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Home My WebLink AboutC11-005 Colorado CustomWare, Inc. (CCI) Master License, Services, Support Agrement • Master License, Services, and Support Agreement This Agreement, entered into as of this 22rd day of understanding that reasonable variations will be December, 2010, by and between Eagle County, approved by the JURISDICTION. The System is State of Colorado (hereinafter referred to as composed of the software, accompanying "JURISDICTION "), and Colorado CustomWare, Inc., documentation, and services as set forth in additional doing business at 1109 Oak Park Drive, Fort Collins, exhibits attached to this agreement. CO 80525 (hereinafter referred to as "CONTRACTOR "). 3.2. Standard Software "Standard Software" means executable applications 1. Identity of Parties or system software products, which are purchased in COLORADO CUSTOMWARE, INC., an "off- the - shelf" manner without modification to the ( "CONTRACTOR ") is a Corporation duly and validly source code of the application. "Standard Software" existing in good standing under the laws of the State shall include products such as the non - proprietary of Colorado, and is duly qualified to own its operating systems, and any substitute or additional properties and conduct its business. applications or operating systems consistent with meeting or exceeding the functionality as stated in Eagle County ( "JURISDICTION ") "is a political CONTRACTOR's Response, which may be acquired subdivision of the state of Colorado and is duly by JURISDICTION from CONTRACTOR. Standard qualified to own its properties and perform county Software may require extensive modification and functions." configuration at levels other than the source code level prior to its use in business applications. 2. Structure of Agreement This Agreement is awarded by JURISDICTION to 3.3. Custom Software CONTRACTOR, pursuant to its selection as the "Custom Software" means application products, which successful vendor to replace a JURISDICTION are modified in a material way at the source code level owned computerized system with CONTRACTOR'S prior to their normal use by the JURISDICTION. COMPUTER TAX COLLECTIONS SYSTEM ( "The System ") 3.4. Services "Services" means the labor performed by CONTRACTOR's Colorado Requirements CONTRACTOR and any substitute or additional Document (Exhibit B) and the Price Proposal (Exhibit services, consistent with meeting, or exceeding the A) and all notices and specifications are incorporated CONTRACTOR's representations as stated in herein by reference and shall hereafter be referred to CONTRACTOR's Response. COLORADO as "Response." CUSTOMWARE, INC. shall be the Prime Contractor under this Agreement with respect to all services, The parties are entering into this Agreement, which software products and the application software set provides for the initial acquisition of license fees, and forth in Exhibit B. CONTRACTOR shall remain solely support of The System by CONTRACTOR. This will responsible for all performance under this Agreement be known as the implementation phase of the Scope with respect to all services as set forth in Exhibit B. of Services. Once the implementation phase is complete, the parties will commence with continued Contractor's address is: annual maintenance support of The System by Colorado CustomWare, Inc. COLORADO CUSTOMWARE, INC., at the cost 1109 Oak Park Drive quoted by Contractor in Exhibit A, "CONTRACTOR'S Fort Collins, CO 80525 Price Proposal ". Annual maintenance and support Phone: (970) 212 -4001 commences at the first anniversary of the system Toll free: (800) 806 -7896 install. FAX: (970) 223 -4204 3. Definitions 4. Scope of Services 3.1. The System CONTRACTOR will provide The System within the The subject matter of this Agreement is a projected time frame as set forth in COMPUTER TAX COLLECTIONS SYSTEM ( "The CONTRACTOR's Implementation Plan. All System ") to be provided by CONTRACTOR. The deviations will be managed through a formal change System is a complete and fully operational TAX management process. COLLECTIONS system that conforms to all standards and requirements set forth in the CONTRACTOR will provide all personnel and labor, Response Document (Exhibit B), within the projected Software, Documentation, Services, and time frame as set forth in CONTRACTOR's Deliverables required to install and fully implement Implementation Plan (Exhibit C), with the the System in accordance with the CONTRACTOR's C)1 ( —' (LT Colorado CustomWare Inc. 1 of 13 Confidential & Proprietary Master Lic nse, Services, and Support Agreement CC agreement in xhibit B at no additional cost to the penalty at the end of the term for which those funds JURISDICTION beyond the attached Price Proposal. are appropriated. Termination will be handled in the manner specified in Section 20.1, "Termination by It is the intent f the parties that The System will CONTRACTOR for Default ". operate in co pliance with Colorado statutes. Contractor sh II provide, at no cost to This Section 5 serves to control any and all other JURISDICTI N additional to the costs in Exhibit A, provisions of the Agreement. (the Price Pro osal), any Labor, Software, Documentati , and Services additional to or 6. Term of Agreement different from hose set forth in the Exhibit B that The term of Agreement shall be through the may be required to fulfill this intent, with the performance term of the contract, and will terminate exception of greed -upon change orders. upon final payment by Jurisdiction, unless otherwise extended pursuant to paragraph 10.3. 4.1 Time is of the essence CONTRACTOR acknowledges and agrees that time 7. Compensation is of the essence with respect to its performance of Payment under this Agreement shall be as follows: this Contract Ond completion of the Project. See Exhibit A "Price Proposal/Payment Schedule" In the event that either art is unable to perform an P Y P any of its obligations under this Contract, or to enjoy any CONTRACTOR agrees to provide the of its benefits, because of natural disaster, any act of JURISDICTION all software, services, and any God, war, civi, disturbance, (hereinafter referred to materials required for the installation and as a "Force ajeure Event "), the party that has been implementation of The System, and support and so affected s all immediately give notice to the other maintenance. party and sha I exercise every commercially reasonable a ort to resume performance. 8. Accounting and Payment for CONTRACTOR CONTRACT R shall not be in default if any event of Services default as proivided herein is the result of a Force Majeure Event and its occurrence is without the fault Each party's "Contract Administrators" under this or negligence of CONTRACTOR. The Agreement shall be: JURISDICTION shall not be liable to CONTRACTOR for any failurel to perform any of its obligations under For tile JURISDICTIO: / the Contract if such failure is the result of a Force pLDT L c !p Majeure Evert. For the CONTRACTOR: 4.2 Final Pa ent Lori Burge Final paymen will be billable when JURISDICTION has validated that software is in a production -ready Each party may change its designated Contract state. A prod ction -ready state is when the system Administrator by serving written notice of such is ready for u e, including unmodified and /or change, that notice being signed by the current modified so are, as per CCI's scope of services. Contract Administrator or Contracting Officer, and Production re diness is not dependent on the delivering such notice to the other party. readiness of e jurisdiction to use the software, e.g., readiness of omponents by third parties, hardware Each party's "Contracting Officer" under this or network re diness, etc. Final payment will be paid Agreement shall be the individual or official who according to xhibit A. executes this Agreement or that individual's or official's designee. 5. Certifica ion of Funds / Budget and Fiscal Provisions CONTRACTOR invoices are due and payable in full This Agreem nt is subject to the budget and fiscal within thirty (30) days of receipt of invoice. The provisions of the JURISDICTION. JURISDICTION shall notify the CONTRACTOR of any invoice disputes within fifteen (15) business days of This Agreem •nt will terminate without penalty at the receipt of invoice. end of any fisal year in which funds are not appropriated =or the following fiscal year. If funds are 9. Defective Work, Third Party Claims appropriated ay the JURISDICTION for payment The JURISDICTION may, in its sole discretion, under this Ag- eement for a portion of the following withhold a part of any payment on account of fiscal year, th s Agreement will terminate without defective software or other work furnished if the Colorado CustLWare Inc. 2 of 13 Confidential & Proprietary Master License, Services, and Support Agreement 61)CCi defect(s) is /are not fully remedied within thirty (30) the current annual Support Fees as detailed in calendar days of the JURISDICTION's written notice Exhibit A. Subsequent years of Support Services are to CONTRACTOR of the defect(s), or such longer optional with annual review. Support costs for the time as CONTRACTOR and the JURISDICTION first six years will be frozen at $28,800 and not may agree upon in writing. In the event a exceed a maximum of 2% increase per year subcontractor or supplier to CONTRACTOR or other afterwards (starting in year seven). third party asserts a claim against CONTRACTOR and /or the JURISDICTION arising from the subject 10.4 Colorado CustomWare, Inc. Software of this agreement, the JURISDICTION may, in its Support Specialist and System Administrator. sole discretion, withhold any payment, in whole or in JURISDICTION must designate both a System part, unless CONTRACTOR provides reasonable Administrator and a CollectWare Software Support evidence that a legitimate dispute, relating to this Specialist who shall act as the primary contact project, exists between CONTRACTOR and the third between JURISDICTION and CONTRACTOR. party. CONTRACTOR shall reimburse the CONTRACTOR will designate an Account Manager JURISDICTION for any payments the who shall act as the primary contact between the JURISDICTION is required to pay to the third party JURISDICTION and CONTRACTOR upon the JURISDICTION's written notice to CONTRACTOR of such payment. The obligations of 10.5 JURISDICTION's Responsibilities. any surety under any performance or labor and JURISDICTION agrees to assist and cooperate with materialman's bond furnished under this agreement CONTRACTOR, as reasonably required by shall in no way be limited, altered, or excused by the CONTRACTOR, in the resolution of software JURISDICTION's failure to withhold monies from problems. Such assistance may include: CONTRACTOR. 10.5.1 Consultation with the System Administrator and CollectWare Software Support 10. SUPPORT Specialist(s); 10.1 Remote Access. JURISDICTION is required 10.5.2 Providing documentation of the Software to establish a direct computer -to- computer remote Problem(s), test data, and copies of the access link with CONTRACTOR before support is programs being used when the Software provided to JURISDICTION. JURISDICTION must Problem(s) become apparent. assure that CONTRACTOR has access to . JURISDICTION's Designated Server(s) via the 10.6 Support Services. The Support Services remote access link. JURISDICTION will provide the generally include resolution of software problem(s), CONTRACTOR's Support Center a log -in to the support via CONTRACTOR'S on -line support system system and instructions on how to establish the link. (Parature), email, telephone and upgrades and CONTRACTOR will ensure that the system will updates of the software. Updates to existing accommodate a Zink with the JURISDICTION's procedures in the Software as required by legislative system. JURISDICTION will bear all costs action, described in 10.16, are also included in the associated with establishing and maintaining the link Support Services. Installation, training, and from JURISDICTION's site to CONTRACTOR's modification of the Software (other than those listed customer support network. CONTRACTOR will be in Exhibit B) are services not included as support required to comply with JURIDICTIONS Remote services and must be contracted for separately. Access Policy. This policy is subject to change. Upgrader package, instructions, known issues, and JURISDICTION will provide 30 days notice in the release notes included in Support Services. event of a policy change. 10.7 Parature, E -Mail and Telephone Support. 10.2 Required Development Environment. To CONTRACTOR will provide assistance in identifying, assist in the resolution of software problem(s), confirming and providing a "workaround" for JURISDICTION is required to maintain the versions suspected Software Problem(s) in the standard, then - currently supported by CONTRACTOR, or unmodified code of the Software. CONTRACTOR versions compatible with the versions then - currently may require documentation of the Software Problem, supported by CONTRACTOR, of MSSQL Database test data, and copies of the programs being used software. The requirements of this subsection are before confirming and resolving Software subject to reasonable change. CONTRACTOR will Problem(s). Parature will be used to communicate include such required version changes in the release support requests. notes that accompany every version upgrade or hot fix. 10.8 Direct User Contact. CONTRACTOR personnel may use the remote access link to access 10.3 Support Fees. JURISDICTION agrees to pay JURISDICTION's end user Computer to better Colorado CustomWare Inc. 3 of 13 Confidential & Proprietary • Master Lic nse, Services, and Support Agreement CCi pP 9 analyze the suspected Software Problem and 10.12.8 Software not licensed by CONTRACTOR. produce a sol tion or "workaround" to Software Problem(s). C NTRACTOR personnel may also 10.13 Language. Telephone and E -mail support will directly comm nicate with JURISDICTION regarding be provided in English unless otherwise agreed to in the suspected Software Problem(s) using a form of writing by CONTRACTOR. telecom munic tions. 10.14 Support Costs. JURISDICTION agrees, upon 10.9 Su o Hours. CONTRACTOR support pp pp JURISDICTION's written approval, to pay airfare and services, whit include direct telephone services, will reasonable expenses, including unusual or be available t JURISDICTION weekdays from 7 AM excessive telephone, shipping, handling, media, or to 6 PM Moun ain Time, excluding standard U.S. Documentation expenses, if any, incurred by holidays. If support services are required outside of CONTRACTOR while providing Support to stated hours, CONTRACTOR requires 72 hours JURISDICTION. notice from JURISDICTION. Non billable Emergency off hour suppoirt may be provided at the discretion of 10.15 Additional Training. Training in the use of the CONTRACTOR. Otherwise those hours may be the CollectWare is a service for which billable at the purrent hourly support rate (current CONTRACTOR charges additional fees. Training rate 150 per our . $ p � ) services may be contracted through CONTRACTOR at the then - current fees. 10.10 Produ Updates and Upgrades. Upon payment of J RISDICTION's annual Support Fee 10.16 Support for Legislated Changes (detailed in E hibit A), CONTRACTOR agrees to Software will remain compliant with legislative provide JURI DICTION with the Product Updates changes in the online base application and optional and Product pgrades for licensed Software modules. Changes in the requirements for functions produced by ONTRACTOR, this would include already incorporated in The System will be supported upgrade sup rt for one test instance. in one of several ways: 10.11 Current Version Supported. • CONTRACTOR will consult with CONTRACT will provide Support only for the JURISDICTION to recommend approaches then - current version of the Software, and for the that incorporate legislated changes into previous versn of the Software for a period of six standard Software that can be (6) months fo owing the release of a new version. accommodated without additional orted Matters. C ONTRACTOR will • programming. 10.12 Non -S app In cases where existing functions in not provide Sipport Services for the following unless Software requires additional programming to such service are otherwise agreed to: assure compliance with a legislated change, 10.12.1 Acco nting, property valuation, assessment CONTRACTOR will add features to the or to ation principles, theory, or practice; system that assures compliance with state 10.12.2 Soft are altered or modified by legislative requirements. The release of JURI DICTION; these modifications will coincide with the 10.12.3 Clien PC and Database Server needs of JURISDICTION to meet statutory confi uration, operation or performance requirements. exce t for requirements of the Software; • CONTRACTOR will consult with Curr nt Hardware Requirements are JURISDICTION to determine how The attac ed as Exhibit D System will comply with legislative 10.12.4 Data ase administration, including but not requirements, but reserves the right to limit to backup; recovery; space determine the manner in which compliance man gement; performance tuning; and other will be achieved. routi a maintenance; 10.12.5 Con lting services, including application or In cases where legislation requires JURISDICTION repo design or recommendation, recovery to undertake responsibilities that are not covered by of to t data, any JURISDICTION purchase The System, CONTRACTOR reserves the right to recorimendations, training, installation, add such functionality as optional features in The implEimentation, or customization System. Examples of revisions outside of 10.12.6 Soft are Problems resulting from hardware CONTRATOR support include but are not limited to: or database malfunction; • Interface Changes. Requirements to adapt 10.12.7 Softv'rare Problems created by The System to interface with third party JURISDICTION's negligence or fault; software, either as a result of legislative 4 Colorado CustbmWare Inc. 4 of 13 Confidential & Proprietary i Master License, Services, and Support Agreement 6 23CCi changes or for other reasons. New Services, and Deliverables furnished in accordance interfaces and modification of existing with the Severity reporting process as follows: interfaces that result from such requirements are not covered by the Agreement and SEV1 CONTRACTOR reserves the right to provide • Description — Prevents critical business process such programming on a time and materials from functioning or there is data corruption. basis. Legislative related or deadline oriented. There is • Reporting Requirements. Legislators may no workaround. change the requirements for reports • Response Time — Expect a response within 4 originally provided as part of the hours (during normal business hours) by phone implementation of The System. or email to JURISDICTION to correct the issue. CONTRACTOR reserves the right to charge If immediate response is required, please follow for such modifications and development of up with a phone call to CS once ticket has been new reports from such changes. entered. • Local Changes. Reports are routinely • Resolution Time — Resolution turnaround will customized by and for individual customers. depend on the complexity of the issue. SEV1 Support for modification of these reports is bugs are forwarded to the Programming limited to 'bug' fixes in code developed by department, prioritized based on other issues on CONTRACTOR. Changes in format or the priority list and worked until completed. CS inclusion of information not originally will keep the JURISDICTION informed of status included in such output are the responsibility on a regular basis. of JURISDICTION. CONTRACTOR reserves the right to charge for time and SEV2 materials to make any required changes. • Description — Prevents or impedes non - critical business process from functioning or there is 11. Warranty; Warranty Standards data corruption. Problem cannot be recreated at CONTRACTOR warrants that for a period of SIX (6) CCI. Lost feature or function between releases. months following the JURISDICTION's System go- An acceptable short -term workaround exists. live, all Software, Documentation, Services, and • Response Time — Expect prompt response by Deliverables furnished for the Project, whether by phone or email to assist JURISDICTION in a itself or by its Subcontractors and suppliers, shall possible workaround until the next release can function together as an integrated system in fix the issue. conformance with the descriptions of functionality • Resolution Time — The resolution turnaround will and performance, and all standards of performance depend on the complexity of the issue, generally that are set forth in this Contract and the in the next minor release. CS will communicate manufacturer's (including, without limitation, with the JURISDICTION to confirm projected CONTRACTOR's, where applicable) most current delivery. published specifications for all Software, and Deliverables. If the last day of the Warranty Period SEV3 falls on a Saturday, Sunday, national holiday, state • Description — Low impact to non - critical business holiday, or JURISDICTION holiday, the Warranty processes or a low impact customer specific - Period shall be deemed to be extended until issue, i.e., customization. midnight of the next business day. Viruses that are • Response time — CCI will contact within 24 hours contained in the Software or any component thereof via email. CS will keep JURISDICTION informed as delivered and installed (but not viruses that are introduced subsequent to installation through no fault on status of issue. of CONTRACTOR) shall be deemed to be defects • Resolution Time — The resolution will be subject and errors in material, design, workmanship, or to CCI's development schedule and /or as per a execution under this Section. written work order. 11.1 Defects and Errors SEV4 During the Warranty Period, at no cost to the • Description — Usability, User Interface, JURISDICTION, CONTRACTOR shall furnish all Training /How -To, or documentation issues, materials and services (including, without limitation, regardless of workaround state. This includes all diagnosis and analysis of problems and defects) any bug that has a non - intrusive long -term work necessary to address and begin corrective action on around. defects and errors in the Software, Documentation, • Response Time — CCI will contact within 24 hours via email. CS will keep JURISDICTION informed on status of issue. Colorado CustomWare Inc. 5 of 13 Confidential & Proprietary r r 4 Master License, Services, Support 9 Services and Su ort A reement `'' CL • Resolution Time — The resolution of a bug will be retains the right to refuse assignment of this subject to CCI's development schedule and /or Agreement per provisions above. as per a written work order. CS will communicate via Parature for training, how -tos With the prior written consent of the CONTRACTOR, and user issues. which consent shall not be withheld unreasonably, the JURISDICTION may assign this Agreement to any 11.2 Calculati n Standards public agency, commission, board, or the like, within CONTRACT R shall make every attempt to ensure the political boundaries of the State of Colorado, that base cod d calculations are correct in the provided that such assignment shall not operate to application up n each release or update. relieve the JURISDICTION of any of its duties and CONTRACT R agrees to assist JURISDICTION in obligations hereunder. correcting an errors but will not be responsible for any monetary amages to the JURISDICTION 15. Independent Contractor caused by inc rrect value calculations. It will remain The CONTRACTOR's services shall be furnished by the final resp nsibility of the JURISDICTION to the CONTRACTOR as an "Independent Contractor," ensure that th application is correctly calculating and nothing herein contained shall be construed to required valu s. In the event of errors, the create a relationship of employer - employee or master- JURISDICTI N shall notify CONTRACTOR in servant. All payments made hereunder and all writing as to t e error(s) and what the corrections are services performed shall be made and performed required, allo ing sufficient time for CONTRACTOR pursuant to this Agreement by the CONTRACTOR as to remedy the error prior to any public dissemination an Independent Contractor. of the values. The CONTRACTOR acknowledges that the 12. Coopera ve Purchasing CONTRACTOR is not entitled to any JURISDICTION CONTRACT R shall make The System available to benefits including, but not limited to: vacation pay, any other stat or local government jurisdiction within holiday pay, sick -leave pay, medical, dental, or other the State of Colorado, under the same terms and insurance benefits, or any other rights or privileges conditions (wi the exception of total pricing, afforded to JURISDICTION employees. incentives an scheduling timelines) of this Agreement, f a period of twenty -four (24) months CONTRACTOR will defend, indemnify and hold from the date f execution hereof. harmless the JURISDICTION, its officers, agents or employees from any loss or expense, including but not l 13. Modifica ions limited to settlements, judgments, set -offs, attorneys' Either party ay request modifications to this fees or costs incurred by reason of claims or demands Agreement. ny modification, including but not because of breach of the provisions of this paragraph. limited to, the implementation plan, costs or payment schedule mu t be made through a formal change 16. No Guarantee of Employment management process. The performance of all or part of this Agreement by the CONTRACTOR shall not operate to vest any 14. Assignm nt and Subcontracting employment rights whatsoever and shall not be With the prior ritten consent of the JURISDICTION's deemed to guarantee any employment of the Contract Adm nistrator, which consent shall not be CONTRACTOR or any employee of the unreasonably ithheld, the CONTRACTOR may CONTRACTOR or any Subcontractor or any assign this A eement including the proceeds hereof, employee of any Subcontractor by the JURISDICTION provided that uch assignment shall not operate to at the present time or in the future. relieve the C NTRACTOR of any of its duties and obligations h eunder, nor shall such assignment 17. Taxes affect any re edies available to the JURISDICTION The CONTRACTOR understands and acknowledges that may aris from any breach of the sections of this that the JURISDICTION will not withhold Federal or Agreement, it supplements, or warranties made State income taxes. Where required by State or herein includi g but not limited to, rights of set off. Federal law, the CONTRACTOR authorizes the JURISDICTION to make withholding for any taxes This Agreem nt or any portion thereof may not be other than income taxes (i.e., Medicare). All excluded fro any acquisition or assignment of compensation received by the CONTRACTOR will be CONTRACT R in whole or in part, or any assets of reported to the Internal Revenue Service at the end of CONTRACT R related to the performance of this the calendar year in accordance with the applicable Agreement. hould any such acquisition or IRS regulations. It is the responsibility of the assignment t ke place, the JURISDICTION still CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the Colorado CustomWare Inc. 6 of 13 Confidential & Proprietary Master License, Services, and Support Agreement CC CONTRACTOR is solely responsible for any tax failure or violation. The offending party shall correct obligation arising from the CONTRACTOR's the violation of failure within thirty (30) calendar days performance of this Agreement. The CONTRACTOR or as otherwise mutually agreed. If the failure or hereby agrees to indemnify the JURISDICTION violation is not corrected, the Agreement may be against any demand to pay taxes arising from the terminated immediately by written notice. The option CONTRACTOR's failure to pay taxes on to terminate shall be at the sole discretion of either compensation earned pursuant to this Agreement. party. The CONTRACTOR must pay all taxes including, but 20.2 Termination for Public Convenience not limited to: Business and Occupation Tax, taxes The JURISDICTION may terminate this Agreement in based on the CONTRACTOR's gross or net income, whole or in part whenever the JURISDICTION or personal property to which the JURISDICTION determines, at its sole discretion that such termination does not hold title. The JURISDICTION is exempt is in the best interests of the JURISDICTION. from Federal Excise Tax. Whenever the Agreement is terminated in accordance with this paragraph, the CONTRACTOR shall be 18. Regulations and Requirements entitled to payment for actual work performed at unit This Agreement shall be subject to all laws, rules, and contract prices for completed items of work. An regulations of the United States of America, the State equitable adjustment in the contract price for partially of Colorado, and political subdivisions of the State of completed items of work will be made, but such Colorado. CONTRACTOR, its agents, employees or adjustment shall not include provision for loss of Subcontractors shall conform in all respects with anticipated profit on deleted or uncompleted work. physical, fire or other published security regulations Termination of this Agreement by the JURISDICTION while on the JURISDICTION's premises. at any time during the term, whether for default or convenience, shall not constitute a breach of contract 19. Right to Review by the JURISDICTION. Upon termination under this The CONTRACTOR agrees that an authorized article, CONTRACTOR shall not seek legal any other representative of the JURISDICTION shall, until the remedies against the JURISDICTION. expiration of three (3) years after contract termination and upon reasonable notice, have access to and the 21. Withholding Payment right to examine any pertinent books and records of In the event the JURISDICTION's Contract the CONTRACTOR involving transaction(s) related to Administrator determines that the CONTRACTOR has the performance of this Agreement. failed to perform any obligation under this Agreement within the times set forth in this Agreement, providing 20. Termination the lack of performance has not been caused by 20.1 Termination for Default JURISDICTION's failure to perform its duties and Any of the following occurrences shall constitute responsibilities under this Agreement, then the grounds for either party, at its option, to terminate the JURISDICTION may withhold payments from Agreement for default: if either party fails to perform amounts otherwise due and payable to any of the obligations of the Agreement; becomes CONTRACTOR. To the extent that the disputed insolvent; is declared bankrupt; commits any act of obligation does not impede the progress or completion bankruptcy or insolvency; makes an assignment of of other obligations, the amount that can be withheld this Agreement for the benefit of creditors; failure of by JURISDICTION is limited to the amount specified CONTRACTOR to pay any of its subcontractors. for that obligation in the Payment Schedule specified Either party may, if the default has not been cured in Exhibit A. Withholding under this clause shall not following a thirty (30) day written notice, terminate the be deemed a breach entitling CONTRACTOR to Agreement, and at either party's option, obtain terminate or seek damages, provided that the performance of the work elsewhere. JURISDICTION promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure If a notice of termination for default has been issued to perform, and in no case more than 10 days after it and it is later determined for any reason that the determines to withhold amounts otherwise due. A notified party was not in default, the rights and determination of the JURISDICTION's Contract obligations of the parties shall be the same as if the Administrator set forth in a notice to the notice of termination had been issued pursuant to the CONTRACTOR of the action required and /or the Termination for Public Convenience paragraph hereof. amount required to cure any alleged failure to perform If either party violates any material term or condition of shall be deemed conclusive, except to the extent that this Agreement or fails to fulfill in a timely and proper the CONTRACTOR acts within the times and in strict manner its obligations under this Agreement, then the accord with the provisions of the Disputes clause of offending party will receive written notice of such this Agreement. The JURISDICTION may act in Colorado CustomWare Inc. 7 of 13 Confidential & Proprietary Master Lic nse Support 9 Services, and Su ort A reement C13 . �Ca' � accordance with this clause, without prejudice to any thirty (30) days prior written notice to be given to the other remedy. JURISDICTION in the event coverage is materially changed, cancelled or non - renewed. The 22. Defense nd Indemnity Agreement JURISDICTION of Eagle County, its officers, TO THE FUL EST EXTENT PERMITTED BY LAW, employees and agents shall be named as additional CONTRACT R AGREES TO INDEMNIFY, insureds on the General Liability Insurance policy. An DEFEND AN HOLD HARMLESS EAGLE endorsement is required stating that the coverage COUNTY (IT BOARD MEMBERS, OFFICERS, afforded the JURISDICTION and its officers, EMPLOYEE AGENTS AND OTHER OFFICIALS), employees and agents, as additional insured's, will r' any coverage available them A BODY PO TIC AND CORPORATE OF THE be primary to a y co erage ava able to the and STATE OF C LORADO, (HEREAFTER CALLED that no act or omission of the JURISDICTION shall "JURISDICTI N ") FROM AND AGAINST ALL invalidate the coverage. Cancellation or non - renewal CLAIMS, DA AGES, LOSSES, AND EXPENSES, of any insurance policy required hereunder, in the INCLUDING UT NOT LIMITED TO ATTORNEYS' absence of replacement of the policy in amounts that FEES, COUR COSTS, OR OTHER satisfy the contract, is a breach of this agreement. ALTERNATI E DISPUTE - RESOLUTION COSTS COVERAGE AFFORDED ARISING OU OF, RESULTING FROM, OR Workers' Compensation Statute OTHERWISE BUT FOR THE USE OF THE "JURISDICTI N" PROPERTY FOR PROVIDING Commercial General Liability CONSULTIN SERVICES TO EAGLE COUNTY; $1,000,000 each occurrence PROVIDED AT ANY SUCH CLAIM, DAMAGE, Automobile Liability Insurance LOSS OR E ENSE IS ATTRIBUTABLE TO $1,000,000 combined single Limit including Non- BODILY INJ RY, SICKNESS, DISEASE, DEATH, owned, Leased & Hired Vehicles (30 days) OR PERSON L INJURY, OR PROPERTY DAMAGE, I CLUDING THE LOSS OF USE OR Professional Liability including DIMUNITIONIN VALUE RESULTING $1,000,000 Errors & Omissions coverage THEREFROM; BUT ONLY TO THE EXTENT CAUSED IN WHOLE OR IN PART BY THE B. INSURANCE CONDITIONS ACTUAL OR ALLEGED NEGLIGENT ACTS, ERRORS, O OMISSIONS OF CONTRACTOR, 1. GENERAL CONDITIONS: The Contractor OR ANYON FOR WHOSE ACTS CONTRACTOR agrees to, at its own expense, purchase and MAY BE LIAOLE. EAGLE COUNTY RESERVES maintain at all times during the life of this THE RIGHT, BUT NOT THE OBLIGATION, TO contract the herein stipulated minimum PARTICIPATE IN DEFENSE WITHOUT insurance with companies duly licensed or RELIEVING CONTRACTOR OF ANY OBLIGATION approved unlicensed companies in the State of HEREUNDER. Colorado with policies and forms satisfactory to JURISDICTION. All policies will contain an It is further provided that no liability will attach to the endorsement providing that written notice be JURISDICTION by reason of entering into this given to the JURISDICTION at least ten (10) Agreement, except as expressly provided herein. calendar days prior to termination, cancellation or reduction in coverage in any policy. 23. Insuran ' e Unless othe ise approved by the JURISDICTION's 2. WAIVER OF SUBROGATION OR TRANSFER Risk Manage in writing prior to commencing work, OF RIGHTS OF RECOVERY: The policies the CONT CTOR shall, at its sole cost and required herein, except Workers' Compensation expense, pro ure and maintain in full force and and Professional Liability, shall contain a waiver effect, coveri g the performance of the Services and of subrogation or in the alternative, a waiver of Deliverables equired under this Contract, the types transfer of rights of recovery against and minimu limits of insurance specified below. All JURISDICTION, its agents, representatives, insurance shall be procured from reputable insurers officers, directors, officials and employees for authorized to do business as acceptable to the any claims arising out of the Contractor's work or JURISDICTI"N. All insurance required herein, service. except the P ofessional Liability Insurance, shall be written on an "occurrence" basis and not a "claims- 3. ADDITIONAL INSUREDS: The insurance made" basis. In no event shall work be performed policies required by this Contract, except until the req ired evidence of insurance has been Workers' Compensation and Professional furnished. T e insurance shall provide for at least Liability, shall name Eagle County Colorado Cus",omWare Inc. 8 of 13 Confidential & Proprietary Master License, Services, and Support g ort A reement CC JURISDICTION, its agents, representatives, submissions must be made at least ten (10) days officers, directors, officials and employees as before work is begun and at least ten (10) days Additional Insureds. The Contractor agrees that before each Additional Term. The ten (10) day the insurance required herein will be primary and requirement for advance documentation of coverage that any insurance carried by the may be waived in situations where such waiver will, JURISDICTION will be excess and not in the sole judgment of the JURISDICTION's Risk contributing. Manager, benefit the JURISDICTION; but under no circumstances shall CONTRACTOR actually begin 4. ENDORSEMENTS AND CERTIFICATE: The work (or continue work, in the case of an Additional following provisions are also required for the Term) without providing the required evidence of insurance(s), and evidence of such shall be insurance. The endorsement adding the satisfied by Certificate(s) and Endorsements. An JURISDICTION as an additional insured must insurance company authorized to transact specifically reference the JURISDICTION contract business in the State of Colorado shall issue the number and be submitted to the JURISDICTION's Certificates. The Contractor shall, within ten (10) Risk Manager at the above address. The days after award of bid, furnish the JURISDICTION reserves the right to require JURISDICTION with Certificates of Insurance for CONTRACTOR to furnish certified copies of the the required insurance coverage. Endorsements original policies of all insurance required under the for the Waiver of Transfer of Rights and Contract at any time upon (10) days written notice to Additional Insured's shall be provided as CONTRACTOR. indicated above, unless contained within the basic policy(ies) and then confirmed by written 25. Self- Insurance statement signed by the insurance agent, broker CONTRACTOR may not self- insure any of the and /or underwriter in a form acceptable to the coverage's required under the Contract without the JURISDICTION. prior written approval of the JURISDICTION's Project Manager and the JURISDICTION's Risk 'Eagle County, a body politic and corporate of the Manager. In the event that CONTRACTOR desires State of Colorado, its Board members, officers, to self- insure any of the coverage's listed above, it employees, agents, and otherofficials "shall be shall submit to the JURISDICTION's Project listed as the certificate holder. If room does not Manager and the JURISDICTION's Risk Manager, permit, this verbiage can be entered into the prior to the commencement of Services and description of operations. However, if the latter Deliverables hereunder, a certified copy of method is used, the certificate holder shall be CONTRACTOR's most recent audited financial listed only as Eagle County. statement, and such other evidence of its qualifications to act as a self- insurer (e.g., state 5. PROFESSIONAL LIABILITY: Professional approval) as may be requested by the liability insurance carried by the consultant must JURISDICTION's Project Manager and /or the cover all elements of the project including JURISDICTION's Risk Manager. In the event such professional services performed by approval, is granted, it is understood and agreed that subcontractors. If the consultant's professional the JURISDICTION, its officers, employees, and liability insurance does not provided coverage for agents, shall be entitled to receive the same work performed by subcontractors, separate coverage's and benefits under CONTRACTOR's project insurance will be required to comply with self- insurance program that they would have the professional liability insurance requirement. received had the insurance requirements been The JURISDICTION may require a copy of the satisfied by a reputable insurance carrier authorized professional liability insurance policy to verify to do business in Colorado or otherwise acceptable coverage. to the JURISDICTION. If at the time of commencement of the Initial Term of the Contract, 24. Evidence of Insurance Coverage CONTRACTOR self- insures its professional liability Certificates of insurance evidencing the required and /or workers' compensation and employers' coverage's must specifically reference the liability coverage, CONTRACTOR may, in lieu of the JURISDICTION contract number for which they are foregoing, furnish to the JURISDICTION a current being submitted. The original certificate of insurance copy of the state certification form for self- insurance must be submitted to the JURISDICTION's Risk or a current copy of the State Insurance Manager at the following address: Commissioner's letter of approval, whichever is appropriate. The insurance (including self- insurance) A copy of the certificate of insurance shall be requirements set forth herein are not intended and submitted to the JURISDICTION's Project Manager shall not be construed to modify, limit, or reduce the at the address set forth in Section 30, Notices. Both indemnifications made in the Contract by Colorado CustomWare Inc. 9 of 13 Confidential & Proprietary , 6 ■3 4° CCi - Master License, Services, and Support Agreement CONTRACTO to the JURISDICTION, or to limit CONTRACTO 's liability under the Contract to the 29. Confidentiality limits of the p licies of insurance (or self- insurance) The CONTRACTOR, its employees, Subcontractors, required to be maintained by CONTRACTOR and their employees shall maintain the confidentiality hereunder. ' of all information provided by the JURISDICTION or acquired by the CONTRACTOR in performance of 26. Venue an Choice of Law this Agreement, except upon the prior written consent In the event th t any litigation should arise concerning of the JURISDICTION Legal Counsel or an order the constructi or interpretation of any of the terms of entered by a court after having acquired jurisdiction this Agreeme , the venue of such action of litigation over the JURISDICTION. CONTRACTOR shall shall be in the ourts of the State of Colorado in and immediately give to the JURISDICTION notice of any for the JURIS ICTION. CONTRACTOR specifically judicial proceeding seeking disclosure of such consents to p rsonnel and subject jurisdiction of said information. CONTRACTOR shall indemnify and hold court. This A eement shall be governed by the laws harmless the JURISDICTION, its officials, agents or of the State of Colorado. employees from all loss or expense, including, but not limited to settlements, judgments, set -offs, reasonable 27. Patent/C pyright Infringement attorneys' fees and costs resulting from CONTRACT R will defend and indemnify the CONTRACTOR's breach of this provision. JURISDICTI from any claimed action, cause or demand brou ht against the JURISDICTION, to the This section does not impose any obligation on the extent such a tion is based on the claim that products CONTRACTOR if the information is: (i) publicly known furnished her nder by the CONTRACTOR infringes at the time of disclosure; (ii) already known to the any U.S. pate t or copyright. The CONTRACTOR will receiving party at the time it is furnished to the pay those cos s and damages attributable to any such CONTRACTOR; (iii) furnished by the JURISDICTION claims that ar finally awarded against the to others without restrictions on its use or disclosure; JURISDICTI in any action. Such defense and or (iv) independently developed by the receiving party 1 payments are pconditioned upon the following: without use of the proprietary information. That CONTRACTOR shall be notified promptly in 30. Notice writing by JURISDICTION of any notice of such claim. Except as set forth elsewhere in the Agreement, for all purposes under this Agreement, except service of CONTRACT R shall have the right, in the event such process, notice will be given by CONTRACTOR to claim of infrin ement is made, at its option and the JURISDICTION's Contract Administrator, with expense, to o tain for the JURISDICTION the right to copy to the JURISDICTION's Purchasing continue usin the products, or replace or modify the Department at the addresses stated below. Notice products so t at they become non - infringing provided to CONTRACTOR for all purposes under this no reduction i performance or loss results to the Agreement will be given to CONTRACTOR's JURISDICTI N. CONTRACTOR shall not have any Contract Administrator at the address stated below. liability if the leged infringement is based upon the Notice may be given by delivery or by depositing in JURISDICTI N's use or sale of CONTRACTOR- the US Mail, first class, postage prepaid. All notices furnished pro ucts, in combinations with other will be deemed to have been given upon mailing of products or d vices not furnished by the the notice by certified mail return receipt requested CONTRACT R, or modifications made by the to the respective party addressed as specified in this JURISDICTI N or by the CONTRACTOR to the section. Either party may change the address, fax JURISDICTI N's specifications, if such combinations number, or the person to whom the notice is to be or modificatio s cause the products furnished by directed by forwarding to the other party a notice, CONTRACT R to become infringing. which complies with this section. 28. Dispute JURISDICTION's ontract A inistrator: Time is of th essence in this Agreement. Differences C Q —.-.r- t 01 between the ONTRACTOR and the JURISDICTION, arising under nd by virtue of the Contract Documents Addr s: -C-0 shall be brou ht to the attention of the ' 0 �t7 X CONTRACT R and the JURISDICTION at the 6.112, °( _O I /t earliest possi le time in order that such matters may Telephone: be settled or ther appropriate action promptly taken. /70 - 3 . s) - s-e/ CONTRACTOR and the JURISDICTION will make best efforts td resolve any disputes in a timely manner. FAX: 910 ‘32-1 - 36-1 Colorado CustiomWare Inc. 10 of 13 Confidential & Proprietary Master License Services Support 9 and Su ort A reement CC` acts of a governmental body other than JURISDICTION acting in either its sovereign or 37. Exhibits contractual capacity, war, explosions, fires, floods, Attached hereto and made part hereof is the following: earthquakes, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but Exhibit A CONTRACTOR's Price in every case the delays must be beyond the Proposal /Payment Schedule reasonable control and without fault or negligence of the CONTRACTOR, the JURISDICTION, or their Exhibit B. CONTRACTOR's Response to Functional respective Subcontractors. Requirements document If delays are caused by a Subcontractor without its fault Exhibit C CONTRACTOR's Project Timeline or negligence, neither the CONTRACTOR nor the JURISDICTION shall be liable for damages for delays, Exhibit D CONTRACTOR's Hardware requirements unless the Equipment, Software, or Services to be furnished by their Subcontractors were obtainable on Exhibit E Upgrade policies comparable terms from other sources in sufficient time to permit the CONTRACTOR or the JURISDICTION to Exhibit F Future Customizations meet its required performance schedule. 38. Entire Agreement Neither party shall be liable for personal injury to the This written Agreement, including the documents other party or physical damage to the other party's incorporated herein, represents the entire Agreement property except personal injury or damage to property between the parties and supersedes any prior oral proximately caused by such party's respective fault or statements, discussions, or understanding between the negligence. parties. In the event of any conflict requiring interpretation, the precedence of documents shall be: Except for claims of personal injury and breaches of confidentiality obligations contained in this Agreement, Exhibit A CONTRACTOR's Price CONTRACTOR and JURISDICTION liability for all Proposal /Payment Schedule damages shall not exceed the total value of this Agreement. Exhibit B. CONTRACTOR's Response to Functional Requirements document 34. Subpoena In the event that a subpoena or other legal process Exhibit C CONTRACTOR's Project Timeline commenced by a third party, in any way concerning the Equipment or Related Services provided pursuant to Exhibit D CONTRACTOR's Hardware requirements this Agreement is served upon CONTRACTOR or JURISDICTION, such party agrees to notify the other Exhibit E Upgrade policies party in the most expeditious fashion possible following receipt of such subpoena or other legal process. Exhibit F Future Customizations CONTRACTOR and JURISDICTION further agree to cooperate with the other party in any lawful effort by 39. The funds budgeted and appropriated for this such other party to contest the legal validity of such project are equal to or in excess of the contract subpoena or other legal process commenced by a third amount. Notwithstanding anything to the contrary party. contained in this Agreement, Jurisdiction shall have no obligations under this Agreement after, nor shall any 35. Severability payments be made to Contractor in respect of any If any term or condition of this Agreement or the period after December 31 of the calendar year of the application thereof to any person(s) or circumstances is Term of this Agreement, without an appropriation held invalid, such invalidity shall not affect other terms, therefore by Jurisdiction in accordance with a budget conditions or applications which can be given effect adopted by the Board of County Commissioners in without the invalid term, condition or application. To compliance with the provisions of Article 25, Title 30 of this end, the terms and conditions of this Agreement the Colorado Revised Statutes, the Local Government are declared severable. Budget Law (C.R.S. 29-1 -101 et.seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 36. Survival The provisions of Sections 5 through 35 shall survive, notwithstanding the termination or invalidity of this Agreement for any reason. Colorado CustomWare Inc. 12 of 13 Confidential & Proprietary 1 6 L) . Cd Master License, Services, and Support Agreement JURISDICTION's Contract Administrator: or similar software may be sold, licensed or leased by CONTRACTOR to other users or agents. I Address: The license of the software by CONTRACTOR to the JURISDICTION includes a clear license to the software with a perpetual non - exclusive right of the Telephone: JURISDICTION to use the software in the JURISDICTION's jurisdiction. 1 FAX: 1 CONTRACTOR hereby agrees to permit JURISDICTION to make copies of the software for backup purposes. JURISDICTION hereby agrees CONTRACTOR'S Contract Administrator: not to make copies for sale, distribution, or any Lori Burge purpose other than its own internal use. JURISDICTION may not sell, lease, transfer, assign, I Address: or license the software to a third party without prior 1109 Oak Park Drive written permission from CONTRACTOR. Fort Collins, CQ 80525 JURISDICTION agrees not to remove statements of ' copyrights, trade secrets, or proprietary rights which Telephone: appear in the software or documentation. (970) 212 -405 JURISDICTION also agrees to take such reasonable steps as required or requested by CONTRACTOR FAX: from time to time in order to protect (970) 223-420Li CONTRACTOR 's rights in the software. 31. Waiver 1 Source Code will be made available to the Waiver of any reach or condition of this Agreement JUSRISDICTION in the event of any natural shall not be de med a waiver of any prior or termination of this agreement, including the inability subsequent br ach. No term or condition of this of CONTRACTOR to provide service or the desire Agreement sh II be held to be waived, modified or of the JUSRISDICTION to discontinue maintenance deleted except by an instrument, in writing, signed by and support. This transfer event will not modify or the parties hereto. contradict the other conditions set forth of this section. All third party applications and controls 32. Quiet Po ession and Usage required to view the source code is the responsibility The JURISDI TION upon paying the amounts due of the JUSRISDICTION. CONTRACTOR is not hereunder an performing all other covenants, responsible for compilation of code or support of terms and co ditions on its part to be performed any kind for the source code. hereunder, m y and will peacefully and quietly have, hold, p ssess, and benefit from The System for the term p ovided without suit, molestation or 33. Limitation of Liability interruption. Except as provided in other sections of this agreement, the parties agree that neither the After execution of the Master License, Services and CONTRACTOR nor the JURISDICTION shall be liable Support Agre ment, CONTRACTOR grants to to each other, regardless of the form of action, for JURISDICTI N a perpetual non - exclusive license to consequential, incidental, indirect or special damages use the CON RACTOR's software delivered except a claim or demand based on patent or copyright pursuant to th s Agreement subject to compliance by infringement, in which case liability shall be as set forth JURISDICTI N with all of its Agreements with elsewhere in this Agreement. This section does not CONTRACTOR, but regardless of JURISDICTION's modify any sections regarding retainages or any other exercise of itS options to continue or renew the such conditions as are elsewhere agreed to herein Master Software License and Support Agreement. between the parties. CONTRACTOR or Subcontractor as applicable shall retain full and perpetual ownership rights to the Neither the CONTRACTOR nor the JURISDICTION software, with JURISDICTION having only those shall be liable for damages arising from causes beyond rights specifickally provided in writing by the Master the reasonable control and without the fault or Software License and Support Agreement. negligence of either the CONTRACTOR or the JURISDICTION hereby acknowledges that the same JURISDICTION. Such causes may include, but are not restricted to, acts of God or of the public enemy, Colorado CustcbmWare Inc. 11 of 13 Confidential & Proprietary i • Master License, Services, and Support Agreement CCI IN WITNESS WHEREOF, JURISDICTION and COLORADO CUSTOMWARE, INC. have executed this Agreement as of the date first above written. COLORADO CUSTOMWARE, INC. CORPORATE SAL: By. 'c L Title: Prl i d ,E Date: /7--/ 2 . 2 -1 I 0 Witness: r -- _ewe 4- Name: 04'Lh \&\f' Gt y Title: Stec` c f' a ∎ �ct5 Date: \ a ■ 9: - ( t O JURISDICTION BY: 41 Title: ` (, WPM, Date: tr! i of FAG4 �+ Witness: .u., ' Name: : cb Do. Title: Date: t` t Colorado CustomWare Inc. 13 of 13 Confidential & Proprietary Addendum to Master License Services and Support Agreement between CCl and Eagle County (its board members, officers, employees, agents and other officials). Strike in its entirety Section 32 and replace it with the text below: 32. Quiet Possession and Usage The JURISDICTION upon paying the amounts due hereunder and performing all other covenants, terms and conditions on its part to be performed hereunder, may and will peacefully and quietly have, hold, possess, and benefit from The System for the term provided without suit, molestation or interruption. After execution of the Master License, Services and Support Agreement, and following full payment of license fees, CONTRACTOR grants to JURISDICTION a perpetual non - exclusive license to use the CONTRACTOR's software delivered pursuant to this Agreement subject to compliance by JURISDICTION with all of its Agreements with CONTRACTOR, but regardless of JURISDICTION's exercise of its options to continue or renew the Master Software License and Support Agreement. CONTRACTOR or Subcontractor as applicable shall retain full and perpetual ownership rights to the software, with JURISDICTION having only those rights specifically provided in writing by the Master Software License and Support Agreement. JURISDICTION hereby acknowledges that the same or similar software may be sold, licensed or leased by CONTRACTOR to other users or agents. The license of the software by CONTRACTOR to the JURISDICTION includes a clear license to the software with a perpetual non - exclusive right of the JURISDICTION to use the software in the JURISDICTION's jurisdiction. CONTRACTOR hereby agrees to permit JURISDICTION to make copies of the software for backup purposes. JURISDICTION hereby agrees not to make copies for sale, distribution, or any purpose other than its own internal use. JURISDICTION may not sell, lease, transfer, assign, or license the software to a third party without prior written permission from CONTRACTOR. JURISDICTION agrees not to remove statements of copyrights, trade secrets, or proprietary rights which appear in the software or documentation. JURISDICTION also agrees to take such reasonable steps as required or requested by CONTRACTOR from time to time in order to protect CONTRACTOR's rights in the software. Source Code will be made available to the JUSRISDICTION in the event of termination of this agreement due to inability of CONTRACTOR to provide service or following full payment of license fees by the JUSRISDICTION. This transfer event will not modify or contradict the other conditions set forth of this section. All third party applications and controls required to view the source code is the responsibility of the JUSRISDICTION. CONTRACTOR is not responsible for compilation of code or support of any kind for the source code. IN WITNESS WHEREOF, JURISDICTION and COLORADO CUSTOMWARE, INC. have executed this .Agreement -as bilf a date fir bove wrr' en. CO '6RADO CUSP MWARE, ING,.. JURISIDI•TION C RPORATE SE By: 1...... Are ✓ Title: V te,e 414 Title: OP' Date: Date: /( a 0 Witness ._— = — Witness:. fr Name: . C _. �. �v� CA Name: *4: oiLav Title: e - ,)\Vec v' j o�C` � coS Title: Date: \- ?� i (C) Date: 1 • * (1 CollectWare Cost Estimate COMPONENTS for Eagle County, Component Sub Totals g v ' Totals ' k?s. , 4 :44 5555.- .m ti i s ;,, es-, i s .a r ,5 s1F \e`er Yx tt x o- —r A .14 C CollectWare Suite: Tax Administration, Billing, Collections, Cashiering, WorkFlow ' $ 120,000 tom : ' 54- 1 45, .. ' - A'N i `�%'�- _.�s..k�.4... 1 e lix.tt 'X a .. �'4� »ta � �� '�aJ.�`_ =:. Z ter£ Project Management $ 50,000 Installation of CollectWare Suite (Remote) $ 9,000 Best Fit Analysis $ 14,000 vsk %'" € a= - ..'4A . ,. ,�. ,.a ._tn,:sa. »--- -? �. `� Conversion: Estimate 400 hours @ $150 per hour (10 Years of data) $ 62,500 Integration: Estimate 100 hours @ $150 per hour $ 15,000 Customization: (Not Quoted) $ - a °"� Y � '. °x': � %e' 'n3+, #A *[�"s 'es. Ski ip �' i .- 3,;, ak - ", a "' : t '� w e ,:�€ «,"'a ,x- '>. ' s e ^ . .=, �'n', tom,''.' s w' x «"r= a' +'� 5 « ,; s� -rs;hr c - ._.; �r «. �; asx` ��"�� «'"� �' .., 'w ` 'fir " s s' �� 5 � CCI Software Training: CollectWare End User Training $ 27,200 System Administration Training One 4 day session @ $1,950 /student at CCI, quoted for 1 students; (travel not included) $ 1,950 Advanced User Training One 4 day session @ $1,950 /student at CCI, quoted for 2 students; (travel not included) $ 3,900 Online Academy - CCI's online training tools including WebEx (CollectWare) $ 1,860 '4�v�" '� �xra�.r�� k �� -.. .� ..,� - "'��' s,�. °-° „a�:' 4 � -�� n:,i .. .�;:,�,a.. Annual CollectWare Support (see future years support estimates) $ 28,800 Total First Year Cost $ 334,210 Total First Year Costs with Options $ 334,210 Confidential - Not for Distribution CollectWare Valid for 90 days from 12/17/2010 Future Support Estimates • pp COMPONENTS for Eagle County, CO Component Totals Sub Totals , ' �� ..�.�. ""r ` b : xa� � sx. _ ,),f. : A *w.... • - , s Encompass Coll ctWare $ 28,800 ' mss Total Annual Support Estimate (Without Options) $ 28,800 CollectWare $ 28,800 Total Annual S.apport Estimate (Based on current parcel count) $ 28,800 h as* . q :., .,fir t xz . m°a.,,.. i ...�., ;:.. �:..� ..,�vM, a,_ .�, $`'�; ,� Col lectWare $ 28,800 '� :;, 'm.Aa^. .tarn s r #" w . 5 r��°"r ° r x s„.. x %'�r"'r . .,.-, ,.Enr. �. .... . ,. � +� .•��,... k. w ,.v ., -�' ., . a� a, �: �" >"•�„ ._.�'�r„ R x;�+-.. � Hs ? �� Total Annual Support Estimate (Based on current parcel count) $ 28,800 Col lectWare $ 28,800 Total Annual Support Estimate (Based on current parcel count) $ 28,800 s w 94r�a�i;,,.. '+v -. ssx`: Gb .r s�,,�',� ' -. CollectWare $ 28,800 4 : - r • . .. *,_ ... „t ; ,a, .. ,,3s_. ,�.. "' ,`�,. ,,,L.b w�. �`� s .. �s �� x ;"�v.�`". �'?a.E�, �"�.� -€ ,ax�:.�.�.�; Total Annual Support Estimate (Based on current parcel count) $ 28,800 Confidential - Not for Distribution Future Support Estimate Payment Milestones (based on current project plan) Contract signing payment milestone 2/3 of License Fees 12/31/10 $80,000.00 Installation payment milestone (1/3 of remaining project) 5/24/11 $84,736.67 Conversion payment milestone (1/3 of remaining project) 1/26/12 $84,736.67 Production payment milestone (1/3 of remaining project) 3/30/12 $84,736.67 $334,210.00 ..., V Y C C C 7 3 o o 0 O u u u 0 U 0 Q Q Q X X X to N to W ai W W 0 0 0 . c c C ra a, 0 C C c ra Y y W., W C C C 6 N to to 4.1 c E E E c c W 2 : a; .� La E U < in t o I Q Q O C a-■ CO j X O F E co O a, A O. te W 4 0 73 4 iii Q o -O W O Y Q 1 -a c C N 2 O W to N Y ¢ N to i W 1./1 E 3 m U a O l0 C1 F v C -a a a, o - v VI N E el CC 0 v C m O LL y W 0 N N N - O N W a, - 13 'O � . a7 to "O \ to + 6 ' O W ‘ --1 7 3 C 0 L O N E A .fl' w 7 N U Q C > >, ,. c -a c ,- W a LL _ Q Q V !- Q w Lu F d d ▪ d 0 (7 \ LL CC ,_ Q N C E c W 7 O 7 V C t•-i v O O W O to E d > a 5 ., ¢ J C tn c t '- N u C O Oa p C L- = O G W a Y a , a O to x O a-, O v, N N 0 O C L. 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O o N N/ i) «. — N N N N N N N N ;5 CZ 0 N ' 7 7 0 0 7 7 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 = v 7 7 7 7 0 0 0 0 fr : 0 U U U U U U U 000000 U U U U U 0000000000000000 U U 0 U U ' U U U U U U ' U U U U U U U i U U U 1 r- . — . — U sear V • 01 a� a .1 a 0 41:1111116;11111 (0: cri s U Q I -)1 -,! 3 m I Q r:1I 21 .o. rSI 01 aJ ° cl C o 1d ' N �I U; i H C z 0 4. 0 i C a) a E (0' w o. _ a E a ' w aJ co 1 LL 4. E a O C 7 O V 1 ai W N i c i O 1 V -0 U a) E V f fh a O N 0' ' E V' o • m 0 To h m c ( 0i d U e . E (! m W ; N c C c 0 m s N i (/� U N f R 2 U O N CO � N g m U U U U O€ 0 z iy I m 2 0 0 0 U . € cn 2C U U I N C as a N 2 m a I o o a o w ` o iU U U 7 7= 3 0 0: 0 a 10 + 0 0 000 U U U 1 i Hardware Requirements - Exhibit D Recommended Server Disk Space The following table lists the recommended disk space for the Application, File, Integration servers, or document imaging system. File Server or document • Photos imaging system o Photos: 1 MB * parcel* N (keep under 1 MB for data transfer speed) N is the number of photos per parcel Example: 330,000 *3 *1 MB= —1 GB for photos • Sketches: 100 KB Example: 330,000 *3 *100 KB= —100 MB • Documents: 50 KB Example: 115,000 *1.5 *50 KB= —8.63 MB Minimum Servers PLEASE NOTE: Servers can be virtualized if the 1 jurisdiction desires. SQL/Oracle Environment If you are running SQL replication off of Oracle of an Oracle instance, you need both the database servers. Server Planning Requirements The following is a guideline in order to project your future server requirements. 200,000 and above Four or more servers parcels 100,000 to 200,000 Minimum of three servers parcels Under 100,000 parcels Two servers (database and one other server that hosts the remaining servers /services) Servers A minimum of two servers is required for the Encompass framework: • One database server • One server that performs the other server roles i ' The follo ving table lists the recommended servers for the different server roles, which can be installed on separate servers or combined based on the jurisdiction's requirements. S rver Requirements CCI Components Oracle atabase • 64 -bit Oracle Database Server on • Database storage Server any Server operating system supported by Oracle • Two 2.4 GHz or higher • 16 GB of RAM • Eight 200 GB Hard Drive (RAID 10) SQL Oatabase • 64 -bit Windows Database Server • Database storage Server • Two 2.4 GHz or higher • 16 GB of RAM • Eight 200 GB Hard Drive (RAID 10) File Server • Windows Server 2003 or 2008 • Documents • Two 2.4 GHz or higher • Photos • 16 GB of RAM • Sketches • Eight 300 GB Hard Drive (RAID 5) Application /IIS • Windows Server 2003 or 2008 • ClickOnce Server • Two 2.4 GHz or higher Deployment • Encompass • 16 GB of RAM applications • Four 146 GB Hard Drive (RAID 5) Server • Windows Server 2003 or 2008 • DataLoad • Two 2.4 GHz or higher • FileLoader • 16 GB of RAM • DataMart • Eight 200 GB Hard Drive (RAID 5) • Third -party vendor integration Services Server • Windows Server 2003 or 2008 • Services • Two 2.4 GHz or higher • 16 GB of RAM • Four 146 GB Hard Drive (RAID 5) Client Machines /Workstations The following table lists the recommended client machines /workstations. Client machines (workstations) • Windows XP Professional, Vista Business, and Windows 7 • Intel Core2 Duo 2.4 GHz • 4GBofRAM • 40 GB Hard Drive minimum with 6 GB of Free Disk space for Application • Application requires 1.4 GB of Disk space CCI recommends a 100/1000 TCP /IP network on a domain for all client machines and servers. An internet connection to the servers is required for remote access to help with deployment and customer service activities. Exhibit E C )CC I • ' up Release Schedule and Software Upgrades — System upgrades are included in the Annual Maintenance and Support Agreement. Two releases are scheduled each year, with service releases added as required to ensure legislative requirements and customization requests are being met. There is never a charge for an upgrade for minor releases, service releases or platform release. Enhancements applied to the applications are made available to all customers and typically are turned on or off with a site option or configuration. The online documentation is continually upgraded to include new information pertaining to releases. If the release requires training, online sessions using web conferencing will be provided. The release schedule is published and shared with the current customers so that the requested functionality is visible. Application upgrades and service releases are deployed using an upgrader application with a GUI interface. This automated package not only installs the new version of the software, but also validates the data structure and looks for other possible issues that may have occurred during the upgrade. In addition, detailed release documentation is available describing the new functionality for that release. The upgrade package is posted on the support website for the county to download and run at their convenience. The ease of the upgrade application allows the county to apply the upgrades or service releases without requiring any technical support, although the CCI support team is always available to assist when needed. Upgrades are applied at the server level and pushed out to the clients automatically upon launch of the application. The recommended upgrade path includes a test database on the county site in which the upgrade can be tested prior to applying to the production site. Requests for enhancements come from our existing customers, potential customers, an advisory board and our own market research. Existing customers can request enhancements through the User Group. The requests are prioritized through a voting process among all User Group members. CCI dedicates specified hours to each minor build, at no additional cost to the Users, to fulfill the enhancement requests submitted by the User Group. The online documentation is continually upgraded to include new information pertaining to releases. If the release requires training, online sessions using web conferencing will be provided. Additionally, CCI conducts market research and consults with an advisory board in order to fully understand the technological needs and industry trends that may not have been brought forth from our existing customers. Customers can also request customizations or enhancements through a paid Work Order process. Cost is $150 hour. 1109 Oak Park Drive, Fort Collins, CO 80525 f 800.806.7896 • coloradocustomware.com EXHIBIT F - Customizations There are a variety of ways for the jurisdiction can effect changes in the software. There may be times when a modification to the software is desired or required because of statutory changes. The first step for any jurisdiction or group of jurisdictions would be to contact their customer support representative and indicate what the new requirements would be. There is a chance that CCI may already be planning for the changes or in process of making a similar change for another jurisdiction. The client may also choose to approach the user group for the opportunity to add the new function to the group enhancement request list. If the above steps don't meet the needs of one or more of the counties, they can approach CCI about creating a Work Order for costing and estimated delivery time. Some changes may be completed at little or no cost to the jurisdiction(s). Others may be shared in cost by CCI and one or more jurisdictions. In any of these cases the total cost to any work order will be clearly presented to the jurisdiction for approval prior to start of work. Any changes made to the application as the result of a work order are available for any CCI customer to use if they desire. There may be rare cases when CCI makes the determination that the requested functionality may not be compatible with the current program design. If this unlikely event happens, CCI will make every effort to find some work around or alternative method for the jurisdiction to complete the requested function. Eagle County Treasurer Software Upgrade Eagle County Treasurer Business Case June 18, 2010 Executive Summary The Treasurer's Office uses a third -party software system to receipt in all incoming monies to the county. The current software (TIMS) was installed in 1993 by Eagle Computer Systems, which has since merged with Tyler Technologies, Inc. Over the past 17 years, Tyler Technologies has provided several code releases; however, the system has not been upgraded. An updated software system will allow the office to fully utilize technologies not currently available in TIMS, as well as automating several processes that currently must be done manually. Such deficiencies include: • Environmental Concerns — The TIMS software is overly segmented, so individual reports must be manually printed and compared. This equates to 50 -200 pages being printed daily for balancing alone. • Public Self Service — TIMS does not include a module to share tax statements, tax receipts, or Certificate of Taxes Due to the public. The data is not transferrable to a web format. • Tax Roll Transfer - Since the Assessor has completed a software upgrade, the tax roll transfer process no longer converts seamlessly. The correction, due to the incomplete data merge, is a time consuming process that must be done manually. • Manual Account Changes — TIMS software has compatibility issues with the new Assessor software (even though they are both Tyler Technology products). Account information is only relayed once per year, so changes made on the Assessor system are not reflected during the year. This affects current owner changes, delinquent account notices, new accounts, and advertising lists, as they must me completed manually (over 2000 manual changes last year). • Reports — Reports for taxing entities do not provide necessary detail and must be generated manually. • Employee Productivity — Completing daily tasks involves several, sometimes complicated, steps. The current TIMS system is incompatible with other software, which creates the need for workarounds using MS Word & MS Excel. Posting public correspondence to individual accounts involves several cumbersome steps. • Electronic Filing — The need to print several reports each day creates the need to use physical files or print to Adobe PDF, which eliminates the ability to manipulate data. • Lack of E -mail Capability - Anticipating future methods of notice, email addresses are collected, when possible, from the public. TIMS does not have a dedicated field to collect and utilize the addresses, so running reports or manipulating the data within specific accounts is not possible. • Support — At some point in the future, TIMS will no longer be supported by Tyler Technologies, Inc. Because of their focus on the new product, Tyler Technologies is no longer dedicated to fixes or new features for the TIMS system. Currently, Eagle County pays approximately $16k in support fees annually for, essentially, insurance in case of a system failure. • ~Technological Obsolesce — TIMS was written in a programming language that is no longer utilized n practice. Finding remedy to the items on the preceding list would be a benefit to the public, county, and the Treasur is Office. It is recommended a new software system is installed to meet the more sophisticated needs o the general public and reporting needs of the office. Backer and The TI software is used to post property tax payments, receipt all county monies, reconcile checks and warrants, create Certificate of Taxes Due, generate tax sale documents, and balances all funds on a daily, m4nthly, and annual basis. Given the software's inception date, many of the current technological efficiencies cannot be utilized. Up to this point, the storage of data has been done via physical backup due to system limitations. This results in a paper- intensive process and an increasing demand for physical storage space. Tax statements for the public and title company tax certificates must be manually generated and sent, since a self - service option is not available. TIMS does not interface with the online payment system or banking software, so payments made electronically must be verified, eliminating the intended time - savings. The current TIMS software is antiquated and does not effectively meet the needs of the office or the public. Key Considerations • Yv hile a new software product would create significant time savings, the implementation and staff training cycle will temporarily result in a more measured work process. This could cause short - tarm delays in completing daily workloads. • Early stages of implementation and conversion will require increased support from IT. A new ystem will likely require more support time from IT than the current system. • ntil the functionality of the new system is learned, the goal of a Tess paper- intensive system will t ke time to realize. • Both of the new software systems considered involve an upfront build and installation cost, as u�uell as increased annual support fees. • he contract -to- installation process for a new software system could take between 5 and 13 onths, depending on the system selected. • oth systems are compatible with the existing EagleAssessor software package used by the ssessor's office. • new software package can be integrated with the software package used by Finance (New orld Systems); however, a custom integration would be needed. • he CollectWare software, offered by CCI is a new product and still under development. Until r cently, they specialized in Assessor software. They are scheduled to go live with Boulder and rimer counties in October, 2010. • apital funding for a software upgrade was previously approved by the Board of County ommissioners, but was later deferred due to capital funding constraints. Options nder Consideration • a gleTreasurer Software Package — The product developed by Tyler Technologies, Inc. as a replacement to TIMS. • • • CollectWare Software Package — The product in development by Colorado Customware, Inc. • Status Quo Benefits A software upgrade to either system would result in significant improvements in several fundamental areas: Public access to information, employee productivity, and office efficiencies. Additional advantages included a reduction in paper consumption and physical file storage. • Public Access to Information — Presently, the public must email, fax, visit our office, or call for tax receipts or duplicate statements. Title Companies must email or fax orders for Certificate of Taxes Due. Tax payments made online must be verified for accuracy before posting. Currently, these requests must be manually processed. The new software package would automate these processes by data file management and shared data through a website. • Employee Productivity — The new software version will eliminate the need for several workarounds currently required in the daily workflow processes. Checks can be issued in one step', files can be uploaded without using a second software program, and the software functionality will allow employees to complete several tasks without moving between screens • Office Efficiencies — Several processes that must be completed manually throughout the year would be completed in one step with the new software. Mass name changes can be completed in one step, reports can be customized and bank reconciliations can be done within the software module. Monetary Considerations Both systems under consideration would involve an application charge, installation fees, and an ongoing annual maintenance charge. The table outlines the quotes given by each company under consideration. See Appendix for cost breakdown. Preferred Option After viewing software demonstrations and on -site use, the Treasurer's Office prefers the CCI CollectWare option. The CollectWare software is a more refined and robust product. It includes an option to customize reports, complete one -step mass account changes, interface with our payment vendor, and a bank reconciliation feature. These features are absent in the EagleTreasurer product. Customized Reports — The reporting options will allow more accurate and relevant reports to be distributed to taxing entities. Additional reporting options will also be useful in sharing information interdepartmentally. Mass Account Changes — Mass account changes, currently completed individually and in several steps, can be completed in one step. CCI only. 2 Examples include retrieval of information between Account Maintenance and Tax Receipting and Batch Processing. 3 CCI only. Payment Vendors — CCI offers a module to communicate with our payment vendor. This application would allow verification on the amount due and would ensure the correct amount is collected. This feature will allow us to handle the increasing demand for electronic payments. Bank Reconciliation — Reconciling and posting data within the system will ensure accuracy and time savings on a monthly basis. Individual Customization — Each user is able to customize the look and functionality to fit their individual workload. This eliminates navigation through rarely used segments. Electronic Tax Statement Notification — Through CCI's DataMart product, which is included with the product, tax statements can be viewed and printed by the public. By statute 39 -10 -103 (4) future tax statements can be sent via electronic transmission, reducing the cost for printed (statements and postage. Conclu While a new software installation is being requested, this is ultimately a maintenance topic. The current TIMS software is no longer being improved by Tyler Technologies, and in time will be completely abandoied. Eagle County is one of only four counties remaining on the TIMS systems. This creates the need and urgency for a new product installation. Until recently, Tyler Technologies had little competition in the tax collection arena and this is reflected in their level of service. The EagleTreasurer product, while being a vast improvement from TIMS, still lacks the ease -of -use and features offered by CCI's CollectWare software. In addition to the superior software functionality, we have more confidence in CCI as a company. They are metibulous in the development of the software and are open to feedback and customization. Additio Ily, they offer a more regimented training schedule- which includes employee testing- and implem ntation process. Given the length of time the software will be utilized, the advantages and feature of CollectWare justify the increased upfront cost. 4 See appOndix. i Appendix A f S °s �+, -s :, � c x ?i i a.# `%'T „ • `' - t ai}'t 7 z -' f : ' ' ' �w ° �,x � r � 5; `�Zr -,f. "�'.,. *`.r x.& �'1'3�r��: a; o-s,� Main Application $51,300 $120,000 Web Application $23,800 ' included `+z `t x '' z: - t a»- aYyy'°y,2 a ..c '" '9 ~ ' ` z -,--;;;4.-; 5"�k. °, i.. � ..s; °'`'`'h^ - j� �ri C` s -,. Project Management $7,125 I $50,000 Analysis $13,650 $14,000 �� Installation $7,270 ` $9,000 1if1 4 w4 v . s' „ �` -.. .�. a STS s � g �r £ ss T yk :. a€ f ; 4� : '--;:1-'-'7,1','):I(;) '� • End User $14,045 $27,200 System Admin $1,950 Advance User $3,900 WebEx $1,600 , $1,860 Go Live $8,050 ,11„:14;:)",„ n € ;`"` "t- • 7 < °'*'" `' '' ° si s' - r} "', ,� c t F r t 'f 2 6 � J t�; a a.�. .�n a' a.�.. . a �' _. x.�> r -� -- . d-� z .. . . < . t ,� , tr. Conversion $62 Integration $15,000 • e rr�k�l�� F Lf 1 } f �w °f✓ f �`i �' *Current support fees total approximately $16,000