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Home My WebLink About20192834.tiff/Pde?6,/ MEMORANDUM TO: Esther Gesick, Clerk to the Board July 8, 2019 FROM: Ryan Rose, Chief Information Officer SUBJECT: Accela, Inc. License Expansion Accela, Inc. provides software to Weld County. The software is used by Public Works, EHS, and Building & Planning departments to manage their daily tasks. The attached agreement between the Board Of County Commissioners and Accela, Inc. is for the expansion of their licenses to accommodate the new Oil & Gas department. The requested amount is $45,540.99 for the additional licenses. The agreement was reviewed and approved by legal. We ask that the BOCC approve the agreement as submitted. I &k7i-a-e-x-ti4-010e— ce,:004J3itta,&-r) 2019-2834 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Accela, Inc. DEPARTMENT: Information Technology DATE: 6/28/19 PERSON REQUESTING: Ryan Rose Brief description of the problem/issue: Accela, Inc. provides land management software to Weld County. The software is used by the Public Works, Building & Planning, and Environmental Health departments to manage their day to day activities. This agreement is to expand our licenses to accommodate the new Oil & Gas department. The requested amount is $45,540.99. What options exist for the Board? (include consequences, impacts, costs, etc. of options): This provider specializes in selling and supporting this software which will be utilized by the new Oil & Gas department to conduct their daily business. Recommendation: This agreement was reviewed and approved by legal. It is recommended that the BOCC approve the agreement for the above specified amount. Approve Recommendation Sean P. Conway Mike Freeman, Pro-Tem Scott K. James Barbara Kirkmeyer, Chair Steve Moreno Schedule Work Session Other/Comments: Accela 2633 Camino Ramon, Suite 500 San Ramon, CA 94583 ORDER FORM Proposed by: Lynn Keough Contact Phone: (925) 359-3537 Contact Email: Ikeough@accela.com Quote ID: Q-13726 Valid Through: 07/27/2019 Currency: USD Address Information Bill To: Weld County, CO 1150 O Street Greeley, Colorado, 80631 United States Billing Contact: Mary Truslow Billing Phone: 970-400-2518 Billing Email Address: Ship To: Weld County, CO 1150 O Street Greeley, Colorado, 80631 United States Services Services Pearl Start Date End Date Term (Mths) Unit Price Quantity Total Price Accela Land Mgmt User Lic Packs (incl 5 named users per pack) 07/30/2019 04/30/2020 $13,194.00 2.00 $26,388.00 Support: Accela Land Mgmt User Lic Packs (incl 5 named users per pack) 07/30/2019 04/30/2020 9 $5,277.60 1.00 $3,972.66 Accela Mobile User Lic Packs (includes 5 named users) 07/30/2019 04/30/2020 $13,194.00 1.00 $13,194.00 Support: Accela Mobile User Lic Packs (includes 5 named users) 07/30/2019 04/30/2020 9 $2,638.80 1.00 $1,986.33 Total $45,540.99 Annual Pricing Summary Fees Total Price Year 1 $45,540.99 Total $45,540.99 2633 Camino Ramon, Suite 500, San Ramon, CA 94583 I t(925) 659.3200 I (888) 722.2352 I © 2018 Accela, Inc. All rights reserved Additional Terms 1. No additional or conflicting terms or conditions stated in Customer's order documentation, including purchase orders, will be incorporated into or form any part of this Order Form or the governing agreement, and all such terms or conditions will be null. 2. This Order Form is governed by the applicable Accela terms found at https://accela.box.com/v/AccelaTerms, unless Customer has an effective master agreement executed by Accela for such services as referenced in this Order Form, in which case such master agreement will govern. 3. All Software Licenses, Maintenance, and Subscription purchases are non -cancelable and non-refundable. 4. If this Order Form is executed and/or returned to Accela by Customer after the Order State Date above, Accela may adjust the Order Start Date and Order End Date without increasing the total price based on the date Accela activates the products and provided that the total term length does not change. ACCELA CUSTOMER By: CE0.1111018COSIIS21l0 (Signature) ned by Mitch Knight By: (Signature) Mike Freeman (Print Name) (Print Name) Its: VP of sales Its: BOCC Chair Pro-Tem (Title) (Title) Dated: 6/27/2019 Dated: JUL 15 2019 (Month, Day, Year) (Month, Day, Year) 2633 Camino Ramon, Suite 500, San Ramon, CA 94583 I t(925) 659.3200 I (888) 722.2352 I © 2018 Accela, Inc. All rights reserved 020/-027,34 Contract Form New Contract Reques information Entity Name* ACC ELA Contract Name* ACCELA LICENSE EXPANSION Contract Status CTB REVIEW Contract Description* LICENSE EXPANSION FOR OIL & GAS Contract Description 2 Contract Type " AGREEMENT Amount * $45,540.99 Renewable* YES Automatic Renewal Entity ID* 003293 INFORMATION TECHNOLOGY-GIS nt Email CM- InformationTechnoIo yGIS@ eidgo,r. com Department Head Email CM-InformationTechnoIogyGl S- UeptHead Neldrgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYA I I ORNEY@WEL© GOV.COM ❑ New Entity? Contract Lead* MTRUSLOW Contract Lead Email mtruslow@co.weldco.us Requested BDCC Agenda Date* 07/15/2019 Parent Contract ID Requires d YES Due Date 07/11/2019 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* Renewal Date 06/01/2020 08/01/2020 Termination Notice Period Committed Delivery Date Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing CONSENT Approval Process Department Head RYAN ROSE DH Apprcr 07108/2019 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 07115'2019 Originator MTRUSLOW Contact Type Contact Email Finance Approver CONSENT Finance A! 07/08/2019 Contact Phone 1 Con e 2 Purchasing Approved Date 07438/2019 Tyler Ref # AG 071519 Legal Counsel CONSENT Legal Counsel 07/0a/2019 ate Hello