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HomeMy WebLinkAboutbocc.con.166.202019-12-17 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 11631100.531000 Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department County Representative Lindsay Maisch County Representative Phone (970) 920-5766 Provide a brief description of the contract: Contract Value Summary: $ 20,000.00 $ - $ - $ 20,000.00 166.20 Pitkin County Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement No Grantmaking License and Support Blackbaud Confidential $- Additional Budget Line Item(s) (Please fully allocate New Contract Total) $- $- $- $- None Services/Maintenance 9/15/2020 9/14/2021 New Contract Human Services Grantmaking software licensing and implementation/support services. Original term and support for implementation quoted as $17,874.92; County elects to increase the initial term to not to exceed $20,000.00 in the event that additional services are required for implementation. Subsequent renewal terms for years 2-3 will renew at a rate of $14,149.92. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount New Contract Total 2000 Daniel Island Drive, Charleston SC 29492-7541 Order Form Site ID: Order Number: Q-08975 PO Number: Bill To: Jeremy Duncan Pitkin County 530 E MAIN ST ASPEN,CO 81611 USA Sold To: Jeremy Duncan Pitkin County 530 E MAIN ST ASPEN,CO 81611 USA Valid Until:09/30/2020 Effective Date: Currency:USD Payment Terms: Net 30 Subscriptions Blackbaud Grantmaking Cons Retainer Price: $4,500.00 Billed: Annual Contract term: 36 months, renewed annually Year 1:$4,500.00 Year 2:$4,500.00 Year 3:$4,500.00 Blackbaud Grantmaking Pro PAE Offer 2 Users Included: Blackbaud Grantmaking Blueprint, Unlimited Online Applications, Blackbaud Grantmaking Learn More, Unlimited External Reviews, Unlimited Internal Reviews Price: $9,649.92 Billed: Annual Contract term: 36 months, renewed annually Year 1:$9,649.92 Year 2:$9,649.92 Year 3:$9,649.92 Services Professional Services: General Overage TM 1 Hour @ $225.00/Hour Price: $225.00 Billed: Monthly based on time entered $225.00 Blackbaud Grantmaking Data Import Offer Included: Complex Import Template FPE Price: $3,500.00 Billed: 50% Up Front/ 50% in 120 Days $3,500.00 Blackbaud Confidential | 2000 Daniel Island Drive, Charleston SC 29492-7541 Page 1 of 4 Total Annual Investment:Year 1: $17,874.92 Year 2: $14,149.92 Year 3: $14,149.92 General Terms Enter text here to overwrite the above PO Number or add a note to the invoice: Pitkin County Contract #: 166.20 The fees and terms on this Order Form are valid until 09/30/2020. This Order Form is governed by the Blackbaud Solutions Agreement and by all other applicable terms and conditions in the Online Terms and Conditions Center. By signing this Order Form, you agree to these terms. Renewals: Unless You notify Blackbaud in writing of Your desire to cancel at least forty-five (45) days prior to the start of the upcoming renewal term, Your Subscription shall renew for consecutive terms equal in length to the initial term. Renewal fees or Subscription pricing for renewal terms are subject to a reasonable adjustment. Fees, Expenses and Payment: a.Fees, Duties, and Taxes. Fees for Solutions are set forth in this Order Form, exclusive of taxes. Unless Blackbaud has a current and valid tax exemption certificate on file, You will be responsible for all applicable taxes. b.Expenses. If Blackbaud incurs reasonable travel and living expenses to perform Your Services, You are required to reimburse Blackbaud for such expenses pursuant to Blackbaud’s then-current travel policy, available to You upon request. c.Invoices. The initial invoice for Your Solutions is issued immediately following Order Form signature. All other invoices shall be issued as follows: (i) invoices for Services will be issued in accordance with the applicable SOW; (ii) pro forma invoices for upcoming Subscription renewals shall be sent to You at least sixty (60) days prior to the start of the renewal term; (iii) and unless terminated in compliance with the Suspension; Acceptable Use Policy (Section 3(a) of the Blackbaud Solutions Agreement), final renewal invoices for Subscriptions will be issued at least thirty (30) days prior to the start of the renewal term. d.Payments and Late Payments. Payment is due as stated in this Order Form. All payments are non- refundable except in the event of Our uncured material default under this agreement. If You believe an invoice is inaccurate, You must notify Blackbaud in writing within thirty (30) days from the date of such invoice. Except for amounts subject to a good faith dispute, We may invoice You an interest rate allowable of up to 1.5% for any outstanding invoice not paid when due. State Sales Tax Exemption Certificates Does the State in which You are making this purchase provide a sales tax exemption for Yourorganization? Yes If You answer “Yes” to this question, We are required to have a copy of the “State issued sales tax exemption certificate” for Your organization on file. Please note We cannot accept an IRS or State issued letter for 501(c)(3) Blackbaud Confidential | 2000 Daniel Island Drive, Charleston SC 29492-7541 Page 2 of 4 status, entity incorporation, or income / franchise tax exemption as these are not acceptable forms for sales tax exemption purposes. You will receive a separate email link from Blackbaud@teamscert.com which will provide detailed instructions about how to submit Your sales tax exemption form. If You do not submit a valid sales tax exemption form within 5 business days from the initial email contact, Your organization will be treated as not tax exempt. If You cannot provide a “State issued sales tax exemption certificate” or Your State does not have a sales tax, please answer “No” to this question. If You answer “No” to this question or You do not provide a valid sales tax exemption form with the 5 business day time period noted above, You will not receive a credit for sales tax billed prior to receipt of a valid exemption certificate. Sales Tax on Products Purchased Sales tax will only be charged on this order if the items purchased are subject to tax, depending on State law. For example, state sales tax rules vary depending on the delivery method of the software. If You must remit sales tax to Your vendor but can later claim a refund with Your State, please answer “No” to this question. Blackbaud must still charge sales tax on this order (if applicable) even though You may ultimately receive a refund of the sales tax. You acknowledge that certain aspects of Our Solutions interface with and share client content with partner applications purchased by You from third parties (“Partner Applications”). We make no warranty with respect to any Partner Applications, and We shall have no liability should client content become unavailable from such Partner Applications for any reason. Your use and remedies with respect to such Partner Applications shall be pursuant to the applicable third-party agreements in place between You and the third-party provider of the Partner Application. The term of your Subscription commences on the day you execute this Order Form and continues for the duration set forth in the applicable line item above. Subscriptions are billed according to the schedule set forth above. Scopes of Work The Professional and Consulting services charges listed on this Order Form are for this purchase only and are subject to the Professional and Consulting Services General Terms. Information specific to the Professional and Consulting services project, or work, can be found in the applicable Statement(s) of Work (SOW). Project Contact Name: Enter text here to overwrite the above Project Contact Name: {{projConName_es_:signer1:string}} Project Contact Email: Enter text here to overwrite the above Project Contact Email: {{projConEmail_es_:signer1:isemail}} Blackbaud Grantmaking PRO Implementation Scope of Work Blackbaud Grantmaking Complex Import Tem Scope of Work Signatures: IN WITNESS WHEREOF, the parties have caused this Order Form to be executed by their duly authorized representatives. AGREED: Blackbaud Confidential | 2000 Daniel Island Drive, Charleston SC 29492-7541 Page 3 of 4 Blackbaud Inc. By: Client: Pitkin County By: Name: Title: Date: Name: Kevin Gregoire Title: President, Enterprise Business Unit Date: All proposed modifications, variations, edits, or additions to this Order Form are objected to and deemed material unless otherwise mutually agreed to in writing. Blackbaud Confidential | 2000 Daniel Island Drive, Charleston SC 29492-7541 Page 4 of 4 Lindsay Maisch Sep-24-2020 Deputy Director Sep-24-2020 Requirement Description Category Criticality Vendor Response (S for Standard, F for Future, C for Customization, N for No Feature) Comments Ability to run and route reports to citizen portal Reporting Critical S Reports are provided in multiple formats with options for download to excel, pdf, csv, csv, word or API access Reporting Critical S Ability to create a report to generate recommendation letters Reporting Critical S Ability to export financial transactions/information to be migrated to financial system (MUNIS integration) Reporting Critical S Ability to perform flexible searches by any and all relevant fields, including fuzzy searches (wildcards and conditions) Reporting Critical S Ability to report on agency and individual project goals, outcomes by agency, project and year, demographics (spotlight reporting) - alternative language - Summary reports on performance against KPIs and M&E target sets for each agency awarded Reporting Critical S Ability to report on demographic information Reporting Critical S Ability to report on status by project, agency (pre and post award) Reporting Critical S All data filtering (by agency, date, project, location, etc) Reporting Critical S Pull data from individual reports for pivot tables, overarching analysis, and cross-tab reporting, etc Reporting Critical S Ability to report on site visit schedules and outcomes Reporting Critical S Ability to report on CGRC scoring by any field criteria (comments, rating, etc) Reporting Critical S Ability to export reports/metrics/analytics for presentation Reporting Critical S Ability to compile CGRC scores into aggregate score for reporting purposes Reporting Critical S System provides a searchable archive of the grant information and records from previous award years Reporting Critical S System has dynamic reporting capability Reporting Critical S Ability to pull report on completed and in-progress contracts Reporting Critical S Agency Registration Form is pre-determined data fields based on county's data needs Workflow Critical S Ability to generate a mail merge based on filtered fields for recommedation letters Workflow Critical S Manage contract templates' language Workflow Critical S System can initiate contracts for review and approval Workflow Critical S Ability to schedule site visits Workflow Critical S Ability to record outcomes of site visits for later reporting Workflow Critical S System has the ability to provide score cards for review committees that include pre-determined criteria defined by county Workflow Critical S System has the ability to set a hard stop on when applications can be submitted based on grant cycle and deadlines Workflow Critical S System has the ability to record comments from review committees on applications Workflow Critical S System has the ability to capture scores on individual criteria and produce overall score per reviewer and provide aggregate score of all reviewers Workflow Critical S Questionaire builder for collecting data on progress and projected goals for prep for site visits Workflow Desired S Ability to set qualifying questions prior to application submittal to determine if an application can begin the granting process (ELIGIBILITY QUIZ) Workflow Desired S Can set outcome measures as a required part of grant application process Workflow Critical S Scoring Committee has ability to submit questions on a grant application being reviewed that can then be vetted by admin staff Workflow Critical S System has ability to retrieve IRS information to confirm 501(3)(c) Status, or approved nonprofit status, or the ability to capture that information elsewhere Workflow Critical S System has the ability to check against duplicate agencies in the system to eliminate the potential for duplicates Workflow Desired S System has the ability to merge attachments as a single PDF Workflow Desired S Provide version control/audit log that displays edit history from agencies, evaluators, and admin Change Management Critical S Ability to internally manage agency contacts Change Management Critical S Ability to set permissions/roles for internal staff and external user accounts Change Management Critical S Ability to manage documents for export/import to build the CGRC book and for BOCC presentations. (CivicPlus web documents, CGRC books, scorecards, applications, recommendation letters, HCF manual, etc) Change Management Critical S Ability to manage grant application submissions including status updates, site comments, and grant type Change Management Critical S Ability to manage internal application fields, requirements, term language, notifications. Change Management Critical S Application upgrades are included in subscription Change Management Critical S Ability to allow internal notifications/comments/flags/reminders for staff view User Interface Critical S Ability to allow notifications/flags/scheduled reminders to be pushed to external users via email service User Interface Critical S Allow Agencies the ability to access a public portal to manage user account, contacts, projects, status reporting, scheduling site visits, check status of application, and respond to deficiencies User Interface Critical S System supports date fields with calendar drop downs User Interface Desired S System provides conditional logic for application types with appropriate fields for specific applications (skip logic) and for allocation to a specific contract based on dollar amount User Interface Critical S System has auto-save functionality for the agency/applicant User Interface Desired S Count-down and status availability for agencies and internal staff User Interface Desired N The application can show the Due Date, but can't show the "count-down." Conflict of interest is a data field for Evaluators/Scoring Committee members User Interface Critical S Browser Agnostic for both external and internal users (e.g. safari, internet explorer, chrome) User Interface Critical S Ability to integration with DocuSign or support internally captured signatures Integration Desired S Ability to integrate or interface with county ERP (MUNIS) Integration/Interface Critical S via export Ability to integrate with external email service (Gmail and Microsoft) Integration Desired S System uses Open REST APIs Integration Critical S System is SaaS and uses cloud-based storage, hosting and backup. Pitkin County owns all data Administration Critical S The system has the abiilty to create custom fields by select users and system administrators Administration Critical S Application's SaaS data backup is a "restoration", not simply a "recovery" Administration Critical S System has ability to track Monitoring and Evaluation requirements (program outcomes)and deadlines after being awarded, and host tracking of progress towards KPI (key performance indicators) and project-specific performance goals Administration Critical S SaaS provides adequate number of admin licenses for staff, with ability to set roles for admin licenses Administration Critical S System has the ability to handle adequate upload size for applications and storage limits are adequate Administration Critical S System has adequate or unlimited agency account/end-user licenses Administration Critical S Application has safe guards in effect against unplanned outages that would allow for the continued access to data availability Administration Critical S Ability to define and configure dropdowns for items on application fields, scoring, etc Administration Critical S Provide or allow for the creation and modification of templates for frequently used documents and correspondence (such as application forms, recommendation letters, Manuals, Criteria, Guidelines, etc) Administration Critical S System allows authorized users to change the time of scheduled processes (workflow management) Administration Critical S System is configurable by the authorized users including the ability to develop ad hoc reporting Administration Critical S System does not require vendor intervention (post- implementation) to make changes that do not affect system/data integrity Administration Critical S System has a workflow tool that allows for process changes Administration Desired S Can set rules that determine what file types are allowed for upload/attachment. System can accommodate multiple formats including but limited to Excel, Word, tesxt, csv, or API support. Capaility to uload image files such as .jpg or .tif Administration Desired S System has a sandbox for training/user acceptance Administration Critical S Ability to configure role-based access control and user authentication Security Critical S System provides protection against unauthorized access Security Critical S System provides malware detection and remediation Security Critical S System provides protections against external threats Security Critical S System requires all applicants/grantees as users have the appropriate web browsers for access to the system and that all submitted data is secure and encrypted Security Critical S System is configured to protect Personally Identifiable Information (PII) from the public Security Critical S System has Soc 1 and Soc 2 compliance Security Critical S SOC-2 only for Blackbaud Grantmaking. Information about Blackbaud's security policies is available at: https://www.bl ackbaud.com/s ecurity All data is owned by Pitkin County and will be accessible for retrieval in the event of, but not limited to, service cancelation, bankruptcy, or acquisition, and in a fully usable format, and shall be accessible in the event of subscription cancelation with an adequate amount of time provided to the county and with assistance where needed. Risk Management Critical S Contract to include Service Level Agreement (SLA) and agreed upon uptime based on an issues priority rating Risk Management Critical S Vendor has an aquistion plan that covers protection of data and SLAsRisk Management Critical S Vendor to provide a project management plan that includes specific deliverables in order to achieve each milestone in the overarching project plan Implementation Critical S Vendor to provide test scripts at End-to-End user training Implementation Critical S Vendor to provide adequate time in the project plan to perform User Acceptance Testing prior to signoff and go-live Implementation Critical S Project Plan to provide for adequate time to perform quality assurance on all data migrated into the system Implementation Critical S Project Plan provides for complete system testing throughout configurationImplementation Critical S Certificate Of Completion Envelope Id: 13512918329E4DEF8961C0F920A7B212 Status: Completed Subject: Blackbaud Confidential R1 | Pitkin County Contract 166.20 for Review and Signature Source Envelope: Document Pages: 9 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 24.9.118.68 Record Tracking Status: Original 9/23/2020 2:38:39 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Lindsay Maisch Lindsay.Maisch@pitkincounty.com Deputy Director Security Level: Email, Account Authentication (None)Signature Adoption: Drawn on Device Using IP Address: 65.38.144.66 Sent: 9/23/2020 2:38:59 PM Viewed: 9/24/2020 2:02:18 PM Signed: 9/24/2020 2:12:54 PM Electronic Record and Signature Disclosure: Accepted: 9/24/2020 2:02:18 PM ID: ccf716fc-246c-4619-82f7-4120ced1598d Company Name: Pitkin County, Colorado Kevin Gregoire Brendan.Davis@blackbaud.com Security Level: Email, Account Authentication (None) Signature Adoption: Uploaded Signature Image Using IP Address: 206.74.43.211 Sent: 9/24/2020 2:12:56 PM Viewed: 9/24/2020 2:14:53 PM Signed: 9/24/2020 2:18:20 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Pitkin County Security Level: Email, Account Authentication (None) Sent: 9/24/2020 2:18:22 PM Resent: 9/24/2020 2:18:28 PM Viewed: 12/1/2020 5:13:16 PM Electronic Record and Signature Disclosure: Carbon Copy Events Status Timestamp Not Offered via DocuSign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 9/24/2020 2:18:25 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 9/23/2020 2:38:59 PM Certified Delivered Security Checked 9/24/2020 2:14:53 PM Signing Complete Security Checked 9/24/2020 2:18:20 PM Completed Security Checked 9/24/2020 2:18:25 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically when we send you documents for electronic signature. Acknowledging your Access, Intent, and Consent to Receive and Sign Materials Electronically To confirm that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receive notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that:  I am establishing my intent to be bound to the transaction, and indicating that I am fully aware of the purpose for which the signature is being provided.  I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and  I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and  Until or unless I notify Pitkin County as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to me by Pitkin County during the course of my relationship with you. Signing Documents without a Pitkin County DocuSign Account: Pitkin County may not require all document signers to be authorized users of the Pitkin County DocuSign Account. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this document. When you don't have a DocuSign account, you will be provided the opportunity to agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can download and retain this disclosure. Pitkin County will forward completed documents that you've reviewed, processed or signed via email. Should you require copies of these signed documents (e.g., if they get deleted from your email account) you should request those documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin County custodian who sent you the document for signature. Signing Documents with a Pitkin County DocuSign Account: Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM Parties agreed to: Lindsay Maisch Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this document. Getting paper or electronic copies At any time, you may request from us a paper or electronic copy of any record provided or made available electronically to you by us. For such copies, as long as you are an authorized user of the DocuSign system you will have the ability to download and print any documents we send to you through your DocuSign user account for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper or electronic copies of any such documents from our office to you, you may be charged a per-page fee. You may request delivery of such paper or electronic copies from us by following the procedure described below. Withdrawing your consent If you are an authorized DocuSign Account holder, you can decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. Described below is the process for informing us of your decision to receive future notices and disclosure in paper format and also how to withdraw your consent to receive notices and disclosures electronically. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. To indicate to us that you are changing your mind, you must withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your DocuSign account. This will indicate to us that you have withdrawn your consent to receive required notices and disclosures electronically from us and you will no longer be able to use your DocuSign user account to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through your DocuSign user account all required notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact Pitkin County: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to Helpdesk@provelocity.com To advise Pitkin County of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at Helpdesk@provelocity.com and in the body of such request you must state: your previous e-mail address, your new e-mail address . In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper or electronic copies from Pitkin County To request delivery from us of paper or electronic copies of the notices and disclosures previously provided by us to you electronically, you should request those documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin County custodian who sent you the document for signature. To withdraw your consent with Pitkin County To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you must state your e-mail, full name, Postal Address, telephone number, and account number.