HomeMy WebLinkAbout20153893.tiff RESOLUTION
RE: APPROVE AGREEMENT FOR VITAL RECORDS SERVICE AND AUTHORIZE CHAIR
TO SIGN - LEXISNEXIS VITALCHEK NETWORK, INC.
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 an Agreement for Vital Records Service
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 Public Health and Environment,
and LexisNexis VitalChek Network, Inc., commencing upon full execution of signatures, and with
further terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, 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 Agreement for Vital Records Service 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 Public Health and Environment, and LexisNexis VitalChek Network, Inc., be,
and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 14th day of December, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, C LORADO
ATTEST:
', O arbara Kirkmey r, Chair
Weld County Clerk to the B
�L" EXCUSED Mike Freeman, Pro-Tem
BY:
Deputy Cl:/k tot e •a r �,��-,;;,.� "+� c��
/
Sea . Co way
AP ED ORM, �,,/IO6/5r' el
Julie A. Cozad
unty Attorney EXCUSED
///'L//`^ Steve Moreno
Date of signature: T (9
L i/c4)/14P
2015-3893
HL0047
Memorandum
IA TO: Rafaela, Deputy Clerk to the Board
V C O U N T r FROM: Skye Turchado
Department of Public Health & Environment
DATE: December 2, 2015
SUBJECT: Routing Request— BOCC Agenda
The following documents have been approved for placement on the Board's meeting agenda
for the Board's final approval and the Chair's signature. We would like to have these items
placed on the Board's agenda for Monday, December 14, 2015.
NEW BUSINESS:
3 Original(s): Immunization Core Services FY2016 Renewal Contract/Amendment for Task
Orders #1
3 Original(s): Family Planning Program FY15-16 Task Order Contract Amendment #1
2 Original(s): Vital Records Service Agreement with LexisNexis® VitalChek,Inc.
Original(s): Keywords listed in Tyler that would be helpful to the Health Dept.:
For Immunizations: "Immunization Core Services", "IZ Program",
01 CONSENT AGENDA: "IZ", "Contract#16-85651"
Original(s): For Family Planning: "Family Planning", "Title X", "Contract#16-
84934"
Original(s):
For VitalChek: "VitalChek", "Vital Records", "Online Birth
Original(s): Certificates", "Online Death Certificates", "VitalCheck" (Note:
VitalChek is often misspelled as "VitalCheck" hence the keyword)
Original(s):
Once signed by the Chair, please return the original, signed documents to my attention.
If you have any questions, or if you require anything further in this regard, please let me know. I
can be reached at Extension 2102 or via email.
As always, thank you for all of your help with processing our paperwork with the Board.
El
1861 Memorandum
WINNE
TO: Barbara Kirkmeyer, Chair
u T Board of County Commissioners
GO �
FROM: Mark E. Wallace, MD, MPH,
Executive Director
Department of Public Health & Environment
DATE: December 9, 2015
SUBJECT: Vital Records Service Agreement with
LexisNexis® VitalChek Network, Inc.
For the Board's review and approval is a Vital Records Service Agreement with LexisNexis®
VitalChek Network, Inc. (VitalChek) and the Weld County Department of Public Health and
Environment (WCDPHE).
VitalChek is a reputable online third-party vendor that has been selected by the State of Colorado
Vital Records Office to process online birth certificate requests for persons born in the State of
Colorado. VitalChek also provides a viable and reliable solution to clients born in Colorado who
are having difficulty obtaining their birth certificate via the traditional identification
verification/eligibility methods available to most people. VitalChek is an industry leader in
developing identity authentication products and these products, Instant Verify and Instant Verify
with Instant Authentication, are fully integrated into VitalChek's remote ordering programs to
enhance the security of the services provided
Currently, VitalChek forwards requests for clients born in Weld County to the State Vital Records
office that then processes the request and receives the revenue. In 2013-2014, Weld County-
born users initiated 1,200+ transactions on VitalCheck.com that were processed by the State
Vital Records Office with an average number of 2.3 certificates per order. Since Weld County was
not a contracted agency with VitalChek it did not receive any revenue (approximately$30,000.00)
from these transactions.
The State Vital Records Office is currently negotiating with VitalChek to implement their service
for the issuance of electronic death records. As electronic death records are new for the State of
Colorado, it is hard to put an approximate figure on the potential revenue from this service, but
it could be substantial to Weld County
There is no fee to WCDPHE to utilize VitalChek. There is an additional handling fee to the
customer of $10.00 (per order and not per certificate) to obtain birth certificates through
VitalChek. The term of the Agreement is for one (1) year and shall automatically renew for
successive one year periods. Weld would have the option to have a link to VitalChek on our kiosks
located in the WCDPHE Clinic at no cost to WCDPHE for the convenience of customers that tried
to obtain a certified copy of their birth certificate in person and did not have appropriate
identification and/or no internet access at home.
I recommend approval of this agreement with LexisNexis® VitalChek, Inc.
a £
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW/WORK SESSION REQUEST
RE: Vital Records Service Agreement with LexisNexis®VitalChek Network, Inc.
DEPARTMENT: PUBLIC HEALTII & ENVIRONMENT DATE: December7, 2015
PERSON REQUESTING: Mark E. Wallace. MD. MPH, Executive Director
Brief description of the problem/issue:
For the Board's review and approval is a Vital Records Service Agreement with LexisNexis® VitalChek Network, Inc
(VitalChek)and the Weld County Department of Public Health and Environment(WCDPHE).
VitalChek is a reputable online third-party vendor that has been selected by the State of Colorado Vital Records Office to
process online birth certificate requests for persons born in the State of Colorado. VitalChek also provides a viable and
reliable solution to clients born in Colorado who are having difficulty obtaining their birth certificate via the traditional
identification verification/eligibility methods available to most people.VitalChek is an industry leader in developing identity
authentication products and these products,Instant Verify and Instant Verify with Instant Authentication,are fully integrated
into VitalChek's remote ordering programs to enhance the security of the services provided
Currently,VitalChek forwards requests for clients born in Weld County to the State Vital Records office that then processes
the request and receives the revenue. In 2013-2014, Weld County-born users initiated 1,200+ transactions on
VitalCheck.com that were processed by the State Vital Records Office with an average number of 2.3 certificates per order.
Since Weld County was not a contracted agency with VitalChek it did not receive any revenue(approximately$30,000.00)
from these transactions.
The State Vital Records Office is currently negotiating with VitalChek to implement their service for the issuance of
electronic death records. As electronic death records are new for the State of Colorado, it is hard to put an approximate
figure on the potential revenue from this service, but it could be substantial to Weld County
There is no fee to WCDPHE to utilize VitalChek. There is an additional handling fee to the customer of$10.00(per order
and not per certificate) to obtain birth certificates through VitalChek. The term of the Agreement is for one (1) year and
shall automatically renew for successive one year periods. Weld would have the option to have a link to VitalChek on our
kiosks located in the WCDPHE Clinic at no cost to WCDPHE for the convenience of customers that tried to obtain a
certified copy of their birth certificate in person and did not have appropriate identification and/or no Internet access at
home.
Weld County Assistant Attorney Frank Haug has reviewed this Agreement and determined that its terms are acceptable.
Furthermore, Julie Jordan and Aleksei Churyk from the Weld County IT team have reviewed the services and technical
content for system compatibility and have determined that there should be no technical issues associated with the use of this
service/product in Weld.
What options exist for the Board?
Accepting the Agreement will allow:
• WCDPHE's revenue to increase by processing requests that are currently going to the State Vital Records Office
• Decreased processing time frames for Weld County-born customers using VitalChek because the State Vital
Records Office processing time is quite lengthy due to their volume of orders
• Customers to obtain their birth record who are not able to go through the traditional identification/eligibility process
• Potential for additional revenue once electronic death records are available through VitalChek
Declining the Agreement will cause:
• Loss in potential revenue for WCDPHE
• Customers to wait lengthy time frames to get their birth record
• Lost opportunities to assist Weld County-born users of VitalChek to receive great customer service from our local
Page 1 of 2
office
Recommendation: I recommend approval of this Service Agreement with LexisNexis®VitalChek Network, Inc.
Approve Schedule
Recommendation Work Session Other/Comments:
Barbara Kirkmeyer, Chair
Mike Freeman, Pro-Tern mC-
Sean P. Conway ---�
Julie A. Cozad
Steve Moreno .,1711"
Page 2 of 2
alk LexisNexis-
LexisNexis®VitalChek Network Inc. Vital Records Service Agreement
This agreement ("Agreement") is entered into as of /_2Q/6 (the "Effective Date"), by and between
LexisNexis VitalChek Network Inc. ("VitalChek") with its principal place of business located at 6 Cadillac Drive,
Suite 400,Brentwood,TN 37027 and Weld County Dept. Health and Environment ("Agency") with its principal place
by and through the Board of
of business located at
1555 North 17th Avenue, Greeley, CO 80631, Weld County Commissioners.
WHEREAS, VitalChek is engaged in the business of providing a service which expedites the remote application,
processing and delivery of requests for vital records (hereinafter referred to as the "Service" which is more
particularly described in Appendix I, attached hereto); and,
WHEREAS, Agency is desirous of installing the Service and providing access to the Service to the public;
NOW THEREFORE, in exchange for the mutual consideration set forth herein, VitalChek and Agency do hereby
agree as follows:
1. VitalChek shall, at its expense, develop the web-based application associated with the Service for the mutually
agreed upon facilities of Agency, to the extent detailed in Appendix I, attached hereto (the"Equipment").
2. VitalChek shall, at its expense, train and authorize appropriate personnel of Agency in the use and operation of the
application associated with the Service.
3. VitalChek will make payment to Agency in an amount equal to Agency's charges for all properly
authorized requests in connection with services rendered by Agency and which are correctly processed through
the Service. Such payments shall be made in a manner acceptable to both parties.
4. VitalChek will charge the consumer/applicant a convenience fee for the use of the Service, ("Fees"), and will
accept payment of such fees through the use of a valid payment method then accepted by VitalChek, which may
include, without limitation, Visa, MasterCard, Discover Card or American Express credit card, as well as major
debit cards in VitalChek reasonable discretion.
5. In conformity with industry security requirements, and in order to maintain the highest level of cardholder data
security, VitalChek has instituted, among other policies, Paper and Electronic Media Policies, which are designed
to meet or exceed industry security standards (the "VitalChek Policies"). A copy of the VitalChek Policies has
been provided to Agency, and Agency agrees to comply with such policies as amended from time to time as well
as with appropriate industry accepted security practices for handling non-public personal information. Agency
acknowledges and agrees that cardholder data may only be used for assisting in completing a card transaction or
as required by applicable law. Each party warrants that it will abide by all applicable federal, state, and local
laws, ordinances, codes and regulations in the performance of its obligations under this Agreement (collectively,
the"Laws").
6. A Party herein will not be liable to the other Party or to its customers for any delay or failure in its performance
of any of the acts required by this Agreement if and to the extent that such delay or failure arises beyond the
reasonable control of such Party, including, without limitation, acts of God or public enemies, labor disputes,
equipment malfunctions, computer downtime, material or component shortages, supplier failures, embargoes,
earthquakes, rationing, acts of local, state or national governments or public agencies, utility or communication
failures or delays, fire, flood, epidemics, riots and strikes.
VCN Vitals Service Agreement (Q1.13.v3)Confidential VitalChek
A LexisNexis Company
7. EXCEPT A PROVIDED HEREIN, NEITHER VITALCHEK NOR ANY SUPPLIER MAKES ANY REPRESENTATIONS OR
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO THE SERVICES FURNISHED
PURSUANT TO THIS AGREEMENT, INCLUDING ANY APPLICABLE HARDWARE.
8. It is agreed that under this Agreement VitalChek does not transfer, and Agency does not obtain, any patent
rights, copyright interest or other right, claim or interest in the computer programs, systems, forms, formats,
schedules, manuals or other proprietary items utilized by the Service or provided by VitalChek.
9. Notices provided in association with this Agreement shall be provided in writing to the address of the Parties first
set forth above, and in the case of notices to VitalChek, with a copy to: Legal Department, 1000 Alderman Drive,
Alpharetta,Georgia 30005.
10. This Agreement shall be effective as of the date first set forth above and shall continue in effect for a period of
one year. Thereafter, this Agreement shall automatically renew for successive one year periods, unless either
party provides the other with written notice of termination not less than sixty (60) days prior to the expiration of
the then existing term.
11. The terms of this Agreement represent the full and complete agreement between the parties with respect to the
Services herein. They may not be altered or amended except by written instrument, duly executed by the
parties.
12. This Agreement shall be construed and enforced in accordance with the laws of the State where Agency is
located.
13. Either party may terminate this Agreement at any time for any reason.
IN WITNESS WHEREOF, the parties do hereby execute this Agreement, intending to be bound by its terms and
conditions.
WELD COUNTY DEPT.HEALTH AND ENVIRONMENT
AGENCY LEXISNEXIS VITALCHEK N ' ' INC.
by and through the Board of
We d County C iissioners
BY: By: L�
Barbara Kirkmeyer /1'jeffpiefke
Title: Chair Title: Vice President,General Manager
Date: DEC 14 2015 Date: //-30-15
,\eweo. Chris Buyting
it"
LNRSI. 2015.11.30
10:11:27
tege -05'00'
VCN Vitals Service Agreement(Q1.13.v3)Confidential VIChek
A LexisNexis`Company
020/51-341.90
LexisNexis® VitalChek, Inc.
ATTEST: dadtN JC/1.0;&k. BOARD OF COUNTY COMMISSIONERS
Weld C my Clerk to the Board WELD COUNTY, C LORADO
BY:
Deputy CI k to he Boar arbara Kirkmey r, Chair
DEC 14 2015
APPROVED AS TO FUNDING: APPROVED AS TO SUBSTANCE:
Controller Elected Official or Department Head
ectd
1 k
APPROVED AS TO FORM: r of General Services
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Coun ,r .,j •
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APPENDIX I- SERVICE DESCRIPTION AND EQUIPMENT
VitalChek- VPS Web Based Remote Ordering Processing Program of Vital Records
VitalChek-Applicant Identity Authentication Solution
VitalChek Fee for consumers-$10.00 per order. Express Courier for Continental United States-$20.00. International Shipping
Fee is additional.
These VitalChek Services are offered to Agency at no cost.
VCN Vitals Service Agreement (Q1.13.v3) Confidential Vita I C h e k
A LexisNexis Company
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