
Checkt. Amount
c100301 633.10
080002 437.26
CER008 441.46
c&N004 496.39
C50005 459.06
CRE005 643.44
C00007 071.06
carmen 0112.29
PUNNING TOTAL: 4505.96
Either the Batch Report or the Bank Check Listing report can be used to balance to the End of Day Deposit report
as the check totals are identical for each report; just the level of detail is enhanced and configurable on the Batch
Listing report.
Creditron Response - Weld County RFP August 16, 2013 Page 37
Creditron
A sample End of Day Deposit report is shown below showing multiple bank deposit accounts. This report can be
grouped by bank deposit account for easy reconciliation.
kL'�EPd tifTtay�Reoort '-�
End of Pay Report for:
Tuesday, August 21, 2012
Batch C.hks Inns Check Total
R 001 17 17 1,079.60
R 002 37 37 3,646.47
R 003 8 e 505.96
R 005 11 12 784.91
R 009 1 1 33.:0
R 011 14 15 1,364.22
R 015 1 48.85
2 017 1 1 45.85
R 018 1 1 48.85
Sub 9 91 99 7,561.41(Gip:9 at A)
P 006
P 012
P 013
3
1,525.00
1,325.00
1,325.00
Sub S 3,975.00fGrp:Wells Fargo)
Tot 12 100 93 11,536.41
Pry i Era
Performance Statistics — showing performance/activity by user for a day or date range. A sample of a daily
performance statistics report is shown below.
m T
rZS Performance 5tatatics Printout ......,
Performance Statistics Report far Tuesday, August 21, 2012
Operator Tray
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Amanda
Sill
Jill
Jill
Sage 1 02 1
Processing -Time Interruptions Items -Processed
)4/c 6atchea Start Elapsed Aborts Resumes Total Per -hr. Rejeec_a V Jams
220120221001 -Single 9 1 09:11:195 1:12 0 0 34 1700.0 0 0.0 0
820120921002 -Single 9 1 09:13:47a 2:42 0 0 14 2611.0 0 0.0 0
520120821001 -lac 9 0 09:20:022 1 0 0 0.0 0 0.0 0
220120021005 -1st 9 1 09:20:514 37 0 0 23 2237.9 0- 0.0 0
220120821005 -IOC 0 1 09:22:422 2:55 1 1 23 720.0 0 0.0 0
920120821008 -Single .9 0 02:22133a 1 0 A 0.0 1 0.0 0
220120821008 -Single 9 1 12:52:17p 22 0 0 2 327.3 O. 0.0 0
220120321010 -Single 9 0 01:35:340 0 0 0 0.0 0 0.0 0
820120321011 -let 9 1 01:45:28p 2:57 0 0 29 589,8 0 0.0 0
220120221011 -IOC 0 1 01:51:220 3:04 0 0 29 567.4 0 0.0 0
P20120921012 -Single 9 1 01:51:42p 3:09 0 0 3 57.1 1 25.0 0
P20120921013 -Single 9 1 02:38:13p 22 0 0 3 490.9 0 0.0 0
220120921016 -Single 9 0 02:53:41p 0 0 0 0.0 0 0.0 0
220120821015 -Single 9 1 03:44126p 1:07 0 0 2 107.5 0 0.0 0
220120821016 -Single 9 0 03:47:280 1 0 0 0.0 0 0.0 0
820120221017 -Single 9 1 03:50:530 46 0 0 2 156.5 0 0.0 0
220120321018 -Slagle 9 1 03:52:00p 30:49 0. 0 .2 4.0 0 0.0 0
220120321003 -Single 9 1 09:38:304 1:29 0 0 36 1051.7 0 0.0 0
820120021006 -Single 9 1 09:25:044 1:22 0 0 3 131.7 0 0.0 0
520120921007 -Single 9 0 09:26:374 1 0 0 0.0 2 0.0 0
0.0
0.0
0.0 '..
0.0 ?i
0.0 S
0.0 g
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0 "d)
0.0 a
0.0
0.0
0.0
Creditron Response - Weld County RFP August 16, 2013
Page 38
Creditron
Image Data Completion Reject Report — showing check and stub images along with detail information for all items
rejected during exception processing including date, batch number, sequence number, and transaction number. A
sample of this report is shown in below.
Usle. Se: Winter 12, 2C'c2 F,4c
Dolan: 11
Sequence: 90
mveice 59ctier1x. 466
erg. ea::dr,C1312011
Org. Trana.45
Dr'4 Soolumbar 12. 2C12
aalc.1: 11
C.curnce: 91
Jo rn31 Spq:lvacc: 45
Ury. a.413h .^"i. 13011
ay. TIarQ.:45
ete. ScL'._W1.e, 12,2C12
Bake: 11
Saauelce: 96
Ir.v1:c.e aequerce. 49
Urr, Such. C912G11
. TrarA 41
Dd;c: Svc4cnibte 13.3112.
IalcIr. 11
'.hence. 9e
Journal Segcnrec 42
Org. Malay I.7 129't
Org. Tl ',4; 17
UTILITIES DEPARTMENT
002 LgtL7f46'x:r La
L 46-i5?5J x`23 7Uj Rios Jk ,l,.-atl1111i,
Sitencc F=
II.og
11 n41 4.703,^.r RJY Ii.14
is 61.O.k,
err...•a
Lay 43.51 Aker 017/9S
1LiILL1.141L .IUI..dCLiL.,tiSLI - .
'J.— ,'vv..'.,
s1dAY 1: eAlfrii..4141.
01 353t:HTh1CT71'
9IC1rAFLSer1 TI 8 75031.5079
000011M,00 .159S10X1V11'L6100$14
107 FFr4A1TICfM9f3b1ltbEEdUr;41041;RUMP town trnr1M109CN
CREEdi ( ) CJ4
Pr/ 01.
cTy_N RRt
Scut Spade
1'{7644141 ?Bid 61.437E_9U
UTILITIES DEPARTMENT
2110 r<.Pe:1.ae fit 22 2 2 .
c6i4e-71505 G3'4� t3 ie3; :79 I ;111?j01
"1 W r1,r;r
....,......_..� ..__._ ..---
4 al tureen` C.�rgau 77.0
114E 7rd Fsrrar.d U44 e.. �.....n
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Creditron's standard report set listed above meets the reporting needs of the majority of its 400 customer base. If
custom reports are required, there are two methods that are available. The most common method is Creditron
providing the database schema of the Inquire Research database to the client and the customer creates their own
reports using a standard third party application such as Crystal Reports or Microsoft SQL SRSS. Training can be
provided on the basic database schema to assist the County's IT staff how best to create the custom reports. The
second method is a customer can request Creditron develop the custom report for a standard report fee.
Creditron Response — Weld County RFP August 16, 2013 Page 39
Creditron.
210-15800 Crabbs Branch Way, Rockville, MD 20855
100-2265 Upper Middle Road East, Oakville, ON L6H 005
400 S. Industrial Blvd. Suite 224, Euless, TX 76040
SYSTEM PRICE QUOTATION SUMMARY
9/30/2013
Weld County
1401 N 17th Avenue
Greeley, CO 80631
No. of Systems: 1
HARDWARE SUB -TOTAL:
APPLICATION SOFTWARE SUB -TOTAL:
SERVICES SUB -TOTAL:
TRAVEL EXPENSES WILL BE BILLED AS INCURRED
$6,704.00
$34,300.00
$12,500.00
TOTAL SYSTEM PURCHASE PRICE: $53,504.00
Less Discount and Allowances $22,700.00
PURCHASE PRICE AFTER ALLOWANCE: $30,804.00
ANNUAL HARDWARE MAINTENANCE: $860.00
ANNUAL SOFTWARE MAINTENANCE: $7,115.00
TOTAL ANNUAL MAINTENANCE: $7,975.00
PAYMENT TERMS:
Prices do not include applicable sales taxes. Terms are:
50% With Initial Order $15,402.00 Upon Receipt
50% After Installation $15,402.00 Net 30
Annual Maintenance $7,975.00
or MONTHLY PAYMENT PLAN:
10 month payment plan, includes first year's maintenance $2,200 per month
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.
Account Manager:
Customer Approval:
Date:
Page 1 of 4
9/30/2013
Creditron
Weld County
DOCUMENT PROCESSING HARDWARE:
210-15800 Crabbs Branch Way, Rockville, MD 20855
100-2265 Upper Middle Road East, Oakville, ON L6H 0G5
Qty
Product Code
Description
Unit Price
Extended
Price
2
Canon CR-190
Canon CR-190 Check Scanner with Silver Bullet and ink cartridge
$ 3,225.00
$ 6,450.00
2
G625-2000-0000
OCR Software Reader
$ 52.00
$ 104.00
0
3223-1300-8090
3223 PC, Corei5-3470, 3.2GHz, 6MB, Win 7
$ 1,625.00
$ -
0
3498-0170-8090
17" E170S FP LCD Monitor
$ 225.00
$ -
2
SV-SHP-CN
Shipping Charges
$ 75.00
$ 150.00
HARDWARE SUB -TOTAL:
$6,704.00
Page 2 of 4
9/30/2013
'edition
Weld County
APPLICATION SOFTWARE:
210-15800 Crabbs Branch Way, Rockville, MD 20855
100-2265 Upper Middle Road East, Oakville, ON L6H 0G5
Qty
Product Code
Description
Unit Price
Extended
Price
2
SCN-IAX-1
NanoPak ItemAge Express, Image Inquiry for Single User
$ 8,200.00
$ 16,400.00
1
SCH-840-B
Pref Bank Check 21 Upload File - per bank (Orig $6,000)
$ 1,500.00
$ 1,500.00
1
SCH-848
Web Service for Tyler Interface
$ 3,000.00
$ 3,000.00
2
SCH-CLIM-ICR-10
IAX ICR & Marksense 10 Characters/sec
$ 4,000.00
$ 8,000.00
1
SCH-812
ItemAge Express Image Data Completion (Per Site)
$ 5,400.00
$ 5,400.00
APPLICATION SOFTWARE SUB -TOTAL:
$34,300.00
Note: For those purchasing the remote deposit module, readiness among banks may be dependent on file format
requirements. Therefore system implementation may be completed before Remote Deposit can be fully utilized.
In these cases, Creditron reserves the right to invoice for completed elements and will invoice separately for the
Remote Deposit Module once it is accepted as ready to go into production by the bank
SERVICES:
Qty
Product Code
Description
Unit Price
Extended
Price
1
SV-RD
Requirements Definition (by phone/email)
$ -
$ -
1
SV-Nsite-IAX
NanoPak Onsite Implementation & Training
$ 5,100.00
$ 5,100.00
1
SV-I008
Item Age Express Online Check Setup
$ 2,400.00
$ 2,400.00
1
SV-CONV
Data conversion
$ 5,000.00
$ 5,000.00
SERVICES SUB -TOTAL:
$12,500.00
Page 3 of 4
9/30/2013
ediU°on
Weld County
ANNUAL MAINTENANCE:
•
210-15800 Crabbs Branch Way, Rockville, MD 20855
100-2265 Upper Middle Road East, Oakville, ON L61 -1 0O5
Qty
Product Code
Description
Unit Price
Extended
Price
2
Canon CR-190
Maint - CR-190 Next Business Day Exchange
$ 415.00
$830.00
2
G625-2000-0000
Maint-OCR Software Reader
$ 15.00
$30.00
Advanced depot exchange only
HARDWARE MAINTENANCE TOTAL:
$860.00
•
Qty
Product Code
Description
Unit Price
Extended
Price
2
SCN-IAX-1
NanoPak ItemAge Express, Image Inquiry for Single User
$ 1,640.00
$3,280.00
1
SCH-840
Maint - Check 21 Upload File
$ 1,200.00
$1,200.00
2
SCH-CLIM-ICR-10
Maintenance - IAX ICR & Marksense 10 Characters/sec
$ 800.00
$1,600.00
1
SCH-848
Maintenance - Web Service for Tyler Interface
$ 600.00
$600.00
1
sch-812
Maint-ItemAge Exp Image Data Completion (Per Site)
$ 1,080.00
$1,080.00
1
PC Restore Service 2
PC Restore Service
$ 995.00
$995.00
-$1,640.00
SOFTWARE MAINTENANCE TOTAL:
$7,115.00
Page 4 of 4
9/30/2013
OFFICE OF THE WELD COUNTY TREASURER
www.co.weld.co.us
1400 N 17 AVE
GREELEY CO 80631
970-353-3845 x3290
John R. Lefebvre, Jr.
August 22, 2013
Monica Mika
Director of Finance and Administrative Services
1150 "O" Street,
Greeley CO 80631
Dear Monica:
Renee Fielder and I have reviewed the Weld County Remittance Processor Bids. I respectfully request that
the county choose the bid from Creditron Corporation, our current vendor. The vendor is the lowest bidder,
and is able to fulfill both the Weld County Treasurer and the Weld County Motor Vehicle offices
requirements for hardware and software. Please consider this request for approval.
VENDORS FOR REMITTANCE PROCESSOR TOTAL BID
CREDITRON
15800 CRABBS BRANCH WAY SUITE 210
ROCKVILLE MD 20855
FOCUS FINANCIAL SYSTEMS
7 MEADOW LANE
DELLWOOD MN 55110
RT LAWRENCE CORPORATION
7740 PAINTER AVE SUITE 100
WHITTIER CA 70602
Sincerely,
John Lefebvre
Weld County Treasurer
RF:rf
cc: Steve Moreno, Weld County Clerk and Recorder
13 I 0014
$37,629.00
$44,963.00
$53,193.00
go13-a,337
7,e,O®a.7
WELD COUNTY PURCHASING
1150 O Street Room 107, Greeley CO 80631
E -Mail: mwalters(&co.weld.co.us
E-mail: reverett(a�co.weld.co.us
Phone: (970) 356-4000, Ext 4222 or 4223
Fax: (970) 336-7226
DATE OF BID: AUGUST 19TH, 2013
REQUEST FOR: TAX PAYMENT PROCESSING SYSTEM
DEPARTMENT: TREASURER'S OFFICE
BID NO: #B1300145
PRESENT DATE: AUGUST 19", 201321ST, 2013
APPROVAL DATE: SEPTEMBER 4TH, 2013
VENDORS
CREDITRON
15800 CRABBS BRANCH WAY SUITE 210
ROCKVILLE MD 20855
FOCUS FINANCIAL SYSTEMS
7 MEADOW LANE
DELLWOOD MN 55110
RT LAWRENCE CORPORATION
7740 PAINTER AVE SUITE 100
WHITTIER CA 70602
TOTAL
PROJECT COST
(including maintenance)
$37,629.00
$44,963.00
$53,193.00
**BIDS/PROPOSALS ARE BEING REVIEWED BY THE TREASURER'S OFFICE.
g/icips
2013-2337
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