HomeMy WebLinkAboutRequest to Purchase - Technology ServicesM
Grant County
_Department of Technology Services
ted this I lL day �f_1 ___ . 20 Z-0 35 C. St. NW
Board of County Commissioners Suite 308
Grant County, Washington PO BOX 37
drove Din, ove Abstain Ephrata, WA 98823
509.766.3190 — Phone
Dist #1 Dist # 1 Dist #
Dist #2 Dist # 2 Dist 112
February G, 2020 Dist #3 �� Dist # 3 Dist # 3 _
For Board of County Commissioner approval,
In anticipation of the Inventory policy changing in 2020 that will generally categorize any assets with a value
below $5,000.00 as a small & attractive asset and the responsibility of the departments to track, Technology
Services and the Sheriff's Office have identified the software Quartermaster to fulfill these requirements.
After speaking with the Auditor's Office, specifically the Accounting Department about inventory matters, they
have expressed their desire to also use Quartermaster. Also as a result of those discussions it was agreed that
we would like to have all County entities use Quartermaster for their small and attractive inventory asset
management.
Technology Services, the Sheriff's Office and the Accounting Department have had meetings with Collective
Data (the company that makes Quartermaster) to discuss options for the expansion of Quartermaster to
accommodate additional users, inventory and asset template configuration. The total cost for expanding the
County's use of Quartermaster, as well as professional services to more rapidly configure the system, is
$13,750.00 (see attached quote).
Technology Services and the Auditor's Office have come to an agreement to share these costs. Technology
Services will pay for the professional services ($3,500.00) and the Auditor's Office will pay the balance
($10,250.00). Technology Services has sufficient budget to cover our portion of the cost. The Auditor's Office
will likely require a budget extension to cover their portion.
We make the recommendation and ask that the Board of County Commissioners give authorization for this
purchase.
Respectfully,
7osep W. Carter
Assist nt Director
Grant County Technology Services
Madeline Prentice
Chief Accountant
Grant County Auditor's Office
CC: Michelle Jaderlund — Grant County Auditor --U-CUE-1 EE D
CC: Tom Gaines — Director Grant County Central Services
FEB 0 6 2020
'TO MEET CURRENT AND FUTURE NEEDS, SERVING TOGETHER WITH PUBLIC AND PRIVATEENTITIES,
=RANT COUNTY COMMISSIONERS
WHILE FOSTERING A RESPECTFUL AND SUCCESSFUL WORK ENVIRONMENT."
COLLECTIVE
Grant County Sheriff
Brittany Rang
Item ----
Prod ucts/Services
temProducts/Services
collectiveQuarterm aster 7.1: Cloud: Software as a Service (SaaS)
5 Concurrent User Licenses
Modules
Active Directory
Object Revolution
System Event Notifications
QUOTE
Quote #: 8860.SaaS
Date: 01/31/2020
Expiration Date:
Price
Product Total
•onfiy orations and Service--,
Configuration Service - New Department Reference Fields and Security Settings
Import: Option 2 - collectiveQuartermaster Matching List Data
One Time Cost:
Year 1 Total:
Year 2 & Beyond Total:
$2,750.00
$2,500.00
$2,500.00
$2,500.00
$10,250.00
$1,000.00
$2,500.00
$3,500.00
13.750.00
10.250.00
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Product Descriptions
collectiveQuartermaster 7.1: Cloud: Software as a Service (SaaS)
Base Price: $375/Month
Per Concurrent User:$50/Month
Your system will include:
5 concurrent users
Hosted in the cloud in our state-of-the-art data center, the software is accessible on any device with an internet connection
that includes desktops, laptops, tablets, and smartphones.
Active Directory
Offers the ability to integrate Collective Data software directly with Windows Active Directory, simplifying the management of
user credentials and group management across your network.
Some of the information that can be synced includes:
" User creation/deletion
" Passwords
Data fields such as addresses, phone numbers, employee ID's, etc.
Security group memberships
This is able to be configured to work with AD Federated Services and Single -Sign On.
Object Revolution
Object Revolution allows you to configure the software to meet the needs of your specific organization. Changing the name
of a field label is as easy as right -clicking, as well as many other capabilities. This option will allow your software to grow as
your fleet grows ... the perfect solution that fits your business hierarchy.
This includes Two (2) hours of web -based training.
• Add an unlimited number of user -defined fields
" Re -label fields and objects
• Define properties for fields including the default values, edit options, required and unique edits
" Define the column lists for the drop down object selector
• Define the fields that make up an object's display string
• Define the fields that make up the "Quick Find" feature
• Define the fields that make up the "Quick Add" feature
System Event Notifications
System Event Notification allows you to deliver customized e-mail notifications as well as emails with reports attached
automatically, based on certain events or thresholds within the system. If looking for a way to automate information and
data delivery, this makes it reality.
• Conditionally e-mail reports to one or more recipients based on user -configured exceptions
• Automatically e-mail any report in the system to specified recipients on a timed basis such as monthly, weekly, daily, etc.
Two (2) hours of web -based training is included to help you learn how to create your own notifications
Import: Option 2 - collectiveQuartermaster Matching List Data
Collective Data will import any desired list data fields from your old system that corresponds to existing fields within the
software such as Equipment, Employees, Parts, Vendors, and Work Codes.
Note: This is the optimal import package to get you set up quickly and using the system as soon as possible. This does not
include historical data such as prior work order information.
All of the following criteria must be met or there may be additional development charges
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* Data must be in CSV files, a Microsoft Access DB, or an ODBC compliant database (PostgreSQL, MsSQL, MySQL, etc.)
* Data must be in plain text without encryption or encoding. Images and Documents must be in a format that is capable of
systematically migrating into Collective Data's data structures. If Images or documents are expected to be migrated,
approval must be sought prior to project commitment
* Customer must be able to confirm or help associate the mapping of data into the software is correct
* The original file format must not change during or after development of the mapping
" Pricing does not include cleaning data (for example: a file that has a Make in a VIN field)
There is a 3 -step process to importing your existing data using this import option:
1. Collective Data will indicate best guesses for the mapping of data and send an excel file back with the results. The
customer must confirm or help associate missing information that Collective Data was not able to link through best
guesses. Once confirmed, a signature is required for approval
2. Once you have confirmed the outline of the mapping, Collective Data will perform a preview conversion of the data and
deliver it to be reviewed. Any issues must be noted and given to Collective Data.
3. If there are any issues, Collective Data will perform one additional transfer of data to complete the transfer during the
preview stage
4. Once the preview data is approved, Collective Data will provide a final refresh of data before the go -live date. The data
for the final go -live refresh must be given in the same format as the preview phase
If there are additional changes beyond the scope of original data mapping approval, you will be billed
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Terms and Conditions
* Standard Payment Terms: The total price listed on the renewal quote is invoiced once the quote and the End User License
Agreement (EULA) are signed by the client, due Net 30. A one -and -a half (1'/z) percent monthly late payment penalty (18%
annum) will be charged on all past due balances, effective the last business day of the following month. In the event Collective
Data, Inc. inactivates client's support account due to non-payment, re -activation of the support account will be performed upon
payment receipt equal to one hundred twenty (120) percent of the total price listed on the renewal quote.
* By signing this document, the signer is committing to purchase the products and services listed in this quote and agrees to the
payment terms listed in this quote. The signer also acknowledges the authority to sign this document on behalf of the organization
listed.
* 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.
The current annual subscription cost would be $20,500 if nothing new is added to your system. 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.
An executed Software as a Service (SaaS) agreement is required prior to configuration and development of the software. Estimated
final delivery of the system is based on the executed SaaS agreement.
Your annual service contract includes:
* Subscription for 10 Users
* Technical support staff available from 8 - 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
* Two (2) hours of web -based training
* Prices quoted for program modifications or customizations are based on the specifications and requirements expressed by the
client to Collective Data at the time of this quote. Any changes to the specifications or requirements related to said modifications
or customizations may result in a price adjustment.
* 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'/2) percent monthly late payment penalty (18% annum) will be charged on
all past due balances, effective the last business day of the following month. In the event Collective Data, Inc. retains an attorney
to enforce any of the obligations here under of the client, the client indicated on this agreement agrees to reimbursement Collective
Data, Inc. for reasonable attorneys fees.
* 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% upon quote
acceptance.
* The products / services listed in this quote will increase your total support cost by $10,500.00 at the time of your next support
renewal.
* Collective Data cannot guarantee that all user configurations made with Object Revolution will be compatible with all future
software updates.
* Standard Payment Terms: The total price listed on the quote is invoiced once the quote is 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 %)
percent monthly late payment penalty (18% annum) will be charged on all past due balances, effective the last business day of the
following month. In the event Collective Data, Inc. retains an attorney to enforce any of the obligations hereunder of the client, the
client indicated on this agreement agrees to reimbursement Collective Data, Inc. for reasonable attorney's fees.
* Collective Data software natively supports the following database servers: PostgreSQL, MS SQL 2008, 2012, 2014 and 2016.. No
additional licensing is required to operate with PostgreSQL. Licensing for MS SQL is not included and is the responsibility of the
Customer.
A server -class computer running Microsoft Windows 10, 8, 7, 2008 Server, 2008 R2 Server, 2012 Server with GUI, 2012 R2 Server,
or 2012 Data Center GUI is required to operate the application server. Windows 8.1 and Server 2012 R2 OSes must have Update
KB2919355 installed prior to installation of the Application Server software.
* 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.
* The information in this document is confidential to the company to whom it is addressed and should not be disclosed to any other
person or organization.
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To accept this quote, please e-mail this signed document to: cgreenlee@collectivedata.com
Print Name:
Signature:
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