HomeMy WebLinkAboutRequest to Purchase - Technology ServicesGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT:TeCI1►IOIOgy Services
REQUEST SUBMITTED BY:VaneSSa Brown
DATE:3/1 2/25
PHONE: X328 1
CONTACT PERSON ATTENDING ROUNDTABLE:TOm Gaines/Joseph Carter
CONFIDENTIAL INFORMATION: ❑YES El NO
1101 51,-M
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Purchase Order #1021 to Collective Data for annual software renewal of
Quartermaster 7.1 use by both Technology Services and the Sheriffs office
for inventory control, $20,250.00. Term: 12/31/24 - 12/30/25
Budgeted software renewal:501.179.00.0000.518804104
If necessary, was this document reviewed by accounting? ❑ YES ❑ NO * N/A
If necessary, was this document reviewed by legal? W YES ❑ NO ❑ N/A
____-----------
-
DATE
A OF ACTION: DEFERRED
WITHDRAWN:
APPROVE: DENIED ABSTAIN
D2:
DECEIVED
D3:
MAR 12 2025
4/23/24 GRANT COUNTY COMMISSIONERS
Grant County Technology Services
35 C St NW
Ephrata, WA 98823-1685 USA
gctsC@grantcountywa.gov
VENDOR SHIP TO
P.O. NO. 1021
Collective Data (COLDA) Technology Services
DATE 03/12/2025
460 12th Ave. SE, Unit 200 35 C ST NW
Cedar Rapids, IA 52401 Suite 308
WA 98823
SERVICE DESCRIPTION
OTY RAI'E AMOUN - T
A
Software Annual renewal for Quartermaster SAAS
1 20,250.00 20,250.00
Maintenance Subscription - 10 Licenses (Quote #001157 v1)
12/31/2024 - 12/30/2025
Budgeted item used by GCSO & GCTS (4104)
GCTS
Approval:
Date: NY
t
TOTAL
$20,250.00
Approved By
SDate
At
�y
COLLECTIVE DATA
SaaS Renewal Qu• - (Coverage Dates*
Quote#001157 v1
Prepared For,-
prepared by:
Date Issued:
Grant County Sheriff
Collective Data
01.10.2025
Vanessa L. Brown
Jamie Harris
EpiE o:
Ephrata, WA
460 12th Ave SE
01.31.2025
#200
Cedar Rapids, Iowa 52401
P: (509) 754-6084
P: 319-297-2117
E: vlbrown@grantcountywa.gov
E: jharris@collectivedata.com
Annual Licensing
Product Details
Recurring Recurring
Recurring Qty Recurring Total
List Price Discount
Amount
Price
User Licenses: Quartermaster 7.1 Licenses
$0.00 $0.00
$2,025.00 10 $20,250.00
Coverage Dates: 12/31/2024 through 12/30/2025
Your annual agreement consists of the following:
* Subscription for 10 users
* Cloud hosting services and software maintenance
updates / bug fixes as well as general
improvements
* Technical support staff available from 8 AM m 6
PM (Central), Monday through Friday
* Support via: phone, email and Online Support
Center
* Free online training webinars
* Free version core update
Annual Subtotal:
$20,250.00
Subtotal:
$20,250.00
COLLECTIVE DATA
Collective Data SaaS solutions are billed annually in advance. Payment must be received in full for the twelve (12) month initial
service period prior to any software being made available including one time set up fees and costs of training and configurations /
customizations. Any additional users purchased within the first year will be prorated to the next renewal point.
If you add any new module or licenses after this initial quote - additional charges will apply. Configuration or training services
throughout your subscription are one-time charges and will be invoiced at the time of work.
Your annual service contract includes:
Technical support staff available from 8 AM - 6 PM (Central), Monday through Friday (excluding holidays)
Support via: phone, email and Online Support Center
Software hosting and system backups
Free online training webinars
Software maintenance updates/bug fixes as well as general improvements as released
Free core version updates
* By signing this document, the signer is committing to purchase the products / services listed in this quote. The signer
acknowledges the authority to sign this document on behalf of the organization listed. Client will be invoiced 100% of year 1
upon quote acceptance and invoiced annually, year 2 and beyond 30 days prior to subscription date.
* Standard Payment Terms: 100% of the total price listed on the quote is invoiced once the quote and the End User License
Agreement (EULA) are signed by the client, due Net 30. Services will be scheduled to begin, and hardware will be ordered and
shipped after payment is received. A one -and -a half (1 1/) percent monthly late payment penalty (18% annum) will be charged on
all past due balances, effective the last business day of the following month.
* The contract term begins upon final delivery of the software. This date, going forward, will be the annual subscription date.
Invoicing will take place 30 days prior to annual subscription date.
* The pricing listed in this quote is based on the products and services as described. Any additions, alterations, reconfigurations,
or changes of any nature made to the products and services quoted herein may require a recalculation of price.
* All training requires advanced payment prior to scheduling the date. Price quoted reflects training fees only. On -site training
must be scheduled a minimum of (three) 3 weeks in advance and four (4) weeks for out of the country. Additional fees may apply
to travel outside of the continental United States and Canada.
One-time Subtotal One -Time Amount
Annual Licensing $20,250.00
Total: I $20,250.00
Annual ! • Amount
Annual Licensing $20,250.00
Annual Total: I $20,250.00
Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors.
Acceptance
Collective Data Grant County Sheriff
Jamie Harris
Signature / Name
01 /10/2025
Date
Rob Jones, Chair
Signature / Larne = Initials
Date
C�, COLLECTIVE DATA
Services Agreement
This Services Agreement (the "Agreement") is made and entered into by and between COLLECTIVE DATA, Inc.,
a Iowa corporation, with offices at 460 12th Ave. SE, Suite #200, Cedar Rapids, IA 52401 ("COLLECTIVE DATA"),
and Grant County Sheriffs Office ("CUSTOMER") becomes effective 12/30/2024 upon the date the Agreement is
fully executed by both parties. Together, both COLLECTIVE DATA and CUSTOMER may be referred to as Parties,
and individually as Party, in the Agreement.
1. Agreement Purpose and Scope of Services. Under this Agreement, COLLECTIVE DATA agrees to make
available to CUSTOMER certain software, operated and maintained by COLLECTIVE DATA using computer
systems owned or operated by or for COLLECTIVE DATA and agrees to provide service to CUSTOMER, as
described in the Quote attached as Appendix A collectively referred to as the "COLLECTIVE DATA Product."
2. Subscription to the Services. In consideration of payment of the fees as set out in the Order Form, during the
Term of this Agreement, COLLECTIVE DATA grants CUSTOMER a non-exclusive, non -transferable, right to
access and use the COLLECTIVE DATA Product on computer systems owned or operated by or for
COLLECTIVE DATA, all as expressly limited herein. CUSTOMER further agrees that it will not: (a) attempt to
copy, modify, duplicate, create derivative works from, mirror, republish, download, display, transmit, distribute,
or in any way emulate all or any portion of the COLLECTIVE DATA Product in any form or media or by any
means; (b) attempt to reverse compile, disassemble, reverse engineer or otherwise reduce to human -
perceivable form all or any part of any computer code used by COLLECTIVE DATA to provide the COLLECTIVE
DATA Product; (c) access all or any part of any website, software, source code or computer code used by
COLLECTIVE DATA to provide the COLLECTIVE DATA Product in order to build a product or service that
competes with the Services; or (d) assist others in what is prohibited to CUSTOMER. All other rights reserved
to COLLECTIVE DATA.
3. Fees and Billing
3.1. COLLECTIVE DATA Product Pricing. The costs and fees for the COLLECTIVE DATA Product shall bt
provided in the Order Form used by the Parties.
3.2. Billing. COLLECTIVE DATA shall charge CUSTOMER for access and use of the COLLECTIVE DATA
Product, pursuant to the billing schedule provided on the Order Form used by the Parties. To the extent
there are any fees not paid to COLLECTIVE DATA from CUSTOMER, for any reason, after fifteen (15)
days of when such amounts are due, COLLECTIVE DATA may suspend CUSTOMER'S access and use
of the COLLECTIVE DATA Product until such time as all due amounts are received by COLLECTIVE
DATA.
4. Onboarding & Training. COLLECTIVE DATA will provide to CUSTOMER onboarding training as provided in
the Order Form. Additional training may be added by mutual agreement between the Parties. CUSTOMERS
will be provided with the opportunity to sign -off once onboarding is complete. CUSTOMERS will have 2 weeks
to review and respond for any necessary corrections. No response from CUSTOMER will be deemed as
satisfaction of COLLECTIVE DATA'S responsibilities under this clause.
5. Product Support. COLLECTIVE DATA will offer CUSTOMER an email address and phone number to initiate
support inquiries, with such inquiries being handled by a dedicated support team between 8:00 AM and 6:00
PM CST Monday through Friday, excluding holidays. From time to time, COLLECTIVE DATA may perform
scheduled and/or unscheduled maintenance to correct, modify, or enhance the COLLECTIVE DATA Product.
During such maintenance, all or selected portions of the COLLECTIVE DATA Product may be unavailable.
COLLECTIVE DATA will notify CUSTOMER of any scheduled maintenance and work in good faith to ensure
the COLLECTIVE DATA Product is available. Except as specifically provided for in this Agreement,
COLLECTIVE DATA will not be held liable for any downtime of the COLLECTIVE DATA Product.
6. Term and Renewal. Unless specifically provided otherwise in the Order Form, this Agreement will have an
initial term that begins on the Effective Date, and will continue for twelve (12) months ("Initial Term"). After the
Initial Term, the Agreement will automatically renew for additional 12-month periods (each a "Renewal Term")
until terminated in accordance with the terms herein (the Initial Term and each Renewal Term may be
collectively referred to as the "Term"):
6.1. Either Party may terminate this Agreement if the other Party breaches its obligations under this Agreement
and fails to cure such breach within thirty (30) days prior written notice to such other Party describing the
breach.
6.2. COLLECTIVE DATA may immediately terminate this Agreement if CUSTOMER commits an incurable
material breach, which includes an abuse of the COLLECTIVE DATA Product in any manner prohibited in
Section 2, 8, and 10.2.
6.3. CUSTOMER may terminate this Agreement by providing sixty (60) days written notice prior to the end of
the then current Initial Term or Renewal Term.
6.4. Either Party may terminate this Agreement, immediately, as a result of the other Party being subject to
insolvency, liquidation, winding up, bankruptcy or similar proceedings, or if such other Party is unable to
reasonably uphold its monetary obligations to creditors.
6.5. Immediately upon any termination or expiration of this Agreement, COLLECTIVE DATA may terminate the
Services provided to CUSTOMER and all fees incurred up to the date of termination or expiration and
owed to COLLECTIVE DATA will become immediately due. CUSTOMER will return all Proprietary
Information (defined below) to COLLECTIVE DATA. Sections 7.5, 8, 9, 10, 11, and 12 will survive any
termination or expiration of this Agreement.
7. Ownership and Confidentiality.
7.1. Product. The Parties agree that this Agreement is not a transfer or license of any portion of the
COLLECTIVE DATA Product or any underlying website, application, or other software made available to
CUSTOMER as part of the COLLECTIVE DATA Product. At all times COLLECTIVE DATA maintains all
ownership and rights over its COLLECTIVE DATA Product and such software, and any associated
upgrades, customizations, and other materials and technologies associated with the COLLECTIVE DATA
Product. COLLECTIVE DATA retains the right to all content, code, data and other materials created by
COLLECTIVE DATA as a result of this Agreement and/or usage of its COLLECTIVE DATA Product by
CUSTOMER. CUSTOMER acknowledges and agrees that COLLECTIVE DATA collects and retains
aggregate non -identifiable data derived from performance of the COLLECTIVE DATA Product As between
COLLECTIVE DATA and CUSTOMER, CUSTOMER retains all ownership and responsibility for all data
inputted into the COLLECTIVE DATA Product by CUSTOMER, or its employees and agents.
7.2. Proprietary Rights. CUSTOMER agrees that all information presented or disclosed to CUSTOMER by
COLLECTIVE DATA, whether before or after the date of this Agreement, whether or not in writing,
concerning the data used in and derived from the COLLECTIVE DATA Product, including, but not limited
to, marketing and operational or technical information (collectively, "Proprietary Information") is and will be
the exclusive property of COLLECTIVE DATA. Unless otherwise required by law including but not limited
to Chapter 42.56 RCW (the Public Records Act), CUSTOMER agrees: (a) not to reveal, publish or disclose
Proprietary Information to anyone; (b) to use the same care to protect COLLECTIVE DATA'S Proprietary
Information as it uses for its own similar information, but in no event less than best efforts care; (c) to use
Proprietary Information only for fulfilling CUSTOMER'S obligations under this Agreement, and for no other
purpose; and (d) to return promptly or destroy COLLECTIVE DATA'S Proprietary Information upon
request.
7.3. Data Retention Upon Termination. Upon termination of the Agreement for any reason, COLLECTIVE
DATA will retain CUSTOMER's data for a period of up to 30 days from the effective date of termination
(the "Retention Period"). Upon CUSTOMER's request, COLLECTIVE DATA will provide such data to
CUSTOMER in industry standard XML, MSSQL, or PSQL format at no additional cost. If CUSTOMER
requests such data in any other format an additional fee may be applied. After the Retention Period, the
CUSTOMER data will be permanently deleted from COLLECTIVE DATA's server and shall be
irrecoverable by CUSTOMER. CUSTOMER agrees that COLLECTIVE DATA shall have no obligation to
retain CUSTOMER data after the Retention Period.
8. Representations, Warranties, and Covenants of the Parties.
8.1. Mutual. Each Party represents and warrants that: (i) it is duly organized and validly existing under the laws
of the jurisdiction in which it is organized; (ii) it has full power and authority, and has obtained all approvals,
permissions and consents necessary, to enter into this Agreement and to perform its obligations
hereunder; (iii) this Agreement is legally binding upon it and enforceable in accordance with its terms; and
(iv) the execution, delivery and performance of this Agreement does not and will not conflict with any
agreement, instrument, judgment or understanding, oral or written, to which it is a party or by which it may
be bound.
8.2. CUSTOMER. CUSTOMER represents, warrants, and covenants (as applicable) that (i) it shall not rent,
sell, license, lease or otherwise commercially exploit or make available the COLLECTIVE DATA Product
or the COLLECTIVE DATA Proprietary Information to any unauthorized third -party or otherwise use,
modify, adapt, or combine the COLLECTIVE DATA Product in an infringing or unauthorized manner; (ii) it
shall comply with all applicable federal, state, and local laws, rules and regulations including without
limitation, all privacy and data security laws and the terms and conditions of all applicable third party
websites, platforms or applications; and (iii) it is responsible for insuring that individual users abide by the
applicable Terms of Service and it understands that access and use of the COLLECTIVE DATA Product
may be suspended for repeated violation of the Terms of Service by one or more of its individual users.
8.3. COLLECTIVE DATA. Except as limited in this Agreement, COLLECTIVE DATA represents and warrants
that the COLLECTIVE DATA Product will be provided in a reasonably professional and workmanlike
manner in accordance with industry standards.
9. Disclaimer and Limitation of Liability.
9.1. The collective data product is provided "as is", and except as expressly provided in this agreement, and to
the maximum extent provided by law, collective data expressly disclaims all warranties whatsoever,
whether express or implied, including any implied warranty of merchantability or fitness for a particular
purpose, except that collective data owns or has the necessary rights, in all intellectual property rights in
and to the collective data product necessary to grant the right herein.
9.2. In no event shall collective data, or any of its affiliates, or any of their directors, officers, employees or
agents be liable to customer or anyone else for any indirect, consequential, special, incidental, punitive, or
exemplary damages of any kind (including lost revenues or profits or loss of business) resulting from the
performance or nonperformance of this agreement, whether due to a breach of contract, breach of
warranty, or the negligence of collective data or any other party, even if collective data is advised
beforehand of the possibility of such damages. In no event shall collective data's liability for the
performance or nonperformance of its obligations under this agreement, exceed the amounts paid from
customer to collective data for the previous three (3) months of the collective data product. The foregoing
is intended as a complete allocation of the risks between the parties. Because the bargain struck and the
price paid reflect such allocation this limitation upon remedies will not have failed of its essential purpose.
10. General Provisions.
10.1. Independent Contractor. This Agreement establishes an independent contractor relationship between
the Parties, and neither an employee/employer relationship, nor a joint venture relationship or any other
relationship is established hereby. Each of CUSTOMER and COLLECTIVE DATA alone shall be
responsible for payment of all remuneration to its employees and bear all taxes associated therewith.
10.2. Assignment. CUSTOMER may not assign this Agreement in whole or in part without COLLECTIVE
DATA's written consent. COLLECTIVE DATA may assign this Agreement at its sole discretion subject to
CUSTOMERS' rights hereunder.
10.3. Law. This Agreement shall be governed by the laws of the where the CUSTOMER has its principal place
of business, and the Parties hereby submit to such jurisdiction, hereby agrees to accept service of
process by certified mail or overnight international delivery services and hereby waives any jurisdictional
or venue defenses otherwise available with respect thereto.
10.4. Severabillity. In the event any term of this Agreement is found by any court to be void or otherwise
unenforceable, the remainder of this Agreement shall remain valid and enforceable as though such term
were absent upon the date of its execution.
10.5. No Waiver. No waiver of any rights arising under this Agreement shall be effective unless in writing and
signed by the Party against whom such waiver is sought to be enforced. No failure or delay by either
Party in exercising any right, power or remedy under this Agreement shall operate as a waiver of any
such right, power or remedy.
10.6. Entire Agreement. This Agreement, Terms of Service, along with any attachment, addendum, and
exhibits sets forth the entire understanding of the Parties with respect to the subject matter hereof. Except
as provided herein, this Agreement shall not be amended or modified except by written instrument duly
executed by authorized signatories of both Parties. Any and all previous Agreements, representations
and understandings between the Parties regarding the subject matter hereof, whether written or oral, are
superseded by this Agreement and of no further force and effect.
10.7. Force Majeure. Neither Party will be liable for inadequate performance to the extent caused by a
condition (for example, natural disaster, act of war or terrorism, riot, labor condition, governmental action,
pandemic, and Internet disturbance) that was beyond the Party's reasonable control.
10.8. Counterparts. This Agreement may be executed in multiple counterparts, including facsimile, PDF, or
other electronic copies, each of which shall constitute an original and all of which taken together shall
constitute one and the same Agreement.
10.9. Notice. Notices under this Agreement shall be in writing and sent via U.S. Express Mail or private express
courier services or by email (with receipt confirmed) and will be effective upon receipt at the address
stated in the Order Form (unless the Parties are notified in writing of a change in address, in which case
notice will be sent to the new address). Notwithstanding the foregoing, notice provided to CUSTOMER
from COLLECTIVE DATA through COLLECTIVE DATA's web -based online portal directly to
CUSTOMER with a copy via e-mail shall be considered prior notice, including "written" notice pursuant
to this Section 12.9 and throughout this Agreement.
In witness whereof, the Parties have executed this Agreement by their duly authorized representatives:
COLLECTIVE DATA, INC.
CUSTOMER:
By:
By:
Print Name: Rob Jones,
Title:, Chair
Print Name:
Title:
Date
Date: ((9 - 00 05
Appendix A: Service Level Agreement for Hosted Applications
Except as otherwise provided herein, this Service Level Agreement is subject to the terms of the License
Agreement and Support Agreement. Terms not defined herein will have the meaning given the License
Agreement and/or the Support Agreement. Collective Data reserves the right to change the terms of this Service
Level Agreement with 90-day notice to the Company.
1.Service Availability: "Service Availability" means that the Software, or service may be accessed and used
by Company, as measured by Company.
a. Uptime Commitment: The Software, including the Data File, shall be available at least ninety-nine
(99.9%) of the time during each calendar month.
b. Severity Levels:
Severity
Impact
Response Time
Level
Resolution Time
Critical
Complete degradation, production is down impacting all
Immediate
Within 4 hours
applications and associated systems. All users affected
(service unavailable)
High /
Significant performance degradation; Large number of
Within 2 hours
Within 6 hours
Severe
users or critical functions affected
Medium
Production system performance is degraded, but
Within 6 hours
Next business day
operational. Limited number of users are
(NBD)
affected (business processes can continue)
Low /
Functional request relating development, feature issues
Next business day
Best effort
Minor
or documentation
(business process can continue)
c. Escalation Process: Escalation Process applies to the following Severity Levels only: Critical,
High/Severe and Medium
Escalation
Level
Response
Resolved
Contact
Critical
High/
Severe
Med
Critical
High/
Severe
Med
1 st Request
Within the times listed in the Severity
Levels table
Within the times listed in the
Severity Levels table
clientsuccess@,collectivedata.com
2nd Request
1 + hours
2+ hours
6+ hours
4+ hours
6+ hours
NBD+
Collective Data Support #
319-362-1993
2. Exclusions: This SLA does not apply to
♦ Software, services or equipment not purchased and or managed by Collective Data Additionally.
♦ The Incident or Outage has been caused by using equipment, third party software or services in a
way that is not recommended
♦ The company has made unauthorized changes to the configuration or set up of the affected service,
software or equipment
♦ The company has prevented the supplier from performing required maintenance and update tasks
♦ The Incident or Outage has been caused by unsupported software, services or equipment
♦ This SLA does not apply in circumstances that could be reasonable said to be beyond Collective
Data's control such as Company's breach of contract, or force majeure events.
Quote Link/Attachment:
Vanessa L. Brown
From:
Barbara G. Duerbeck
Sent:
Wednesday, March 12, 2025 1:43 PM
To:
Joseph W. Carter, Rebekah M. Kaylor
Cc:
Vanessa L. Brown
Subject:
Re: Quarter Master
Good afternoon,
I have received Rebekah's email with her listed concerns and see that has been addressed and the
language she proposed has been added. I otherwise reviewed it myself and see no other problems.
This has my approval. Thanks
Thank you,
Barbara G. Duerbeck
Deputy Prosecuting Attorney
Grant County Prosecutor's Office
Civil/Appellate Division
509-754-2011 ext. 3912
bgduerbeck@grantcountywa.gov
(Pacific Time Zone)
The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom
the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other
privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this
message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you
received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original
e-mail and any attached documentation. Please be advised that any reply to this email may be considered a public record
and be subject to disclosure upon request. Thank you.
From: Joseph W. Carter <jcarter@grantcountywa.gov>
Sent: Wednesday, March 12, 2025 8:25 AM
To: Rebekah M. Kaylor <rmkaylor@grantcountywa.gov>; Barbara G. Duerbeck <bgduerbeck@grantcountywa.gov>
Cc: Vanessa L. Brown <vlbrown @grantcountywa.gov>
Subject: FW: Quarter Master
It seems I failed to appropriately convey the urgency of this prior now.
This bill was due in December of 2024. We are in jeopardy to losing the asset tracking for the Sheriff's
Office and Technology Services if we do not process payment soon.
This is supposed to be the final review, so we can have approval to go to consent.
Please review.
Joseph W Carter
Assistant Director
Grant County Technology Services
.,. nI4t4Rd`ffiN#ALA` "
Office: 509-754-1007
Mobile: 509-793-6811
Email: ic�grantcountywa.gov
Web: www. rantcounttya. ov/GCTS
From: Joseph W. Carter
Sent: Thursday, February 20, 2025 9:06 AM
To: Rebekah M. Kaylor <rmkaylor@grantcountywa.gov>
Cc: Vanessa L. Brown <vlbrown @grantcountywa.gov>
Subject: Quarter Master
Rebekah,
Please review. Fingers crossed that we're good to go.
Joseph W Carter
Assistant Director
Grant County Technology Services
Office: 509-754-1007
Mobile: 509-793-6811
Email: icarter@grantcount wa. ov
Web: www.grantcountvwa.9ov/GCTS
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