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Home My WebLink About20153160.tiff RESOLUTION RE: APPROVE CONTRACT AGREEMENT AMENDMENT FOR CONTRACT MANAGEMENT ENHANCEMENTS AND AUTHORIZE CHAIR TO SIGN - DATABANK WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Contract Agreement Amendment for Contract Management Enhancements between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Information Technology for Clerk to the Board, and Databank, with terms and conditions being as stated in said amendment, and WHEREAS, after review, the Board deems it advisable to approve said amendment, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Contract Agreement Amendment for Contract Management Enhancements between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Information Technology for the Clerk to the Board, and Databank be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said amendment. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 30th day of September, A.D., 2015. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLO ADO ATTEST:dterhov �'• 'i arbara Kirkmeyer, hair Weld County Clerk to the Board ^M �.e'---� � II Mike Freeman, Pro-Tem BY: Q ( / D p�ty Clerk to the B ard,I :;~� ___465_5? r • Sean P. Copwa V APPRO\?ED AS TO FO l •, � /2 ,e_A_/` tt.---) j-_e_syt 7A . -`gr NV lie A. Cozad tn-in°.0-orney N° � Date of signature: 1% •`, � � Steve Moreno 2015-3160 CC: � � 010._ IT0003 MEMORANDUM TO: Esther Gesick, Clerk to the Board Sept 28, 2015 1/ FROM: Ryan Rose, Chief Information Officer 1 pp�'FN - M ! r 2_ COON SUBJECT: Databank SOW for Contract Management Enhancements Databank provides implementation services for their Contract Management application that is used by Weld County's Clerk to the Board, IT and Human Services departments. In order to expand its use, enhancements were identified. This agreement is to implement these enhancements. The requested cost is $3,307.50. We ask that the BOCC approve the contract agreement as submitted. I 2015-3160 C1/5D CONTRACT AGREEMENT AMENDMENT BETWEEN THE WELD COUNTY DEPARTMENT OF INFORMATION TECHNOLOGY AND DATABANK This Agreement Amendment is made and entered into this 28th day of September,2015 by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Information Technology hereinafter referred to as the "Department",and DATABANK hereinafter referred to as the"Contractor". WHEREAS the parties entered into an agreement(the"Original Agreement")identified by the Weld County Clerk to the Board of County Commissioners as document No.2014-2772, approved on September 16,2014,and WHEREAS the parties entered into an Statement of Work dated November 24, 2014 and identified by the Weld County Clerk to the Board of County Commissioners as document No. 2014-3715.,and WHEREAS the parties hereby agree to modify the Original Agreement in accordance with the terms of the Original Agreement,to include the new Statement of Work,attached as Exhibit A,which is incorporated by reference herein,as well as the terms provided herein. NOW THEREFORE,in consideration of the premises,the parties hereto covenant and agree as follows: • The Original Agreement,along with the Statement of Work dated November 24,2014 will remain in effect without change except: o The milestone/fixed fee terms of this agreement override any fee/payment terms and overtime terms previously agreed to in the Original Agreement or Statement of Work dated November 24, 2014 • The parties agree to include a new Statement of Work,which is attached as Exhibit A • The new Statement of Work,together with the Original Agreement and Statement of Work dated November 24,2014, constitute the entire understanding between the parties. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day,month,and year first above written. CONTRACTOR: BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLO' 'DO Jason Ensten Printed NarprDocussan.d by .1LS61n. 'EMU& rbara Kirkme er ,, Chai Signature `-2507CA1AE13145B ' . / SEP 3 02015 daritteli Cam( APPROVED AS TO FUNDING: t l$61 -lez ounty Clerk to the Board 44i °O4a.42€49761141.. �.1� NCl /.t:l.uty Clerk o the Boa.d Controller APPROVED AS TO FORM: County Attorney D AS TO CE: fficial or Department Head Exhibit A t6 as an Statement of Work Contract Management - Enhancements Group 1 Weld County, CO 6101 Baker Road,Suite 207 Minnetonka, MN 55345 Phone 952.607.3500 Fax 952.607.3777 952 6073500 952.607 3777 ""tataBani 0www t1 Baker Road,Suite 207 Ml ke, 55345 www.databanknnx corn Version Control Document Attributes Document Name Enhancements Group 1 Statement of Work _ Document Identifier 4391 Publish Date 06.29.2015 Current Revision Number 0.1 Responsible Group Professional Services Author Tim Nelson _ Document Expiration Date 07.28.2015 Revision History JI Intl li'f ,1,11 0.1 06.26.2015 Tim Nelson Initial draft RACI Chart Bob Dunn DataBank—National Director of Professional Services X Jason Glover DataBank—Director of Professional Services,North Region X X Tim Nelson DataBank—Bid Manager X X Jason Engen DataBank—Sales Director,Central Region X X Dan Schultz DataBank—Solutions Consultant X X Stan Sadusky Customer Project Lead X X Ma Truslow Director of • ••lications&Database Services X X X Column Key " —Authorize:This individual has ultimate signing authority for any changes to the document and will be responsible for signing the Master Agreement R—Responsible:Person responsible for creating this document. A—Accountable:Person accountable for accuracy of this document. S—Supports:Individuals providing supporting services in the production of this document. C—Consulted:Individuals providing input(interviewee,etc.). I—Informed:Individuals who must be Informed of any changes. ©2014 www,databankimx.com 2 Statement of Work(S0W4391)for Weld County Discovery 8/1/2014 2:51 AM 952.6073500['nun, 952.607.3777 F al B 6101 Minn Baker�Ded.5 207 ataMinMtonke.MN 553434 5 Table of Contents Version Control 2 Document Attributes 2 Revision History 2 RACI Chart 2 Overview 4 Objective 4 ID 4 Priority 4 Comments 4 Estimated Hours 4 Out of Scope 6 Critical Success Factors 6 Assumptions&Constraints 7 Appendix A- Work Acceptance Form 8 3 O20i4 www.datebankimx.corn Statement of Work(5OW4391)for Weld County Discovery 8/1/2014 2:51 AM 952 807.3500 952.807.3777 "cbataBan Ir 8101 Baker Road,Suite 207 Minnetonka,MN 55345 Yvww.data bankimx.coru Overview Weld County is seeking to design and implement enhancements to the existing Contract Management solution that has already been built,deployed and accepted but not fully rolled out enterprise wide. Weld County has chosen to work on these identified enhancements in groups by priority and value. This will be the first SOW for enhancements and focused on those items Weld County has identified as Group 1 items. Objective The objective of this document is to present the project scope,assumptions,and Professional Service estimates for enhancing the Contract Management solution at Weld County for Group 1 items only. Project Scope DataBank will work with Weld County sponsors,functional managers,Subject Matter Experts(SME),and IT department personnel to make the identified enhancements as documented by the"In Scope" section below. In Scope The scope of this initiative will be limited to the following activities below and billed at a milestone based/fixed fee of$3,707.50(Note: the"milestone/fixed fee"terms override the"not to exceed" terms as well as the"Overtime"terms of the"Original Agreement"-Document No.2014-2772.). The one"milestone"for this SOW equals the completion of all items listed below: In Pt orrty Comments Fstimated Hours Add a Fast Track option to the Workflow process.The Contract/SOW would proceed normally through the Contract Creation Life Cycle.When the workflow process reached the Contract Lead Initial queue in the Contract • Execution life cycle,the Contract Lead would have an ad hoc button in the top ribbon called"Fast Track"that would send the contract right to Contract Maintenance Initial 3 queue.As part of the process a"are you sure"message 3.25 would need to be confirmed by the Contract Lead. Emails would then be sent to the CTB,Dept. Head and Contract Lead stating the contract was put into Maintenance as part of the fast track option.The email would include the Contract ID,Contract Name, Entity Name,Department, Contract Lead,Renewal(Yes,No),Contract Amount, Contract Renewal Date,Review Date and Expiration Date. ©2014 www. atabenkimx,com 4 Statement of Work(S0W4391)for Weld County Discovery 8/1/2014 2:51 AM 952-6073500 952.607 3777 ��16101'6ata Ba�.` a Minn Raker Road,Suite 207 Minnetonka, 55345 An email notification needs to be sent to the next Workflow participant within the Contract Execution Life Cycle queues when the previous step is completed.The 8 email would include the Contract ID,Contract Name, 5.2 Entity Name, Department,Contract Lead, Renewal (Yes,No),Contract Renewal Date,Review Date and Expiration Date. We need an automated email process that notifies the Department Heads and Contract Lead when their Contracts/SOW's are put on the County Commissioners' Agenda for review.This would require some 9 enhancements to the CTB queue to send out an email and 1.5 possibly an appointment.The email would include the Agenda Date,Contract ID,Contract Name,Entity Name, Department,Renewal(Yes, No),Contract Amount, Contract Renewal Date,Review Date and Expiration Date. Add an ad hoc option in the Contract Execution and Contract Maintenance life cycle to allow all queues to "send back up stream"to any previous queue. If a contract is sent back,the sender would need to provide notes stating the reason for re-review. If possible some indication on the unity form or note that this contract 10 went through the ReReview process.The receiving person 2.6 would then get an email notifying them that a ReReview contract had been put in their queue stating the Contract ID,Contract Name, Entity Name, Department and Contract Lead. If the desire is to delete the contract,the Contract Lead would be the only one with that ability.The contract would then be required to proceed through the normal queues to its completion. Need to change the Upload button label on the Home 11 Screen of the Unity Client for Contract Management to say 0.5 "CTB use ONLY". During the creation of the Unity Form we need to add the option for of choosing a specific Attorney email so only that Attorney is notified and not the General Attorney email box. If the specific Attorney is not known and no 12 Attorney's email is selected,the General Attorney email 2.6 box would remain as the default option.The existing email message would be the same if sent to the specific attorney or general email box and the chosen email notification would proceed through the entire workflow process. ®2014 www.databankimx.com 5 Statement of Work(50W4391)for Weld County Discovery 8/1/2014 2:51 AM 952 607 3500 952 607.3777 6101 Baker Road,Suite 207 ataBan Minnetonka,MN 55345 www.data banklmx.00ni Consent Workflow Track-Different than Fast Track but d deviation from typical Workflow process.The Consent Workflow process would follow the normal queues until it reached the Dept.Head queue within the Contract Execution life cycle.At that time there would be an ad-hoc button in the ribbon called"Consent"that would send that contract directly to the CTB queue to be put on the Consent Agenda.The Finance,Purchasing and Second 12.5 Attorney queues would be skipped.There would be an 3.25 email sent to the Clerk to the board with the word "Consent"in the subject line,stating a Consent Contract is in the CTB queue with Contract ID,Contract Name, Entity Name, Department,Contract Amount, Review Date, Renewal Date, Expiring Date and Contract Lead.At the time the Contract is put on the Consent agenda and email would be sent to the Dept.Head and Contract Lead in the same manner as CE126. otal estimated hours: 18.9 b-total @ Standard Rate of$205/hr.: $3,874.50 eld County Discount(delta of discounted rate $175/hr.): 5567.00 y Out of Scope The following activities are considered out of scope: Activities not listed Activities not listed in the in scope statement will require a change order. Critical Success Factors Successful completion of this project is dependent on many factors. The following Critical Success Factors are applicable to this specific project: • Executive Sponsors from both Weld County and DataBank are involved with the project in order to clear obstacles to project success • Timely review and acceptance of deliverables is critical to meeting the project schedule • Client team participation especially subject matter experts is essential to meeting the project goals and objective • Close management on project scope and limitation of Change Order Requests • Minimal turnover of Weld County and DataBank project resources O2014 www.datebenkimx.co 6 nt Statement of Work(50W4391)for Weld County Discovery 8/1/2014 2:51 AM 952 607.3500 952.607.3777 r 6101 Baker Road,Suite 207 "ZataBan k Minnetonka.MN 55345 Assumptions & Constraints • All enhancements identified in this document as the"scope"will be applied into either the Weld OnBase 12 Test Environment and then moved to the Weld OnBase 12 Production Environment once approved by Weld County OR the Weld OnBase 15 Test Environment and then moved to the Weld OnBase 15 Production Environment once approved by Weld County. • All enhancements identified in this document as"scope"are upgradeable under the current Hyland policies, procedures and end user license agreement. • Northwoods will not be required to assist with the making and implementing of the enhancements identified in this document as the"scope". However, if something arises outside of our control in the Weld OnBase Environment which is the responsibility of Northwoods,the Memorandum of Understanding dated April 30,2015 will govern those interactions and resolutions. • Weld County will provide DataBank project staff with access to all printed and electronic information relevant to this project at the beginning of the project. • Weld County will provide a user account with proper access rights to the network and hardware as needed for both onsite and remote work. • Weld County will supply a safe and functional workspace for DataBank personnel to work at while on site. • Weld County will provide one point of contact to work with DataBank to coordinate the work effort on this project and provide clarification of project-related issues and all other relevant communication. • Weld County will allocate the appropriate internal staff for the project. • Any changes to scope of the work performed in this Statement of Work will be made in writing, approved by both parties and billed. The Change Order Form, provided as an appendix to this document will be used to initiate any changes by either party. • Any request that is not specifically stated in the in scope section of this document will be considered out of scope and require a change order. • DataBank assumes Weld County is current on software maintenance,thus being eligible to receive the upgrade software per the OnBase maintenance agreement. If Weld County is not current on software maintenance,they must work with their DataBank account manager to resolve. • DataBank assumes no liability or responsibility for any changes made in the production environment that are not made by a DataBank employee. • Notice: Software Manufacturers occasionally publish a schedule that indicates which versions or functionality is no longer supported or being phased into an end-of-life status. DataBank assumes that the client is taking responsibility for monitoring such end-of-life,deprecation,or sunset schedules and taking necessary precautions. If DataBank encounters a condition in the course of its project work that requires action or modification to resolve such an issue,it may result in a change order. ®2014 www.datahanklmx.corrt 7 Statement of Work(50W4391)for Weld County Discovery 8/1/2014 2:51 AM 952.607.3500 952.607.3777 15-rataBanI14 Mi01.nnetonka, ka Road,MN Suite 207 MlnneBak( 55345 vivo'.data ne nki mx.00rti Appendix A - Work Acceptance Form Date Submitted _/_/ Company: Project Name Deliverable/Milestone Milestone Cost Exceptions: ❑ Accept Deliverable ❑ Decline Deliverable Comments/Reason: Company Name("Client") Project Sponsor Name(Print) Project Sponsor Signature Date 02014 yvww.databankimx.com 8 Statement of Work(5OW4391)for Weld County Discovery 8/1/2014 2:51 AM Hello