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Master Services Agreement
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN WELD COUNTY & BUSINESS IMAGING SYSTEMS (BIS). Inc.
County Imitable System and Back -scanning
THIS AGREEMENT is made and entered into this 30th day of September, 2016, by and between the County of Weld, a body
corporate and politic of the State of Colorado, by and through its Board of County Commissioners, whose address is 1150 "O" Street,
Greeley, Colorado 80631 hereinafter referred to as "County," and Business Imaging Systems (BIS), Inc., a corporation, who whose
address is 13900 North Harvey, Edmond, OK 73013, hereinafter referred to as "Contract Professional".
WHEREAS, County desires to retain Contract Professional as an independent Contract Professional to perform services as
more particularly set forth below; and
WHEREAS, Contract Professional has the ability, qualifications, and time available to timely perform the services, and is willing
to perform the services according to the terms of this Agreement.
WHEREAS, Contract Professional is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience
necessary to provide the services as set forth below;
WHEREAS, County desires to retain Contract Professional as an independent Contract Professional to perform services as
more particularly set forth below; and
WHEREAS, Contract Professional has the ability, qualifications, and time available to timely perform the services, and is willing
to perform the services according to the terms of this Agreement.
WHEREAS, Contract Professional is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience
necessary to provide the services as set forth below
NOW, THEREFORE, in consideration of the premises and obligations contained herein, it is agreed as follows:
1. Purpose
BIS provides a variety of technology -related services to its customers. This Agreement describes the terms and conditions under
which Customer may engage BIS to perform services for Customer. The terms of this Agreement are contained in the terms recited
in this document and in Exhibits A (SOW B1600105 Training and Professional Services for County Imaging Project) and B (SOW
B1600104 Back -scanning Sheriffs Office Conceal/Carry Permits), each of which forms an integral part of this Agreement. Exhibits
A and B are specifically incorporated herein by this reference. County and Contract Professional acknowledge and agree that this
Agreement, including specifically Exhibits A and B, define the performance obligations of Contract Professional and Contract
Professional's willingness and ability to meet those requirements. This Master Services Agreement may also govern additional
SOWs that are agreed to in writing by the parties.
2. Definitions
The following definitions apply to this Agreement and any related Statement of Work.
2.1 "Code" means computer -programming code. Unless specifically stated otherwise in the SOW, Code includes Binary Code but not
Source Code. "Binary Code" means Code that loads and executes without further processing by a software compiler or linker or
that results when Source Code is processed by a software compiler. "Source Code" means human -readable form of Code and
related system documentation, including comments and any procedural language.
2.2 "Deliverable" means any Code, Documentation or other materials procured or prepared by BIS under a SOW for delivery to
Customer, and any other objects identified as Deliverables in a SOW.
2.3 "Documentation" means written information prepared under a particular SOW, including text or graphic files.
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2.4 "Services' means the services and Deliverables to be provided by BIS to or for the benefit of Customer, as described in a SOW.
Such services may include, but are not limited to, technical support, consulting, or education services.
2.5 "Statement of Work" ("SOW") means a written document executed between the parties, or when authorized by BIS, an order form
signed only by Customer, that includes at least the following information: (i) a description of the Services and Deliverables; (ii) the
parties' responsibilities; (iii) the service fees and method of calculation.
3. Rules of Engagement
3.1 Initiating Services. All services provided by BIS to Customer shall be implemented through individual Statements of Work A SOW
will become effective upon execution by authorized representatives of both parties, unless the SOW is in the form of an order form
signed by Customer, which will become effective upon acceptance by BIS.
3.2 SOW Integration. This agreement will be made a part of each SOW, and the Agreement terms and conditions will apply to each
SOW. If a SOW contains provisions inconsistent with this Agreement, the SOW provisions shall prevail with respect to that SOW.
This Agreement by itself does not obligate a party to provide any services or enter into any SOW.
3.3 Change Order. Any changes to the obligations of either party or to any other material aspect of a SOW will require a written change
order signed by both parties that describes the changes and any related cost adjustments.
3.4 Acceptance. Services will be deemed satisfactory to and accepted by Customer unless within thirty (30) days after submission to
Customer, Customer gives BIS written notice of aspects in which the Services do not meet the SOW requirements. Upon receipt
of such written notice, BIS will use commercially reasonable efforts to make such changes as will be required to correct any
deficiencies.
4. Responsibilities
4.1 Assumptions. The description of the Services and related compensation amount in each SOW will be based upon information
Customer provides to BIS and upon any assumptions set forth in the SOW. Customer acknowledges that if the information provided
by Customer is incomplete or inaccurate, or if the stated assumptions are not correct, then the parties will modify the SOW pursuant
to Section 3.3 above.
4.2 Customer Assistance. Customer agrees that it will reasonably cooperate with and assist BIS in BIS's performance of the Services.
4.3 Project Managers. Each party shall appoint a project manager ("Project Manager") for each SOW. Each party may replace its
designated Project Manager upon written notice to the other party.
4.4 Protection of Customer System. Customer is solely responsible to take appropriate measures to isolate and back up its computer
system, including its computer programs, data and files, and to take other actions necessary to protect its system and data.
4.5 Site Regulations. BIS employees performing Services on Customer premises shall observe reasonable safety and security
protocols of which BIS is notified in writing. While working on -site with the Customer, BIS personnel shall abide by all reasonable
workplace rules that are obvious or made known to them, such as smoking restrictions, drug -free workplace rules, parking zones,
physical and network security policies, privacy policies and hours of operation.
5. Compensation and Payment Terms
5.1 Compensation for Services; Expenses. Customer shall pay all the amounts specified in the relevant SOW, including, without
limitation, compensation for Services and all reasonable out-of-pocket expenses incurred in the performance of the Services at the
written request of the Customer, and for any non-standard expenses incurred at the written request of Customer.
5.2 Purchase Order. Prior to the start date of a SOW, Customer shall issue a Purchase Order ("PO") equal to the amount specified in
the SOW. If Customer does not issue POs, Customer shall submit in the SOW the following: (i) Customer's internal tracking number
for the SOW; (ii) amount specified in the relevant SOW; (iii) billing address; and (iv) purchasing contact.
5,3 invoicing. Unless otherwise agreed in a SOW, service fees and expenses shall be calculated by BIS on a monthly basis and
invoiced to Customer within fifteen (15) days after the end of each month. If payment is for product orders, BIS will invoice for 50%
up front.
5 4 Payment. Payment shall be due thirty (30) days from the date of invoice. All payments shall be made in U.S. dollars. Payments
made later than the due date will accrue interest from the date due to the date paid at the lesser rate of one percent (1%) per month
BIS — Master Services Agreement
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or the maximum allowed by applicable law. If a payment is late, BIS shall be entitled to suspend performance of the Services and,
at its option, terminate the relevant SOW on written notice.
5.5 Taxes. Payments made by Customer to BIS are exclusive of applicable taxes. Customer will pay and bear the liability for any taxes
associated with the delivery of all Services, including sales, use, excise, and value added taxes (VAT), but excluding: (i) taxes on
BIS's net income, capital, or gross receipts, or (ii) any withholding tax imposed if such tax is allowed as a credit against U.S. income
taxes of BIS, such as a withholding tax on a royalty payment made by Customer where required by law. If Customer is required to
withhold taxes, Customer will furnish BIS receipts substantiating such payment. If BIS is required to remit any tax or duty on behalf
or for the account of Customer, Customer will reimburse BIS within thirty (30) days after BIS notifies Customer in writing of such
remittance. Customer will provide a valid tax exemption certificate in advance of any remittance otherwise required to be made by
BIS on behalf or for the account of Customer, where such certificate is applicable.
6. Intellectual Property
I
6.1 License. Subject to payment of all applicable fees for Services and Deliverables provided to Customer, BIS grants to Customer,
and Customer acquires, a nonexclusive, nontransferable, worldwide, perpetual, royalty -free (other than payments identified in the
relevant SOW) license to use, execute, perform, reproduce, display and distribute the Deliverables internally within Customer All
proprietary rights notices must be faithfully reproduced and included on all copies, modifications and adaptations.
6.2 Ownership. Except as expressly provided otherwise in this Section 6 or any SOW, BIS (and/or its licensors) retains on an exclusive
basis all right, title and interest in and to any intellectual property developed, delivered and/or used by BIS in the performance of
this Agreement. Neither this Agreement nor any SOW changes ownership of any pre- existing materials.
6 3 Protection of Deliverables. Customer agrees to take all reasonable steps to protect Deliverables under this Agreement, and any
related Documentation, from unauthorized copying or use. If a Deliverable consists of software, the source code of such Deliverable
shall be deemed to include trade secrets of BIS and/or its licensors and is not licensed to Customer. Customer agrees not to modify,
disassemble or decompile any such Deliverable in order to discover the trade secrets contained in the source code or for any other
reason.
6.4 Restrictions. Except as expressly authorized in this Agreement, Customer agrees not to rent, lease, sublicense, distribute, transfer,
copy, reproduce, display, modify or time share any Deliverable.
6 5 Employees. The Customer shall not hire, directly or indirectly, employees of BIS who were involved with the delivery of services
identified in the SOW for a period of one (1) year after the end of the SOW, without BIS's express written permission.
7. Warranty
7.1 Warranty for Services. BIS warrants that the Services shall be performed in a professional manner in accordance with generally
accepted industry standards. Unless otherwise stated in the SOW, this warranty shall be effective for ninety (90) days following
acceptance of the Services in accordance with Section 3.4. Upon breach of this warranty, BIS's obligation is to correct the Services
so that the Services comply with this warranty.
7.2 Exclusions. This warranty excludes non-performance issues that result from third -party hardware or firmware malfunction or defect;
software not developed by BIS; incorrect data or incorrect procedures used or provided by Customer or a third party; or defects
which are outside the reasonable control of BIS. Customer will reimburse BIS for its reasonable time and expenses for any Services
provided at Customer's written request to remedy excluded non-performance issues. This warranty shall immediately cease if
Customer or any third party modifies any portion of a Deliverable and/or modifies Customer's system so that a Deliverable is no
longer functional or appropriate.
7.3 Disclaimer. Except as expressly described in this warranty section, BIS makes no warranty of any kind. BIS disclaims and excludes
all other express, implied, and statutory warranties, representations, and conditions with respect to services and deliverables,
including the implied warranties of merchantability, good title, non -infringement, and fitness for a particular purpose. BIS does not
warrant that the Services or any Deliverables provided will be without defect or error.
8. Confidential Information
8.1 "Confidential Information" means (i) the terms of this Agreement and any SOW, (ii) Customer documents, files and data which BIS
has accessed in performing the Services, and (iii) any other information that the disclosing party ("Discloser") desires to protect
against unrestricted disclosure by the receiving party ("Recipient") and that (a) if disclosed in tangible or electronic form, is marked
in writing as "confidential" or (b) if disclosed orally or visually, is designated at the time of disclosure as "confidential."
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8.2 Exclusions. Confidential Information will not include any information that is (i) already in possession of Recipient without obligation
of confidence; (ii) independently developed by Recipient; (iii) becomes publicly available without breach of this Agreement; (iv)
rightfully received by the Recipient from a third party without obligation of confidence; (v) released for disclosure by the Discloser
with its written consent; or (vi) required to be disclosed pursuant to court or government agency order or rule, provided that before
disclosing any otherwise Confidential Information, Recipient provides reasonable notice of such order or rule giving Discloser
opportunity to object to or limit such disclosure.
8.3 Obligations. The Recipient of Confidential Information agrees to exercise reasonable care to protect Confidential Information from
unauthorized disclosure, which care shall not be less than the Recipient exercises to protect its own confidential information. The
Recipient may disclose Confidential Information only to its employees or agents who need to know such information and shall
contractually require such employees or agents to comply with the obligations of confidentiality.
8.4 Expiration of Duty. Recipient's duty to hold Confidential Information in confidence expires five (5) years after Agreement termination;
expiration of this duty shall not modify other restrictions on the Recipient, such as any patent or copyright restrictions or additional
obligations with regard to Customer confidential information.
8 5 "Residuals" means technical information or know-how retained in an employee's memory, but does not include information
deliberately memorized to classify it as Residuals Either party shall be free to use for any purpose Residuals resulting from access
to or work with Confidential Information provided that such party otherwise complies with the confidentiality obligations contained
in this Section 8. However, this provision does not grant either party a license under the other party's patents or copyrights, nor
does it give the Recipient the right to disclose business plans or financial, statistical, or personnel data, nor does it allow for any
purpose the literal copying of a document. The Recipient shall have no obligation to limit or restrict the assignment of persons with
Residuals.
8.6 Public Records. Contract Professional 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.
9. Indemnification and Insurance
9.1 Infringement Indemnity. Subject to the limitations in Section 10, BIS will indemnify, defend and hold Customer harmless from any
final judgment awarded against Customer, or settlement to which BIS agrees, which provides that any Deliverable supplied by BIS
infringes any U.S. copyright or U.S. patent of any third party, provided: (i) Customer promptly notifies BIS in writing of the initial
claim; and (ii) BIS shall have the sole control of the defense of any action and all negotiations for settlement and compromise.
9.1.1 Remedy. Should any Deliverable provided by BIS under this Agreement, or the operation of any such Deliverable, become, or
in BIS's opinion is likely to become, the subject of infringement of any U.S. copyright or U.S. patent, BIS's sole obligation and
Customer's exclusive remedy under this Section shall be, at BIS's option and expense, either to procure for Customer the right
to continue using the Deliverable, to replace or modify the Deliverable so that it becomes non -infringing, or to grant Customer a
refund of the amounts paid by Customer.
9.1.2 Disclaimer. BIS shall have no responsibility for infringement to the extent the infringement results from (a) compliance with
Customer's designs or instructions, (b) a modification not authorized in writing by BIS, (c) use or combination with third party
software, equipment, or data, (d) non -licensed use, (e) third party software provided under this Agreement, or (0 open source
technology incorporated in or provided with Services or Deliverables.
9 2 General Indemnity. To the extent permitted by law, each party (the "Indemnifying Party") will indemnify, defend, and hold the other
party, its officers, directors, employees, and/or shareholders, harmless from any final court judgment (or settlement to which the
parties have agreed) arising from personal injury or tangible property damage which is determined by a court to be caused by the
negligence or willful misconduct of the Indemnifying Party or its authorized employees relating to this Agreement. The Indemnifying
Party's liability under this Section shall be reduced proportionally to the extent that any act or omission of the other party, or its
employees or agents contributed to such liability. "Tangible property" does not include electronic files, data, or other electronic
information.
9.3 Insurance. Each party will maintain reasonable amounts of insurance, which shall at least meet any limits required by law, for public
liability, property damage, employer's liability and workers compensation
10. Limitation of Liability
10.1 Disclaimer. Neither party shall be liable to the other for any indirect, special, incidental or consequential damages, (including loss
of profits or business) arising under or relating to this agreement or any sow, even if the other party has been advised of the
possibility of such damages.
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11. Term and Termination
11.1 Term. This Agreement commences on its Effective Date and, unless otherwise terminated as set forth below, ends after five (5)
years from Effective Date or when a party terminates such for its convenience by providing the other with written notice, which
notice shall become effective ten (10) business days after receipt thereof
11 2 Termination For Cause. Either party may terminate the Agreement or any SOW upon written notice for the substantial breach by
the other party of any material term, if such breach is not cured within thirty- (30) days following receipt of written notice of breach
from the non -breaching party. Termination shall be in addition to any other remedies that may be available to the non -breaching
party.
11.3 Consequences of Expiration and/or Termination.
11.3.1 Effect of Termination. Unless otherwise agreed to in writing, upon Agreement termination, any SOW then in effect will
immediately terminate.
11.3.2 Termination Payment. In the event of termination of a SOW, Customer shall pay BIS the amounts specified in the Costs Section
of each such SOW relating to work performed by BIS prior to and including the date of termination, as well as any additional
costs or expenses which BIS has incurred or contracted for with respect to the Services and is unable to avoid. Additionally, all
property of each party in possession of the other party; relating to such SOW shall be returned, including, without limitation, any
Deliverable provided to Customer by BIS under such SOW but not yet fully paid for by Customer. Except in case of breach by
Customer, Customer may retain a license under Section 6.2 to use incomplete Deliverables for which it has paid; however, all
warranties regarding such Deliverables shall cease.
11.3.3 Survival of Terms. The provisions of this Agreement which by their nature extend beyond the termination of the Agreement will
survive termination or expiration of the Agreement.
12. General Provisions
12 1 Separate Software License. The Services may be in support of a Customer license to software under a separate agreement. Such
separate agreement shall govern all use by Customer of such software, and this Agreement shall relate solely to the Services. This
Agreement is not intended to modify in any way the licensing, warranty, or other agreement provisions for software products
separately licensed by Customer from BIS or any other party, except as expressly provided herein or in a SOW.
12.2 Notice. Unless otherwise agreed to by the parties, all notices shall be deemed effective when made in writing and received by
either (i) registered mail, (ii) certified mail, return receipt requested, (iii) overnight mail, or (iv) fax with confirmation, addressed and
sent to the receiving party's address specified in the introductory paragraph to this Agreement, with the original of the notice being
addressed to the Project Manager (with respect to any SOW)
12.3 Force Majeure. If either party shall be prevented from performing any portion of this Agreement by causes beyond its control,
including labor disputes, civil commotion, war, governmental regulations or controls, casualty, inability to obtain materials or
services or acts of God, such defaulting party shall be excused from performance for the period of the delay and for a reasonable
time thereafter.
12.4 Independent Contractor. Nothing in this Agreement, and no course of dealing between the parties, shall be construed to create an
employment or agency relationship or a partnership between a party and the other party or the other party's employees or agents.
Each party shall be solely responsible for payment of its employees' salaries (including withholding of income taxes and social
security), workers compensation, and all other employment benefits.
12.5 Jurisdiction. This Agreement shall be construed in accordance with and governed by the laws of the State of Colorado and
applicable U.S. federal laws, without regard to conflicts of laws provisions. Venue for any actions arising under or relating in any
way to this Agreement shall vest exclusively in the courts of general jurisdiction of the State of Colorado
12.6 Severability. If any provision or portion of this Agreement shall be held by a court of competent jurisdiction to be illegal, invalid, or
unenforceable, the remaining provisions or portions shall remain in full force and effect.
12.7 Waiver. No waiver of any Agreement right shall be effective unless in writing signed by an authorized representative of the waiving
party. No waiver of a right arising from any breach or failure to perform shall be deemed a waiver of any future right.
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12.8 Binding Effect/Assignment. This Agreement is binding upon the parties' respective representatives, successors, and assigns.
Neither party shall transfer or assign this Agreement without the prior written consent of the other party. However, neither party
shall unreasonably withhold consent to an assignment of this Agreement.
12.9 Subcontracting Services. BIS may subcontract any portion of the Services to a third party contractor with the prior consent of
Customer, provided that BIS remain fully responsible to Customer for the delivery of the Services.
12.10 Use of Customer Name. With Customer's written permission, BIS may use and publish Customer's name in its customer lists, lists
of referrals for other customers (or potential customers), and in other promotional information, including, but not limited to, press
releases, brochures, reports, letters, white papers, and electronic media such as e-mail or Web pages.
12.11 Compliance with Law. Contract Professional shall strictly comply with all applicable federal and State laws, rules and regulations
in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices.
12.12 Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that
purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an
obligation on the part of County to expend funds not otherwise appropriated in each succeeding year.
12.13 Governmental Immunity. No term or condition of this contract shall be construed or interpreted as a waiver, express or implied,
of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101
et seq., as applicable now or hereafter amended.
12.14 Entire Agreement. This Agreement, including any SOW, is the entire agreement between the parties with respect to the subject
matter and supersedes any prior agreement or communications between the parties relative thereto, whether written or oral. This
Agreement and/or any SOW may be modified only by a written addendum or change order signed by authorized signatories of
both parties. The terms of any invoice, purchase order or similar document will not modify this Agreement.
CONTRACT PROFESSIONAL: Business Imaging Systems (81S), Inc.
By:
Printed:
Title:
Date:
Jason cmanus
VP of Sales
10/3/2016
WELD COUNTY:
ATTEST'
Weld
BY:
Deputy Cler
BOARD OF COUNTY COMMISSIONERS
Clerk to the BoarWELD COUNTY, COLORADO
o the Board
Mike Freeman, Chair OCT 1 0 2016
BIS — Master Services Agreement
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p20 /(v - 02702 /
Exhibit A: Statement of Work
B1600105 — Training and Professional Services for County Imaging
Project (Weld -334)
Document
Management
Document Date: September 30, 2016
NOTICE: This document contains proprietary or legally privileged information. It is provided by BIS to the addressee listed below, and his/her
designees, to be used in evaluating the business proposal contained herein. Any other use of the information contained in this document is
prohibited. This document may not be distributed to third parties, provided to other competitive vendors, or reproduced without the express
written permission of BIS.
No confidentiality or privilege is waived or lost by any miss -transmission of this document. If you receive this document in error, please
immediately delete it and all copies of it from your system, destroy any hard copies of it and notify the sender. You must not, directly or
indirectly, use, disclose, distribute, print, or copy any part of this message if you are not the intended recipient. However, Contract Professional 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.
•
Document Prepared By:
Document Prepared For:
1401 North 17th Avenue
Greeley, CO 80631
Contact: Jessica Lamb
Phone: (405) 517-2799
Ilambta bisok.com
aft o .w ..vuw/A...m[sosdonwemae.S•r 'B
Carol Gessner
(970) 400-2532
cgessner@weldgov.com
Contents
Statement of Work
Overview
3
3
Sheriff's Office: 3
Assessor's Office: 3
Department of Motor Vehicle 3
Timeline and Milestones 4
Payment Terms 4
BIS Resources 5
Weld County Responsibilities 5
Professional Services and Training Pricing 5
Statement of Work
This Statement of Work (SOW) is an exhibit to the BUSINESS IMAGING SYSTEMS (BIS), Inc. Master
Services Agreement ("Agreement"), effective as of September 30, 2016 by BIS and the BOARD OF
COUNTY COMMISSIONERS OF THE COUNTY OF WELD, STATE OF COLORADO pursuant to the terms of
the Agreement.
Overview
Upon award, BIS will schedule a kick-off meeting with the Weld team. The kick-off meeting will
determine start dates, mile stones and a target go -live. BIS will then set up the production and test
environments on the new hardware, migrate the licensing server (no data migration will be
performed), test the new environments and provide feedback. BIS will then work with each
department in the order preferred by Weld County.
Sheriff's Office: BIS will lead the deployment within the Sheriffs Office and provide hands-on
training to the IT project team on how to do discovery, set-up and indexing of each new document
type for the Imaging System. BIS will perform the following tasks:
• create one AX application with 5-6 document types (7 index fields)
• start back -scanned images upload
• set up user security
• allow user acceptance testing
• go live
Assessor's Office: BIS will provide oversight and consulting to the IT project team as they discover
and set up the AX application, the import process of files from the network share, and a day -forward
process for the County Assessor's Office. BIS will assist in the following:
• Assist creating one AX application (3-5 index fields),
• set up user security
• allow user acceptance testing
• go live
Department of Motor Vehicle: BIS will help Weld County with deploying AX to the County
Department of Motor Vehicle (MotorV). BIS will assist/ perform the following tasks:
• creating 3 separate AX applications
• set up user security
• allow user acceptance testing
• go live
MotorV will have the following document types:
• Security Agreements
• Handicap Agreements
• Residency Form
• SMM Worksheets
• Farm Vehicle Application
• Lost/Stolen Plate Affidavit
• Collector's item Affidavit
• Low Military Plate Application
• Non-use Vehicle Application
• Veteran's (DN) Application
• Military Exemption Form
• Commercial Exemption Form
• Commercial Late Fees
• Medical Hardship
• Military Late Fees
Timeline and Milestones
Below is a visual representation of the proposed project milestones and high-level tasks with an
approximate number of work days that will be required to complete each of the high-level tasks. During
the kickoff meeting between BIS and Weld County, a specific timeline encompassing these high-level
tasks will be discussed and agreed upon by both parties. BIS and Weld County will then manage the
project to that specific timeline.
Phase & Task Description
_
Estimated Timeline
, work days)
1.
2
3
4
S
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20 21 22
23
24
25
26
27
28
29
30
31
32
33
c
e
g
initiation (i.e. protect kickoff) - Prior date(s)
Discovery11
Design
Design review
,'
S
I
41
A
TEST - Install & configure AoolicationXtender (AXI components
TEST- Rehost EMC/AX license
IIIIIII■■■.isIIIIII
TEST - Verify AX functionality
PROD - Install & configure Apo&cationXtender (AX)
components
N-
PROD - Rehost EMC/AX license
PROD - Verify AX functionality
a
Build AX application/cabinet 17 index fields, 6 doc types)
II
I
Configure AX security
End -user training
I
I
User acceptance testing (UAT) & IJAT Supoort
Uoload back -scanned ima•es (training & iterations)
K.
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t
\-
1/4
♦IV
N
M.
Production go -live & qo-live support
M�.`
`�
Build AX application/cabinet (3-5 index fields)
IIIIIIIIIImio
I
Configure AX security
s
End -user training
I
User acceptance testing (UAT) & UAT Support
Production go -live & go -live support
Build AX applications/cabinets (3 separate applications)
> ,Configure
AX security $
IEnd
-user training
User acceptance testing (UATI & UAT Support
Production go -live & go -live support ...__.
-
Classroom style AX Admin Training
_I
3I
8
Closure meeting with client
ilk
Internal c osure & support staff knowledge transfer
11111
project approval/signet!
Payment Terms
Weld and BIS have agreed to 50% upfront payment at the time of receipt of Po and the remaining 50%
after the completion of the project.
BIS Resources
The following BIS resources have been assigned to this project. We believe Ryan is the only member
who will be working with the Sheriff's office and will become CIS certified.
Brian Godwin — Project Manager
Ryan Delk — Onsite Technician
Zach Vobornik - Trainer
Weld County Responsibilities
Weld will be responsible for the following:
• Providing BIS access to the network
• Appointing department representatives to work with the BIS team to determine needs
• User testing
• System testing
• Providing the AX licensing
• Managing the communication channel with their support provider and/or EMC direct to perform
the following including but not limited to; service request, bug reports, web sessions, and
updates etc.
• Designate an EMC support liaison
Additional Weld County responsibilities may be determined during the kick-off call or during the analysis
phase.
Professional Services and Training Pricing
Proposed Item
Per
Item or Per
Hour
Cost
Items/hours
Recommended
Number
of
Total
Cost
Training
Costs
Application
Onsite
Classroom
•
•
•
•
•
•
Architecture
How
How
permissions)
Basic
Adding
Everything
one
Xtender
to
to
Trouble
week
set
set
users
Style
you
up
up
of
Shooting
—
applications
user
need
AX
AX
8.x
security
Admin
to
Training
know
(roles
about
- $9000
and
AX
in
$9000
Professional
Services
$225 per hour AX upgrade and
migration, includes:
80
$18,000
(including project
management)
• Install AX 8.x on new prod server
• Install AX 8.x on new test/dev server
• Two thick -client installs
• Create up to 5 ax applications for Sheriff's
Office, Motor Vehicle, and Assessor
• License server migration
• Testing
• End -user training
• Post -deployment support
Estimated Travel
Expenses*
BIS will pass all travel cost directly on to Weld, not
to exceed $4000.
$4000
TOTAL COSTS
$31,000
* Travel aYnancae ch,, dpi ho knec..r ..., .•.,.....___:__-_ _c., _ _
r as to the actua
BUSINESS IMAGING SYSTEMS, Inc.
By:
Printed Name: Kevin Hooker
Title: Director of Implementation Services
Date:
September 30, 2016
WELD COUNTY: (�,� /,
ATTEST: ®'i1/ �• "";lam- BOARD OF COUNTY COMMISSIONERS
Weld •u i Clerk to the Board h WELD COUNTY, COLORADO
BY:
Deputy Cler; to t e Boar
ike Freeman, Chair
OCT 102016
020/6-,27,2-g
MEMORANDUM
9/7
TO: Esther Gesick, Clerk to the Board August 29, 2016
FROM: Ryan Rose, Chief Information Officer
SUBJECT: B1600105
IT Training and Implementation Services for County Imaging
BOCC Approval Date: September 7, 2016
Bids were received and opened on June 15, 2016 for IT Training and Implementation
Services for County Imaging (Weld -334). Three (3) bids were received ranging from
$21,437.50 to $31,000.00. Attached is the bid tabulation for your information.
The Information Technology staff reviewed all of the bids and the scoring of the RFP
responses is attached. Weld IT's goal is to be self-sufficient with the support and
deployment of the Imaging System software, ApplicationXtender 8.x, after initial training
and professional services. After evaluating the RFP proposals and interviewing the 3
vendors, Business Imaging Systems, Inc. (BIS) best met IT's expectations and
requirements for helping us achieve our self-sufficiency goal. BIS was the only vendor
to directly address all of Weld County's requirements in their RFP response, and
understood our goal for being self-sufficient.
BIS is a Premier Partner with EMC, and is the only vendor who has been working with
the 8.x version of ApplicationXtender for the past 1.5 years. BIS has accredited EMC
personnel that will be on the project team and will provide the IT System Administration
training. Weld County has had a very positive working relationship with BIS during past
projects; BIS has been responsive, knowledgeable, professional, and willing to work off -
hours when needed. BIS' proposal of $31,000.00 includes IT training, implementation
services, and travel, and is within the budget for the Imaging Project.
I recommend the Board award the IT Training and Implementation Services for County
Imaging to Business Imaging Systems, Inc. for a total amount of $31,000.00.
ao/40-ate
=Topos
B1600105 IT Training
and Implementation
Services for
ApplicationXtender
8.x County Imaging
Project
o
V
ls
o 413
•
th
Year 1 Cost of Proposed Solution
_ ,
$21,437.50
_ , ` , v
$23,630.00
/ t /
$31,000.00
Annual Maintenance Cost
$0.00
$0.00
$0.00
Total Bid Amount (5 year cost)
$0.00
$0.00
$0.00
15
RFP Evaluation Scores
6
5
Qualifications:
Financial Viability
References
Industry Experience & Strategy
Support:
Technical Support hours/staff
Work Plan (submitted with RFP)
Services Capabilities
Cost:
Initial Cost
Maintenance Cost
15
30
30
25
12
6
24
15
15
25
20
15
10
RFP Total
100
53
41
74
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: REP `B 1600105 - IT Training and Implementation Services for County Imaging' Vendor Recommendation
(tor 2016 approved project WELD -334 Weld lmaeinq Solution Implementation - Licenses and Infrastructure}
DEPARTMENT: Information Technology DATE: August II, 2016
PERSON REQUESTING: Ryan Rose
Brief description of the problem/issue:
Information Technology issued an RFP to secure a professional services partner to assist with implementation of the county-
wide imaging solution, including hands-on and instructor led training for IT. Three vendors responded — SourceHOV LLC,
Ricoh, and Business Imaging Systems (BIS), Inc. The IT committee who reviewed the RFP responses followed Information
Technology's standard procedures to evaluate and score the responses. The score card results are unquestionably in favor
of Business Imaging Systems (BIS), Inc. BIS submitted the high bid of $31,000.00. This is $9,562.50 higher than low hid.
The $31,000 is within the budget estimated for this REP.
A separate yet related RFP for back scanning of the conceal/carry permits for the Sheriff's Office was posted. Five vendors
responded to this RFP. The low bid vendor by a considerable margin is BIS. Their bid also aligns with the budget estimated
for back scanning of the conceal/carry permits. Information Technology will be bringing forward a recommendation to
award the back scanning RFP to BIS.
Information Technology would like to award the RFP for a professional services partner to implement the imaging solution
to BIS for $31,000. Based on the RFP score card results, past experience, and then having a single partner to build the
environment and back scanning, we are confident that the project will proceed with success.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
Approve recommendation to proceed with county processes to award the RFP to BIS in the amount of $31,000.
Weld County has worked with SourceFlOV in the past. Based on that experience IT does not recommend them. Their bid
is $21,437.50.
Ricoh is the 3rd respondent. Their bid is $23,630.00. "Their RFP scored lower than SourceHOV. Based on their response,
IT is not confident that they have good comprehension of the project goals. Awarding the RFP to Ricoh could negatively
impact project outcomes, timelines and budget.
Recommendation:
Information Technology would like the Board to support the recommendation to proceed with county processes to award
the RFP to Business Imaging Systems (BIS).
Mike Freeman, Chair
Barbara Kirkmeyer
Sean P. Conway
Julie Cozad
Steve Moreno
Approve
Recommendation
mF'
Schedule
Work Session
Other/Comments:
WELD COUNTY Dept. of Information Technology
1401 North 17th Avenue, Greeley CO 80631
E-mail: cgessnerAco.weld.co.us
Phone: (970) 304-6570, Ext. 2532
Fax: (970) 304-6572
DATE OF BID: June 15, 2016
REQUEST FOR: IT Training and Implementation Services for ApplicationXtender 8.x
County Imaging Project
DEPARTMENT: INFORMATION TECHNOLOGY
BID NO: #61600105
PRESENT DATE: August 24, 2016
APPROVAL DATE: September 7, 2016
Vendor Name
Number of Training / Consulting
Total Cost
Address
Hours
SourceHOV LLC
369 Inverness Parkway, Suite 300
Englewood, CO 80112
IT Sys Admin Training = 32 hours
End User Training = 16 hours
Implementation = 50 hours
$21,437.50
Ricoh
7245 S. Havana Street, Suite 300
Centennial, CO 80112
IT Sys Admin Training = 40 hours
End User Training = 10 hours
Implementation = 70 hours
$23,630.00
Business Imaging Systems (BIS), Inc.
13900 N. Harvey Avenue
Edmond, OK 73013
IT Sys Admin Training = 40 hours
End User Training = 4 hours
Implementation = 76 hours
$31,000.00
** Bids are being reviewed at this time by dept.**
2016-2729
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