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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 ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code El Emergency Purchase ❑Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ® Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑Minutes ❑Ordinances ❑Out of State Travel ❑Petty Cash ❑ Policies ❑ Proclamations ® Request for Purchase ❑ Resolution ❑Recommendation El Professional Serv/Consultant ❑Support Letter []Surplus Rego ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB 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 W YES ❑ NO ❑ N/A ____----------- - DATE A OF ACTION: DEFERRED WITHDRAWN: APPROVE: DENIED ABSTAIN D2: DECEIVED D3: MAR 12 2025 4/23/24 GRANT COUNTY COMMISSIONERS Grant County Technology Services 35 C St NW Ephrata, WA 98823-1685 USA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 2