HomeMy WebLinkAbout20143715.tiff RESOLUTION
RE: APPROVE STATEMENT OF WORK FOR CONTRACT MANAGEMENT SOLUTION
IMPLEMENTATION AND AUTHORIZE CHAIR TO SIGN - DATABANK
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Statement of Work for Contract
Management Solution Implementation between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Department of
Information Technology, and Databank, commencing upon full execution of signatures, with
further terms and conditions being as stated in said statement of work, and
WHEREAS, after review, the Board deems it advisable to approve said statement of work,
a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Statement of Work for Contract Management Solution Implementation
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Information Technology, and
Databank, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said statement of work.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 1st day of December, A.D., 2014.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: C (�yt_- i stC ;tkjm2 &r
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Weld County Clerk to the Board I
Ir.•La EXCUSED
arbara Kirkmeyer, Pro-Tem
BY:
D ty Clerk to he B
an P. Conway
APPROVED AS TO FORM: <UN
i Mike Freeman
County Attorney
iam . Garcia
Date of signature:
1 2014-3715
C C :S-hvt+ 2q 110002
MEMORANDUM
•� '- TO: Weld County BOCC November 24, 2014
9 I r -
_ �
.„r, i FROM: Ryan Rose, Chief Information Officer
SUBJECT: DataBank Contract Management System
Weld County IT is requesting approval to proceed with the attached SOW from DataBank for the
second and final phase of the Contract Management System implementation for Weld County.
Weld County IT, working with other Weld departments and the BOCC has reviewed several
systems, including attending open vendor presentation at the University of Northern Colorado.
During this discovery phase, it was determined that Weld County can leverage an existing Weld
IT system (software and hardware)for the Contract Management System which equates to large
cost savings for the County.
The total approved budget for this project is$50,000. The Discovery Phase (phase I) is complete,
with a spent amount of about$15,000. We now request the BOCC approve the Contract
Management Solution Implementation final phase which is estimated at $30,000.00. DataBank
has included in the final phase SOW a not to exceed of$30,000.00. Weld IT anticipates the
remaining $5,000.00 will be used for additional licenses needed to leverage the existing Weld
system.
2014-3715
DataBan ®
STATEMENT OF WORK
WELD COUNTY
CONTRACT MANAGEMENT SOLUTION IMPLEMENTATION
11/24/2014
Prepared by:
DataBank IMX
www.databankimx.com
Statement of Work DataBank-
Table of Contents
VERSION CONTROL 1
DOCUMENT ATTRIBUTES 1
REVISION HISTORY 1
MCI CHART 1
INTRODUCTION/OVERVIEW 2
OBJECTIVE 2
SCOPE OF SERVICES 2
DELIVERABLES BREAKDOWN 3
PRICING BREAKDOWN 4
SOFTWARE/MAINTENANCE 4
PROFESSIONAL SERVICES FEES(ESTIMATE)—TIME AND MATERIALS 4
TOTALS 4
GENERAL POLICY FOR EXPENSES 4
•
OVERTIME POLICY 5
PREREQUISITES 5
SERVICES RENDERED AND TIMELINE ESTIMATION S
COMPENSATION AND PAYMENT SCHEDULE 5
PROJECT ASSUMPTIONS 5
REQUIRED DOCUMENTATION 5
PRE-DEPLOYMENT 6
DEPLOYMENT 6
PROJECT MANAGEMENT 7
SUPPORT PROCESSES 7
ONBASE SUPPORT PROCESS AT WELD COUNTY 7
BINDING AFFECTS AND AGREEMENTS 8
•
•
•
ACCEPTANCE OF SOW 8
APPENDIX A—WORK ACCEPTANCE FORM 9
•
•
•
DataBank MAX Confidential
Statement of Work DataBank-
Version Control
Document Attributes
Document Name Statement of Work
Document Identifier 4575
Publish Date 11.24.2014
Current Revision Number 0.2
Revision History
Verb Responsibility
Number Date (Author) be#e4ptfan
0.1 11.19.2014 Tim Nelson Initial draft
0.2 11.24.2014 Dan Schultz Updated SOW with final SDD content.
Added post go-live support content.
Added"not to exceeds clause with T&M content.
RACI Chart
Name Position • R A S C I
Jason Engen DataBank—Sales Director,Central Region X X
Jason Glover DataBank—Director of Professional Services,North Region X X
Tim Nelson DataBank—Bid Manager X X
Dan Schultz DataBank—Solutions Consultant X X
Ryan Rose Weld County-CIO _ X X X
Column Key • --Authorize:This individual has ultimate signing authority for any changes to the
document and will be responsible for signing the Master Agreement
R—Responsible:Person responsible for creating this document.
A—Accountable:Person accountable for accuracy of this document.
S—Supports:Individuals providing supporting services in the production of this document.
C—Consulted: Individuals providing input(interviewee,etc.).
I—Informed:Individuals who must be informed of any changes.
DataBank IMX 11/19/2014 2:46 PM 1
Statement of Work DataBank'.
Introduction/Overview
Weld County(hereinafter"Customer")is seeking to implement a Contract Management Solution the existing
OnBase Document Management System. The scope of work and associated costs in this SOW are based on the
information documented in the FSD upon completion of Discovery.
Customer is leveraging DataBank(hereinafter"Vendor")to implement and support the solution.
Objective
The objective of this document is to present the project scope,deliverables,assumptions,and professional
service estimates for implementing the solution at Customer. It will also serve to solicit approval from
Customer to move ahead with the described activities upon receipt of a signed copy.
During the Implementation process,Weld County staff and Databank staff will work together to manage
project scope,assumptions,and Professional Services estimates so as not to exceed the remaining Weld
County Services Budget of$30,000.
Scope of Services
The scope of this project is limited to planning,development,testing,and training,and production deployment
activities associated with the implementation of this project. Installation and/or configuration of OnBase
components that are not listed in the quote will require an approved change order.
The scope of this initiative will be limited to the following activities:
AetheSy Description
Solution Development • Basic OnBase Configuration
o Document type group(1)
o Document types(6)
o Keywords(45)
o Security
o User groups
o Custom queries(9)
o AD configuration (new App Pool)
• Form Configuration
o Contract Form
o Contract Review Checklist Form
o CA Assignment Form
o Seeder Form
• Workflow Configuration
o Contract Creation LifeCycle
o Contract Execution LifeCycles
• Departmental Review
• Legal Review
• Contract Approval
• BOCC Signoff
o Contract Maintenance LifeCycle
• Renewals and Expirations Monitoring
DataBank IMX 11/19/2014 2:46 PM 2
Statement of Work DataBank'
I Activity 1 Description
• Status Overview and Reporting
• Data/Document Retrieval
o Configuration/technical documentation associated with the
application will be provided.
Testing • Unit Testing
• UAT Assistance
• Final Testing and Enhancement Development,if needed
Training • Create training documentation
• Train the trainer
Production Deployment • Migration of Solution to Production
• Onsite go-live support
• Post-implementation support will be covered through standard
DataBank Support(the National Support Contact Guide will be
provided and reviewed with Weld County prior to go live).
Project Management !! Project management activities such as status meetings, budget reports,
and change management will be handled by DataBank.
The following items have been discussed but are considered out of scope for this project:
Activity 1 Description
WorkView The Contract Management Solution is based on a WorkView based
solution demoed by Scott Overby and will be modified and implemented
to work with Weld County's current OnBase system without WorkView.
Foldering Foldering—a File Cabinet Directory Structure will be set-up per the SDD.
Data Conversion Work outlined in this SOW does not include data conversion from existing
or legacy systems to OnBase. Out of scope items would include, but not
limited to: data related to integration,content stored in other
repositories,etc. If this is desired,an approved change order will be
required.
Custom Interfaces Standard OnBase interfaces will be leveraged for this project.
Customized web front-ends, applications,or web services are not in scope
and will require an approved change order.
Integrations Banner"integration"will be handled via a data or flat-file import.
Any other application integrations with OnBase will require a change
order.
Activities not listed Activities not listed in the in scope statement will require a change order.
Deliverables Breakdown
Provide a breakdown of the services to be provided as part of the SOW.
DataBank IMX 11/19/2014 2:46 PM 3
Statement of Work DataBanko
Pricing Breakdown
Software/Maintenance
Annual Maintenance 20%(for proposed licensing)
I Estimated Total: $ 0.00
Professional Services Fees(Estimate)—Time and Materials
The following is a summary of the estimated costs for professional services by project stage. The services
provided under this SOW will be delivered on a time and materials basis not to exceed$30,000. DataBank
shall invoice the Customer monthly for services performed.
Estimated Travel and Total PS
Phase Hours Rate Expenses Estimate
Development 44.0 $205.00 $0.00 $9,020.00
Testing 24.0 $205.00 $520.00 $5,440.00
Training 16.0 $205.00 $1,185.00 $4,465.00
Production Deployment 24.0 $205.00 $1,705.00 $6,625.00
Project Management 20.0 $205.00 $0.00 $4,100.00
Grand Total 128.0 $0.00 $3,410.00 $29,650.00
All estimates of fees or time required to complete the project are provided for convenience only and are
approximations of the anticipated amount of time needed to complete the project. Customer will be invoiced
based on the amount of time actually required to complete the project. Vendor will bill monthly for services
performed.
It is important to note that scope can change throughout the lifecycle of a project, requiring the use of
DataBank's change order process. Customer should plan on some degree of scope change for internal budget
planning purposes.
Totals
Software/Maintenance $ 0.00
Professional Services $ 29,650.00
Estimated Total: $ 29,650.00
General Policy for Expenses
Charges associated with travel time to the Weld County site(s)are invoiced as a trip charge(s). The trip
charge(s)for this project are:
Mpls, MN to Greeley,CO(Round trip travel time): $628.00
Other recoverable expenses include the following:
DataBank IMX 11/19/2014 2:46 PM 4
Statement of Work DataBank-
Airfare $200.00
Parking(per day) $15.00
Hotel(per night) $140.00
Meals(per diem) $45.00
Car Rental(per day) $60.00
NOTE:Trip charge does not include other recoverable expenses including:airfare,lodging,meals,car rental,
parking,etc. Trip charges and recoverable expenses may be charged for last-minute cancellations of
appointments.
Overtime Policy
Professional Services are considered overtime if they belong to one of the following situations:
1) Work is being performed in the same time zone as DataBank Headquarters(CST)and the work falls
outside of the standard business hours(Monday—Friday,8:00 AM-5:00 PM).
2) Work is being performed in a different time zone other than that of DataBank Headquarters(CST)and
the work falls outside the hours of(Monday—Friday,8:00 AM-5:00 PM)in said time zone.
In certain circumstances,DataBank will perform work outside of normal business hours. Data Bank will only
charge an overtime premium when Customer has requested that work be performed outside of standard
business hours(see above for location and/or hours details). Overtime rates are billed at 1.50 times the
quoted services rate.
Prerequisites
1. Purchase Orders in place for minimum Discovery Services
2. Signed Statement of Work
Services Rendered and Timeline Estimation
The parties agree that any services described in this SOW that have been performed prior to the execution of
this SOW by the parties nevertheless shall be covered by all terms and conditions of this SOW.
Compensation and Payment Schedule
Vendor will charge and bill services fees to Customer for the deployment services provided under this SOW in
the following manner:
1. Time and Materials will be billed every two weeks
2. Milestone payments will be billed upon delivery of the milestone
3. Block Time will be deducted debited against existing
Project Assumptions
After the purchase order has been received, the vendor will follow a standardized set of procedural,
deployment, and r
project management business processes. These defined project processes and assumptions
will expose the Customer to the Vendor's proven methods to a successful deployment. These processes will
also help define specific Vendor/Customer responsibilities in order to minimize project confusion as defined
below:
Required Documentation
1. A formal purchase order is received by Vendor prior to scheduling development and deployment.
DataBank IMX 11/19/2014 2:46 PM 5
Statement of Work DataBank-
2. A signed Solution Design Document is received by Vendor prior to scheduling development and
deployment.
3. If applicable,a Pre-Installation form is completed in full prior to deployment.
Pre-Deployment
1. A project kick-off meeting has been held with all applicable project members prior to commencing of
implementation activities.
2. All applicable System Servers are installed,tested,and properly working prior to deployment.
3. All applicable Operating Software is installed,tested,and working properly prior to deployment.
4. All applicable OnBase Software is downloaded and placed in a directory on the server(s)it will be
installed on.
5. A network account with full administrative rights to the network and hard ware is set up and made
available to the Vendor for both onsite and remote work.
6. Customer will provide project staff with access to all printed and electronic information relevant to this
project at the beginning of the project.
7. An up-to-date test environment that closely resembles the production environment is in place prior to
deployment. If the customer chooses not to establish a test environment,they understand that the
system/solution will be deployed into their production environment.
Deployment
1. Remote access is established and made available to Vendor during the deployment process.
2. Vendor will deploy the solution as agreed upon in the formal Solution Design Document.
3. Vendor will deploy the solution in the customer test environment,unless agreed upon by both parties
prior to deployment.
4. Vendor will test the system to assure that it performs within the project requirements prior to training.
5. Vendor will provide a solution Performance Validation demonstration prior to formal training.Any
issues or project gaps must be identified and documented at that time. Issues not identified as part of
the Solution Design Document will be subject to a formal Change Order process,which may result in
schedule changes and/or additional charges.
6. Vendor will train customer personnel as defined in the Solution Design Document.
7. Customer Test system will reflect permissions,system restrictions,user accounts,etc. identical to
those implemented in the production environment.
8. Customer will test the deployed solution as defined within the Solution Design Document.Vendor will
provide formal testing support as defined in the Solution Design Document.
9. Customer will document all issues/change requests as part of the testing process.Vendor will only
make changes during the testing process for issues that affect system performance.All other changes
will be made as a single effort upon completion of testing by the customer.
10. Vendor will deploy the system into production once it is accepted by the customer as functioning per
the Solution Design Document and any negotiated Change Orders.
11. Vendor will provide up to 1 day of Go-Live support once the system is put into production.This
support will be via remote access unless other requirements are agreed upon by both parties prior to
acceptance of the Solution Design Document. Additional Go-Live requirements,if needed,are subject
to applicable Project Management fees. Any issues arising after Go-Live will be handled via DataBank's
National Support(contact guide provided).
12. Vendor assumes Customer is current on software maintenance,thus being eligible to receive the
upgrade software per the OnBase maintenance agreement. If Customer is not current on software
maintenance,they must work with their DataBank account manager to resolve.
13. Vendor assumes no liability or responsibility for any changes made in the production environment that
are not made by a DataBank employee.
DataBank IMX 11/19/2014 2:46 PM 6
pp �
Statement of Work DataBanle
14. Customer has up to 30 days from the Go-Live date to"Accept"the deployed solution.In the absence
of documented exceptions or a signed Work Acceptance document,the solution will be deemed
accepted 30-days subsequent to delivery of the Acceptance document. Any issues not identified
within 30 days will be treated as Support Issues and fall under the Vendor Hardware/Software
Maintenance agreement terms and conditions.
15. Software Manufacturers occasionally publish a schedule that indicates which versions or functionality
is no longer supported or being phased into an end-of-life status. DataBank assumes that the
Customer is taking responsibility for monitoring such end-of-life,deprecation,or sunset schedules and
taking necessary precautions. If DataBank encounters a condition in the course of its project work that
requires action or modification to resolve such an issue,it may result in a change order.
Project Management
1. Vendor will assign the appropriate resources in order to meet all milestones/requirements as defined
within the Solution Design Document.
2. Customer will assign applicable resources in order to meet all milestones/requirements as defined in
the Solution Design Document.
3. Vendor will manage/schedule its own resources as part of the deployment process.
4. Customer will manage/schedule its own resources as part of the deployment process.
5. Vendor will attend up to 1 Project Status meeting per week during the deployment process.
Attendance will be via remote conference call unless other requirements are agreed upon by both
parties prior to acceptance of the Solution Design Document.Additional Project Status requirements
are subject to applicable Project Management fees.
6. Formal Change Orders will be utilized for all scope changes not specifically stated in the in-scope
section of this document.This includes billable and un-billable project changes. Purchase Orders will
be required for all mutually agreed upon billable changes.
7. Any Change Orders that are agreed upon during the deployment phase can affect the project schedule.
The Project Schedule will be updated and approved by the customer as part of the Change Order
Process.
8. Vendor will update the Project Schedule throughout the project duration as necessary adjustments are
identified and agreed upon by both parties.
Support Processes
Pending the formal Support Agreement between Weld County, DataBank and Northwoods that will be signed
and in place before Contract Management go live,the joint OnBase support process of that agreement is:
onBase Support Process at Weld County
▪ End user reports an issue through normal internal channels for OnBase support
• Issue is resolved via internal resources,or
o Issue is escalated to appropriate team (NCP or DataBank)depending on source of issue
• Northwood's Supports(Human Services)
• DataBank Supports ("Contract Management solution")
o Issue addressed using standard support resources/processes for that team
• Other parties(NCP or DataBank)support team is copied on all correspondence
o Infrastructure related support(IT focused)will be addressed by NCP until at which time the
Departments utilizing OnBase via DataBank solutions outweigh the Human Services
deployment and it becomes logical for databank to address.
• There will be no additional maintenance fees required by Weld for standard OnBase support. NCP&
DataBank will work out a shared fee program that is reviewed and adjusted annually.
DataBank IMX 11/19/2014 2:46 PM 7
Statement of Work DataBank®
Binding Affects and Agreements
This SOW shall be binding upon and shall inure to the benefit of the parties and their respective successors and
permitted assigns.Neither party may assign its rights or obligations under this SOW, in whole or in part,to any
other person or entity without the prior written consent of the other party.Any change in control resulting
from an acquisition,merger or otherwise shall constitute an assignment under the terms of this provision.Any
assignment made without compliance with the provisions of this section shall be null and void and of no force
or effect.
Acceptance of SOW
This SOW represents Vendor's offer to perform the project on the terms set forth herein;and this offer shall
be accepted only upon Customer signing and delivering this SOW to Vendor within 30 days from the date of
this document(the"Acceptance Deadline").Vendor may withdraw this offer at any time prior to acceptance
by Customer. In any event,this offer shall be void,and shall for all purposes be deemed to have been
withdrawn by Vendor,if this offer is not accepted,in the manner provided above,by Customer on or before
the Acceptance Deadline.
For purposes of this SOW,a signed copy delivered by facsimile or electronically shall be treated by the parties
as an original of this SOW and shall be given the same force and effect.
IN WITNESS WHEREOF,the parties have duly executed this Agreement as of the date first stated above.
NAME OF CONTRACTOR Databank
Lnimakaned. W
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lAitAtt
B f6TEINTERSON SIGNING
Regional sales Director
POSITION OF PERSON SIGNING
ATTEST: df (j'. BOARD OF COUNTY COMMISSIONERS
Weld County Clerk to the"'` t>Il:a La WELD COUNTY, COL.: !O
BY: I,:12 i�� _ •� r►_,.,,
Deputy Clerk to the t s o:�"
P V � s � �' Douglas R. :emacher, Ch.'r DEC 0 1 2014
APPROVED AS TO FUN' c ®i ,t D AS T BS •
Controller of Information Officer
APPROVED AS TO FORM: N
Director of General Services
County Attorney
DataBank IMX 11/19/2014 2:46 PM 8
1Dl4t 371 5-
Statement of Work DataBank*
Appendix A—Work Acceptance Form
Date Submitted /_/_
Company:
Project Name
Deliverable/Milestone
Exceptions:
o Accept Deliverable
o Decline Deliverable
Comments/Reason:
Company Name("Customer")
Project Sponsor Name(Print)
Project Sponsor Signature Date
DataBank IMX 11/19/2014 2:46 PM 9
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