HomeMy WebLinkAbout20190155.tiffene17,/ 7D P2502-7
MEMORANDUM
TO: Esther Gesick, Clerk to the Board Nov. 1, 2018
FROM: Ryan Rose, Chief Information Officer co
SUBJECT: Accela, Inc. Annual Maintenance Agreement for
Envision Connect
Accela, Inc. provides software to Weld County. The software is used by the Health
Department to manage restaurant inspections and Zoonosis cases. The attached
agreement between the Board of County Commissioners and Accela, Inc. is for the
annual maintenance renewal for their Envision Connect software. The requested
amount is $21,180.00 for the maintenance. This agreement was reviewed and
approved by Legal and the cost was budgeted for in the Health Department's
budget.
We ask that the BOCC approve the agreement as submitted.
1
2019-0155
/7-/ ee, �� (sT)
/-1,20/47
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Accela, Inc. Maintenance Renewal for Envision Connect
DEPARTMENT: Information Technology DATE: October 19, 2018
PERSON REQUESTING: Ryan Rose ageS
Brief description of the problem/issue:
Accela, Inc. provides software to Weld County. The software is used by the EHS department to manage
restaurant inspections.
The attached agreement between the Board of Weld County Commissioners and Accela, Inc. is for the annual
support and maintenance for their Envision Connect product. The requested amount is $21,186.00.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
This provider specializes in selling this software which is utilized by EHS to conduct their daily business.
Recommendation:
The agreement has been reviewed and approved by Legal. It is recommended that the BOCC approve the
agreement for the above specified amount.
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro-Tem
Steve Moreno, Chair
Approve
Recommendation
ri\C
Schedule
Work Session
Other/Comments:
Acceta
WELD COUNTY, CO — ORDER FORM
Kimberly Brown
Contractor Revenue Operations
925-359-3404 x813404
k browivi aecela.cc»n
Weld County, CO
October 18, 2018
Page 1 of 4 I Order Form
Form Approved by Legal (v.1 09/20/2017)
ao/9-oiac
Accela
WELD COUNTY, CO - ORDER FORM
Software and Services
SKU
Description
Quantity
Unit
Price
Ext Price
SR75CENVREM0001
,SR75CENVONL0001
,
EnvisionConnect
EnvisionConnecl
Remote
Annual
Annual License and Support Fee
License and Support Fee
4
10
10
20
$ 7,704.00
$ 13,482.00
$ 770.40
$ 1.348
Annual Renewal
Period
2120119-2119120
Sub Total
$ 21,186.00
Subtotal
$ 21,186.00
Tax
$
Tow:
$ 21,186.00
Page z of 4 Order Form
Form Approved by Legal (v.i 09/20/2017)
M Accela
WELD COUNTY, CO - ORDER FORM
Customer Contact
Order Detail
General Information
Deborah Adamson
Customer Address
Governing Agreement(s)
Weld County Health Department
1555 N. 17th Avenue
Greeley CO 80631
This Order Form will be governed by the applicable terms and conditions. If those terms and conditions
are non-existent, have expired or have otherwise been terminated, the following terms will govern as
p a licable, based on the Customer's purchase: https;JJaccela.box.com1Y1 AccelaTerins
Term(s):
Order Start Date
2/20/19-2/19/20
Order Terms
Unless otherwise specified in the Special Order Terms:
- Software Licenses & Subscriptions start on the date of delivery by Accela;
- Hosting and Support start on Accela's delivery of the software hosted and/or supported; and
Order Duration
Unless otherwise specified in the Special Order Terms:
Subscriptions continue from the Order Start Date through the number of months listed in this
Order Form (or if not listed, twelve (12) months). Thereafter Subscriptions automatically renew
annually as calculated from Order Start Date of Customer's first Subscription purchase.
I p se
- Any Software Licenses or Hardware are one-time, non-refundable purchases.
Hosting and Support continue from the Order Start Date through the number of months listed in
this Order Form (or if not listed, twelve (12) months).
Professional Services continue for the duration as outlined in the applicable
pp a Statement of Work,
Exhibit or the Governing Agreement, as applicable.
Special Order Terms
Currency
USD
In the event of an inconsistency between this Order Form, any governing agreement, purchase
order, or invoice, the Order Form shall govern as it pertains to this transaction.
For Software Licenses, Accela may terminate this Order Form in the event the Software is phased
out across Accela's customer base. In such event, Accela will provide Customer sufficient advance
notice and the parties will mutually agree to a migration plan for converting Customer to another
Accela generally -available offering with comparable functionality.
Payment Terms
Invoice Date
Payment Due Date
Unless otherwise stated in the Special Payment Terms, Invoice for the Grand Total $ above will be issued
on the Order Start Date.
Unless otherwise stated in the Special Payment Terms or the Governing Agreement(s), all payments are
due on the Invoice Date and payable net 30 days.
Special Payment Terms
None unless otherwise specified in this section.
Page 30f4I
Order Form
Form Approved by Legal (v.i 09/20/2017)
Acceta
WELD COUNTY, CO - ORDER FORM
First Name
Accounts
Mary
Payable Contact
Information
(Required)
Last Name
Truslow
Title
Phone Number
Email Add-ess:
bllling.IT@weldgov.com
Billing
Adcress
Delivery Adcress
Method of Invoking
All invoices will be sent electronically to the Email Address
provided
above unless otherwise specified
In Special Invoicing Needs.
Special invoicing Need
Vendor
Ac ,
Signature
Section
(Required)
Customer
Weld County, CO
nr. `'
Signed ►
r
48
Signed By
Date
i
11 oirti
t
Date
Title of Auth
SIgna
ized
. •
SVr f ArCCOV
t 4 \ ( Can't
le of Authorized
Signatory
Name (Print) of
Authorized Si: nato
Customer
pli.v 1
��
14
Additional
Signatures
Name (Print)
Authorized Si:nato
Section (Optional)
Customer
of
Weld
County , CO
Signed By
Signed By
Date
Date
07
2016
,Tan
Title
of Authorized
Signatory
Tide
of Authorized
Siignatory
Chair
Authorized
Name (Print% of
Si, nato •
Purchase
Order Reference
Name (Print)
Authorized Si:
(Optional)
nato
of
I . r
. a r a Kirkme
kme er
If
invoices
Customer
requires
PO
tuber
on invoices
it
must
hprovidedto
the
right
and
Customer
must provide
PO# (If required):
Accela
copy
of the
PO prior
to invoice issuance.
If
no
without
PO number
a PO
reference.
provided
prior to
invoice
issuance
date,
issued
on this
Order
Form will
be valid
Page 4of41
Order Form
Form Approved by Legal (v.1 09/20/2017)
oles0/9- O/ t
IN WITNESS WHEREOF, the parties have duly executed this Order Form as of the date first stated above.
NA
NTRACTOR
E OF PERSON SIGNING
SV Pi pCccOVNTflJcc cow coasd us=t
POSITION OF PERSON SIGNING
ATTEST: ?Z%VLFI)
Weld CyCler
BY:
Deputy Cl =�� to th
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Barbara Kirkmyer, , Cha, r J A N
AP' : •VED
i
41
TANCE:
ormation Officer
A
2019
Cheryl Hoffman
To:
Subject:
Okay, thanks Mary.
Esther Gesick; Stephanie Frederick; Mary Truslow
FW: Contract ID 2321 - Accela, Inc
Cheryl Hoffman
Deputy Clerk to the Board
Weld County Clerk to the Board Office
1150 O Street
Greeley, CO 80631
970.400.4227
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Mary Truslow
Sent: Wednesday, January 02, 2019 4:07 PM
To: Cheryl Hoffman <choffman@weldgov.com>
Subject: RE: Contract ID 2321 - Accela, Inc
So vendor just got back to me and said that the terms that apply are the ones listed in the governing agreements on the
order form, not the other Accela agreement that I noted before.
Mary Truslow
Director of Applications & Database Services
Department of Information Technology
Weld County Government
1401 N. 17th Ave Greeley, CO 80631
tel: 970-400-2518
mtruslow@weldgov.com
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
1
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Cheryl Hoffman
Sent: Wednesday, January 2, 2019 2:26 PM
To: Mary Truslow <mtruslow@weldgov.com>
Cc: Stephanie Frederick <sfrederick@weldgov.com>; Esther Gesick <egesick@weldgov.com>
Subject: RE: Contract ID 2321 - Accela, Inc
Okay, Mary, just let me know if you find anything different from the 2014 number.
Thanks!
Cheryl Hoffman
Deputy Clerk to the Board
Weld County Clerk to the Board Office
1150 O Street
Greeley, CO 80631
970.400.4227
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Mary Truslow
Sent: Wednesday, January 02, 2019 12:30 PM
To: Cheryl Hoffman <choffman@weldgov.com>
Cc: Stephanie Frederick <sfrederick@weldgov.com>; Esther Gesick <egesick@weldgov.com>
Subject: RE: Contract ID 2321 - Accela, Inc
I am confirming with the vendor, however, it should be 2014-1041. Accela bought out Decade and 2014-1041 is our
Accela contract.
Mary Truslow
Director of Applications & Database Services
Department of Information Technology
Weld County Government
1401 N. 17th Ave Greeley, CO 80631
tel: 970-400-2518
mtruslow@weldgov.com
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Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Cheryl Hoffman
Sent: Wednesday, January 2, 2019 8:10 AM
To: Mary Truslow <mtruslow@weldgov.com>
Cc: Stephanie Frederick <sfrederick@weldgov.com>; Cheryl Hoffman <choffman@weldgov.com>; Esther Gesick
<egesick@weldgov.com>
Subject: Contract ID 2321 - Accela, Inc
Good morning, Mary_ Hope you had a wonderful holiday season.
On this contract ID, do you have a parent document we can reference...a Tyler number?
Cheryl Hoffman
Deputy Clerk to the Board
Weld County Clerk to the Board Office
1150 O Street
Greeley, CO 80631
970.400.4227
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
3
Hello