HomeMy WebLinkAbout20171720.tiffeJ(Q) t4hl-
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: CivicLive Website Software Renewal
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose S?..,c2--
DATE: 11/19/18
Brief description of the problem/issue:
In 2016, Weld County went live with our new website Content Management System. The 2018 maintenance
payment is now due, totaling $29,080. The contract terms are included in the initial agreement. Both the initial
agreement and this renewal have been reviewed by Bob Choate with no concerns. The renewal requires a client
signature.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
1) Grant authorization for the Chair to sign the renewal
Recommendation:
Weld County IT recommends that the Board grant approval for the Chair to sign the attached contract which
will allow the County to continue maintenance on the software.
Approve
Recommendation
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro -Tern
Steve Moreno, Chair
0_,vr\s,
lkyvJks3L-
I -18
Schedule
Work Session
cal Onejoa%c, =T
/2,.- -aa
Other/Comments:
02017-- !VD
Sire
Karla Ford
From:
Sent:
To:
Subject:
Sean Conway
Wednesday, November 21, 2018 10:34 AM
Karla Ford
Re: IT Pass -Around - Civic Live Website Software Renewal
Karla - ok with recommendation. Approve. Sean
Sent from my iPhone
On Nov 21, 2018, at 10:03 AM, Karla Ford <kford@welditov.com> wrote:
Karla Ford X
Office Manager, Board of Weld County Commissioners
1150 0 Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kford(weidgov.com :: www.weidggov,com :.
My working hours are Monday -Thursday 7:00a.m.-4:00 p.m.
Friday 7:00a.m. - Noon
<image001.jpg>
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: Karla Ford
Sent: Tuesday, November 20, 2018 11:58 AM
To: Sean Conway <sconwav@weidsov.com>
Cc: Don Warden <dwarden@weldgov.com>
Subject: IT Pass -Around - Civic Live Website Software Renewal
Importance: High
Sean,
Please review and let me know if you approve recommendation. Thank you!
Karla Ford X
Office Manager, Board of Weld County Commissioners
1150 0 Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kfordtc' weldoov.00m :: www weldgov.com :.
My working hours are Monday -Thursday 7:00a.m.-4:00 p.m.
Friday 7:00a.m. - Noon
<image002.jpg>
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,
1
Civiclive Renewal Authorization
Organization Name: Weld County, CO
Total due: $29,080.00
Reference Quote #: 121160
Authorization Date: 10/31/2018
Renewal Date: 9/10/2018
West Interactive Services Corporation d/b/a Civiclive ("Provider") will continue to provide Weld County, CO with the online
communications applications further described in the Reference Quote (the "Service") subject to the following terms and
conditions:
Order Authorization Terms.
The terms and conditions available at www.Civiclive.com/webterms will apply to this order authorization, unless the parties
have entered into a separate mutually executed agreement. The terms of this order will govern any conflict with the above -
mentioned terms. No additional terms in Customer's purchase order will apply.
Term and Termination.
This Agreement will commence on the Service Start Date and continue for 36 months (the "Initial Term"), and then will
automatically renew for successive 12 Month periods unless either party provides written notice of its desire not to renew at
least 30 days prior to the end of the then -current term.
Agreed and Acknowledged by the following who is authorized to sign on behalf of the District:
Signature:
(or initials if signing electronically)
Name: Steve Moreno
Date
£JEC 0 3 2318
Title:Chair, County Commissione
s
&on1- fao
West
West Interactive Services Corporation
WISC-Education
PO Box 74007082
Chicago, IL 60674-7082
Phone: 888-527-5225 I Fax: 800-360-7732
Prepared for:
Accounts Payable
Weld County, CO
1150OST
Greeley CO 80631
United States
R-Support&Maint-Civi
nt-Civi
cLive
Thank you for your order!
1^ _ Total $29,080.00
1
CivicLive - Support and Maintenance Renewal
2018-2019 renewal
Quote
Date 10/31/2018
Quote # 121161
Expires 11/30/2018
Quote Type
Representative AM Gordon Duff
Agent
29,080.00
The terms and conditions available at https://www.west.com/legal-privacy/webterms/ apply to this quote, unless the parties have entered into a
separate mutually executed agreement.
Sales tax may be applied on invoice. Tax exemption certificates can be sent to SchoolMessengerBilling@west.com.
IIIIIIIIIIIIIIIIIII
121161
/21-7
MEMORANDUM
TO: Esther Gesick, Clerk to the Board May 18, 2017
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Enterprise Learning Management Software
West Interactive Services Corporation provides Content Management software to
Weld County to manage the content on the Internet and Intranet sites. This
agreement is for the purchase and implementation services of their Learning
Management module. The requested cost is $38,750.
We ask that the BOCC approve the contract agreement as submitted
/7
b/5//1
2017-1720
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: Enterprise Learning Management Software
DATE: May 11, 2017
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose
Brief description of the problem/issue:
West Interactive Services Corporation provides Content Management Software to Weld County. The software is
used by Weld County to manage the content on the Internet and Intranet sites. They additionally provide a module
for Learning Management which will integrate with the Content Management Software. The Human Resources
department will be able to use this software to administer training to our County employees.
The attached agreement between the Board of Weld County Commissioners and West Interactive Services
Corporation provides funding for the required implementation and maintenance of the software. The requested
amount for this service is $38,750.00.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
This provider specializes in selling this software which will be utilized by the Human Resources department 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.
Julie Cozad, Chair
Sean P. Conway
Mike Freeman
Steve Moreno
Barbara Kirkrneyer
Approve
Recommendation
411"
ifrt
Schedule
Work Session
Other/Comments:
civic��v� �7
LICENSE AGREEMENT - TERMS & CONDITIONS
Between: and:
West Interactive Services Corporation
100 Enterprise Way, Suite 300-A
Scotts Valley, CA
95066
United States
Weld County. CO
1150 "O" Street
Greeley, CO
80631
United States
(hereinafter referred to as "Provider") (hereinafter referred to as "Client')
This Agreement sets out the terms pursuant to which Client may use the Licensed Materials
(as that term is hereinafter defined).
The "PLATFORM SUITE License Agreement - Terms and Conditions" on the following
pages of this document and the attached Appendices form an integral part of this
Agreement. These documents constitute the entire agreement between the parties
hereto with respect to the subject matter hereof and cancels and supersedes any prior
understandings and agreements between the parties hereto with respect thereto.
There are no provisions, representations, undertakings, agreements, or collateral
agreements between the parties other than as set out herein In this Agreement.
The parties by their authorized representatives and intending to be legally bound have entered
into this Agreement upon execution of same, as indicated below (the "Effective Date").
IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first
stated above.
West Interactive Services Corporation
By: Nate Brogan
Senior Vice President
civiclive
ATTEST: v• Jdo;ti
Weld Co y Clerk to the Boar
BY:
Deputy Clerk ; • th : oard
BOARD OF COUNTY COMMISSIONERS
WELD C • UNTY, COLOR4tDO
Julie Cozad, Chair ju 2017
APPROVED ASS-B-SU$STANCE:
ormation Officer
Page 2 of 16
act%- /hasp
civielive
These Terms for Services (as defined below) apply to sales made by West Interactive
Services Corporation ("Provider") to the Client issuing a purchase order or similar instrument
to Provider ("Client"), as of the date of such purchase order ("Effective Date"). These terms
consist of these terms and conditions and any order forms, purchase orders or statements of
work referencing these terms or issued by Client to Provider, and any quotes from Provider to
Client on which a purchase order is based (each, an "Order") describing the Provider Services
that Provider agrees to provide to Client. The parties hereby agree as follows:
1. Services and Orders. The services are the automated services, business process
services or other related services agreed to in the applicable Order, as reflected in Appendices
A & B, and provided by Provider (the "Services"). Orders may be executed by Client and
Provider or by Client and a Provider Affiliate (as defined in Rule 405 of the Securities Act of
1933), must incorporate this Agreement by reference, shall govern and control in case of
conflict with any other agreement, and in conjunction with this Agreement shall form a
separate agreement between Client and Provider or between Client and the Provider Affiliate
that executes the applicable Order. Client shall look only to the Provider Affiliate that executes
the Order with respect to any right or obligation with respect to such Order. By executing an
Order or using or accessing the Services, Client agrees to be bound by this Agreement.
2. Term and Termination.
2.1. Term. This Agreement will continue from the Effective Date until the expiration or
termination of the latest -ending Order. Each Order will specify its duration (each an "Order
Term"). The termination of any Order shall not otherwise effect this Agreement or any other
Order. However. financial obligations of the County payable after the current fiscal year are
contingent upon funds for that purpose being appropriated, budgeted, and otherwise being
made available. Execution of this agreement by the County does not create an obligation on
the part of the County to expend funds not otherwise appropriated in each succeeding year.
The County may terminate this agreement upon ninety (90) days notice, with or without cause,
or upon failure to appropriate funds in any given year, without penalty.
2.2. Termination of an Order For Cause. Any Order may be terminated as follows: (a)
by either party upon the failure by the other party to perform any material obligation related to
such Order that is not cured within thirty (30) days after receipt of written notice and demand
for cure from the affected party; (b) by either party upon the violation by the other party of any
applicable state or federal law, statute, rule or regulation in relation to its performance of the
Order; provided that such right to terminate shall only be available for 30 days from the time
that the non -violating party is aware or should have been aware of such breach; or (c) by
Provider, upon fourteen (14) days written notice if undisputed payments are in arrears. In
addition, Provider may take any or all of the following actions any time undisputed payments
are more than fourteen (14) days in arrears: (i) suspend the Services; or (ii) withhold data,
materials or reports.
3. Charges. Client agrees to pay for the Services in accordance with the rates set forth in
the applicable Order in addition to all applicable taxes, fees and surcharges set forth on
Client's invoice. Any sum due Provider hereunder will be due and payable via electronic funds
(ACH, EFT or wire) or check thirty (30) days from the date of invoice. Client will pay interest
on all past due sums at a rate which is the lesser of one and a half percent (1.5%) per month,
or the highest rate allowed by law. In the event part of an invoice is in dispute, Client agrees
to pay the undisputed portion of the invoice and make a note on the invoice regarding the
disputed portion within thirty (30) days from the date of invoice, otherwise Client will be
deemed to agree to such charges and Provider will not be subject to making adjustments to
Page 3 of 16
civiclive p
charges or invoices.
4. Maintenance of Service. Provider agrees to provide and maintain the Services in a
workmanlike manner customary for service providers in the industry. Provider does not
warrant or guarantee in any way the results from the Services. Client agrees to provide and
maintain systems and materials reasonably required by Provider to perform the Services,
including as applicable, but not limited to: Client or third party databases; Client or third party
software, hardware, systems, routing and network addresses and configurations; and key
contacts for problem escalation (collectively the "Client Systems and Materials"). Provider
shall not be liable hereunder relating to the Client Systems and Materials including the failure
by Client to timely provide the Client Systems and Materials.
5. Representations And Warranties.
5.1. Each party represents and warrants to the other that: (a) its execution and
performance of this Agreement and the applicable Order will not violate any provision of law,
rule, regulation to which such party is subject; and (b) such party will comply with all laws,
rules and regulations pursuant to which such party conducts its business.
5.2. Each party represents and warrants to the other that: (a) it has all requisite corporate
power and authority to execute, deliver and perform its obligations under this Agreement and
the applicable Order; (b) the execution, delivery and performance of this Agreement and the
applicable Order have been duly authorized by such party; (c) no approval, authorization or
consent of any governmental or regulatory authority is required to be obtained by it in order
for it to enter into and perform its obligations under this Agreement and the applicable Order;
and (d) the signatory to this Agreement and the applicable Order possesses all necessary
authority to enter into the Agreement and applicable Order.
5.3. Client represents and warrants that: (a) the Client Systems and Materials, all
representations to be made by Provider as a part of Client's programs, and the content, timing,
recipients and nature of all programs (including outbound communications and promotions
and advertising to induce calls to Client's programs) will be in compliance with all laws, rules,
regulations; and (b) Client is solely responsible for the content and rights to use the Client
Systems and Materials and Provider's use of the Client Systems and Materials shall not violate
the rights of any third party or any law, rule or regulation. Client specifically acknowledges and
agrees that Provider has not and is not expected to provide Client with any analysis,
interpretation or advice regarding the compliance of any aspect of Client's Materials or
programs with any third party rights or laws, rules, or regulations. Upon request, Client shall
provide reasonable proof of compliance with the provisions set forth in this section and
Provider shall have no obligation to provide Services where Provider reasonably believes that
Client has not so complied.
5.4. Provider represents and warrants that Provider can grant the licenses, and privileges
granted by this Agreement ("Licensed Materials"). Provider expressly disclaims any warranty
of merchantability or fitness of the Licensed Materials for a particular purpose and any other
warranty, including that the Licensed Materials will not infringe any patent or other proprietary
right. Provider further represents and warrants that Provider has no actual knowledge of any
infringement claims filed against Provider for practicing the Licensed Materials anywhere in
the world. Except as set forth in this section, Provider makes no representation, express or
implied, with regard to infringement of any Licensed Materials. The Licensed Materials are
provided "AS IS.""
6. License and Content.
Page 4 of 16
6.1. Subject to Client's compliance with the terms and conditions of this Agreement,
Provider hereby grants Client a non-exclusive license during the applicable Order Term to use
the Services set forth in the applicable Order. Except as specifically set forth herein, Provider
or its suppliers retain all right, title, and interest, including all intellectual property rights,
relating to or embodied in the Services, including without limitation all technology, telephone
numbers, web addresses, software, or systems relating to the Services. Client agrees not to
reverse engineer, decompile, disassemble, translate, or attempt to learn the source code of
any software related to the Services. Other than using the Services for Client's internal
business purposes, Client may not resell the Services or otherwise generate income from the
Services.
6.2. Client is solely responsible for the information or content submitted, posted,
transmitted or made available through its use of the Services ("Content"). Client may use the
Services to transmit Content or direct Provider to make contacts via any channel (in either
case "Messages") to, or with, recipients (the "Recipients"). Client is responsible for maintaining
the confidentiality of its accounts and owner numbers and necessary codes, passwords and
personal identification numbers used in conjunction with the Services and for all uses of the
Services in association with its accounts whether or not authorized by it including unintended
usage due to holidays, daylight savings, computer clock errors or similar circumstances. Client
acknowledges and agrees that Provider does not control nor monitor the Content nor
guarantee the accuracy, integrity, security or quality of such Content. Use of recording or
taping any use of the Services may subject Client to laws or regulations and Client is solely
responsible for and obligated to provide any required notification to those being recorded or
taped.
6.3. Client represents and warrants that: (a) it has the legal right to use all Content and
send all Messages to the Recipients (including obtaining any required consents from the
Recipients) and the content, timing and purpose of all Messages, campaigns and programs
are in compliance with all applicable laws, rules and regulations; (b) it is the transmitter of all
Content and Messages and Provider is merely acting at Client's direction as a technology
conduit for the transmission of the Content and the Messages; (c) Provider's use of the
Content shall not violate the rights of any third party or any law, rule or regulation and (d) it
will not transmit or allow to be transmitted any Content or Messages that: (i) it does not have
a right to make available under any law or under contractual or fiduciary relationship; (ii) are
false, inaccurate, misleading, unlawful, harmful, threatening, abusive, harassing, tortuous,
defamatory, vulgar, obscene, libelous, invasive of another's privacy, hateful, or racially,
ethnically, or otherwise objectionable; harmful to minors in any way; (iii) infringe any patent,
trademark, trade secret, copyright, or other proprietary rights or rights of publicity or privacy
of any party; (iv) utilize any unsolicited or unauthorized advertising, promotional materials,
"junk mail", "spam", or any other forms of solicitation; or (v) interfere with or disrupts the
Services or servers or network operator networks.
6.4. Client further represents and warrants that: (a) it has obtained prior express consent
to contact each wireless phone number delivered by Client to Provider in connection with the
provision of any Services delivering a prerecorded message or text, ("Notification Services")
and that the intended contact recipient is the current subscriber to, or the non -subscriber
customary user of, the wireless phone number; (b) it (1) has incorporated an interactive opt -
out mechanism as part of any program relating to any Notification Services or (2) the contacts
that are the subject of such Notification Services are not initiated to induce the purchase of
goods or services or to solicit a charitable contribution ("Solicitations"), and (c) it has obtained
Page 5 of 16
civiclive
from the recipient of any Solicitation an express written agreement that meets the
requirements set forth in Section 310.4(b)(1)(v)(A) of the FTC's Telemarketing Sales Rule.
6.5. Client acknowledges and agrees that where Provider reasonably believes that Client
may not have complied with all laws, rules and regulations applicable to the performance of
Notification Services, Provider may, at its option: (i) scrub all numbers against any appropriate
data base deemed necessary to remove all wireless phone numbers; (ii) insert an interactive
opt -out mechanism and pass the resulting data to client, or (iii) not provide any Notification
Services.
6.6. To the extent permitted by law, client shall indemnify, defend and hold Provider, its
affiliates and their officers, directors, employees and agents harmless from and against any
and all claims of loss, damages, liability, costs, and expenses (including reasonable attorneys'
fees and expenses) arising out of or resulting from Provider following Client's instructions in
sending the Messages or Client's breach of any representation and warranty set forth in
Sections 6.2 - 6.6.
7. Confidentiality and Proprietary Information.
7.1. Each party may disclose (the "Discloser") confidential and proprietary information
("Confidential Information") to the other party (the "Recipient"). In each such case, the
Recipient shall hold such Confidential Information in confidence and shall not disclose such
Confidential Information except to a party's Affiliates, employees or agents who have a need
to know such Confidential Information in order to perform such party's obligations under this
Agreement. Client's Confidential Information shall include of all information relating to the
trade secrets or business affairs of Client including consumer data, merchandising plans,
marketing plans and product design and information. Provider's Confidential Information shall
include the computers, systems and software operating the Service and all documentation,
development tools, phone numbers, know-how and data related thereto, and any derivative
works thereof as well as physical property, analytical procedures, techniques, skills; ideas,
models, research, development, trade secrets or business affairs of Provider, its Affiliates or
their employees, suppliers or agents. Neither party shall have any rights in the other party's
Confidential Information and shall return or destroy all such Confidential Information upon the
termination of the applicable Order or the request of the Discloser. Notwithstanding the
foregoing, the parties acknowledge that Recipient shall not be required to return to Discloser
or destroy those copies of Confidential Information residing on Recipient's backup, disaster
recovery, or business continuity systems and the obligations hereunder with respect to such
Confidential Information shall survive until such Confidential Information is destroyed.
7.2. Notwithstanding any other term hereof, the term "Confidential Information" shall not
include information that: (a) was already in the lawful possession of the Recipient prior to
receipt thereof, directly or indirectly, from the Discloser; (b) lawfully becomes available to
Recipient on a non -confidential basis from a source other than Discloser that is not under an
obligation to keep such information confidential; (c) is generally available to the public other
than as a result of a breach of this Agreement by Recipient or its representative(s); or (d) is
subsequently and independently developed by employees, consultants or agents of the
Recipient without reference to the Confidential Information disclosed hereunder. In addition,
a party shall not be considered to have breached its obligations by disclosing Confidential
Information of the other party as required to satisfy any request of a competent governmental
Page 6 of 16
civicllve
o...ws. • owning 1t*?
body provided that, promptly upon receiving any such request and to the extent that it may
legally do so, such party advises the other party of the request prior to making such disclosure
in order that the other party may interpose an objection to such disclosure, take action to
assure confidential handling of the Confidential Information, or take such other action as it
deems appropriate to protect the Confidential Information.
7.3.
Provider is advised that as a public entity, Weld County must comply with the provisions of
C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the
confidentiality of all documents.
8. Indemnification.
8.1. General Indemnity. To the extent permitted by law, client shall indemnify, defend and
hold Provider, its Affiliates and their officers, directors, employees and agents harmless from
and against any and all third party claims of loss, damages, liability, costs, and expenses
(including reasonable attorneys' fees and expenses) arising out of or resulting from: (a) a
breach by Client of any term of this Agreement or an Order; (b) the Client Systems and
Materials; (c) a claim relating to any defect in any product or service offered by Client, its
Affiliates or any of their agents or Clients ; or (d) all liabilities, demands, damages, expenses,
or losses arising out of or resulting from any usage of the Licensed Materials. Provider shall
indemnify, defend and hold Client, its Affiliates and their officers, directors, employees and
agents harmless from and against any and all third party claims of loss, damages, liability,
costs, and expenses (including reasonable attorneys' fees and expenses) arising out of or
resulting from a breach by Provider of any term of this Agreement or an Order. Nothing herein
shall require the Provider to indemnify the Client for any claim or any portion of any claim that
arises from the Client's reckless, wanton, wrongful, or otherwise negligent acts of the Client.
8.2. Provider Intellectual Property Indemnity. Provider will have the obligation and right
at the entire expense of Provider to defend any claim, suit or proceeding brought against
Client its Affiliates or their officers, directors, employees or agents so far as it is based on a
third party claim that the Services supplied by Provider infringe a United States copyright or a
United States patent issued as of the effective date of the applicable Order, provided that
Provider will have no indemnity obligation or other liability hereunder arising from: (1) Client's
willful, reckless, wanton, wrongful, or otherwise negligent acts; (2) breach of the Agreement
or an Order or alteration of the Services as provided by Provider; (3) the Client Systems and
Materials or Services that are based upon the Client Systems and Materials, or information,
design, specifications, directions; instruction, software, data, or material not furnished by
Provider; (4) combination of the Services with the Client Systems and Materials or any
materials, products or services not provided by Provider; or any (5) third party products or
services. Notwithstanding the foregoing, in order to be indemnified to the extent stated, the
Client must operate the Licensed Materials within the instructions and technical limits provided
or approved by the Provider. If such a claim is or is likely to be made, Provider will, at its own
expense and sole discretion, exercise one or the following remedies: (1) obtain for Client the
right to continue to use, the Services consistent with this Agreement; (2) modify the Services
so they are non -infringing and in compliance with this Agreement; (3) terminate the applicable
Services without liability for such termination other than the ongoing indemnity obligation
hereunder. The foregoing states the entire obligation of Provider and its suppliers, and the
exclusive remedy of Client, with respect to infringement of proprietary rights.
8.3. Indemnification Procedure. The party claiming indemnification shall: (a) provide
Page 7 of 16
cuviclive
prompt written notice to the indemnifying party of any claim in respect of which the indemnity
may apply; (b) relinquish control of the defense of the claim to the indemnifying party; and (c)
provide the indemnifying party with all assistance reasonably requested in defense of the
claim. The indemnifying party shall be entitled to settle any claim without the written consent
of the indemnified party so long as such settlement only involves the payment of money by
the indemnifying party and in no way affects any rights of the indemnified party. The
indemnities set forth herein shall not apply to the willfulness on the part of the indemnified
party or negligence of the indemnified party
9. Miscellaneous.
9.1. Entire Agreement and Integration. This Agreement, in conjunction with the
applicable Order constitutes the entire agreement between the parties to such Order with
respect to the subject matter of this Agreement and the applicable Order and supersede all
prior agreements, discussions, proposals, representations or warranties, whether written or
oral. Our Agreement, identified by the Weld County Clerk as document No. 2016-1556, made
and entered into 20th day of July. 2016, by and between the Board of Weld County
Commissioners, on behalf of the Weld County Department of Information Technology, and
Reliance Communications, LLC, remains in full effect. The Agreement and Orders may be
executed by fax, and/or in any number of counterparts, all of which shall together be
considered an original and may be evidenced by a fax or scanned electronic (e.g. .pdf, .tif)
copy. In the event of a conflict between the terms and conditions of this Agreement and the
Appendices of same, the former shall govern.
9.2. Notices. Any notice to be provided shall be in writing and shall be deemed given: (a)
if by hand delivery, upon receipt thereof, (b) if mailed, three (3) days after deposit in the United
States mail, postage prepaid, certified mail return receipt requested, or (c) if by next day
delivery service, upon such delivery, or (d) if by facsimile transmission, upon receipt of such
transmission, to the addresses or facsimile numbers set forth below the signature block or to
such other addresses or facsimile numbers as either party may designate from time to time
by written notice to the other party hereto.
9.3. Assignment. This Agreement and Orders may not be assigned or transferred by a
party thereto without the prior written consent of the other party thereto, which consent shall
not be unreasonably withheld. Notwithstanding the foregoing, Provider may freely assign this
Agreement and Orders to an Affiliate or to an acquirer of all or part of Provider's business or
assets, whether by merger or acquisition.
9.4. Waiver. No course of dealing or failure of a party to enforce strictly any term or
provision or to exercise any right, obligation, or option provided, will waive such term,
provision, right, obligation or option.
9.5. Independent Contractors. The Agreement and Orders are not a joint venture or
partnership, and each party is entering the relationship as a principal and not as an agent of
the other. The parties hereto agree that Provider is an independent contractor in performing
the Services.
9.6. Choice of Law. This Agreement and Orders shall be governed under the laws of the
State of Colorado without regard for its choice of law principles. Client and and Provider agree
that any legal action involving this Agreement or Orders in any way will be instituted in a court
of competent jurisdiction located in the State of Colorado, Client and Provider consent to
jurisdiction of the state or Federal courts in the State of Colorado.
9.7. Enforcement. All users of the Services must adhere to the terms of this Agreement.
Page 8 of 16
c uvic f lve
%.C Idyl • t1•VI
Provider has the right, but are not obligated, to strictly enforce this Agreement through self-
help, active investigation, litigation and prosecution. Provider may also access and disclose
any information (including transactional information) related to Client's access and use of our
website or network for any lawful reason, including but not limited to: (1) responding to
emergencies; (2) complying with law, rule or regulation (e.g., a lawful subpoena); (3)
protecting our rights or property and those of our Clients; or (4) protecting users of those
services and other carriers from fraudulent, abusive, or unlawful use of, or subscription to,
such services.
9.8. Recording. Client agrees that all calls may be recorded or monitored by Provider at
Provider's option. Such recording or monitoring shall not violate any state or federal law.
9.9. Taxes. Provider shall add to each invoice and Client shall pay any sales, use, excise,
value-added, gross receipts, services, labor related, consumption and other similar taxes or
surcharges , however designated, that are levied by any taxing authority in connection with
the provision or use of Services under this Agreement or any Order. If at any time during the
Term of this Agreement or any Order, Provider believes that it is required by law to collect any
new or additional taxes for which Client would be responsible for paying, Provider shall notify
Client of such taxes, collect such taxes directly from Client and remit such taxes to the
appropriate governmental authority. If any taxing authority determines at any time that
Provider has incorrectly determined any tax liability regarding taxes for which Client is
responsible pursuant to this Agreement or any Order, Provider shall have the right to invoice
Client for such taxes determined by such taxing authority to be due and owing. If Client is
exempt from taxes, Client shall provide a copy of any documentation evidencing such
exemption before it begins to receive any of the Services.
9.10. Severability. If any provision of this Agreement or the applicable Order is held invalid
or unenforceable at law, such provision shall be modified, rewritten or interpreted to include
as much of its nature and scope as will render it enforceable and the remainder of this
Agreement and the applicable Order will continue in effect and be valid and enforceable to
the fullest extent.
9.11. No Third party Beneficiaries. This Agreement and Orders are for the sole benefit of
the parties to such Order and are not intended to, nor shall it be construed to, create any right
or confer any benefit on or against any third party.
9.12. Interpretation. "Including" means "including, without limitation", and "days" refers to
calendar days. This Agreement and each Order is the joint work product of the parties thereto,
and no inference may be drawn or rules of construction applied against either party to interpret
ambiguities. If any terms of this Agreement and an Order conflict, the terms of the Order will
govern for that Order only. No preprinted or form terms, including on any purchase order, will
apply.
9.13. Force Majeure. Neither party shall be liable for delays and/or defaults in its
performance (other than Client's obligation to pay fees for Services performed) due to causes
beyond its reasonable control, including, but without limiting the generality of the foregoing:
acts of god or of the public enemy; fire or explosion; flood; stability or availability of the Internet;
the elements; telecommunication system failure; war; technology attacks, epidemic; acts of
terrorism; riots; embargoes; quarantine; viruses; strikes; lockouts; disputes with workmen or
other labor disturbances; total or partial failure of transportation, utilities, delivery facilities, or
supplies; acts or requests of any governmental authority; or any other cause beyond its
reasonable control, whether or not similar to the foregoing.
Page 9 of 16
civicllve p
9.14. Amendments. Each amendment, change, waiver, or discharge shall only be valid if
made in writing by authorized representatives of all applicable parties.
9.15. Governmental Agencies. Use of the Services by the United States Government or
other governmental agencies shall be as "restricted computer software" or "limited rights data"
as set forth in 48 CFR 52.227-14, or as "commercial computer software" or "commercial
computer software documentation" under DFARS 252.227-7202, or under such other similar
applicable terms and conditions to prevent the transfer of rights in and to the technology to
the government or such agency other than under normal commercial licensing terms and
conditions. Contractor/manufacturer is West Interactive Services Corporation; 11808 Miracle
Hills Dr., Omaha, NE 68154.
9.16. Survival. All provisions of this Agreement or any Orders which by their nature should
survive termination shall survive termination including Sections 2, 3, 5, 6, 7, 8 and 9 of this
Agreement.
9.17 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.
9.18 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.
9.19 Extension or Modification. Any amendments or modifications to this agreement
shall be in writing signed by both parties.
10. Limited Warranty and Limitation of Liability.
10.1. EXCEPT AS EXPRESSLY PROVIDED HEREIN, PROVIDER MAKES NO EXPRESS
OR IMPLIED REPRESENTATIONS OR WARRANTIES, AND PROVIDER EXPRESSLY
DISCLAIMS ANY IMPLIED WARRANTIES OF MERCHANTABILITY. FITNESS FOR A
PARTICULAR PURPOSE, OR NON -INFRINGEMENT. PROVIDER EXPRESSLY DENIES
ANY REPRESENTATION OR WARRANTY ABOUT THE ACCURACY OR CONDITION OF
DATA OR THAT THE SERVICES OR RELATED SYSTEMS WILL OPERATE
UNINTERRUPTED OR ERROR -FREE.
10.2. NO CAUSE OR ACTION WHICH ACCRUED MORE THAN TWO (2) YEARS PRIOR
TO THE FILING OF A SUIT ALLEGING SUCH CAUSE OF ACTION MAY BE ASSERTED
UNDER THIS AGREEMENT BY EITHER PARTY.
10.3. EXCEPT FOR THE PARTIES' PAYMENT OBLIGATIONS, NEITHER PARTY WILL
BE LIABLE TO THE OTHER FOR ANY INDIRECT, EXEMPLARY, SPECIAL, PUNITIVE,
CONSEQUENTIAL, OR INCIDENTAL DAMAGES OR LOSS OF GOODWILL, DATA OR
PROFITS, OR COST OF COVER. THE TOTAL LIABILITY OF PROVIDER FOR ANY
REASON, SHALL BE LIMITED TO THE AMOUNT ACTUALLY PAID TO PROVIDER BY
CLIENT UNDER THE AGREEMENT APPLICABLE TO THE EVENT GIVING RISE TO SUCH
ACTION DURING THE SIX (6) MONTH PERIOD PRECEDING THE EVENT GIVING RISE
TO SUCH LIABILITY. THE LIMITS ON LIABILITY IN THIS SECTION SHALL APPLY IN ALL
Page 10 of 16
civicllve4
CASES INCLUDING IF THE APPLICABLE CLAIM ARISES OUT OF BREACH OF EXPRESS
OR IMPLIED WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), OR STRICT
PRODUCT LIABILITY, AND EVEN IF THE PARTY HAS BEEN ADVISED THAT SUCH
DAMAGES ARE POSSIBLE OR FORESEEABLE.
[INTENTIONALLY LEFT BLANK]
APPENDIX A - LICENSED SOFTWARE AND FEES
The Components which are the subject of the License, the Software Licenses granted to the
Client and the fees payable to Provider hereunder are as follows:
Page 11 of 16
civiclive
Licensed Software
The Components of the Platform Suite which are licensed to the Weld County
hereunder are the following:
• CivicLive Learning Management System.
2. Software Licenses
The utilization rights of the Client are as follows:
(a) Client is granted an Unlimited -User Software License;
(b) The Territory is the State of Colorado.
3. Professional Services Fees
The following one-time Professional Services costs are included as part of the implementation:
Design, Development & Implementation*
Training Sessions**
Total Professional Services Fees:
$19,000 00
Included
$19,000.00
*See separately provided proposal documents, hereby incorporated as pad of Appendix D of
this Agreement for cost breakdown per project timeline.
**Travel expenses to be charged in addition and separately.
4. Payment Schedule re: Professional Services Fees
50% on Contract Signing
50% after GoLive signoff
Page 12 of 16
caviclive40
. t, 1,i.,
APPENDIX B - MAINTENANCE AND SUPPORT
1. Maintenance & Support
The following are included as part of the Maintenance and support:
b) CMS Software Version Upgrades & Maintenance
c) Unlimited Access to Technical Support
Client will pay Provider each year (each such term is referred to here as a "Maintenance &
Support Term*") an annual fee of $19,750.00 due to Provider hereunder and is payable
annually in advance.
This annual fee may be increased annually by no more than 5% by Provider by providing
Client with notice of not less than thirty (30) days prior to the end of any given annual term.
*The initial Maintenance & Support Term is effective as of 6 months after Contract Execution
date, and will remain in force for twelve (12) months.
2. Technical Support & Maintenance
(a) Support: Provider will provide unlimited access to our Technical Support team once the
Client's website has gone live.
(b) Availability:CivicLive Support will be available through Provider's Bug Tracking System
and CivicLive's Support Email account (support@civiclive.com) to Client between the hours
of 8:00 a.m. and 7:00 p.m. (Eastern timezone), during any day, other than a Saturday, Sunday,
statutory or civic holiday in Toronto, Ontario or the client's local jurisdiction ("Normal Service
Hours").
(c) Response Time: During Normal Service Hours, CivicLive Support will respond to Client's
Support requests within twenty four (24) hours of the initial request. The time to solve, identify,
diagnose, and correct errors (if necessary) will depend on the complexity of each problem.
(d) Emergency Support & Response Time: Provider will provide an emergency pager number
for emergency support requests made outside of Normal Service Hours. Provider will
guarantee a maximum four (4) hour response time, 24 hours a day, seven (7) days a week.
3. Client's Obligations
(a) Access: During each Maintenance & Support Term, Client will provide Provider with
reasonable access (via remote telecommunications or on -site access at Client's premises, as
Page 13 of 16
civiclive Q
applicable) to Client's copies of the Licensed Software to the extent necessary, in Provider's
discretion, to enable Provider to meet its support obligations as set forth in this Agreement.
(b) Communications Link: During this Agreement, Client may, at its sole expense, provide
access via the Internet. Provider may be entitled to use this Internet connection in discharging
its responsibilities under this Agreement. Provider shall have no liability to Client if Provider's
ability to render support is impaired by Client's inability to provide telecommunications
functionality required for remote support.
(c) Maintenance: Client shall designate two (2) individuals to be generally available to
confer with Provider regarding Maintenance Services ("Maintenance Contacts"). Provider will
provide Maintenance Services only to Client's Maintenance Contacts.
4. Fees for Other Services
Client shall reimburse Provider for reasonable travel expenses, and reasonable
incidental expenses relating to Maintenance Service at Provider's then current prices then in
effect. Provider shall bill such fees and expenses on a monthly basis, attaching time sheets
normally used by Provider. Client shall not be liable for the aforesaid expenses unless Client
has given Provider approval to incur them.
[INTENTIONALLY LEFT BLANK]
Page 14 of 16
APPENDIX C — MARKETING
1. Client will make a reasonable attempt to work with the Provider's Marketing
Department to gather information and meet deadlines associated with award contest entries
throughout the term of this Agreement.
2. Client permits Provider to include an example of the Client's Learning Management
home page.
3. Client will make a reasonable attempt to work with the Provider Marketing Department
to create a case study related to their website.
4. Client agrees to recognize Provider on website as appropriate.
5. Client understands that the pricing and any related discount structure provided under
this Agreement assumes such perpetual permission.
APPENDIX D — CIVICLIVE PROPOSAL
The separately provided project proposal and pricing documents submitted by Provider /
CivicLive for the project that forms the subject of this Agreement are hereby incorporated as
Appendix D of same.
APPENDIX SIGNATURE BLOCK
IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first
stated above.
West Interactive Services Corporation
By: Nate Broga
Senior Vice President
Page 16 of 16
civi•clive pIN Ili
ATTEST:
Weld C
BY:
dads.%) JCL: 4.
Y
lerk to the B. and
Deputy Cler
o the Board
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLOR ' DO
hi le Cozad, Chair
JU
2
APPRO D AS 10,SY�NCE:
r f
Ch' in • 'ation Officer
Page 16 of 16
020//-/702,d
Reliance Communications, LLC
100 Enterprise Way, Suite 300A
Scotts Valley, CA 95066
9735 Landmark Parkway, Suite 100
St. Louis, MO 63127
1027 S. Main Street, Suite 503
Joplin, MO 64801
175 Bloor Street East, South Tower, Suite 900
Toronto, ON M4W 3R8
Weld County LMS
Project Proposal
PREPARED FOR:
Patti Russell
Weld County
Colorado
CIVIC
i
PREPARED BY:
Padraig O'Shea
Project Director
t: 1.877.519.3851 ext. 707
e: Padraig.shea@civiclive.com
f: 1.866.204.6147
•
we
CONNECT • ENGAGE • SERVE
STANDARD LEGAL CLARIFICATIONS
Binding Agreement
CivicLive confirms that provision of this response does not constitute a binding agreement to provide the
proposed solution. CivicLive reserves the right to negotiate any term or condition including:
acceptance/rejection criteria, pricing, force majeure, guarantees, warranties, indemnities, limitations of
liability, liquidated damages, set-off and hold -backs, insurance, and confidential information. Further, in any
event, it is CivicLive's policy that any and all liability under a final negotiated contract pursuant to this
proposal, not exceed a fixed dollar amount.
Liability Limitation
CivicLive's liability for all claims and damages arising from this contract including any warranty liabilities will
be limited, and liability for all indirect and consequential damages will be excluded.
Regulatory Approvals
This Proposal is subject to the comments and qualifications contained herein, as well as all regulatory
approvals applicable to transactions of this kind. Certain regulatory requirements may have to be met prior
to entering into a definitive agreement including but not limited to: (i) including mandatory terms and
conditions in any definitive agreement; and (ii) filing and receipt of any necessary tariffs or regulatory
approvals.
civiclive
CONN_CT.ENGAGE•SERVE
C0NNECT•ENGA3E SERVE
TABLE OF
CONTENTS
Table of Contents 1
Executive Summary 1
Why CivicLive 3
About Us 3
Benefits of Partnering with CivicLive 3
What We're Offering 4
The CivicLive Enterprise Learning Management System 4
Learning Content Delivery Modules S
Planning, Tracking & Reporting Modules 9
Administrative Tools 11
Social Learning 13
3rd Party Software & Data Integration 15
Long -Term Support & Maintenance Solutions 16
Response to Weld County Questions 18
Locally -Hosted Solution 18
How We'll Complete Your Project 20
Our Team & Your Team 20
The SmartWork Project Implementation Methodology 25
Estimated SmartWork Project Timeline 33
The County of Weld 1 Weld County LMS Project Proposal
EXECUTIVE
SUMMARY
In order to help large organizations with complex talent management and skills -building solutions deliver eLearning
courseware and programs, CivicLive created the Enterprise Learning Management System (ELMS). This suite of
user-friendly, eLearning software can become the core component of the Weld HR team's talent management program,
and is the solution we believe will meet the needs of your Weld County LMS project. Our Enterprise LMS enables public
sector organizations to deliver context sensitive instructions, ensures growth of critical knowledge within your
organization, and helps administrators & instructors track learner progress.
Throughout this proposal, you'll learn more about the following three components of our proven Enterprise LMS
solutions:
CIVICLIVE'S POWERFUL ENTERPRISE LMS SOFTWARE SUITE
Our ELMS is a powerful, flexible solution for total online learning management. It provides tools that
enable online learning, centralize information and simplify how your County administers professional
growth for all of your key stakeholders. Key features of our Enterprise Learning Management System
include:
Drag -and -Drop Customizable
Workflow Engine
Comprehensive eLearning &
Administrative Reports
Support for Multiple
Course Catalogs
The County of Weld
Weld County LMS Project Proposal
Centralized Learning
Object Repository
Easy -to -Use
Course Creator
Automatic Re -Certification
Tracking
PROFESSIONAL PROJECT IMPLEMENTATION SERVICES
A large part of the success of any Weld County LMS project is the people, not just the software.
Professional project management and detailed planning skills, experienced software development and
design skills, immersive and useful training services, and friendly technical support are all necessary to
make a project work.
To ensure your Weld County LMS project's success, CivicLive's professional services will provide Weld with
comprehensive knowledge and experience from our development, quality assurance, implementation,
training, and usability experts using our proven SmartWork Project Implementation Methodology. Key
project management deliverables CivicLive is offering include:
❑ An Onsite Project Kickoff Meeting
❑ A 100% Satisfaction Guarantee on our ELMS Interface Design Deliverables
❑ Onsite Training Sessions
CONCLUSION
At CivicLive, we don't just want to sell you software; we want to be the partner who will help you build a supportive
learning environment within your organization. If you have any questions about CivicLive's proposal, please do not
hesitate to contact me.
Padraig O'Shea I Proposal Developer
Phone: 1.877.519.3851 ext. 707 1 Email: Padraig.shea@civiclive.com
civiclive
CONNFCT•FNGAGF•SFRVF
WHY C
About Us
v
CLIVE
CivicLive operates within West Interactive Communications Services
Inc., an independent subsidiary of West Corporation. The company is
very profitable and stable, especially given the backing of West
Corporation and its $2.6 billion market capitalization. CivicLive was
founded in 2001 and has expanded to become a recognized and
respected web solutions provider for municipalities, state/provincial
governments, public sector education, and multi -national
organizations.
i
drUsing the Internet to serve
stakeholders better is our top priority.
We want web to the instinctive first
choice for public sector learning and
development, not an afterthought.
John Carbrey
CivicLive CTO
OUR MISSION:
Provide the public sector with enterprise -grade web software solutions it needs to succeed in an era where
stakeholders are seeking more services and information from them on the Internet.
Our company's innovative approach to design and software development has garnered the praise of the technological
community and has led CivicLive towards winning many technology and business accolades and awards. We continue to
refine our solutions and services in order to build websites that will set new standards for years to come.
Benefits of Partnering with CivicLive
CivicLive serves over 1,000 government institutions with web software solutions designed to meet their needs. For each
project we undertake, our team brings 14 years of experience working with governments. In other words, we've
perfected the tools and techniques to make your Weld County LMS project a success.
a WE SET YOUR ELEARNING SOLUTION FREE by offering no limits on hosting services, scalable user licenses, and easy
3rd party app integration via APIs and Web Services.
• WE HELP YOU COMPLY with public sector legal standards with unlimited records retention and security standards
that have passed the Department of Defence's stringent standards.
• 'WE STAY BUDGET FRIENDLY with flexible solutions and streamlined project -management capabilities that save
your County money.
• OUR WORK WINS AWARDS and we have the track record to prove it. Here's some of the awards we've won:
•
• • orion
•
The County of Weld I Weld County LMS Project Proposal
6-itErnst &Young
Entrepreneur Of The Year
Award recipient 2010
3
WHAT WE'RE
OFFERING
The CivicLive Enterprise Learning Management System
CivicLive's Enterprise LMS is a powerful, flexible, browser -based software solution that simplifies the management,
delivery and tracking of eLearning programs. Our Enterprise LMS has been deployed with a myriad of clients with user
bases ranging from hundreds to tens of thousands.
Our ELMS is composed of purpose-built modules and tools that enable efficient online learning processes with minimal
resource investment, information management, and manual end -user administration.
Naturally, we realize that an out -of -the -box ELMS will not work for every client. In order to simplify how our clients
discover what type of ELMS solution they need, we've organized our range of ELMS modules in to five core categories:
Learning Content
Delivery
Social
Learning
Planning, Tracking &
Reporting
S.
•
•
4p14
:04"
3rd Party
Integration
Administrative
Tools
When implementing our ELMS solution with a client, our project team will assess business requirements and outline a
Technical Configuration plan using the modules and tools we present here.
4
civiclive
roFiuFcr • FNGAGE • sFRVF(41
Learning Content Delivery Modules
The ELMS features an extensive and integrated Learning Management and
Delivery module that combines a large number of components, all designed to
maximize your options and save you time throughout the entire process of
learning. These modules include:
Central Course Catalog
SCORM Standards -based
Courseware Support
Assessment/Quiz Creator
Notifications & Calendar -
based Course Management
E -Commerce Framework
RegisterNow
✓ Learner's Dashboard
✓ Easy -to -Use Course Creator
✓ Mobile Responsive User Interface
✓ Automated Prerequisites Screening
✓ Self Registration & Batch
Registration to Courses
Automated Pass/Fail Workflows
/ Translation Centre Module
COURSE CATALOG
With our intuitive interface, the course administrator can easily upload relevant course
information so that the prospective learner can easily find the right course and make the
right learning choices.
Our Course Catalog module provides:
Fully customizable content fields allowing administrators to highlight and tailor
pertinent course information
Course search engine, allowing users to find pertinent courses quickly and efficiently
using keywords
Ability for courses to be categorized into multiple groups
WYSIWYG Text Editor for easy course description editing
Seamless interoperability with our Calendars Module and Workflow Engine for
effortless course management.
SCORM STANDING SUPPORT
The ELMS provides SCORM support which ensures plug -and -play interoperability with
external course content developers as well as internally created content that meets SCORM
standards.
Allows for simple integration for all SCORM compliant courseware
All SCORM courseware is fully reusable and trackable within CivicLive's ELMS
The benefits of SCORM compliance will be felt immediately through massive reduction of
overhead in the creation, implementation and management of your learning content.
The County of Weld Weld County LMS Project Proposal
5
6
CONTENT AUTHORING
The ELMS allows content managers to stop relying on overworked IT staff to make minor
portal modifications and updates. CivicLive's WYSIWYG editor (what you see is what you
get) provides content managers and writers the ability to create unique portal content
themselves without any HTML experience. Using this technique, organizations can easily
spread content authoring over a wider group of people and also ensure that their ELMS
portal is always updated.
QUIZ & ASSESSMENT
In conjunction with our Learning Content Authoring tools, testing through the ELMS
couldn't be simpler to create, grade and track:
Custom created tests and quizzes (surveys and polls can be created in the same
manner)
Set online quizzes in a variety of styles: multiple choice, true/false, short answer, fill
in the blank, matching, and file upload
Quiz and Survey questions can be ordered randomly or chosen from a pool
Testing time constraints can be used for limiting a test's timeline
Testing results automatically updates a user's grade calculator
Easy post -testing Surveys and Polls creation for Testing feedback from Learners
CALENDARS
The Collaboration Management solution features a calendar where instructors list course
start dates and times, assignment due dates as well as tests and quizzes. The solution's
calendar can also be integrated with personal calendars such as Outlook to provide a one -
stop console for time management for employees. Training Administrators can also use the
calendar feature to manage course schedules, accept staff enrolments and send
notifications and reminder emails.
COURSE REGISTRATION
The ELMS offers simplified course registration for students using the following functionality:
Automated registration processes tied in with employee requirements, or set up to
be completed at the learner's discretion.
Ability to specify details for a session (date, time, enrollment cap, etc.)
Externally -managed or individually -managed learner -level registration
Batch registration capabilities
Dynamic online calendar updated automatically upon registration
civiclive
roNNFr'•FN^any •9rovr(44ILI
Registration -related surveys and approvals for creating pre -registration qualifications
screening
All registrations, course changes and cancellations are confirmed automatically via
email
Ability to set prerequisites for registration
Once a learner has logged into the system, the learner can:
View the learning plan with the education projects he or she enrolled in
w Cancel courses/sessions from the learning plan
Access a catalog of available education products and details of published sessions
Select a course/workshop/conference on a specific date
v Access the course from his or her learning plan
REGISTERNOW
RegisterNow is an event management tool that will enable your staff to plan, organize and
maintain events. RegisterNow will allow Administrators to:
✓ Manage and organize event details
View registrants and manage waiting lists
✓ Provide automated emails (such as reminder notifications) to registrants
Create additional fields beyond the default personal information fields in order to
customize your event form
View detailed reports pertaining to planned events (i.e. registrant information for
different sessions, outstanding fees, cancellation reports etc.)
LEARNER'S DASHBOARD
The Learner's Dashboard provides your learners with access to your classes, tasks and
learning paths you assign them to. The dashboard also allows learners to view and access:
Announcements
✓ Search bar
✓ Quick links to catalogs
✓ Calendar
✓ Learner's profile
The County of Weld I Weld County LMS Project Proposal
7
8
MOBILE RESPONSIVE USER INTERFACE
Our ELMS allows users to easily access learning content on smartphones, tablets and
traditional computers. Our ELMS portal uses Responsive Design as a means for making
material available on mobile platforms (e.g. smartphones, tablets, etc.) via a mobile web
browser. Responsive Design maintains a consistent look and feel for your website across
different platforms, keeping navigation familiar to end -users. Services and functionality can
be securely accessed from their mobile browsers at once.
•
•
•
AUTOMATED PREREQUISITE SCREENING
•
CivicLive's registration component allows educators to set prerequisites for course
registration. Users who have not completed the required courses are locked out of courses
they are ineligible for and can be notified of why they were unable to register. In addition,
our ELMS can restrict online registration so courses can be permissions -restricted in order
to target that course to a specific group of users.
ciwclive
rnNN"T • rH ,Ac=F • SFQVr
Planning, Tracking & Reporting Modules
With CivicLive's ELMS, you can give your eLearning Program
Administrators the right tools to ensure the program's success from
day one, such as:
Users Activity & Course ✓ Learner & Instructor
Data Reports Profiles
.✓ Custom Reporting ✓ Learning Plans
Development - Custom Certifications &
Microsoft Reporting Certificates
Services Integration
REPORTING
Your eLearning Program Administrators can have many reporting requirements fulfilled our
ELMS's combination of out -of -the -box reports, and our software's ability to integrate with
reporting applications. Reporting needs can be met via integration with Microsoft SQL
Server Reporting Services to create numerous reports that enable staff and administrators
to maintain site content as well as track external and internal usage. Some features of our
ELMS's reporting capabilities are:
Web -based reporting interface, allows for running a number of different system-
wide reports
✓ Access determined by user's permission level
d� Reports are run according to the schedule that you choose
✓" Allows full and up to the moment tracking of all progress of e -learners
Tracking the progress of e -learners allows managers the rights to register someone and
monitor their training status. Managers can view registration and learning status as well as
receive a notification when training is completed/not completed.
System Reports included with our proposed solution include:
User Reports (Basic User List, User List By Group, Registration By Geography, Active
Summary, Most Active Users, Login and Logout Audit, Activity By User, Activity For
All Users, Failed Login Attempts By Associated User, Registration By Date)
Groups and Roles Reports (Group List, Group Membership)
Event Log Reports (Event Logs, Event Logs Drill Down by Log Category, Event Logs
Drill Down By Log Key, Event Logs Drill Down By Log Type)
Overall System Reports (Object Type Distribution, Sub Server List, Alert Subscription
Report, Security Classes List, Portlet Deletion Activity List
The County of Weld I Weld County LMS Project Proposal
9
Search Reports (Popular Search Phrases, Search Phrases by User, Search Activity by
Month)
Course Registrants Summary Reports (Learner Download Report, Quiz Data Report,
Course Completion Summary, Course Delivery Report, Registrants Report, Learner
Report, Registration Status Report)
Certificate Reports (Expiring Certificate Report)
Class Progress Reports (Class Progress Report (Standalone Navigation), Content
Utilization Report (Integrated Navigation and Standalone Navigation)
10
LEARNING PATHS
Our Learning Paths allow you to set up a detailed structure (including mandatory and
optional steps) to trace the accomplishment of all educational goals. With a complete
diagram of all necessary steps, both administrator and learner can better understand what
is required in order to advance.
CERTIFICATION TRACKING
Full certification tracking includes requirements, expiry of current certificates, and allows
for easy streaming of the right candidates into requisite courses that are aligned with their
learning paths.
CUSTOMIZABLE COMPETENCY & SKILLS MANAGEMENT MODULE
Charting your users' growth within your ELMS portal is best done by associating certain
courses with a group of skills and competencies that course takers will earn when they've
completed that course. CivicLive's Competency & Skills Management Module facilitates this
process by synchronizing a user's Competencies and Skills on their personal profile to reflect
the ones they earn each time they complete a course. This process also serves as a course
prerequisite manager, keeping users who may not yet have the requisite competencies
from participating in courses that the course administrator sets as mandatory. Completed
courses can automatically be moved from the learning plan to the learner achievement
record. A learner can then be offered a new course based on completion of the first course.
civiclive
rowan • ENGAGF • srnvr(ill'
Administrative Tools
SA
Administrative tools that are easy to learn and use are at the core of
our ELMS. These tools are designed to make managing users,
backend tasks, and learning content as intuitive as possible:
/ Centralized Learning
Object Repository
r Drag -and -Drop
Workflow Designer
Multi -tier, Permissions -based
Administrator Structure
y` Content Version Control &
Archiving
DRAG -AND -DROP WORKFLOW DESIGNER
i
W
CivicLive's Drag -and -Drop Workflow Designer streamlines how the ELMS is managed by
your staff with task automation and defined processes. Our Workflow Designer has robust
functionality supporting complex workflow processes and will enable your administrators to
design, automate and effectively manage work processes.
The Workflow Designer supports:
a Charting data, online forms and other documents to the appropriate users depicted
in the workflow.
Defining roles to which users can be assigned (i.e. internal learner, external learner,
system administrator etc.)
Simple steps for the initiation of a workflow case or the design of a workflow
template.
,v The ability to add, remove, edit or connect activities within the workflow.
The capability to view tasks that are assigned as a step in the workflow.
During the Training Phase, your staff will be provided with a guide explaining how the
Workflow Module works for both learners and administrators.
The County of Weld I Weld County LMS Project Proposal
11
t r_
PERMISSIONS
Fully customizable security settings allow administrators to set permission levels for
individual users ranging from anonymous guests to full site administrators. This is
accomplished by creating custom groups and then setting a range of customizable
permission settings that will allow selected staff or public users added to that group to:
V Edit/create specific page content or material.
V Prevent end -users and other unauthorized users from making portal changes.
✓ Participate in course content that specifically available to that user group.
This powerful and flexible security tool is designed to meet U.S. military standards. Object
level security means access rights specified at any level: individual, departmental or
organizational levels with various grades of permissions granted at each level. Using these
granular permissions means that users can be kept from viewing selected information, from
editing other content, and allowed full control over other domains.
VERSION CONTROL
The Version Control feature of our ELMS tracks changes made to content within the system.
Administrators and content authors can easily view the exact schematics of previous
content drafts through the 'versioning window'. Previous versions can be previewed and
made live; facilitating the rollback to an older version of the page's content, while newer
content remains intact. This functionality is closely tied in with audit trails of content at
each stage of the workflow approval.
CENTRALIZED LEARNING OBJECT REPOSITORY
Permissions and version histories for documents and media stored in our Centralized
Learning Object Repository can be tracked and managed by your Administrators, allowing
them to set exactly who has what access to which documents, and to view the history of
how those resources have been handled and modified. The learning object repository
integrates with CivicLive's Customizable Workflow Engine— allowing documents to go
through approvals, be emailed to the correct recipients or output to other applications to
speed document processing.
c ivicl've
rnuprrr • rNRJ1 iF SERVE
Social Learning
Social learning and collaboration will bolster a positive eLearning
experience that can directly impact the success of your employees. Our
ELMS's numerous social learning & collaboration modules include:
✓' Social Learning Groups
Bulletin Boards for
Instructor and Learner
messaging
Open & Moderated
Discussion Forums
Open/Closed Surveys & Polls
for gathering ELMS user
feedback
Blogs & Wiki Pages for easy
information sharing
SOCIAL LEARNING GROUPS
The ELMS includes integrated social networking and collaboration groups that will allow
organizations to use social learning, networking, and collaborative services in order to build
networks, grow the knowledge base, and work together. The Social Group is designed to
look and feel like a social -networking site while giving a range of functionality for your
organization to build its own secure, internal networks.
BULLETIN BOARDS
A handy way to keep everyone updated about upcoming events, changes in policy, new or
different course requirements, and anything else on the dashboards of all users to see when
they log on.
SURVEYS AND POLLS
The Survey tool allows you to gather feedback from visitors, learners, and stakeholders
about how useful, appropriate, and easy to use your learning content was. With surveys you
get instant results, giving you valuable information from the community right up to the
moment. Once your survey data is compiled, your users can take advantage of the Survey
Module's reporting tools to generate detailed reports and real time graphic results —
allowing your administrators to leverage that survey data as soon as possible.
The County of Weld
Weld County LMS Project Proposal
13
4
DISCUSSION FORUMS
Discussion Forums support rich media such so that users can upload pictures into the board
to further enhance the information -sharing experience. Certain users can also be assigned
to moderate the forums and create approval settings for forum posts as well.
BLOGS
CivicLive's blog module allows instructors to create online blogs where students can
collaborate in groups on projects and assignments, share ideas or discuss course material.
These blogs can also be updated via RSS feeds from external blogging services your staff
may already be using as well.
WIKIS
Wikis allow groups of learners to collaborate on assignments and post and edit their
collective writings online. The interface allows for users to post and edit their collective
writings online, this includes an integrated editor that features editing tools and pre-
selected templates.
civi1
c;yFe
3rd Party Software & Data Integration
We want your eLearning solution to offer a limitless range of functionality,
either by solely using our software, or by integrating with preferred external
systems. Examples of software and data integration (solutions include:
APIs & Web Services
PCI-Compliant Online Payment
Processing Integration
Microsoft Office
3rd Party Single -Sign -On
Providers
✓ SCORM-Compliant
Courseware Creators
✓ .CSV Import
SQL Server
Active Directory
✓ Microsoft Reporting
Services
SINGLE SIGN -ON SUPPORT
The ELMS supports the latest SAML SSO standards that provide easy integration to identity
providers such as ADFS. Identity providers allow for managing user authentication across
multiple 3rd party products. This means that users will only have to log in once to have
access to multiple applications
LDAP & SLDAP SUPPORT
The ELMS supports the ability to import an existing directory of user credentials to be in
order for those users to be able to use those credentials to log in to The ELMS. LDAP
removes the need for additional credential management, simplifying security and
administration processes your County may have in place for maintaining a high number of
users and credentials.
ONLINE PAYMENT PROCESSING INTEGRATION
CivicLive is able to integrate with an online payment processing system to allow for secure,
real-time on-line payment functionality, serving as the underpinning of eCommerce success.
Learners can be asked to pay for a course after registering, and once having paid, are
successfully registered and can view the course in the learning plan.
APIs & WEB SERVICES
APIs and Web Services allow existing applications to share data and talk to our ELMS
through robust APIs. In order to help your website reach its potential, our ELMS includes a
robust set of web services, rich XML support for input and output, and APIs for easy
interoperability with 3rd party software County may already be using, or wants to begin
using in the near future.
The County of Weld I Weld County LMS Project Proposal
15
Long -Term Support & Maintenance Solutions
The following section provides overviews of our included Technical Support and Software Maintenance services, and
describes two long-term support solutions that CivicLive offers: our recommended Software -as -a -Service solution, and a
Local Hosting + Support Services Solution.
0 TECHNICAL SUPPORT SERVICES
Technical Support Services provisioned with our solution are as follows:
A TOLL -FREE SUPPORT HOTLINE
16
r
During our extended business hours, your users can contact CivicLive's Technical Support Team directly
using a toll free telephone number. This number is first directed to your Dedicated Support Specialist,
and then to an alternate team member if they are not available.
EMAIL SUPPORT
Submitting support inquiries via email to your dedicated support specialist is a great way to outline more
complex support issues that may result in a Development Ticket or Design Ticket being issued for a
specific request.
LIVE ONLINE CHAT
Technical support via Live Chat is also provisioned as part of our solution, giving you access to fast, over -
the -web help from a Technical Support Specialist. Live Chat help is particularly beneficial for in -context
usability assistance (i.e.: getting an answer to a software usability -related question that arises at that
exact time).
EMERGENCY PAGER SUPPORT
For off -business hours emergency support requests, CivicLive offers a pager number that notifies your
dedicated Support Specialist that your LMS Administrators have called in to support. Emergency support
via pager is prompt, which maximum response times averaging 15 minutes, 24 hours a day.
"" A STRUCTURED ESCALATION PROCESS
CivicLive offers a structured procedure for any technical support -related issues that are escalated past
the point of a CivicLive Technical Support Specialist's capabilities. This escalation procedure involves first
deferring to the CivicLive Client Engagement Manager, and then, if necessary, to our company's Chief
Technical Officer.
TECHNICAL SUPPORT TICKET TRACKING
For support issues that aren't resolved over the phone or within 24 hours, CivicLive's Technical Support
Specialists keep your County staff up-to-date by creating and managing Support Tickets. Email updates
on support progress are sent to your designated staff contact person from initial definition to resolution,
ensuring effective communication and documentation of the support issue exists for reference.
c ivicl've
COPINFCT • FN4AF • srRVr
ACCESS TO CUSTOMERNET — OUR CLIENT INTRANET
Your system administrators can be given access to CivicLive's private customer intranet, CustomerNet.
CustomerNet serves as a collaborative web space where your staff can participate in discussions related
to tips and tricks on using our software, accessing user manuals and videos, read up on CivicLive news,
and more.
SOFTWARE MAINTENANCE & UPGRADES
CivicLive invests considerable resources in to the long-term maintenance and development of our ELMS
software. We give every client access to our software maintenance and upgrade services in order to ensure
the ELMS your County uses is always the latest and best version of our software.
Benefits of our Software Maintenance and Upgrades include:
• Getting access to the latest eLearning tools and modules we develop for the ELMS
./ Ensuring that software is always up-to-date with CivicLive's latest security standards.
• Software upgrades are handled by CivicLive's team, which means your IT team never has to worry about
spending time on installing updates themselves.
Efrataig
The County of Weld I Weld County LMS Project Proposal
17
Response to Weld County Questions
• Does the LMS sit on the same servers as the CMS?
Yes, our LMS will be set up on the same servers as our CMS and will use all of the same hardware and virtual
resources. We have included minimum hardware specifications on page 18, but please bear in mind that all
previous meetings about system architecture are still relevant — the environment that the County is using to host
the CMS will be able to run the LMS as well. The CMS and LMS systems are integrated, so they both operate off of
one code base and one database.
• If/If Not - specs, counts, etcwill need to be known before we move forward
Please see the minimum hardware specifications in the proposal attached. All previous meeting about the system
architecture are still relevant as the step up is identical. The systems are integrated so one code base and one
database.
• Please provide a clause on providing patches and upgrades to Weld County
As with our CMS solution, we will deliver one annual upgrade to Weld County. We will also provide unlimited
support for the installation of the upgrade, up to and including performing the installation remotely.
Locally -Hosted Solution
CivicLive will work with Weld to define a locally -hosted solution for our LMS software.
BENEFITS OF LOCAL -HOSTING
YOUR IT DEPARTMENT CAN CONTROL THE HARDWARE, SOFTWARE AND NETWORK
Although our software does have some recommended minimum hardware and software requirements, your IT
team will have the flexibility to use which hardware, software and network connections best suit your budget.
This option may prove most valuable if your County is interested in building up your own IT infrastructure, but is
not recommended if you're trying to reduce investments and dependencies on locally -managed IT resources.
DEFINE SECURITY STANDARDS
For institutions that require superior security standards that exceed even CivicLive's considerable investments in
enterprise -grade security infrastructure, local hosting will enable your IT team to define your own policies and
security practices that can be deployed through software and hardware configurations.
18
civiclive
rTSNNrcr •Fflf A .r. grgvr(4),III
MINIMUM HARDWARE & SOFTWARE REQUIREMENTS
The following are the minimum hardware and software requirements for CivicLive's LMS software. Please note that our
LMS runs on the same servers as our CMS, using one code base and one database. The Current Configuration which
can be supported for both the CMS and LMS is listed.
Hardware
Components
Minimum
Requirements
Current Configuration
Suggested Server Type
Dell Power Edge 610
- 4 Quad -Core Processors
- 8GB of DDR3 RAM
VMware server
- 4 CPU 8 GB of Memory
Disk Space
1 GB for installation
20 GB D Drive, more SAN space
available if needed
Operating System
Microsoft Windows Server 2008
Microsoft Windows 2012 R2
SQL Server Version
Microsoft SQL Server 2008
Microsoft SQL Server 2008 R2
Microsoft SQL Server 2014
Other Requirements
Microsoft
.NET Framework 4; HS 7.0
.NET not currently installed
The County of Weld I Weld County LMS Project Proposal
19
HOW WE'LL COMPLETE
YOUR PROJECT
In this section, we introduce CivicLive's team, provide an in-depth look at the project management methodology we
use to develop and implement your ELMS, and offer an estimated project timeline based on your RFP's initial Scope of
Work.
Our Team & Your Team
The success of your Weld County LMS project is assured thanks to the multi -disciplinary team of technical specialists
that CivicLive will assign to completing it, and to the commitment your County's Project Team staff will make to ensure
that all necessary information and communications are exchanged promptly.
Weld
Project Team
20
THE DELIVERY TEAM
Project
Manager
4/1/
Web
Designer
s®
Mobile
Specialist
s
WA
Analysts
Zrd
Software
Analysts
ic s
Training Web
Specialist Programmer
THE SUPPORT TEAM
410
Technical Project Chief Technical
Support Team Director Officer
Escalation Point -of -Contacts
civiclive
rnuNrrT • tfr. SflF • SFQVF
fr
0 THE CIVICLIVE DELIVERY TEAM
CivicLive's Delivery Team is the team of technical professionals that perform all of the tasks in CivicLive's
SmartWork Project Implementation Methodology.
These tasks include project management, ELMS portal design, ELMS software technical implementation, Weld
staff training, and quality assurance.
MATTHEW O'DONNELL
CivicLive Project Manager
S
Bachelors of Engineering in
Electronic and Computer
Systems, Honours
* KEY TECHNICAL SKILLS
ASP.NET, Solution Design, HTML, CSS, 1avaScript,
API Integration Solutions
PROFILE
CivicLive's Project Manager assigned to your project is Matthew O'Donnell - a
dedicated technical and client specialist whose work extends to numerous recent and
ongoing CivicLive implementations.
Matthew will be the primary point of contact between your County's Project Team
and the CivicLive Delivery Team throughout our SmartWork Project Implementation
Process.
BRITTANY HANNON
Usability & Mobile Optimization Specialist
V
Web Design,
Graphic Design (Hon),
Humber College
OD PROFILE
* KEY TECHNICAL SKILLS
HTML, CSS, jQuery, Responsive Design,
Usability Testing
Brittany is a creative and technical specialist who fulfills the crucial Usability & Mobile
Optimization Designer role. This role focuses on turning the ELMS usability and
interface design specifications in to a fully -usable portal through a technical design
implementation processes.
The County of Weld Weld County LMS Project Proposal
21
0 THE CIVICLIVE DELIVERY TEAM [CONTINUED]
SHANE O'MALLEY
ELMS Quality Assurance Specialist
22
� , Bachelor of Science,
Computer Science
a
* KEY TECHNICAL SKILLS
C#, HTML5, ASP.NET, Usability Testing
PROFILE
Unique systems such as our ELMS require QA analysis that is tailored to the system's
numerous specialized functions and modules. In order to provide the best QA process
possible, CivicLive assigns Shane O'Malley — our ELMS QA specialist — as the QA Team
Leader. Shane's recent experience includes leading client -specific quality assurance
for the Government of Saskatchewan's Learn portal, and general ELMS software
version upgrade releases. Whether directly or indirectly, every ELMS project
implementation we deliver includes a QA analysis process and team that benefits
from Shane's experience with this product.
GRACE LIU
QA Analyst
S Bachelor of Science, * KEY TECHNICAL SKILLS
Computer Engineering C#, HTML5, ASP.NET, Usability Testing
PROFILE
Having been an invaluable CivicLive Quality Assurance team member for nearly seven
years, Grace now leads the QA Analyst team and provides final approval on every
version release of the ELMS software that will be used extensively in our web
solution.
•
civiclive
rnu in -1" • r- Nr.ArtF• srRVIr41.11
0 THE CIVICLIVE DELIVERY TEAM [CONTINUED]
JUDY WANG
Development Manager
`t,, Masters of Science,
Computer Engineering
a
* KEY TECHNICAL SKILLS
C#, ASP.NET, Technical Design
PROFILE
Judy has over fourteen years of software development and analysis experience. She is
an expert in analyzing, designing and developing enterprise multi -tier Web
applications.
As a member of the CivicLive team for over seven years, Judy has led a team of
developers whose work is deployed through the ever-expanding selection of ELMS
modules.
THOMAS VERGHESE
ELMS Training Specialist
t Bachelor of Science, * KEY TECHNICAL SKILLS
Computer Engineering C#, HTMLS, ASP.NET, Usability Testing
a
PROFILE
Thomas will support our Training solution, developing training materials and directing
the training sessions that we've included with our proposal to teach your staff how to
use our ELMS and become effective website content managers.
Thomas has dedicated his skills to developing, customizing and delivering onsite and
online training programs for our ELMS that have been applied by thousands of public
sector staff ranging from skilled IT professionals and webmasters to non -technical
department managers.
The County of Weld J Weld County LMS Project Proposal
23
0 THE CIVICLIVE LONG-TERM SUPPORT TEAM
Once your Weld County LMS project's core scope is complete and your web solution is live, Weld staff are
introduced to CivicLive's Long -Term Support Team, a team of professionals who will be your go -to contacts
throughout the duration of your Contract Term for everything from user support -related issues to future
eGovernment projects your County wants CivicLive to complete.
TREVOR MACKAY
Technical Support Team Manager
r
Bachelor of Arts,
English w/ Philosophy Minor
* KEY TECHNICAL SKILLS
Instructional Documentation Development,
SitePublish CMS Troubleshooting, HTML, JavaScript
PROFILE
Trevor McKay is CivicLive's Technical Support Manager, coordinating a team of
support specialists who serve our numerous clients on solving immediate technical
and user -experience -related issues as well as longer -term user engagement.
In addition to being available for live technical support via telephone, email and live
chat, Trevor also leads CivicLive's end user supporting documentation initiative,
personally developing webinars, instructional videos, blog posts and manuals that
help end users learn more about the ever-increasing capabilities of our software.
PADRAIG O'SHEA
Project Director
3 Hon. Bachelor of Science,
Computer Engineering
* KEY TECHNICAL SKILLS
Technical Design, C#, API Development &
Integration Solutions, HTML, JavaScript, CSS
PROFILE
As CivicLive's Project Director, Padraig provides overall product development strategy
for our web solutions from a product roadmap perspective as well as a client -specific
solutions perspective.
Your County will be communicating with Padraig throughout the initial relationship -
building stages to get your initial Weld County LMS project off the ground, and may
also work with him again on future projects that require his expertise. Padraig is also
the second tier contact person for support escalations that are not immediately
resolved by CivicLive's Technical Support Specialists.
24
mid ive
rmanFrr • FMGAI3F • SERVE®11...
The SmartWork Project Implementation
Methodology
CivicLive uses a proven 8 -phase project implementation methodology called SmartWork to take your eLearning project
from conceptualization planning to a complete implementation that ends with a live website.
SmartWork's 8 phases are each designed to address specific project milestones. Via our Project Manager, your County
Project Team gets to interact with a number of CivicLive technical specialists throughout the SmartWork
implementation.
Learn more about SmartWork's 8 phases, key project milestones, and the numerous project deliverables in the
following section.
Planning
Envisioning Designing
The County of Weld
Configuring
Weld County LMS Project Proposal
Training
Migrating Stabilizing
Deploying
25
THE ENVISIONING PHASE
The Envisioning phase kicks -off your Weld County i_MS project and is designed to create a dialog between your
project team and our Project Manager about what the goals and constraints of the project are.
After the project kick-off meeting, our Project Manager creates a project roadmap in a Vision Scope Document
which is used to begin the more technical project planning that occurs in the next
phase.
The Envisioning Phase typically only lasts for one or two days; a meeting
day, and a day for our Project Manager to finalize the Vision Scope
Document - the first Weld County LMS project deliverable your team
receives from CivicLive.
0 THE PLANNING & DESIGNING PHASE
26
This phase is dedicated to detailed requirements gathering about specific aspects of the project and how our
proposed solution will address them. Everything from the most general creative elements to the most specific
technical details are outlined, and will include project elements like:
• CivicLive Team and Weld Team Roles & Responsibilities by SmartWork Phase
• eLearning Courseware Import Plan
• The ELMS Configuration Functional Specifications
• Long -Term Software Update & Maintenance Plan
The Planning phase closes with the project's first milestone and second deliverable: the creation and sign -off of
the Master Project Plan and Project Charter — critical documents that wilt be used by both teams as the project
progresses.
We want to make sure our design work is exactly what your staff and stakeholders want, which is why we
begin with a Design Vision & Analysis surveying process and end with the CivicLive Design Team implementing
the design elements in our ELMS.
THE DESIGN VISION & REQUIREMENTS -GATHERING PROCESS
CivicLive begins the Designing phase with a process focused on determining the unique needs of your
community and gathering relevant requirements that will shape your website's look and feel.
civiclive
r[INNFI-T • FN1 A ,F • SFRVF(iiiLl
THE ITERATIVE INFORMATION ARCHITECTURE DESIGN PROCESS
A good Information Architecture (IA) — how the information is structured - ensures a website's information is
structured logically and is easy to navigate.
Our Iterative Information Architecture process is
our Designing phase's first collaborative step and
involves our Design Team, our Project Manager,
and your project team. Together, this group
applies the planning and analysis conducted in
the Design Vision & Usability process to a site
map that will outline how information is defined,
structured and linked to across the whole website
in terms of page hierarchies.
THE ITERATIVE WIREFRAME DESIGN PROCESS
D
9
•
is Al
O
•
•
Wireframing is an industry -standard web design
process that is great for giving your staff the chance
to see how much information is best displayed on
the homepage and various types of subpage
templates.
Wireframing is a highly interactive iterative process,
and is our Designing phase's first opportunity for
your staff to visualize (and participate in!) the
usability and accessibility improvements CivicLive
will make to your ELMS.
THE ITERATIVE INTERFACE DESIGN PROCESS
In this stage, CivicLive adds color and depth to the website's design wireframes to bring the site to life and
ensure that it will build a strong, positive image for your County.
We believe that the look and aesthetic of a website contributes a lot to its success. The site's look -and -feel
conveys the image and reputation of the Weld. A strong design theme will also aid with site navigation.
CivicLive's Iterative Interface Design Process comes with a 100% Satisfaction Guarantee that ensures we do not
finalize the website's design until your project team is completely satisfied with the deliverables we've
provided.
The County of Weld
Weld County LMS Project Proposal
27
THE TECHNICAL IMPLEMENTATION & PAGE TEMPLATE CREATION PROCESS
Once the interface design, wireframes and information architecture have been approved by your project team,
CivicLive will begin applying those design deliverables to a selection of responsive -designed webpage
templates created in our ELMS. These pages are what the CivicLive Analyst will use for configuring the
numerous ELMS modules your website will feature in the Developing phase. In this process, a number of
additional Design -related tasks are accomplished, including:
CROSS -BROWSER COMPATIBILITY TESTING
CivicLive conducts rigorous cross -browser compatibility and
consistency testing using both traditional PCs and Macs as
well as mobile devices such as smartphones and tablets.
Our industry -standard range of supported and tested web
browsers includes:
✓
✓
✓
Internet Explorer ver. 9+
Apple Safari 5.1+
Opera 12.1+
Google Chrome ver. 26+
Mozilla Firefox 16+
WEB STANDARDS COMPLIANCE TESTING
During the technical implementation & page template
creation process, the CivicLive Design Team can use
numerous accessibility -building resources and options that
will help disadvantaged users groups, such as:
• W3C Standards & WCAG Standards
✓ ADA Section 508 [if desired]
• Additional Client -Defined Standards
28
The successful completion of the
Designing phase results in the
following critical project
deliverables:
❑ Finalized ELMS Information
Architecture
❑ Finalized Responsive ELMS
Interface Design
❑ Finalized LMS Website
Design Wireframes
❑ Finalized Responsive
Webpage Templates
cuviclive
(iiLii
rnNNFrr•cNrar,r•sravy
THE CONFIGURING PHASE
During the Configuring phase, CivicLive designs and configures the software solution. CivicLive analysts
implement the ELMS and ensure that all the functionality your portal needs to succeed is brought online and
implemented to your satisfaction.
At the same time our Graphic Designers and Usability Experts create the design of the ELMS portal, making
sure that the ELMS looks and feels the way your team wants it to, and is usable and accessible for everyone
who needs to use it.
Our Configuring phase consists of the following four steps:
CREATE A CUSTOM ELMS INTERFACE DESIGN
CivicLive develops a custom Portal Interface designed to provide all of your user categories
with the right access to the right information through a design that reflects your organization's
brand.
PROVISIONING THE ENVIRONEMENT
CivicLive and/or the client create the environment in which the solution will be hosted. This
can be CivicLive-hosted (as in with our proposed SaaS solution) or installed in a client -side
hosting environment.
ELMS SOFTWARE CONFIGURATION & 3RD
PARTY SOFTWARE INTEGRATION
CivicLive fine-tunes our ELMS solution for optimal
performance in the environment by configuring the
numerous custom ELMS modules and integration
of desired 3rd party software and applications
required for your solution.
SCORM ELEARNING COURSEWARE
IMPORT
When all desired eLearning courseware has
been selected and stored in a standard
format such as SCORM, CivicLive's Analysts
import the desired files in to the ELMS's
Learning Object Repository.
The County of Weld 1 Weld County LMS Project Proposal
The Configuring phase is
traditionally the longest phase of
a project that follows the
SmartWork Implementation
Methodology. It results in the
following 5 deliverables:
❑ FinalizedLMS Portal Design
❑ Provisioned Environment
❑ Installed and Configured
Software
❑ 3rd Party Software
Integration
❑ Successfully -imported
eLearning courseware
29
QTHE TRAINING PHASE
CivicLive is committed to ensuring your long-term success by providing the knowledge transfer that will enable
all of the Weld's portal management and IT staff to effectively utilize our solutions numerous features. Our
goal is to help clients develop both the technical know-how and the creative vision it takes to manage their
portals.
Our Trainers analyze our clients' education and training needs, focusing on the key learning outcomes and
timeline goals in order to create an education plan that is tailored to their needs. CivicLive employs a blended
approach to learning by combining mentoring, instructor -led courses, webinars, eLearning and focused
workshops. Our certification programs challenge our users and validates their learning experience.
Our software has been designed with ease of use in mind so the training required to navigate and use it are
minimal. We can create custom online videos and tutorials designed for your configuration of our software.
These resources are created after your site has been configured and before it goes live. We work with your
staff to agree upon training plans during the planning phase of the project. CivicLive will also provide user
documentation for administrators, including technical manuals on routine tasks.
Your tailored training solution will employ a combination of the following training strategies, which can be
conducted in onsite workshops or via online webinars:
WEB ADMINISTRATOR TRAINING SESSION I RECOMMENDED
This is a holistic training solution for your system administrators on the solution's backend. Focuses on
imparting top-level technical knowledge of our software in order to for them to effectively 'run' the portal
for your County, and then assign other staff members to more focused roles (such as content creators,
editors, etc.).
II TRAIN -THE -TRAINER SESSION I
RECOMMENDED
Advanced training, focusing on promoting the skills and
knowledge needed to train new users on the system.
Participants in this course should already have taken
the administrator or power user courses.
MI DEVELOPER TRAINING SESSION I OF' I0NAl
Deep background training on the CivicLive solution, suitable for
staff who will enhance or develop the code base or extend the
software in house. This training is only required by clients with IT
Administrators who wish to conduct in-house custom
development using our software.
Our Training phase marks a
critical milestone in the
SmartWork Implementation
Methodology, and ends with
these two deliverables:
❑ Fully -trained team of
CLIENT NAME Staff who
are able to use the ELMS
software
❑ An internally -launched
ELMS Portal ready for QA
and UAT
civic ive
rnnur'7•F.H,AGF• srRvr
QTHE MIGRATING PHASE
The goal of CivicLive's Migrating phase is to assist your team with
transferring your existing content to the corresponding page in your
website's new information architecture.
The Content Migration process is accomplished through multiple
processes that typically occur simultaneously:
COLLABORATIVE WEBPAGE CONTENT MIGRATION &
OPTIMIZATION
The CivicLive Content Migration Specialist and members of your
project team conduct manual page content migration; optimizing
and transferring desired web content from your LMS to the new
system.
i! AUTOMATED & MANUAL DATABASE MIGRATION
The Migrating step in the
CivicLive Implementation
Process results in the
following deliverables:
❑ Internally -Launched
Beta ELMS
❑ Weld Approved LMS
Content
For high volume database migration — if applicable — the team may opt to implement an automated
migration process. However, this process can also be handled manually by project team members if the
content volume is minimal.
The County of Weld
Weld County LMS Project Proposal
31
0 THE STABILIZING PHASE
CivicLive believes that testing and QA is best done prior to a site's launch. This is why we dedicate an entire
phase for two different critical types of testing:
CIVICLIVE'S QUALITY ASSURANCE (QA) PROCESS
CivicLive's Quality Assurance Specialists conduct our stringent i)./A process that is designed to discover
problems before the site goes live to the public. These issues can range from content errors such as typos
or blank pages to potential problems with code used on page templates. Examples of QA tasks include:
32
v Verifying Page Consistency
• Verification of All Website
Links
✓ Testing to Ensure All
Scripting Works
Webpage Content Print
Testing
Final Cross -Browser
Compatibility Testing
tri WELD USER ACCEPTANCE TESTING PERIOD
We also use the Stabilizing phase as a chance for your County staff to
get familiar with their new ELMS, explore its content, and provide any final feedback that may affect the
website before it goes live. Although we recommend setting a time limit on this period, it can last as long
as your staff want it to in order to feel completely satisfied that the website meets their expectations.
Key deliverables of the
Stabilizing phase are:
❑ Fully QA'd ELMS
Ready to Go Live
❑ QA Testing
Documentation
THE DEPLOYING PHASE
In this final phase, CivicLive launches the ELMS, stabilizes the
deployment and obtains final approval of the project. Civiclive
performs final knowledge transfer with your staff, executes a customer
satisfaction review and performs a final post -launch QA.
Once our Deploying phase is complete, your County staff will be free to
start using the ELMS to the full extent that it has been configured!
Key deliverables of the
Deploying phase are:
❑ A Live ELMS Portal!
❑ Customer Surveys /
Satisfaction Review
D Updated Project
Documents
❑ Further Staged
Rollout Planning (if
applicable
civiclive
rnffrrr . fliGAGr • srgvr
Estimated SmartWork Project Timeline
The following table provides an estimated project timeline and highlights project milestones using our SmartWork
Project Implementation Methodology.
Weld County LMS Project Timeline
Q THE ENVISIONING PHASE
Project Kick -Off Meeting
G THE PLANNING & DESIGNING PHASE
Draft Master Project Plan & Charter
Client Reviews Project Plan & Project Charter
Conduct Vision & Requirements -Gathering Process
Conduct Iterative Information Architecture Process
Conduct Iterative Wireframing Process
Conduct Iterative Interface Design Process
MILESTONE: Finalized Project Plan, Charter Documents & Web
Design
A THE CONFIGURING PHASE
Finalize ELMS Portal Design [Look & Feel]
Install the ELMS on Staging Environment
Configure ELMS Modules
Integrate 3rd Party Software
eLearning Courseware Import
MILESTONE: Fully -Configured ELMS Software Solution
The County of Weld I Weld County LMS Project Proposal
Est. Duration
1 Day
20 Days
40 Days
continues on the following page >
33
Weld County LMS Project Timeline [cont'd]
THE TRAINING PHASE
Conduct Training Sessions
MILESTONE: Fully -Trained Weld Staff
5 THE MIGRATING PHASE
Migration Planning
Initial Content Migration for Go -Live Site
MILESTONE: Internal Beta LMS Launch
oir THE STABILIZING PHASE
CivicLive Quality Assurance [QA] Process
Weld Staff User Acceptance Testing [UAT] Period
4 THE DEPLOYING PHASE
FINAL MILESTONE: ELMS Launch!
Est. Duration
5 Days
25 Days
30 Days
1 Day
civiclive
Cilium
roNNFrr • FNGA•;F • SERVF
Hello