HomeMy WebLinkAbout20142091.tiff MEMORANDUM
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TO: Weld County BOCC August 209'2014
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_II Ir. FROM: Ryan Rose, Chief Information Officer
SUBJECT: Truepoint LLC Statement of Work
Weld County IT is requesting approval to proceed with the attached SOW from Truepoint LLC.
Per BID#61400109 the BOCC approved the Statement of Work with Truepoint LLC. We have
attached the original BID, the SOW and the Weld County professional services agreement for
approval.
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AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN WELD COUNTY& TRUEPOINT,LLC
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THIS AGREEMENT("Agreement") is made and entered into this) day of 2014, by and
between the County of Weld, a body corporate and politic of the State of Colorad , by and through its Board of
County Commissioners,whose address is 1150"O" Street, Greeley, Colorado 80631 hereinafter referred to as
"County,"and TRUEPOINT SOLUTIONS, LLC, a California Corporation, licensed to do business in the State
of Colorado,who's address is 3262 Penryn Road, Suite 1000-B, Loomis, CA 95650 hereinafter referred to as
"Contractor" or"Contract Professional."
WITNESSETH:
WHEREAS,County desires to retain Contractor as an independent Contractor to perform services as
more particularly set forth below; and
WHEREAS, The Board of County Commissioners of Weld County, Colorado,by and through its Chief
Information Officer(collectively referred to herein as "Weld County"), wishes to purchase consultant services.
WHEREAS, Contractor 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; and,
WHEREAS, Weld County utilizes Accela Land Management, GIS, Citizen Access and AMO to manage
their business processes associated with the Environmental Health Services, Planning, Building, Code, and
Public Works departments. Weld County is currently running Accela version 7.1 with an Oracle 1182
database. There are enhancements that are required across the various departments. These process improvement
enhancements include reporting, workflow changes, scripting, etc.
NOW THEREFORE,County agrees to buy from Contractor, and Contractor agrees to sell to County,
the services described herein, at the price quoted and subject to the terms and conditions of this agreement.
1. INTRODUCTION
The terms of this Agreement are specified in the terms of this document and in Exhibits A and B.
County has previously reviewed the Contractor's information regarding RFP# 1400109 WELD 2013-9 Accela
Configuration Enhancements. County's expectations of the performance of the service being purchased and its
application in relation to the software and hardware environment in which the software is expected to operate is
based on the attached Exhibits A and B. The terms of this Agreement are specified in this document and in
Exhibits A and B,which are an integral part of this Agreement, are referred to herein,and are attached
hereto and made a part hereof.
Exhibit A, County's Request for Proposal, includes County's description of its expectations of the
performance of the services being purchased, the application of the software, the software and hardware
environment in which the software is expected to operate, and the number of users of the software.
Exhibit B, Contractor's Response to County's Proposal or Statement of Work, includes Contractor's
response to County's description of its expectations of the performance of the services being purchased, the
application of the software, the software and hardware environment in which the software is expected to
operate, and the number of users of the software.
2. DEFINITIONS
2.1 COMPUTER means a machine or system, which uses logical devices ("central processing units") to
process information, such as a multiprocessor computer system or a workstation.
2.2 DESIGNATED COMPUTER(S) means specific Computer(s), including replacements, modifications,
upgrades and additions thereto, upon which the application software is compiled or installed and executed.
2.3 SOFTWARE DOCUMENTATION means the standard user documentation published or provided on-
line by Contractor, or distributed by Contractor under a third party license, describing the use of the Software,
including any tutorial presentation of the capabilities of the Run-Time Versions and may include technical
documentation which describes the design of the Software. Software Documentation may be released in an
electronic media format. Notwithstanding the foregoing, Software Documentation does not include any third
party software documentation.
2.4 PRODUCT UPDATE means a change or new release of the Software or Software Documentation
designed to correct Software Problem(s).
2.5 PRODUCT UPGRADE means a change or new release of the Software or Software Documentation
designed to enhance the features of the licensed Software version or otherwise improve the functionality of the
licensed Software version.
2.6 RUN-TIME VERSION means a program that is used to execute the Software and other utilities that are
a part of the Software, but which does not allow a User to change the Software or to create new and different
Software features.
2.7 SOFTWARE means all of the computer software program versions listed in Exhibit A and B and are
considered a part of the Contractor's "deliverables" and shall include all updates, enhancements, modifications,
or upgrades provided under the terms of this Agreement or a related support agreement. Notwithstanding the
foregoing, Software does not include any third party software, unless set forth on Exhibits A and B.
2.8 SOFTWARE PROBLEM(S) means defective Software distribution media and/or a failure of the
Software to function substantially in accordance with the Software Documentation.
2.9 SOURCE CODE means a compilable copy of the Software which allows the Software installer to
compile the Software into a Run-Time Version using the appropriate Development System; some portions of
the Source Code may already be compiled by Contractor and provided in an executable, Run-Time or object
code version.
2.10 USER means the unique combination of one log-in on one software display device. (Does not apply if a
license is required for each CPU)
3.11 PUBLIC ACCESS MODULE means a unique subset of Software provided for the purpose of
providing third parties read-only access to County data.
2.12 EXECUTION DATE means the date, after installation of the Software, upon which County (in
writing), accepts the Software.
2.13 MATERIAL BREACH means the failure to comply with the terms of this agreement.
2.14 SEVERE SYSTEM MALFUNCTION means the failure of the Software to perform as represented by
Contractor in Exhibit B.
2.15 ACCEPTANCE means County's willing receipt of the products, services and Software offered by
Contractor, and County's agreement to pay for said products, services and Software. County shall always
evidence Acceptance by a written statement, and not by payment alone.
3. TERM
3.1 Term. The term of this Agreement begins upon the date of the execution of this Agreement by
County, and shall continue through and until Contract Professional's completion of the responsibilities
described in Exhibits A and B Both of the parties to this Agreement understand and agree that the laws of the
State of Colorado prohibit County from entering into Agreements which bind County for periods longer than
one year. Therefore, within the thirty (30) days preceding the anniversary date of this Agreement, County shall
notify Contract Professional if it wishes to renew this Contract.
3.2 Termination. County has the right to terminate this Agreement, with or without cause on thirty (30)
days written notice. Furthermore, this Agreement may be terminated at any time without notice upon a material
breach of the terms of the Agreement. However, nothing herein shall be construed as giving Contract
Professional the right to provide services under this Agreement beyond the time when such services become
unsatisfactory to the County.
If this Agreement is terminated by County, Contract Professional shall be compensated for, and such
compensation shall be limited to, (1) the sum of the amounts contained in invoices which it has submitted and
which have been approved by the County; (2) the reasonable value to County of the services which Contract
Professional provided prior to the date of the termination notice, but which had not yet been approved for
payment; and (3) the cost of any work which the County approves in writing which it determines is needed to
accomplish an orderly termination of the work. County shall be entitled to the use of all material generated
pursuant to this Agreement upon termination.
Upon termination, County shall take possession of all materials, equipment, tools and facilities owned
by County which Contract Professional is using, by whatever method it deems expedient; and, Contract
Professional shall deliver to County all drawings, drafts or other documents it has completed or partially
completed under this Agreement, together with all other items, materials and documents which have been paid
for by County, and these items, materials and documents shall be the property of County. Copies of work
product incomplete at the time of termination shall be marked "DRAFT-INCOMPLETE."
Upon termination of this Agreement by County, Contract Professional shall have no claim of any kind
whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except
for compensation for work satisfactorily performed and/or materials described herein properly delivered.
3.3. Extension or Modification_ Any amendments or modifications to this agreement shall be in writing
signed by both parties. No additional services or work performed by Contractor shall be the basis for additional
compensation unless and until Contractor has obtained written authorization and acknowledgement by County
for such additional services. Accordingly, no claim that the County has been unjustly enriched by any
additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase
in the compensation payable hereunder. In the event the County shall require changes in the scope, character, or
complexity of the work to be performed, and said changes cause an increase or decrease in the time required or
the costs to the Contract Professional for performance, an equitable adjustment in fees and completion time
shall be negotiated between the parties and this Agreement shall be modified accordingly by a supplemental
Agreement. Any claims by the Contract Professional for adjustment hereunder must be made in writing prior to
performance of any work covered in the anticipated supplemental Agreement. Any change in work made
without such prior supplemental Agreement shall be deemed covered in the compensation and time provisions
of this Agreement.
4. COMPENSATION
Upon Contract Professional's successful completion of the services, and County's acceptance of the
same, County agrees to pay an amount no greater than $98,100.00, which is the bid set forth in Exhibit B.
Contract Professional acknowledges no payment in excess of that amount will be made by County unless a
"change order" authorizing such additional payment has been specifically approved by the Weld County Chief
Information Officer, or by formal resolution of the Weld County Board of County Commissioners, as required
pursuant to the Weld County Code. Any other provision of this Agreement notwithstanding, in no event shall
County be liable for payment for services rendered and expenses incurred by Contract Professional under the
terms of this Agreement for any amount in excess of the sum of the bid amount set forth in Exhibit B.
Contactor acknowledges that any work it performs beyond that specifically authorized by County is performed
at Contract Professional's risk and without authorization under this Agreement. County shall not be liable for
the payment of taxes, late charges or penalties of any nature other than the compensation stated herein.
If, at any time during the term or after termination or expiration of this Agreement, County reasonably
determines that any payment made by County to Contract Professional was improper because the service for
which payment was made did not perform as set forth in this Agreement, then upon written notice of such
determination and request for reimbursement from County, Contract Professional shall forthwith return such
payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by
County, if any, shall forthwith be returned to County.
County will not withhold any taxes from monies paid to the Contract Professional hereunder and
Contract Professional agrees to be solely responsible for the accurate reporting and payment of any taxes related
to payments made pursuant to the terms of this Agreement.
Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations
under this Agreement after, nor shall any payments be made to Contract Professional in respect of any period
after December 31 of any year, without an appropriation therefore by County in accordance with a budget
adopted by the Board of County Commissioners in compliance with Article 25, title 30 of the Colorado Revised
Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado
Constitution, Article X, Sec. 20)
5. PROPERTY RIGHTS AND CONFIDENTIALITY
5.1 Ownership. All title and rights of ownership in the Software remain with Contractor and/or its
suppliers and are protected by copyright, patent, and/or trade secret laws. County agrees to take all reasonable
steps to protect Contractor's and its suppliers' proprietary rights in the Software and Software Documentation
including, but not limited to, the proper display of copyright, trademark, trade secret, and other proprietary
notices on any copies of the Software. County must reproduce and include any copyright, trade secret,
trademark, or proprietary data notices, and other legends and logos on the backup copies.
All work and information obtained by Contract Professional under this Agreement or individual work
order shall become or remain (as applicable), the property of County. In addition, all reports, documents, data,
plans, drawings, records and computer files generated by Contract Professional in relation to this Agreement
and all reports, test results and all other tangible materials obtained and/or produced in connection with the
performance of this Agreement, whether or not such materials are in completed form, shall at all times be
considered the property of the County. Contract Professional shall not make use of such material for purposes
other than in connection with this Agreement without prior written approval of County.
5.2 Confidentiality. Confidential financial information of the Contract Professional should be
transmitted separately from the main bid submittal, clearly denoting in red on the financial information at the
top the word, "CONFIDENTIAL." 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. Contract Professional agrees to keep confidential all of County's
confidential information. Contract Professional agrees not to sell, assign, distribute, or disclose any such
confidential information to any other person or entity without seeking written permission from the County.
Contract Professional agrees to advise its employees, agents, and consultants, of the confidential and proprietary
nature of this confidential information and of the restrictions imposed by this agreement. nature of this
confidential information and of the restrictions imposed by this agreement.
6. LIMITED WARRANTY
Contract Professional warrants that the services performed under this Agreement will be performed in a
manner consistent with the professional standards governing such services and the provisions of this
Agreement. Contract Professional further represents and warrants that all services shall be performed by
qualified personnel in a professional and workmanlike manner, consistent with industry standards, and that all
services will conform to applicable specifications.
In addition to the foregoing warranties, Contract Professional is aware that all work performed on this
Project pursuant to this Agreement is subject to a one year warranty period during which Contract Professional
must correct any failures or deficiencies.
7. INDEMNIFICATION
7.1 Contractor's Indemnification. Contractor shall indemnify, defend and hold harmless County against
any action to the extent such action is based on a claim that County's use of the Software or any part thereof,
under this Agreement, infringes a valid, enforceable United States patent or copyright, or misappropriated a
trade secret, and Contractor shall pay all damages and costs, (including reasonable attorneys' fees), awarded or
agreed to in a settlement by Contractor in respect of such action; provided that Contractor is given notice of
such claim within thirty (30) calendar days of the date County knows of such a claim. Contractor shall control
the defense in any such action and, at its discretion, may enter into a stipulation of discontinuance and
settlement thereof. County shall cooperate with Contractor in any such defense and shall make available to
Contractor all those persons, documents and things required by Contractor in the defense of any such action.
Reasonable out-of-pocket expenses incurred by County will be reimbursed by Contractor. County, may, at its
expense, assist in such defense.
7.2 Limitations of Indemnification. The foregoing indemnity shall not apply in respect to any
infringement misappropriation if such infringement or misappropriation resulted from County's or any of its
Users' use of the Software: (a) in an operating environment other than that described in the Software
Documentation or under this Agreement; (b) in conjunction with an enhancement not created or owned by
Contractor; or(c) in conjunction with other software not created or owned by Contractor.
8. SUBCONTRACTORS
Contractor acknowledges that County has entered into this Agreement in reliance upon the particular
reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the
performance of this Agreement without County's prior written consent, which may be withheld in County's sole
discretion. County shall have the right (but not the obligation)to enforce the provisions of this Agreement
against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor
shall be responsible for the acts and omissions of its agents, employees and subcontractors.
9. GENERAL
9.1 Waiver, Amendment or Modification. Any waiver, amendment, or modification of any of the
provisions of this Agreement or of any right, power or remedy hereunder shall not be effective unless made in
writing and signed by the parties. No failure or delay by either party in exercising any right, power or remedy
with respect to any of its rights hereunder shall operate as a waiver thereof in the future.
9.2 Choice of Forum. The parties agree that Weld County, Colorado shall be the proper forum for any
action, including mediation and arbitration brought under this Agreement.
9.3 Attorney Fees. In the event an action, is brought to enforce any provision of this Agreement, neither
party shall be entitled to recover legal costs, or attorney fees, in addition to any other amounts recovered.
9.4 Limitation on Actions. No actions, regardless of form, arising from the transactions under this
Agreement, may be brought by an aggrieved party hereto more than two (2) years after the facts creating the
cause of action are known to said party.
9.5 Severability. If any term, provision, or part of this Agreement is to any extent held invalid, void, or
unenforceable by a court of competent jurisdiction, the remainder of the Agreement shall not be impaired or
affected thereby, and each remaining term, provision, or part shall remain in full force and effect.
9.6 Survival. The terms, conditions and warranties contained in this Agreement that by their sense and
context are intended to survive the termination of this Agreement, shall so survive.
9.7 Notice. All notices or other communications (including annual maintenance made by one party to the
other concerning the terms and conditions of this contract shall be deemed delivered under the following
circumstances:
(a)personal service by a reputable courier service requiring signature for receipt; or
(b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a
party at the address set forth in this contract; or
(c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment
is required by the sending party; or
(d) transmission via facsimile, at the number set forth below, where a receipt or acknowledgment is
required by the sending party.
Either party may change its notice address(es) by written notice to the other.
Notification Information:
Contractor: TruePoint Solutions, LLC
Attn.: Kent Johnson
Address: 774 Mays Blvd, 10-377
Address: Incline Village, NV 89451
E-mail: kiohnson@truepointsolutions.com
Facsimile: 916-256-1975
With copy to:
Name:
Position:
Address:
Address:
E-mail:
Facsimile:
County:
Name: Mary Truslow
Position:Director of Applications & Database Services
Address: 1401 N. 17th Street
Address:Greeley, CO 80631
E-mail:mtruslow@co.weld.co.us
Facsimile:
9.8 Force Majeure. Neither party shall be in default nor liable for any failure in performance or loss or
damage under this Agreement due to any cause beyond its control.
9.9 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.
9.10 Taxes. County, as a governmental entity, is exempt from sales, use and other taxes or similar
governmental charges or duties which might be incurred in connection with the exercise of the license(s) and
rights granted herein to County, and therefore shall not be responsible for the payment of any taxes. Contractor
shall be responsible for the payment of any sales, use or other taxes incurred when it purchases products,
materials or services in the fulfillment of its obligations under this contract. Contractor is also responsible for
the payment of all taxes or charges based on the income of the Contractor.
9.11 Acknowledgment. County and Contractor acknowledge that each has read this Agreement,
understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the
attached Exhibits A and B, is the complete and exclusive statement of agreement between the parties and
supersedes all proposals or prior agreements, oral or written, and any other communications between the parties
relating to the subject matter of this Agreement.
9.12 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.
9.13 No Third Party Beneficiary Enforcement. It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action relating to such
enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or
allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the
express intention of the undersigned parties that any entity other than the undersigned parties receiving services
or benefits under this Agreement shall be an incidental beneficiary only.
9.14 Fund Availability. Financial obligations of the (Board of County Commissioners of Weld County)
payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budged and
otherwise made available. By execution of this Agreement, County does not warrant that funds will be available
to fund this Agreement beyond the current fiscal year.
9.15 Employee Financial Interest/Conflict of Interest. C.R.S. H24-18-201 et seq. and §24-50-507.
"1'he signatories to this Agreement aver that to their knowledge, no employee of Weld County has any
personal or beneficial interest whatsoever in the service or property which is the subject matter of this
Agreement. Contractor's has no interest and shall not acquire any interest direct or indirect, which would in any
manner or degree with the performance of Contractor's services and Contractor shall not employ any person
having such known interests. During the term of this Agreement, Contractor's shall not engage in any in any
business or personal activities or practices or maintain any relationships which actually conflict with or in any
way appear to conflict with the full performance of its obligations under this Agreement. Failure by
Contractor's to ensure compliance with this provision may result, in Weld County's sole discretion, in
immediate termination of this Agreement.
9.16 Independent Contractor. Contractor shall perform its duties hereunder as an independent contractor
and not as an employee. Contractor shall be solely responsible for its acts and those of its agents and employees
for all acts performed pursuant to this Agreement. Neither Contractor nor any agent or employee of Contractor
shall be deemed to be an agent or employee of County. Contractor and its employees and agents are not entitled
to unemployment insurance or workers' compensation benefits through Weld County and County shall not pay
for or otherwise provide such coverage for Contractor or any of its agents or employees. Unemployment
insurance benefits will be available to Contractor and its employees and agents only if such coverage is made
available by Contractor or a third party. Contractor shall pay when due all applicable employment taxes and
income taxes and local head taxes (if applicable) incurred pursuant to this Agreement. Contractor shall not have
authorization, express or implied, to bind County to any agreement, liability or understanding, except as
expressly set forth in this Agreement. Contractor shall have the following responsibilities with regard to
workers' compensation and unemployment compensation insurance matters: (a) provide and keep in force
workers' compensation and unemployment compensation insurance in the amounts required by law and (b)
provide proof thereof when requested to do so by County.
9.17 Public Contracts for Services. C.R.S. §8-17.5-101.
Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien
who will perform work under this contract. Contractor will confirm the employment eligibility of all employees
who are newly hired for employment in the United States to perform work under this Agreement, through
participation in the E-Verify program of the State of Colorado program established pursuant to C.R.S. §8-17.5-
102(5)(c). Contractor shall not knowingly employ or contract with an illegal alien to perform work under this
Agreement or enter into a contract with a subcontractor that fails to certify with Contractor that the
subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this
Agreement. Contractor shall not use E-Verify Program or State of Colorado program procedures to undertake
pre-employment screening or job applicants while this Agreement is being performed. If Contractor obtains
actual knowledge that a subcontractor performing work under the public contract for services knowingly
employs or contracts with an illegal alien Contractor shall notify the subcontractor and County within three (3)
days that Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien
and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal
alien within three (3) days of receiving notice. Contractor shall not terminate the contract if within three days
the subcontractor provides information to establish that the subcontractor has not knowingly employed or
contracted with an illegal alien. Contractor shall comply with reasonable requests made in the course of an
investigation, undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor and
Employment. If Contractor participates in the State of Colorado program, Contractor shall, within twenty days
after hiring an new employee to perform work under the contract, affirm that Contractor has examined the legal
work status of such employee, retained file copies of the documents, and not altered or falsified the
identification documents for such employees. Contractor shall deliver to County, a written notarized
affirmation that it has examined the legal work status of such employee, and shall comply with all of the other
requirements of the State of Colorado program. If Contractor fails to comply with any requirement of this
provision or of C.R.S. §8-17.5-101 et seq., County, may terminate this Agreement for breach, and if so
terminated, Contractor shall be liable for actual and consequential damages.
Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Contractor
receives federal or state funds under the contract, Contractor must confirm that any individual natural person
eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4),
if such individual applies for public benefits provided under the contract. If Contractor operates as a sole
proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is
otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of
identification required by C.R.S. § 24-76.5-101, et seq., and (c) shall produce one of the forms of identification
required by C.R.S. § 24-76.5-103 prior to the effective date of the contract.
9.18 Entire Agreement/Modifications. This Agreement contains the entire agreement between the parties
with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiation,
representation, and understanding or agreements with respect to the subject matter contained in this Agreement.
This Agreement may be changed or supplemented only by a written instrument signed by both parties.
9.19 No Conflict. No employee of Contractor nor any member of Contractor family shall serve on a
County Board, committee or hold any such position which either by rule, practice or action nominates,
recommends, supervises Contract Professional's operations, or authorizes funding to Contract Professional.
9.20 Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall
be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or
incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void.
In the event of a legal dispute between the parties, Contract Professional agrees that the Weld County District
Court shall have jurisdiction to resolve said dispute8
9.21 Compliance with Law. Contractor 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.
9.22 Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra-
judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference
shall be null and void.
9.23 Non-Assignment. Contract Professional may not assign or transfer this Agreement or any interest therein
or claim thereunder, without the prior written approval of County. Any attempts by Contract Professional to
assign or transfer its rights hereunder without such prior approval by County shall, at the option of County,
automatically terminate this Agreement and all rights of Contract Professional hereunder. Such consent may be
granted or denied at the sole and absolute discretion of County.
9.24 Non-Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other
Contract Professionals or persons to perform services of the same or similar nature.
11. INSURANCE REQUIREMENTS
Insurance and Indemnification. Contract Professionals must secure, at or before the time of execution of
any agreement or commencement of any work, the following insurance covering all operations,goods or
services provided pursuant to this request.Contract Professionals shall keep the required insurance coverage in
force at all times during the term of the Agreement,or any extension thereof, during any warranty period, and for
three (3) years after termination of the Agreement. The required insurance shall be underwritten by an insurer
licensed to do business in Colorado and rated by A.M. Best Company as "A"VIII or better. Each policy shall
contain a valid provision or endorsement stating"Should any of the above-described policies by canceled or
should any coverage be reduced before the expiration date thereof,the issuing company shall send written notice
to the Weld County Director of General Services by certified mail,return receipt requested. Such written notice
shall be sent thirty(30)days prior to such cancellation or reduction unless due to non-payment of premiums for
which notice shall be sent ten(10)days prior. If any policy is in excess of a deductible or self-insured retention,
County must be notified by the Contract Professional. Contract Professional shall be responsible for the payment
of any deductible or self-insured retention. County reserves the right to require Contract Professional to provide
a bond, at no cost to County, in the amount of the deductible or self-insured retention to guarantee payment of
claims.
The insurance coverage's specified in this Agreement are the minimum requirements, and these requirements do
not decrease or limit the liability of Professional. The County in no way warrants that the minimum limits
contained herein are sufficient to protect them from liabilities that might arise out of the performance of the
work under this Contract by the Contract Professional, its agents, representatives, employees, or subcontractors.
The Contract Professional shall assess its own risks and if it deems appropriate and/or prudent, maintain higher
limits and/or broader coverages. The Contract Professional is not relieved of any liability or other obligations
assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient
amounts, duration, or types. The Contract Professional shall maintain, at its own expense, any additional kinds
or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement.
Any modification to these requirements must be made in writing by Weld County.
The Contract Professional stipulates that it has met the insurance requirements identified herein. The Contract
Professional shall be responsible for the professional quality, technical accuracy, and quantity of all services
provided, the timely delivery of said services, and the coordination of all services rendered by the Contract
Professional and shall, without additional compensation, promptly remedy and correct any errors, omissions, or
other deficiencies.
INDEMNITY: The Contract Professional shall defend, indemnify and hold harmless County, its officers,
agents, and employees, from and against injury, loss damage, liability, suits, actions, or willful acts or omissions
of Contract Professional, or claims of any type or character arising out of the work done in fulfillment of the
terms of this Contract or on account of any act, claim or amount arising or recovered under workers'
compensation law or arising out of the failure of the Contract Professional to conform to any statutes,
ordinances, regulation, law or court decree. The Contract Professional shall be fully responsible and liable for
any and all injuries or damage received or sustained by any person, persons, or property on account of its
performance under this Agreement or its failure to comply with the provisions of the Agreement, or on account
of or in consequence of neglect of the Contract Professional in its methods or procedures; or in its provisions of
the materials required herein, or from any claims or amounts arising or recovered under the Worker's
Compensation Act, or other law, ordinance, order, or decree. This paragraph shall survive expiration or
termination hereof. It is agreed that the Contract Professional will be responsible for primary loss investigation,
defense and judgment costs where this contract of indemnity applies. In consideration of the award of this
contract, the Contract Professional agrees to waive all rights of subrogation against the County its associated
and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers
for losses arising from the work performed by the Contract Professional for the County. A failure to comply
with this provision shall result in County's right to immediately terminate this Agreement.
Types of Insurance: The Contract Professional shall obtain,and maintain at all times during the term of
any Agreement, insurance in the following kinds and amounts:
Workers' Compensation Insurance as required by state statute, and Employer's Liability
Insurance covering all of the Contract Professional's employees acting within the course and scope
of their employment. Policy shall contain a waiver of subrogation against the County. This
requirement shall not apply when a Contract Professional or subcontractor is exempt under
Colorado Workers' Compensation Act., AND when such Contract Professional or subcontractor
executes the appropriate sole proprietor waiver form.
Minimum Limits:
Coverage A (Workers' Compensation) $ 100,000
Coverage B (Employers Liability) $ 100,000
Commercial General Liability Insurance shall include bodily injury, property damage, and liability assumed
under the contract.
$1,000,000 each occurrence;
$1,000,000 general aggregate;
$1,000,000 products and completed operations aggregate;
$1,000,000 Personal Advertising injury
Automobile Liability: Contract Professional shall maintain limits of$1,000,000 for bodily injury per
person, $1,000,000 for bodily injury for each accident,and $1,000,000 for property damage applicable to
all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non-
owned vehicles used in the performance of this Contract.
Professional Liability (Errors and Omissions Liability)
The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in
the Scope of Services of this contract. Contract Professional shall maintain limits for all claims
covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage
sustained by reason of or in the course of operations under this Contract resulting from professional
services. In the event that the professional liability insurance required by this Contract is written on a
claims-made basis, Contract Professional warrants that any retroactive date under the policy shall
precede the effective date of this Contract; and that either continuous coverage will be maintained or
an extended discovery period will be exercised for a period of two (2) years beginning at the time
work under this Contract is completed.
Minimum Limits:
Per Loss $ 1,000,000
Aggregate $ 2,000,000
Contract Professionals shall secure and deliver to the County at or before the time of execution of
this Agreement, and shall keep in force at all times during the term of the Agreement as the same
may be extended as herein provided, a commercial general liability insurance policy, including
public liability and property damage, in form and company acceptable to and approved by said
Administrator,covering all operations hereunder set forth in the related Bid or Request for Proposal.
Proof of Insurance: County reserves the right to require the Contract Professional to provide a certificate
of insurance, a policy, or other proof of insurance as required by the County's Risk
Administrator in his sole discretion.
Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor
liability, and inland marine, Contract Professional's insurer shall name County as an additional
insured.
Waiver of Subrogation: For all coverages, Contract Professional's insurer shall waive subrogation
rights against County.
Subcontractors: All subcontractors, independent Contract Professionals, sub-vendors, suppliers or other
entities providing goods or services required by this Agreement shall be subject to all of the
requirements herein and shall procure and maintain the same coverage's required of Contract
Professional. Contract Professional shall include all such subcontractors, independent Contract
Professionals, sub-vendors suppliers or other entities as insureds under its policies or shall ensure that all
subcontractors maintain the required coverages. Contract Professional agrees to provide proof of
insurance for all such subcontractors, independent Contract Professionals, sub-vendors suppliers or
other entities upon request by the County.
IN WITNESS WHEREOF,the parties have duly executed this Agreement as of the date first stated above.
NAM OF C TRAFTOR
-Kent Johnson
By: AME • ERSON SIGNING
CEO
POSITION OF PERSON SIGNING
ATTEST:dai �;�� ti:. f' /��` BOARD OF COUNTY COMMISSIONERS
OF WELD COUNTY,
STATE OF COLORADO
dal
By &AA-;i aT1J •. !14-j• ��. �.,�'� ,i
puty Cl.. to the Board �" Do 'gas Radem cher,Chair
SEP 0 3 2014
By: _
e r ation Officer
.MY-20'1
TruePoint
Solutions
Weld County, Colorado
Statement of Work and Estimate of Costs
For
Weld County Department of
Information Technology
RFP # B1400109 / WELD-2013-9 for
Accela Configuration Services
Prepared by:
TruePoint Solutions, LLC
3262 Penryn Road, Suite 100-B
Loomis, CA 95650
(916) 577-1470
www.TruePointSolutions.com
Date: 08/11/2014
--h
TruePoint
Solutions
Table of Contents
1 Introduction 2
2 Proposed Scope of Work 2
3 Cost Proposal 6
4 Additional Terms and Conditions 7
5 Signature/Acceptance Error! Bookmark not defined.
Weld County - Statement of Work 1 TruePoint Solutions
TruePoint
Solutions
1 Introduction
This Statement of Work document has been prepared in support of TruePoint Solutions'
response to Weld County Department of Information Technology RFP # B1400109/WELD-
2013-9 for Accela Configuration Services. This document details the tasks to be performed
under this project and provides associated cost estimates for each task.
2 Proposed Scope of Work
Following are the consulting services requested by the County, along with descriptions of the
tasks required to implement TruePoint's proposed solutions:
Eleven new Crystal Reports for Environmental Health Services — Eleven new
Crystal reports have been identified as being needed by Environmental Health Services.
Samples of the reports have been provided. Part of this project will be to publish the reports
to the Crystal server and into Accela Report Manager.
Reconfigure the Health Module for Renewal Functionality — EHS has provided
information regarding the process that they now utilize for license renewals for two groups.
They have set up the individuals as contacts, and the renewal as an app type. This process is
labor intensive and this portion of the project would be to improve the automation of license
renewals.
Streamlining Planning Workflow; Bring Form Letters Staff Reports into Accela —This
portion of the project will involve recreating 39 Word documents as Crystal Reports to run
from Accela Report Manager (the reports are essentially clones of one report). Part of this
project is also to create objects within Accela to support the reports such as Accela
Conditions, Standard Conditions, Standard Comments, and altering approximately 10
existing workflows. The County has provided the Word version of some of these reports.
Accela Citizen Access —Weld County currently has lookup capability for most permits in
production. Online permitting is in place for Building "over the counter" permits. Weld County
needs additional permit types to be enabled for online permitting. Approximately 135 record
types will need to be configured in Accela Citizen Access. Functionality required includes:
online submittal of complaints or applications, payment of fees, and scheduling of
inspections. Weld County has a payment adapter in place and a current contract with a
payment vendor. Part of this configuration will be to troubleshoot any issues that arise with
the payment process or payment vendor. Approximately 18 workflows will need to be
modified as part of this project. Training will need to be provided for approximately 11
individuals.
Create Script to Copy Documents from Complaint to Violation Case—Weld County
currently has a script to create a violation case from a complaint case. Some objects are
already copied via script from the complaint to the violation, and this work would be to copy
over the documents.
Weld County-Statement of Work 2 TruePoint Solutions
TruePoint
Solutions
Solution Implementation Tasks
2.1 EHS20130006 BioSolids Reports
TruePoint will utilize the report requirements documentation provided by the County to
develop the 11 identified reports. Where possible, TruePoint will work with the county
in an attempt to aggregate and consolidate reports based on Environmental Health
Services' requirements and report development tool (Crystal Report) functionality.
Report specifications will be created as needed to ensure EHS requirements are
adequately communicated to the report developer. This helps streamline the process,
ensuring quality reports and minimizing development cycles.
For each of the 11 reports, TruePoint will:
• Develop a Report Specification (building upon the information provided by the
County)
• Develop the report based upon the agreed upon specification
• Deploy the report to the County's Test environment for testing (this includes
publishing the report to the County's Crystal sever and configuring the report in
Accela Report Manager)
• Finalize the report based on testing feedback
• Deploy the report to the County's Production environment ((this includes
publishing the report to the County's Crystal sever and configuring the report in
Accela Report Manager)
TruePoint assumes all required field configurations and data identified in the provided
supporting documents exist for each report and no additional Accela configuration is
needed.
2.2 EHS2013E00018 Reconfigure the Health module for Renewal Functionality
TruePoint will work with the County to reconfigure the County's Health module to
incorporate Accela record renewal functionality. TruePoint has implemented this
functionality for several clients. The process and requirements outlined in the
supporting documentation provided by the County are very similar to those of other
clients. A brief initial business analysis and discussion session will be conducted to
confirm this approach. Based on details determined during the initial business
analysis, TruePoint will work with the County to:
• Identify record types (licenses) to be renewed
• Modify existing record workflows to support renewal processes
• Configure "renewal" record types for those record types identified as requiring
renewal functionality
• Develop batch scripting and renewal scripting
• Provide training to end users on renewal processes and record processing
• Work with EHS users to test and revise renewal configuration if/as needed
• Finalize and move configuration changes to the County's Production
environment
This task assumes some on site work will be required (for analysis, training, support
for testing).
Estimate includes $600 in expenses (for on-site work)
Weld County - Statement of Work 3 TruePoint Solutions
TruePoint
Solutions
2.3 ALL20130004 Streamlining Planning Workflow; Bring Form Letters staff reports
into Accela
TruePoint's understanding is that the County wishes to utilize Accela
Conditions/Standard Conditions/Standard Comments functionality as part of a solution
to support streamlining of Planning workflows and bringing the process of generating
letters and staff reports into Accela vs. using Word documents and manual processes.
TruePoint's proposed solution includes the following:
• Consulting with users to determine breakdown of groups/types for comments
and conditions
• Configuration of standard comments, standard conditions (users to provide
condition names, condition and comment text). Note: configuration will need to
be performed in Test and Production environments
o Development of report(s) that will serve as review comment letters
(replacing letters currently created/compiled by Planning staff)
o Review report requirements with representatives from Planning
o Develop report specifications
o Review report specifications with Planning, get approval of
specifications
o Develop reports based on approved specifications
o Deploy and test in Test environment
o Revise if/as needed
o Support final testing
o Deploy to Production environment
Assumptions:
• Given that the 39 Word documents are essentially clones of one report,
TruePoint will not assume that 39 separate Crystal Reports will be needed.
Instead, TruePoint will work with the County to standardize and consolidate (as
much as possible) review comment letters and staff reports into a smaller
number of separate, but similarly styled and formatted reports. There will likely
be effort required by Planning staff and other reviewers to accomplish this.
Hours are included in the estimate to help support this activity.
• Assumes Weld County staff will provide text for use in configuring standard
conditions and standard comments (condition /comment naming, standard
condition and standard comment wording / phrasing) in a digital format (Word,
Excel, etc.).
Estimate includes $600 in expenses (for on-site work).
2.4 PLBI-2012-5B Accela Citizen Access
TruePoint will to work with County staff to identify and enable online permitting for the
necessary record types.
This will build upon the County's existing ACA functionality and will include:
• Online submittal of complaints or applications
• Processing fee payments via the County's existing payment adapter
• Inspection scheduling
• Troubleshooting any issues that may arise with the payment process as part of
the process of enabling the new record types in ACA
• Modifying approximately 18 workflows
• Training for the approximately 11 individuals as identified by the County
Weld County- Statement of Work 4 TruePoint Solutions
TruePoint
Solutions
It is expected that in addition to simply enabling record types for ACA, some (limited)
configuration and/or back-office process changes may be required beyond the
approximately 18 workflows the County has identified as needing modification.
Configuration and process changes may be required to properly implement ACA or
may simply enhance the back-office configuration to better take advantage of ACA
functionality. Examples of such changes may include changes to the manner in which
fees are assessed, changes to ASI, and new or revised quick queries. TruePoint will
work with County staff to identify and implement changes if/as needed.
It is assumed that similar ACA page flows and similar notification emails, etc. can be
utilized across all record types.
Estimate includes $200 in expenses (for on-site work)
2.5 BLDC20130005 Create script to copy documents from complaint to violation
case
TruePoint understands that the County wishes add functionality to copy documents
from the complaint cases to violation cases. The functionality requested isn't currently
available in Accela without undertaking potentially significant custom script
development. Depending on the detailed business need for this functionality, there
may be other options (procedural and/or configuration-related) to address this need.
For example, new functionality is available in Accela to allow users to view documents
associated to a child record from its parent record. TruePoint proposes to work with
Weld County to review this need, discuss possible alternatives and workarounds and
weigh these alternatives against the costs and benefits of a custom development
effort. TruePoint has included up to 16 hours of effort to review and discuss
requirements, determine options/alternatives, and assist the County in implementing a
solution that uses existing functionality. If it is determined that existing functionality will
not serve the County's purposes, TruePoint will work with the County to develop
detailed requirements/specifications for customized functionality.
Estimate includes $100 in expenses (for on-site work)
Weld County - Statement of Work 5 TruePoint Solutions
TruePoint
Solutions
3 Cost Proposal
Implementation Services Hours Rate Amount Comment
EHS20130006 Bio Solids Reports 180 $150 $27,000
EHS2013E00018 Reconfigure the Estimated $600 in expenses for on-
Health module for Renewal site work.
I Functionality 160 $150 $24,000
•
ALL20130004 Streamlining Planning Estimated $600 in expenses for on-
Workflow; Bring Form Letters staff I site work.
reports into Accela 188 $150 $28,200
Estimated $200 in expenses for on-
PLBI-2012-5B Accela Citizen Access 100 $150 $15,000 site work.
BLDC20130005 Create script to copy
documents from complaint to
violation case 16 $150 $2,400 Estimated$100 for on—site work
Services Estimate Total 644 $96,600
Expenses Estimate Total $1,500
Project Budget Estimate $98,100
Payment Terms
Invoices for services and expenses will be prepared monthly. Payment for invoices is due 30
days after receipt.
Weld County- Statement of Work 6 TruePoint Solutions
TruePoint
Solutions
4 Additional Terms and Conditions
1. County has the right to terminate this Agreement, with or without cause on thirty
(30) days written notice. Furthermore, this Agreement may be terminated at any
time without notice upon a material breach of the terms of the Agreement.
2. The term of this Agreement begins upon the date of the execution of this
Agreement by County, and shall continue through and until TruePoint's completion
of the responsibilities described in the Request for Proposal and the Response
from TruePoint. Both of the parties to this Agreement understand and agree that
the laws of the State of Colorado prohibit County from entering into Agreements
which bind County for periods longer than one year. Therefore, within the thirty
(30) days preceding the anniversary date of this Agreement, County shall notify
Contract Professional if it wishes to renew this Contract.
3. The terms of this Agreement are contained in the terms recited in this document,
the Request for Proposal, and TruePoint's Response, each of which forms an
integral part of this Agreement and are specifically incorporated herein by this
reference. County and TruePoint acknowledge and agree that this Agreement,
including specifically the Request for Proposal and TruePoint's response define the
general performance obligations of TruePoint and TruePoint's willingness and
ability to meet those requirements. Modifications will be negotiated between
TruePoint and County.
Weld County- Statement of Work 7 TruePoint Solutions
r ' -�
I II
CO6, Net
Weld County
Request for Proposal: # B1400109
WELD-2013-9 Accela Configuration Enhancements
Responses Due:
6/27/2014, 10:30 a.m. MDT
Weld County Department of Information Technology
ATTN: Mary Truslow
RFP # B1400109 / WELD-2013-9
1401 N. 17th Avenue
Greeley, CO 80631
Template Weld REP 050714
Weld County Request for Proposal-REP#B1400109
WELD-2013-9 Accela Configuration Enhancements
Table of Contents
1 STATEMENT OF WORK 3
1.1 PURPOSE 3
1.2 COVERAGE&PARTICIPATION 3
2 GENERAL INFORMATION 3
2.1 ORIGINAL RFP DOCUMENT 3
2.2 THE ORGANIZATION 3
2.3 EXISTING TECHNOLOGY ENVIRONMENT 3
2.4 SCHEDULE OF EVENTS 4
3 PROPOSAL PREPARATION INSTRUCTIONS 4
3.1 VENDOR'S UNDERSTANDING OF THE RFP 4
3.2 GOOD FAITH STATEMENT 4
3.3 COMMUNICATION 5
3A PROPOSAI.SUBMISSION 6
3.5 WITHDRAWALS OF PROPOSALS 7
3.6 CRITERIA FOR SELECTION 7
3.7 SELECTION AND NOTIFICATION 8
4 SCOPE OF WORK,SPECIFICATIONS& REQUIREMENTS 8
4.1 FUNCTIONAL REQUIREMENTS 8
4.2 ENGAGEMENT METEIODOLOGY 8
5 VENDOR QUALIFICATIONS,REFERENCES&RESPONSE 8
6 BUDGET& ESTIMATED PRICING 10
6.1 ESTIMATED COSTS 10
7 ADDITIONAL TERMS&CONDITIONS 12
7.1 PERSONAL INFORMATION 12
7.2 NON-DISCLOSURE AGREEMENT 12
7.3 COSTS 12
7.4 INTELLECTUAI.PROPERTY 12
7.5 VENDOR'S RESPONSES 13
7.6 GOVERNING LAW 13
7.7 INSURANCE REQUIREMENTS 15
7.8 No LIABILITY 17
7.9 EN IIRE RFP 17
8 VENDOR CERTIFICATION 18
APPENDIX A: NOTICE OF INTENTION 19
APPENDIX B: VENDOR RESPONSE FORM 20
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Weld County Request for Proposal-RFP #B1400109
WELD-2013-9 Accela Configuration Enhancements
1 Statement of Work
1.1 Purpose
The Board of County Commissioners of Weld County, Colorado, by and through its Chief
Information Officer(collectively referred to herein as"Weld County"), wishes to purchase
consultant services. The purpose of this Request for Proposal (RFP) is to invite prospective
vendors to submit a proposal to supply consultant services to Weld County. The RFP
provides vendors with the relevant operational, performance, application, and architectural
requirements of the system.
1.2 Coverage & Participation
The intended coverage of this RFP, and any agreement resulting from this solicitation, shall
be for the use of all applicable departments at Weld County along with any satellite offices.
Weld County reserves the right not to enter into any contract, to add and/or delete elements,
or to change any element of the coverage and participation at any time without prior
notification and without any liability or obligation of any kind or amount.
2 General Information
2.1 Original RFP Document
Weld County shall retain the RFP, and all related terms and conditions, Appendices and
other attachments, in original form in an archival copy. Any modification of these, in the
vendor's submission, is grounds for immediate disqualification.
2.2 The Organization
County of Weld
Weld County, Colorado covers a total area of 4,000 square miles in north central Colorado. It
is bordered on the north by Wyoming and Nebraska and on the south by the Denver
Metropolitan area. Weld County is the third largest county in Colorado and is Colorado's
leading producer of cattle, grain and sugar beets. Weld is the richest agricultural county in
the United States east of the Rocky Mountains, and the fourth richest overall nationally. Weld
County is also an important area of oil and natural gas production in Colorado. Weld County
was incorporated in 1861 and is governed by a Home-Rule Charter, which went into effect on
January 1, 1976. There are approximately 269,000 residents in Weld County.
Weld County Government employs approximately 1500 people within 24 departments. The
County Seat and main campus is in Greeley with satellite campuses in Fort Lupton and Del
Camino. Additional information about Weld County can be found at"www.co.weld.co.us".
2.3 Existing Technology Environment
The following is a high-level description of our current technology environment; more details
are listed in Section 4.2 of this RFP.
Current Environment-Weld County:
• — 1,500 Users
• Primarily Virtual Servers
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Weld County Request for Proposal-RFP #B1400109
WELD-2013-9 Accela Configuration Enhancements
• Cisco network infrastructure and Fiber backbone connecting County buildings;
fiber with some point-to-point wireless links connecting our County campuses
(Greeley, Fort Lupton, Del Camino)
• Multiple image capturing systems
• Microsoft Exchange Email and Calendar system
• Block and file storage availability in SAN and NAS capacity
• Limited cloud-based services
2.4 Schedule of Events
The following is the anticipated schedule that will apply to this RFP, which may change in
accordance with the organization's needs or unforeseen circumstances. Changes will be
communicated by e-mail to those vendors participating in this RFP.
Issuance of RFP 5/30/2014
"Notice of Intention" Due 6/6/2014
Technical Questions/Inquiries Deadline 6/13/2014, 10:30 a.m. MDT
RFP Addendum (all RFP questions answered) 6/20/2014
Submission Deadline for RFP Responses 6/27/2014, 10:30 a.m. MDT
Complete Evaluation 7/11/2014
Review with County Commissioners 7/16/2014
Final Award Notification 7/17/2014
Contract Negotiations Complete 7/31/2014
Implementation Start Date 8/11/2014
Implementation Completion Date 11/14/2014
3 Proposal Preparation Instructions
3.1 Vendor's Understanding of the RFP
In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its
entirety, and in detail, including making any inquiries to Weld County as necessary to gain
such understanding. Weld County reserves the right to disqualify any vendor who
demonstrates less than such understanding. Further, Weld County reserves the right to
determine, at its sole discretion, whether the vendor has demonstrated such understanding.
That right extends to cancellation of award, if award has been made. Such disqualification
and/or cancellation shall be at no fault, cost, or liability whatsoever to Weld County.
3.2 Good Faith Statement
All information provided by Weld County in this RFP is offered in good faith. Individual items
are subject to change at any time. Weld County makes no certification that any item is
without error. Weld County is not responsible or liable for any use of the information or for
any claims asserted there from.
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Weld County Request for Proposal-RFP #B1400109
WELD-2013-9 Accela Configuration Enhancements
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by the
specified Weld County IT employee in charge of managing this RFP process. In no case shall
verbal communication govern over written communication.
3.3.1 Vendors' Inquiries. Applicable terms and conditions herein shall govern
communications and inquiries between Weld County and vendors as they relate
to this RFP. Inquiries, questions, and requests for clarification related to this RFP
are to be directed in writing to (email is preferred):
Weld County Dept. of Information Technology
ATTN: Mary Truslow
1401 North 17th Avenue
Greeley, CO 80631
Telephone: 970-304-6570 x 2518
Fax: (970) 304-6572
E-mail: mtruslow@co.weld.co.us
3.3.2 Informal Communications shall include, but are not limited to: requests from/to
vendors or vendors' representatives in any kind of capacity, to/from any Weld
County employee or representative of any kind or capacity with the exception of
Mary Truslow for information, comments, speculation, etc. Inquiries for
clarifications and information that will not require an addendum may be submitted
verbally to the named above at any time.
3.3.3 Formal Communications shall include, but are not limited to:
• Questions concerning this RFP must be submitted in writing and be received
prior to the Technical Questions/Inquiries Deadline listed in Section 2.4.
Email is the preferred method of communication.
• Errors and omissions in this RFP and enhancements. Vendors shall
recommend to Weld County any discrepancies, errors, or omissions that may
exist within this RFP. With respect to this RFP, vendors shall recommend to
Weld County any enhancements, which might be in Weld County's best
interest. These must be submitted in writing and be received prior to the
Technical Questions/Inquiries Deadline listed in Section 2.4
• Inquiries about technical interpretations must be submitted in writing and be
received prior to the Technical Questions/Inquiries Deadline listed in
Section 2.4. Inquiries for clarifications/information that will not require
addendum may be submitted verbally to the contact named above at any
time during this process.
• Verbal and/or written presentations and pre-award negotiations under this
RFP.
• Addenda to this RFP.
3.3.4 Addenda: Weld County will make a good-faith effort to provide a written
response to each question. All questions and answers will be shared with all
recipients in addenda. All addenda will be posted to the Rocky Mountain E-
Purchasing System (BidNet): http://www.rockymountainbidsystem.com.
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Weld County Request for Proposal-REP #B1400109
WELD-2013-9 Accela Configuration Enhancements
Weld County will not respond to any questions or requests for clarification if
received by Weld County after the Technical Questions/Inquiries Deadline
listed in Section 2.4.
Please note the vendor is ultimately responsible for verifying they have received
any/all addenda prior to submitting their proposal.
3.4 Proposal Submission
Vendors are to submit three (3)original, individually bound copies of proposal marked
"Original" along with an electronic copy (CD or USB drive is acceptable) in a sealed
envelope and marked clearly on the outside to:
Weld County Dept. of Information Technology
ATTN: Mary Truslow
RFP# B1400109/WELD-2013-9
1401 N. 17th Avenue
Greeley, CO 80631
on or prior to 6/27/2014, 10:30 a.m. MDT.
The electronic copy shall be an EXACT reproduction of the original documents
provided. All sections shall be combined into a single electronic document. For proper
comparison and evaluation, the County requests that proposals be formatted as directed in
Section 5. Submittals received that fail to follow this format may be ruled non-responsive.
No faxed or e-mailed proposals will be accepted.
The Board of County Commissioners and the Evaluation Committee reserve the right to
reject any or all proposals. Any objections to the specifications/requirements as set forth
should be filed in writing prior to the proposal deadline.
Proposal responses will be retained as property of Weld County.
All or a portion of the contents of the proposal of the successful vendor will become part of
any subsequent contractual obligation.
Proposals should contain a manual signature of an authorized representative of the
responding vendor(s).
Vendors responding to this RFP must be available for presentations and/or interviews. The
top ranked vendors will be notified of the time of their designated presentation to the
Evaluation Committee. The project manager and key individuals working on the project
should be the presenters.
This request is NOT a Bid; therefore, any alternate solutions that meets or EXCEED the
outlined minimum requirements should be submitted for consideration. Weld County is
interested in any and all details of other innovative and original ideas above and beyond
those discussed in this Request for Proposal.
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WELD-2013-9 Accela Configuration Enhancements
3.5 Withdrawals of Proposals
Proposals may be withdrawn upon written request to and approval of the Weld County Chief
Information Officer; said request being received from the withdrawing vendor prior to the time
fixed for award. Negligence on the part of a vendor in preparing the proposal confers no right
for the withdrawal of the proposal after it has been awarded.
Vendors are expected to examine the conditions, specifications, and all instructions
contained herein. Failure to do so will be at the vendor's risk.
Vendors shall not stipulate in their proposals any conditions not contained in the instructions
and specifications herein, unless specifically requested by the special instructions attached
hereto. Any proposal which fails to comply with the letter of the instructions and
specifications herein may be rejected.
Late or unsigned proposals shall not be accepted or considered. It is the responsibility of the
vendor to ensure that their proposal arrives in the Weld County Office of Information
Technology on or prior to the Submission Deadline for RFP Responses in Section 2.4.
When approximate quantities are stated, Weld County reserves the right to increase or
decrease quantity as best fits its needs.
3.6 Criteria for Selection
The evaluation of each response to this RFP will be based on its demonstrated competence,
compliance, format, and organization. The purpose of this RFP is to identify those vendors
that have the interest, capability, and financial strength to supply Weld County with a
consulting services identified in the Scope of Work.
An Evaluation Committee, comprised of representatives from IT and one or more Weld
County departments, will evaluate all qualifying proposals. All requirements in this RFP
should be satisfied to ensure that the proposal will qualify for consideration. Weld County
desires to receive proposals only from vendors who can demonstrate the specified
qualifications described within this RFP. It is the intent of the County to award a contract for
the requested consulting services based on an evaluation of all qualified proposals.
Evaluation Criteria:
The following criteria will be used to evaluate all proposals:
CRITERIA POINTS
1. Features and functionality of proposed 50
delivered solution
2. Cost 25
3. Post-implementation Support 15
4. Qualifications and Experience 10
Length of time in business
Government Customers
Financial Stability
References, etc.
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Total Points 100
3.7 Selection and Notification
Weld County reserves the right to accept or reject any proposal.
Weld County is not required to select the proposal with the lowest pricing, but shall take into
consideration which vendor demonstrates the best ability to satisfy the Scope of Work
outlined in the RFP, the ability to service the contract, past experience, financial stability, and
other relevant criteria. Weld County reserves the right to accept any proposal deemed
advantageous to the County.
The Evaluation Committee will present their recommendation to the appropriate oversight
committee for review and recommendation. The Weld County Board of Commissioners will
make the final decision. Written notification will be sent to the winning vendor(s)via email.
Those vendors not selected will also be notified via email.
4 Scope of Work, Specifications & Requirements
4.1 Functional Requirements
Weld County utilizes Accela Land Management, GIS, Citizen Access and AMO to manage their
business processes associated with the Environmental Health Services, Planning, Building,
Code, and Public Works departments. Weld County is currently running Accela version 7.1 with
an Oracle 11R2 database. There are enhancements that are required across the various
departments. These process improvement enhancements include reporting, workflow changes,
scripting, etc.
For a detailed listing of the Functional and Requirements for this project, see Appendix B:
Vendor Response Form.
4.2 Engagement Methodology
Work will need to be done both on and off site. Requirements gathering sessions, and training
will need to be onsite, while configuration and development work can be done remotely. Status
will need to be provided weekly in writing and reviewed in weekly status meetings.
5 Vendor Qualifications, References & Response
All vendors must provide the following information, in the following order, for their proposal to be
considered.
Section I— Executive Summary and Corporate Profile
1. Provide a brief outline of the vendor and services offered, including:
• Full legal name of the company.
• Year business was established.
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• If the vendor company is a Value Added Reseller(VAR), indicate number of years as
a VAR.
• Number of people currently employed.
• Income statement, Cash Flow statement, and balance sheet for each of the two most
recently completed fiscal years certified by a public accountant. If publically traded,
simply provide a link to SEC filing or corporate financial information.
2. Provide a brief overview of the key elements of vendor's proposal. Highlight any features
or areas that differentiate vendor's services and products from competitors.
3. Provide a diagram of the applications network communications, to include servers, web,
ports, firewalls, DMZ, etc.
4. Provide an outline of the product line-up and/or services vendor currently supports.
5. Provide a description of vendor's geographic reach and market penetration.
6. Provide an outline of vendor's strategic partnerships and relationships to date.
7. Provide an outline of vendor's current and future strategies in the marketplace.
8. List details of any litigation the vendor or any of its subsidiaries or affiliates has had in the
past three (3) years as well as any that are currently in litigation.
9. Provide information on vendor's current clients, including:
• Total number of current clients using this solution.
• A list of government clients with similar needs using similar products and/or services.
• Evidence of successful completion of a project of a similar size and complexity.
10. List at least five (5) references from projects similar in size, application, and scope;
include a brief summary and timeframe of their implementation. Vendor must include a
contact name, position, email address, mailing address, and current phone number for
each reference.
Section II—Approach
1. Provide a proposed work plan detailing all of the tasks and associated timelines. A
complete outline must be provided by the vendor that demonstrates the following
considerations:
• Understanding of the project requirements and deliverables
• Hardware Server requirements (if applicable)
• Technical approach to the project
• Organization and managerial competence
• Work plan and project controls
2. Provide any other innovative and original ideas above and beyond the scope of work that
is requested.
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3. Provide details of any subcontracting arrangements that will come into affect if vendor is
awarded the business outlined in this RFP.
4. Provide information that best illustrates vendor's qualifications and capabilities for
handling the various components of the consulting services. Provide past experience with
similar scope along with past experience with government/municipal entities.
5. Indicate vendor's product release cycle, including details of releases over the past year
and also detail on forward looking releases and major improvements/features within
each release (for the next year).
6. Describe your post-implementation support and duration of support.
7. Indicate compliance with periodic software upgrades providing general feature
enhancements that must be guaranteed to be compatible with whatever system
customization the Vendor makes to the original consulting service deliverables.
8. Elaborate on vendor's implementation process and the approximate time frame for a
successful transition. Indicate the number of staff involved with implementation.
9. Detail training options/plan for successful implementation of the consulting service
deliverables.
10. Indicate if online help is available. Describe or provide a sample of the online help.
Section III—Additional Information
1. Complete the following sections:
- Section 6: Budget& Estimated Pricing
- Section 8: Vendor Certification
-Appendix B: Vendor Response Form in its entirety.
2. Attach information (brochures, white papers, and other marketing material) pertaining to
the product(s)vendor is proposing as part of this RFP.
3. Attach contract template.
4. Vendors who are selected to be on the short list will be required to fill out the"Weld
County Pre-Project Technical Workbook" prior to the final selection process.
6 Budget & Estimated Pricing
All vendors must fill out the following cost breakdown for the implementation of their solution for
Weld County's project as described in this RFP. Costs should be identified as either capital or
non-capital in nature. The vendor must agree to keep these prices valid for six months past the
Submission Deadline for RFP Responses in Section 2.4.
Note: Weld County is tax exempt and no taxes should be included in your proposal.
6.1 Estimated Costs
For all available deployment models, provide a five year cost summary as displayed below.
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Five Year Total Cost Summary
Costs Total Year 1 Year 2 Year 3 Year 4 Year 5
Consulting Services
(Fill out information below if your solution requires additional hardware, software. etc.) _
Hardware
Software Licensing
Third Party Software
(Middleware)
Installation
Integration
Legacy Data Loading
Maintenance
After-hours support costs
Documentation &
Training
Project Management
Miscellaneous
Applicable Discounts
Total:
Consulting Services: Describe and detail out any costs for consulting services that may
need to be provided based on the work outlined.
Hardware: List, describe, and record the cost of each piece of hardware that is required to
optimally run the software.
Software Licensing: List, describe, and record the licensing, implementation, maintenance,
support, and training fees associated with your proposed software.
Third-Party Software (Middleware): List, describe, and record the cost of each piece of
software (including operating systems) that is required to optimally run the software.
Installation: Describe any labor, equipment, supplies, or other costs associated with
installing your proposed software.
Integration: Describe any labor, equipment, supplies, or other costs associated with
integrating the proposed solution into our current architecture and back-end systems.
Legacy Data Loading: Describe any labor, equipment, or other costs associated with
importing legacy data from current systems into the new system.
Maintenance: Describe and cost out any other ongoing costs associated with the operation
and maintenance of the proposed solution.
After-hours Support Costs: List all fees associated with after-hours support, such as
providing support for software upgrades or weekend on-call technical support.
Documentation &Training: List all fees associated with user or technical documentation
and training.
Project Management: List and describe any project management fees associated with the
proposed solution.
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Miscellaneous: List and describe any other costs associated with the proposed software
solution.
Applicable Discounts: List amounts or percentages of discounts that may apply to this
proposal, based on volume, governmental considerations, etc.
7 Additional Terms & Conditions
7.1 Personal Information
7.1.1 General
Depending on the circumstances, Weld County may require information related to the
qualifications and experience of persons who are proposed or available to provide
services. This may include, but is not limited to, resumes, documentation of accreditation,
and/or letters of reference. The vendor should not submit as part of its Response any
information related to the qualifications, experience of persons who are proposed or
available to provide services unless specifically requested. Unless specifically requested,
any such information, whether in the form of resumes or other documentation, will be
returned immediately to the vendor. Weld County will treat this information in accordance
with the provisions of this section.
7.1.2 Requested Personal Information
Any personal information that is requested from each vendor by Weld County shall only
be used to consider the qualified individuals to undertake the project/services and to
confirm that the work performed is consistent with these qualifications. It is the
responsibility of each vendor to obtain the consent of such individuals prior to providing
the information to Weld County. Weld County will consider that the appropriate consents
have been obtained for the disclosure to and use by Weld County of the requested
information for the purposes described.
7.2 Non-Disclosure Agreement
Weld County reserves the right to require any vendor to enter into a non-disclosure
agreement.
7.3 Costs
The RFP does not obligate Weld County to pay for any costs, of any kind whatsoever, which
may be incurred by a vendor or any third parties, in connection with the Response to this
RFP. All Responses and supporting documentation shall become the property of Weld
County, subject to claims of confidentiality in respect of the Response and supporting
documentation.
7.4 Intellectual Property
The vendor should not use any intellectual property of Weld County including, but not limited
to, all logos, registered trademarks, or trade names of Weld County, at any time without the
prior written approval of Weld County, as appropriate.
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7.5 Vendor's Responses
This Request for Proposal, submitted documents/proposals, and any negotiations, when
properly accepted by Weld County, shall constitute a contract equally binding between the
vendor and County. Any and all verbal communications and/or commitments made during
the negotiation process that are deemed agreeable to both parties shall be submitted in
written format and made part of any resulting contract. Not different or additional terms shall
become a part of this contract with the exception of an Amendment.
Any vendor which submits in its proposal to the County any information which is determined
to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified
from consideration.
All accepted Responses shall become the property of Weld County and will not be returned.
The vendor agrees that Weld County is a governmental body for purposes of the Colorado
Open Records Act, and as such, is required to release information in accordance with the
Colorado Open Records Act. Vendor should mark any information that it considers to be
confidential, proprietary, and/or trade secret in their Response with the term
"CONFIDENTIAL." The County agrees to provide notice to vendor in accordance with the
Colorado Open Records Act in the event the County receives a request for information under
the Colorado Open Records Act for information that the vendors has marked as confidential.
Vendors are warned that financial information submitted without detonating as confidential,
proprietary, and/or trade secret may be subject to public disclosure, pursuant to the terms of
the Colorado Open Records Act. Statements that the entire proposal is confidential will not
be honored. Confidential information, proprietary, and/or trade secrets contained in the
proposal so identified shall be treated as confidential by Weld County to the extent allowable
in the Colorado Open Records Act.
a. A written request for confidentiality shall be submitted, by the bidder, with the
proposal response package.
b. The written request will be enclosed in an envelope marked "Request for
Confidentiality".
c. The written request must be accompanied by the information that is requested to be
held confidential. Specific reasoning as to why each element is to remain
confidential, other than recitation of a specific state or federal statute, is required.
d. Confidential/proprietary information must be separated out from the rest of bidder's
response. Co-mingling of confidential/proprietary information and other information is
not acceptable.
e. The IT Contact will make a written determination as to the apparent validity of any
request for confidentiality. In the event the IT Department does not concur with the
bidder's request for confidentiality, the written determination will be sent to the bidder.
Ref. C.R.S. § 24-72-201 et. Seq., as amended, Public(open) Records.
7.6 Governing Law
This RFP and the Vendor's Response shall be governed by United States federal laws,
Colorado state laws, and the Weld County Home Rule Charter.
The successful vendor certifies that it shall comply with the provisions of C.R.S. § 8-17.5-101,
et seq. The successful vendor shall not knowingly employ or contract with an illegal alien to
perform work under the contract or enter into a contract with a subcontractor that fails to
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certify to the successful vendor that the subcontractor shall not knowingly employ or contract
with an illegal alien to perform work under the contract. The successful vendor represents,
warrants, and agrees that it: (a) has verified that it does not employ any illegal aliens, through
participation in the Basic Pilot Employment Verification Program administered by the Social
Security Administration and Department of Homeland Security, and (b)otherwise will comply
with the requirements of C.R.S. § 8-17.5-102(2)(b). The successful vendor shall comply with
all reasonable requests made in the course of an investigation under C.R.S. § 8-17.5-102 by
the Colorado Department of Labor and Employment. If the successful vendor fails to comply
with any requirement of this provision or C.R.S. § 8-17.5-101, et seq., Weld County may
terminate the contract for breach and the successful vendor shall be liable for actual and
consequential damages to Weld County. Except where exempted by federal law and except
as provided in C.R.S. § 24-76.5-103(3), if the successful vendor receives federal or state
funds under the contract, the successful vendor must confirm that any individual natural
person eighteen (18) years of age or older is lawfully present in the United States pursuant to
C.R.S. § 24-76.5-103(4), if such individual applies for public benefits provided under the
contract. If the successful vendor operates as a sole proprietor, it hereby swears or affirms
under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully
present in the United States pursuant to federal law, (b) shall produce one of the forms of
identification required by C.R.S. §24-76.5-101, et seq., and (c) shall produce one of the
forms of identification required by C.R.S. §24-76.5-103 prior to the effective date of the
contract.
The successful vendor shall indemnify and hold harmless Weld County against all claims for
royalties, for patents or suit for infringement thereon, which may be involved in the
manufacture or use of the material to be furnished.
Governmental Immunity: No term or condition of the 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.
Independent Contractor The successful vendor shall perform its duties hereunder as an
independent contractor and not as an employee. He or she shall be solely responsible for its
acts and those of its agents and employees for all acts performed pursuant to the contract.
Neither the successful vendor nor any agent or employee thereof shall be deemed to be an
agent or employee of Weld County. The successful vendor and its employees and agents
are not entitled to unemployment insurance or workers' compensation benefits through Weld
County and Weld County shall not pay for or otherwise provide such coverage for the
successful bidder or any of its agents or employees. Unemployment insurance benefits will
be available to the successful vendor and its employees and agents only if such coverage is
made available by the successful vendor or a third party. The successful vendor shall pay
when due all applicable employment taxes and income taxes and local head taxes (if
applicable) incurred pursuant to the contract. The successful vendor shall not have
authorization, express or implied, to bind Weld County to any agreement, liability or
understanding, except as expressly set forth in the contract. The successful vendor shall
have the following responsibilities with regard to workers' compensation and unemployment
compensation insurance matters: (a) provide and keep in force workers' compensation and
unemployment compensation insurance in the amounts required by law, and (b) provide
proof thereof when requested to do so by Weld County.
Compliance with Law: The successful vendor 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.
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Choice of Law: Colorado law, and rules and regulations established pursuant thereto, shall
be applied in the interpretation, execution, and enforcement of the contract. Any provision
included or incorporated herein by reference which conflicts with said laws, rules and/or
regulations shall be null and void.
Binding Arbitration Prohibited: Weld County does not agree to binding arbitration by any
extra-judicial body or person. Any provision to the contrary in the contract or incorporated
herein by reference shall be null and void.
No Third Party Beneficiary Enforcement: It is expressly understood and agreed that the
enforcement of the terms and conditions of the contract, and all rights of action relating to
such enforcement, shall be strictly reserved to the undersigned parties and nothing in the
contract shall give or allow any claim or right of action whatsoever by any other person not
included in the contract. It is the express intention of the undersigned parties that any entity
other than the undersigned parties receiving services or benefits under the contract shall be
an incidental beneficiary only.
Attorneys Fees/Legal Costs: In the event of a dispute between Weld County and the
successful vendor, concerning the contract, the parties agree that Weld County shall not be
liable to or responsible for the payment of attorney fees and/or legal costs incurred by or on
behalf of the successful vendor.
Disadvantaged Business Enterprises: Weld County assures that disadvantaged business
enterprises will be afforded full opportunity to submit responses to all invitations and will not
be discriminated against on the grounds of race, color, national origin, sex, age, or disability
in consideration for an award.
7.7 Insurance Requirements
General Requirements: Contractors/Contract Professionals must secure, at or before the time
of execution of any agreement or commencement of any work, the following insurance
covering all operations, goods or services provided pursuant to this request.
Contractors/Contract Professionals shall keep the required insurance coverage in force at all
times during the term of the Agreement, or any extension thereof, during any warranty period,
and for three (3) years after termination of the Agreement. The required insurance shall be
underwritten by an insurer licensed to do business in Colorado and rated by A.M. Best
Company as "A"VIII or better. Each policy shall contain a valid provision or endorsement
stating "Should any of the above-described policies by canceled or should any coverage be
reduced before the expiration date thereof, the issuing company shall send written notice to
the Weld County Director of General Services by certified mail, return receipt requested.
Such written notice shall be sent thirty (30) days prior to such cancellation or reduction unless
due to non-payment of premiums for which notice shall be sent ten (10) days prior. If any
policy is in excess of a deductible or self-insured retention, County must be notified by the
Contractor/Contract Professional. Contractor/Contract Professional shall be responsible for
the payment of any deductible or self-insured retention. County reserves the right to require
Contractor/Contract Professional to provide a bond, at no cost to County, in the amount of the
deductible or self-insured retention to guarantee payment of claims. The insurance coverages
specified in this Agreement are the minimum requirements, and these requirements do not
decrease or limit the liability of Contractor/Contract Professional. Contractor/Contract
Professional shall maintain, at its own expense, any additional kinds or amounts of insurance
that it may deem necessary to cover its obligations and liabilities under this Agreement.
Types of Insurance: Contractor/Contract Professional shall obtain, and maintain at all times
during the term of any Agreement, insurance in the following kinds and amounts:
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a. Workers' Compensation Insurance as required by state statute, and Employer's Liability
Insurance covering all of Contractor's Contract Professional's employees acting within the
course and scope of their employment.
b. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93
or equivalent, covering premises operations, fire damage, independent Contractors, products
and completed operations, blanket contractual liability, personal injury, and advertising
liability with minimum limits as follows:
$1,000,000 each occurrence;
$2,000,000 general aggregate;
Hi. $2,000,000 products and completed operations aggregate;
iv. $50,000 any one fire; and
v. $500,000 errors and omissions.
c. Automobile Liability: Contractor/Contract Professional shall maintain limits of$1,000,000
for bodily injury per person, $1,000,000 for bodily injury for each accident, and
$1,000,000 for property damage applicable to all vehicles operating both on County
property and elsewhere.
d. Professional Liability: Contract Professional shall maintain limits of$1,000,000 for each
claim, and $2,000,000 aggregate limit for all claims
e. Additional Provisions:
Policies for all general liability, excess/umbrella liability, liquor liability and pollution
liability must provide the following:
If any aggregate limit is reduce by twenty-five percent(25%) or more by paid or
reserved claims, Contractor shall notify County within ten (10) days and reinstate the
aggregates required;
Unlimited defense costs in excess of policy limits;
Hi. Contractual liability covering the indemnification provisions of this Agreement;
iv. A severability of interests provision;
v. Waiver of exclusion for lawsuits by one insured against another;
vi. A provision that coverage is primary; and
vii. A provision that coverage is non-contributory with other coverage or self-
insurance provided by County.
For all general liability, excess/umbrella liability, liquor liability, pollution liability and
professional liability policies, if the policy is a claims-made policy, the retroactive date must
be on or before the contract date or the first date when any goods or services were provided
to County, whichever is earlier.
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Contractors/Contract Professionals shall secure and deliver to County's Risk Administrator
("Administrator") at or before the time of execution of this Agreement, and shall keep in force
at all times during the term of the Agreement as the same may be extended as herein
provided, a commercial general liability insurance policy, including public liability and property
damage, in form and company acceptable to and approved by said Administrator, covering all
operations hereunder set forth in the related Request for Proposal.
Proof of Insurance: County reserves the right to require Contractor/Contract Professional to
provide a certificate of insurance, a policy, or other proof of insurance as required by the
County's Risk Administrator in his sole discretion.
Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability,
liquor liability, and inland marine, Contractor/Contract Professional's insurer shall name
County as an additional insured.
Waiver of Subrogation: For all coverages, Contractor/Contract Professional's insurer shall
waive subrogation rights against County.
Subcontractors: All subcontractors, subcontractors, independent contractors, sub-vendors,
suppliers or other entities providing goods or services required by this Agreement shall be
subject to all of the requirements herein and shall procure and maintain the same coverages
required of Contractor/Contract Professional. Contractor/Contract Professional shall include
all such subcontractors, independent contractors, sub-vendors suppliers or other entities as
insureds under its policies or shall ensure that all subcontractors maintain the required
coverages. Contractor/Contract Professional agrees to provide proof of insurance for all such
subcontractors, independent contractors, sub-vendors suppliers or other entities upon
request by the County.
7.8 No Liability
Weld County shall not be liable to any vendor, person, or entity for any losses, expenses,
costs, claims, or damages of any kind:
• Arising out of, by reason of, or attributable to, the vendor responding to this RFP; or
• As a result of the use of any information, error, or omission contained in this RFP
document or provided during the RFP process.
7.9 Entire RFP
This RFP, any addendum to it, and any attached Appendices, constitute the entire RFP.
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8 Vendor Certification
This certification attests to the vendor's awareness and agreement to the content of this RFP and
all accompanying calendar schedules and provisions contained herein.
The vendor must ensure that the following certificate is duly completed and correctly executed by
an authorized officer of your company.
This proposal is submitted in response to RFP# B1400109 issued by Weld County. The
undersigned is a duly authorized officer, hereby certifies that:
(Vendor Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms,
conditions, and provisions of the referenced RFP and any addendum thereto in the event of an
award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a
period of 6 months as of 6/27/2014.
The undersigned further certify that their firm (check one):
❑ is
❑ IS NOT
currently debarred, suspended, or proposed for debarment by any federal entity. The
undersigned agree to notify Weld County of any change in this status, should one occur, until
such time as an award has been made under this procurement action.
Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:
Name: Title:
Signature: Date:
Name: Title:
Signature: Date:
Signature of Authorized Officer:
Name: Title:
Signature: Date:
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Appendix A: Notice of Intention
NOTICE OF INTENTION
REQUEST FOR PROPOSAL
RFP# B1400109/WELD-2013-9
From:
[VENDOR ORGANIZATION NAME]
[AUTHORIZED REPRESENTATIVE]
[TELEPHONE NO.]
[FAX NO.]
[E-MAIL]
[VENDOR ORGANIZATION NAME] intends to respond to Weld County Request for Proposal#
B1400109.
TO: Weld County Dept.of Information Technology
ATTN: Mary Truslow
RFP# B1400109/WELD-2013-9
1401 N. 17th Ave
Greeley, CO 80631
FAX Number: 970-304-6572
Email: mtruslow@co.weld.co.us
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Appendix B: Vendor Response Form
Complete the attached spreadsheet in its entirety.
B1400109 Accela
Responseidsx
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MEMORANDUM
TO: Esther Gesick, Clerk to the Board July 24, 2014
)
1 _ r ' - 1
ra.r FROM: Ryan Rose, Chief Information Officer
r
.GP_Q N.--t:( SUBJECT: B1400109, Accela Configuration
BOCC Approval Date: July 28, 2014
Bids were received and opened on July 8, 2014 for the Accela Configuration RFP. Two
(2) bids were received ranging from $98,100.00 to $132,135.00. 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. Truepoint Solutions out of Loomis, CA scored the highest in our
evaluation of the RFP responses and is also the lowest bid. Truepoint has worked with
Weld County before and is familiar with our current setup and configuration of Accela.
With the above information, I recommend the board award the Accela Configuration
RFP to Truepoint Solutions for a total amount of$98,100.00.
7 /a8 O9O/4 0209/
=ToOoa
RFP ScoreCard
Accela
Configuration
y mg my
Enhancements
of J CO CO CO
' 44 2 ' ";*
m •y c
e / 0,e e l i
Total Coe of Proposed Solution
598,100 $132,135
Annual Maintenance Co* $0 $0
RFP Evaluation Scores
Qualifications: 10 6 5
Financial Viability 3 3
References 3 2
Industry Experience&Strategy 3 3
Support 15 9 6
Technical Support hourslstaff 3 2
Work Plan(submitted with RFP) 3 2
System Capabilities 50 45 24
Cost 25 15 10
Initial Cost 3 2
Maintenance Cost 0 0
WELD COUNTY Dept. of Information Technology
/✓
er 1401 North 17th Avenue, Greeley CO 80631
E-mail: cgessner(o�co.weld.co.us
Phone: (970) 304-6570, Ext. 2532
L� I' Fax: (970) 304-6572
COUNTY
DATE OF BID: July 8, 2014
REQUEST FOR: Accela Configuration Consulting Services
DEPARTMENT: INFORMATION TECHNOLOGY on behalf of Planning/Building and Environmental
Health
BID NO: #B1400109
PRESENT DATE: July 14, 2014
APPROVAL DATE: July 28, 2014
Vendor Name Number of Hours Total Bid Amount
Address
Truepoint Solutions 644 hours $98,100.00
3262 Penryn Rd Ste. 100-B
Loomis, CA 95650
Woolpert Fixed Bid $132,135.00
116 Inverness Dr. E Ste.105
Englewood, CO 80112
** Bids are being reviewed at this time by dept.**
2014-2091
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