HomeMy WebLinkAboutbocc.con.162.23Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 15022100.576500
Procurement Method:
Type:
Contract Start Date
Contract End Date
Contract Type
Retainage
If this is a new contractor, please request they complete and submit to Finance a New Vendor Request Form.
Contact Information:
Department
County Representative Chris Davis County Representative
Phone (970)319-9690
Provide a brief description of the contract:
Contract Value Summary:
$ 17,734.14
$ -
$ -
$ 17,734.14
162.23
Pitkin County
Procurement Cover Sheet
No
Procurement Mgmt Software Implementation Support
Carahsoft Technology Corporation
$-
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$-
$-
$-
$-
Cooperative
Services/Maintenance
7/1/2023
6/30/2024
New Contract
NOTE: Clerks Office will keep original documents in compliance with Colorado State Archives retainage
Procurement
OpenGov Procurement management software implementation support services.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
New Contract Total
Bocc.con.162.23 Rev. 2023.06.12 CDD
COOPERATIVE PURCHASING MEMORANDUM
TO:
FROM:
RE:
DATE:
File
Chris Davis, Procurement and Contracting Manager
Procurement Management Software Implementation
June 16, 2023
COOPERATIVE PURCHASING
The cooperative jurisdiction’s selection process must maintain the spirit of the County’s procurement standards
and practices in order for the proposed terms, conditions, and pricing to be accepted by the County (Pitkin County
Procurement Code section 3-106.)
Budget Line(s): Implementation: 15022100.576500;
Software (Tech Services): 10019100.531500
Budget: Implementation: $18,000.00;
Software (Tech Services): $46,000.00
Product Description:
Software solution for the management of solicitations, bid document creation, contract
intake and document creation/automation, ongoing contract management, tracking, and
reporting to support the needs of the organization.
Cooperative Procurement process used:
Carahsoft Technology Corp c/o OpenGov; Contract # 139963 as attached.
Contractors Contacted:
Carahsoft (OpenGov reseller), Peak Performance Imaging Solutions, DocuSign,
AODocs, and Tyler Technologies
DEPARTMENT REPRESENTATIVE:
_________________________________________________
Chris Davis #! Date
Procurement & Contracts Manager
COUNTY MANAGER APPROVAL:
________________________________________________
Date
Jun-16-2023
Jun-23-2023
Phylis Mattice
Deputy County Manager
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
1
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made June 16, 2023 by and between the Board of County Commissioners of
Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
“County”) and Carahsoft Technology Corp, 11493 Sunset Hills Road, Suite 100, Reston, VA
20190 (hereinafter called the “Contractor”) to perform the following work: Procurement
Management Software Implementation Support (“Project”).
I. Term of Contract: The term of this Contract is from July 1, 2023 to June 30, 2024.
II. Contractor’s Obligations. Contractor shall provide software implementation support
services to the County for deployment of the OpenGov Procurement Management suite
of solutions as further detailed in the attached Scope of Work and Proposal, included
herein as “Attachment A” and “Attachment B” respectively. All services, software,
and/or products shall be delivered and billed in accordance with the attached quotation
and in no event exceeding the included cost without prior consent and written approval
from Project Lead via mutually signed change order. Implementation costs which are
to be tracked by project hours must be clearly documented and readily available for
review. In the event that the overall project or a singular implementation item is
anticipated to go over the budgeted hours and cost allocations, Contractor is required
to notify Project Lead immediately.
This Contract is entered into and carries forth the terms as established in the
Cooperative purchasing agreement, Contract # 139963. Any dispute between the terms
of this Contract document and the referenced Cooperative purchasing agreement shall
defer to the terms and conditions as contained within Contract #139963; all other
provisions of this Contract will remain binding and in full force.
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
Seventeen thousand Seven-Hundred Thirty-Four dollars and Fourteen cents
($17,734.14) for all services rendered. By contract or amendment, the County and
Contractor may reallocate the budget among project tasks if the total budget amount
remains unchanged. Contractor shall invoice for the project monthly based on hours
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Budget Line Item # 15022100.576500
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worked, with payment expected within thirty (30) days of invoice. Any payment by the
County may be offset by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Chris Davis, Procurement and Contracting Manager will
manage the project as the County’s Representative. In the event that Chris Davis is not
available, an authorized designee shall assume the County Representative’s duties. The
services provided and products delivered by the Contractor under this Contract will be
subject to review by the County’s Representatives, or a designee, for compliance with
Contractor’s obligations prior to final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract prior to the date of
termination. Notwithstanding the above, Contractor shall not be relieved of liability to
the County for damages sustained by the County by virtue of any breach of the Contract
by the Contractor.
VII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
3
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree to the furthest extent possible under applicable laws. It is agreed that the
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
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Contractor will be responsible for primary loss investigation, defense and judgment
costs where this Contract of indemnity applies. In consideration of the award of
this Contract, the Contractor agrees to waive all rights of subrogation against the
County its subsidiary, parent, associated and/or affiliated entities, successors, or
assigns, its elected officials, trustees, employees, agents, and volunteers for losses
arising from the work performed by the Contractor for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
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Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability)
$ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Coverage to include:
Premises and Operations
Explosions, Collapse and Underground Hazards
Personal / Advertising Injury
Products / Completed Operations
Liability assumed under an Insured Contract (including defense costs assumed under
contract)
Independent Contractors
Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
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Coverage Bodily/Property Damage (Each Accident)
$ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
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3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XV. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XVIII. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
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this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract restrict the future issuance of Pitkin County’s bonds or any obligations
payable from any class or source of Pitkin County’s money.
XIX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County:
Chris Davis
530 E. Main Street
Aspen, CO 81611
Email: Chris.Davis@PitkinCounty.com
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611
Email: Attorney@pitkincounty.com
To Contractor:
Carahsoft Technology Corp
11493 Sunset Hills Road, Suite 100
Reston, VA 20190
Phone: (571) 662-3750
Email: Heather.Castellanos@carahsoft.com
Contract # 162.23 Revision: 2018-06-13 btf
Budget Line Item # 15022100.576500
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein
above.
CARAHSOFT TECHNOLOGY CORP
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
Jun-16-2023
Procurement Manager
Chris Davis
Colby Bender
Contracts Team Lead
Jun-23-2023
StatementofWork
CountyofPitkin,CO
CreationDate:5/2/2023
DocumentNumber:PS-04084
VersionNumber: 1
Createdby: SidneyBarnes
2023 Statement of Work v1.1.1
1
Attachment A - Scope of Work
Table ofContents
1. Overview and Approach 3
1.1. Agreement 3
2. Statement of Work 3
2.1. Project Scope 3
2.2. Facilities and Hours of Coverage 4
2.3. Key Assumptions 4
2.4. OpenGov Responsibilities 4
2.4.1. Activity 1 – Project Management 4
2.4.2. Activity 2 – Initialization 5
2.4.3. Activity 3 – OpenGov Use Cases 5
2.4.4. Activity 4 – Training 6
2.5. Your Responsibilities 6
2.5.1. Your Project Manager 7
2.6. Completion Criteria 7
2.7. Estimated Schedule 7
2.8. Illustrative Project Timelines 8
2.9. Charges 8
2.10. Offer Expiration Date 8
Appendix A: Engagement Charter 9
A-1: Communication and Escalation Procedure 9
A-2: Change Order Process 9
A-3: Deliverable Materials Acceptance Procedure 10
Appendix B: Implementation Activities 11
B-1: OpenGov Procurement Suite 11
Appendix C: Technical Requirements 16
C-1: OpenGov Procurement Suite 16
2023 Statement of Work v1.1.1
2
Attachment A - Scope of Work
1. OverviewandApproach
1.1. Agreement
ThisStatementofWork(“SOW”)identifiesservicesthatOpenGov,Inc.(“OpenGov”or“we”)will
performforCountyofPitkin,CO (“Customer”or“you”)pursuanttothatorderforProfessional
ServicesenteredintobetweenOpenGovandtheCustomer(“OrderForm”)whichreferencesthe
SoftwareServicesAgreementorotherapplicableagreemententeredintobytheparties(the
“Agreement”).
●CustomeracknowledgesandagreesthatthisStatementofWorkissubjecttothe
confidentialityobligationssetforthintheSoftwareServicesAgreementbetweenOpenGov
andCustomer.
●TheDeliverableslistedinAppendixBarethesinglesourceofthetruthofthedeliverablesto
beprovided.
●Customer’suseoftheProfessionalServicesisgovernedbytheAgreementandnotthis
SOW.
●UponexecutionoftheOrderFormorotherdocumentationreferencingtheSOW,thisSOW
shallbeincorporatedbyreferenceintotheAgreement.
●IntheeventofanyinconsistencyorconflictbetweenthetermsandconditionsofthisSOW
andtheAgreement,thetermsandconditionsofthisSOWshallgovernwithrespecttothe
subjectmatterofthisSOWonly.Unlessotherwisedefinedherein,capitalizedtermsusedin
thisSOWshallhavethemeaningdefinedintheAgreement.
●ThisSOWmaynotbemodifiedoramendedexceptinawrittenagreementsignedbyaduly
authorizedrepresentativeofeachparty.
●OpenGovwillbedeployedasis,Customerhasaccesstoallfunctionalityavailableinthe
currentrelease.
2. StatementofWork
ThisSOWislimitedtotheImplementationoftheOpenGovProcurementsuiteasdefinedinthe
OpenGovResponsibilitiessectionofthisdocument (Section2.5).Anyadditionalservicesor
supportwillbeconsideredoutofscope.
2.1. ProjectScope
Underthisproject,OpenGovwilldelivercloudbasedProcurementsolutionstohelpthe
Customerpoweramoreeffectiveandaccountablegovernment.OpenGov'sestimated
chargesandschedulearebasedonperformanceoftheactivitieslistedinthe“OpenGov
Responsibilities”sectionbelow. Deviationsthatariseduringtheprojectwillbemanaged
throughtheproceduredescribedinAppendixA-2:ProjectChangeControlProcedure,and
mayresultinadjustmentstotheProjectScope,EstimatedSchedule,Chargesandother
terms. Theseadjustmentsmayincludechargesonatime-and-materialsor fixed-feebasis
usingOpenGov’sstandardratesineffectfromtimetotimeforanyresultingadditionalwork
orwaitingtime.
2023 Statement of Work v1.1.1
3
Attachment A - Scope of Work
2.2. FacilitiesandHoursofCoverage
OpenGovwill:
A. PerformtheworkunderthisSOWremotely,exceptforanyproject-relatedactivity
whichOpenGovdetermineswouldbebestperformedatyourfacilityinAspen,COin
ordertocompleteitsresponsibilitiesunderthisSOW.
B. ProvidetheServicesunderthisSOWduringnormalbusinesshours,8:30amto
6:00pmlocaltime,MondaythroughFriday,exceptholidays.
C. UsepersonnelandresourceslocatedacrosstheUnitedStates,andmayalso
includeOpenGov-trainedsta ngcontractorstosupportthedeliveryofservices.
2.3. KeyAssumptions
TheSOWandOpenGovestimatesarebasedonthefollowingkeyassumptions.Deviations
thatariseduringtheproposedprojectwillbemanagedthroughtheProjectChangeControl
Procedure(seeAppendixA-2),andmayresultinadjustmentstotheProjectScope,
EstimatedSchedule,Charges,andotherterms.
Per
A. TheOpenGovSuitesarenotcustomizedbeyondcurrentcapacitiesbasedonthe
latestreleaseofthesoftware.
B. IndividualsoftwaremodulesareconfiguredbasedondiscussionsbetweenOpenGov
andCustomer.
C. ProcurementSuite
i. Customerwillprovidecompleteandcorrectboilerplatelanguagefor
solicitationandcontracttemplateswithintwo(2)weeksimmediately
followingthekick-offmeeting.
ii. OpenGovtemplateconfigurationwillincludeuptoone(1) solicitation
templatesanduptothree(3)contracttemplates(SeeAppendixBforlist).
iii. Customerwillprovideacompleteandaccuratecontractslogandvendorlist
forimporttoOpenGov.
2.4.OpenGovResponsibilities
2.4.1. Activity1–ProjectManagement
OpenGovwillprovideprojectmanagementfortheOpenGovresponsibilitiesinthisSOW.
ThepurposeofthisactivityistoprovidedirectiontotheOpenGovprojectpersonnelandto
provideaframeworkforprojectplanning,communications,reporting,proceduraland
contractualactivity. Thisactivityiscomposedofthefollowingtasks:
Planning
OpenGovwill:
A. reviewtheSOW,contractandprojectplanwithCustomer’sProjectManagerandkey
stakeholderstoensurealignmentandagreedupontimelines;
B. maintainprojectcommunicationsthroughyourProjectManager;
C. establishdocumentationandproceduralstandardsfordeliverableMaterials;and
2023 Statement of Work v1.1.1
4
Attachment A - Scope of Work
D. assistyourProjectManagertoprepareandmaintaintheprojectplanforthe
performanceofthisSOWwhichwillincludetheactivities,tasks,assignments,and
projectmilestones.
ProjectTrackingandReporting
OpenGovwill:
A. reviewprojecttasks,schedules,andresourcesandmakechangesoradditions,as
appropriate. Measureandevaluateprogressagainsttheprojectplanwithyour
ProjectManager;
B. workwithyourProjectManagertoaddressandresolvedeviationsfromtheproject
plan;
C. conductregularlyscheduledprojectstatusmeetings;and
D. administertheProjectChangeControlProcedurewithyourProjectManager.
CompletionCriteria:
Thisisanon-goingactivitywhichwillbeconsideredcompleteattheendoftheServices
DeliverableMaterials:
●Weeklystatusreports
●Projectplan
●ProjectCharter
●Risk,Action,IssuesandDecisionsRegister(RAID)
2.4.2. Activity2–Initialization
OpenGovwillprovidethefollowing:
A. CustomerEntityconfiguration
B. SystemAdministratorscreation
C. SolutionBlueprintcreation
D. DataValidationstrategyconfirmation
CompletionCriteria:
Thisactivitywillbeconsideredcompletewhen:
●CustomerEntityiscreated
●SystemAdministratorshaveaccesstoCustomerEntity
●SolutionBlueprintispresentedtoCustomer
DeliverableMaterials:
●SolutionBlueprint
●Sign-offofInitialDraftSolutionBlueprint
2.4.3. Activity3–OpenGovUseCases
OpenGovwillprovidethefollowing:
2023 Statement of Work v1.1.1
5
Attachment A - Scope of Work
ProcurementUseCases
A. AutomateSolicitationDevelopment
B. EnhanceSupplierEngagementandCollaborativelyEvaluate+Award
C. MakeContractManagementCentralizedandProactive
CompletionCriteria:
Thisactivitywillbeconsideredcompletewhen:
ProcurementUseCases
●VendorPortalisconfigured
●VendorListisimported
●SolicitationTemplatesareconfigured
●IntakeRequestTemplateandWorkflowareconfigured
●ContractsLogisimported
●ContractTemplatesareconfigured
DeliverableMaterials:
●Formalsignoffdocument
2.4.4. Activity4–Training
Trainingwillbeprovidedininstructor-ledvirtualsessionsorthroughOpenGovUniversity
Trainingcourses.Foranyinstructor-ledvirtualsessions,theclasssizeisrecommendedto
be10,forclasssizeslargerthan10itmaybenecessarytohavemorethanoneinstructor.
CompletionCriteria:
●Administratortrainingisprovided
●Agency-wideintaketrainingisprovided
DeliverableMaterials:
●Formalsignoffdocument
2.5. YourResponsibilities
Thecompletionoftheproposedscopeofworkdependsonthefullcommitmentand
participationofyourmanagementandpersonnel. Theresponsibilitieslistedinthissection
areinadditiontothoseresponsibilitiesspecifiedintheAgreementandaretobeprovided
atnochargetoOpenGov. OpenGov'sperformanceispredicateduponthefollowing
responsibilitiesbeingmanagedandfulfilledbyyou. Delaysinperformanceofthese
responsibilitiesmayresultindelayofthecompletionoftheprojectandwillbehandledin
accordancewithAppendixA-1:ProjectChangeControlProcedure.
2023 Statement of Work v1.1.1
6
Attachment A - Scope of Work
2.5.1. YourProjectManager
Priortothestartofthisproject,youwilldesignateapersoncalledyourProjectManager
whowillbethefocalpointforOpenGovcommunicationsrelativetothisprojectandwill
havetheauthoritytoactonbehalfofyouinallmattersregardingthisproject.
YourProjectManager'sresponsibilitiesincludethefollowing:
A. manageyourpersonnelandresponsibilitiesforthisproject(forexample:ensure
personnelcompleteanyself-pacedtrainingsessions,configuration,validationor
useracceptancetesting);
B. serveastheinterfacebetweenOpenGovandallyourdepartmentsparticipatingin
theproject;
C. administertheProjectChangeControlProcedurewiththeProjectManager;
D. participateinprojectstatusmeetings;
E. obtainandprovideinformation,data,anddecisionswithin five(5)businessdaysof
OpenGov’srequestunlessyouandOpenGovagreeinwritingtoadifferentresponse
time;
F. resolvedeviationsfromtheestimatedschedule,whichmaybecausedbyyou;
G. helpresolveprojectissuesandescalateissueswithinyourorganization,as
necessary;and
H. create,withOpenGov’sassistance,theprojectplanfortheperformanceofthisSOW
whichwillincludetheactivities,tasks,assignments,milestonesandestimates.
2.6. CompletionCriteria
OpenGovwillhavefulfilleditsobligationsunderthisSOWwhenanyofthefollowing first
occurs:
A. OpenGovaccomplishestheactivitiessetforthin“OpenGovresponsibilities”section
anddeliverstheMaterialslisted,ifany;or
B. TheEnddateisreached
2.7. EstimatedSchedule
OpenGov will schedule resources for this project upon signature of the order form. Unless
specifically noted, the OpenGov assigned project manager willworkwithCustomerProject
Manager to develop the project schedule for all requested deliverables under this SOW.
OpenGov reserves the right to adjust the schedule based on the availability of OpenGov
resources and/or Customer resources, and the timeliness of deliverables provided by the
Customer.
2023 Statement of Work v1.1.1
7
Attachment A - Scope of Work
The Services are currently estimated to start within two (2)weeksbutnolaterthanfour(4)
weeks from signatures and have an estimated enddateofSeptember30,2023(“EndDate”)
oronotherdatesmutuallyagreedtobetweenyouandOpenGov.
2.8. IllustrativeProjectTimelines
Thetypicalprojecttimelinesareforillustrativepurposesonlyandmaynotreflectyouruse
cases.
2.9. Charges
TheServiceswillbeconductedonaFixedPricebasis. The fixedpriceisexclusiveofany
travelandlivingexpensesandotherreasonableexpensesincurredinconnectionwiththe
Services. Allchargesareexclusiveofanyapplicabletaxes.
CustomershallreimburseOpenGovforreasonableout-of-pocketexpensesOpenGovincurs
providingProfessionalServices.Reasonableexpensesinclude,butarenotlimitedto,
travel,lodging,andmeals.Expensesarebilledbasedonactualcostsincurred.OpenGov
shallnotexceedtheestimated$5,000expenseswithoutwrittenapprovalfromthe
Customer.
2.10. OfferExpirationDate
ThisofferwillexpireonAugust2,2023unlessextendedbyOpenGovinwriting.
2023 Statement of Work v1.1.1
8
Attachment A - Scope of Work
AppendixA:EngagementCharter
A-1:CommunicationandEscalationProcedure
Activeengagementthroughouttheimplementationprocessisthefoundationofasuccessful
deployment.Tohelpassessprogress,addressquestions,andminimizeriskduringthecourseof
deploymentbothpartiesagreetothefollowing:
●Regularcommunication alignedtotheagreeduponprojectplanandtiming.
○OpenGovexpectsourcustomerstoraisequestionsorconcernsassoonasthey
arise.OpenGovwilldothesame,inordertobeabletoaddressitemswhenknown.
●Executiveinvolvement
○Executivesmaybecalledupontoclarifyexpectationsand/orresolveconfusion.
○Executivesmaybeneededtosteerstrategicitemstomaximizethevaluethrough
thedeployment.
●EscalationProcess:
○OpenGovandCustomeragreetoraiseconcernsandfollowtheescalationprocess,
resourceresponsibility,anddocumentationintheeventanescalationisneededto
supportissuesraised
●Identificationofanissueimpedingdeploymentprogress,outcomeor
capturingthevalueproposition,thatisnotacceptable.
●CustomerorOpenGovProjectManagersummarizestheproblemstatement
andimpasse.
●CustomerandOpenGovProjectManagersjointlywilloutlinesolution,
acceptanceorscheduleExecutivereview.
●ResolutionwillbedocumentedandsignedofffollowingExecutivereview.
●PhaseSign-Off
○OpenGovrequestssign-offsatvariousstagesduringtheimplementationofthe
project. OncetheCustomerhassigned-off,anyadditionalchangesrequestedby
Customeronthatstagewillrequireapaidchangeorderforadditionalhoursfor
OpenGovtocompletetherequestedchanges.
A-2:ChangeOrderProcess
ThisSOWandrelatedeffortsarebasedontheinformationprovidedandgatheredbyOpenGov.
Customersacknowledgethatchangestothescopemayrequireadditionaleffortortime,
resultinginadditionalcost.Anychangetoscopemustbeagreedtoinwritingoremail,byboth
CustomerandOpenGov,anddocumentedassuchviaa:
●ChangeOrder -WorkthatisaddedtoordeletedfromtheoriginalscopeofthisSOW.
Dependingonthemagnitudeofthechange,itmayormaynotaltertheoriginalcontract
amountorcompletiondateandbepaidforbyCustomer.Changesmightinclude:
o Timelineforcompletion
o Signoffprocess
o CostofchangeandInvoicetiming
o AmendingtheSOWtocorrectanerror.
2023 Statement of Work v1.1.1
9
Attachment A - Scope of Work
o Extension of work as the complexity identified exceeds what was expected by
CustomerorOpenGov.
o ChangeintypeofOpenGovresourcestosupporttheSOW.
A-3:DeliverableMaterialsAcceptanceProcedure
DeliverableMaterialsasdefinedhereinwillbereviewedandacceptedinaccordancewiththe
followingprocedure:
●ThedeliverableMaterialwillbesubmittedtoyourProjectManager.
●YourProjectManagerwillhavedecisionauthoritytoapprove/rejectallprojectCriteria,
PhaseAcceptanceandEngagementAcceptance.
●Within five(5)businessdaysofreceipt,yourProjectManagerwilleitheracceptthe
deliverableMaterialorprovideOpenGov’sProjectManagerawrittenlistofrequested
revisions.IfOpenGovreceivesnoresponsefromyourProjectManagerwithin five(5)
businessdays,thenthedeliverableMaterialwillbedeemedaccepted.Theprocesswill
repeatfortherequestedrevisionsuntilacceptance.
●Allacceptancemilestonesandassociatedreviewperiodswillbetrackedontheproject
plan.
●Both OpenGov and Customer recognize that failure to complete tasksandrespondtoopen
issuesmayhaveanegativeimpactontheproject.
●For any tasks not yet complete, OpenGovand/orCustomerwillprovidesu cientresources
toexpeditecompletionoftaskstopreventnegativelyimpactingtheproject.
●AnyconflictarisingfromthedeliverableMaterialsAcceptanceProcedurewillbeaddressed
asspecifiedintheEscalationProceduresetforthinAppendixA-1.AssetforthinSection
6.1(e)oftheAgreement,ifthereareextendeddelays(greaterthan10businessdays)in
Customer’sresponseforrequestedinformationordeliverable;OpenGovmayopttoputthe
projectonan"OnHold"status.AftertheCustomerhasfulfilleditsobligations,Professional
Servicescanberesumedandtheprojectwillbetakenoffthe"On-Hold"status.
●Puttingaproject“onHold”mayhaveseveralramificationsincluding,butnotrestricted,to
thefollowing:
○ProfessionalServicestothecustomercouldbestopped;
○Delaytoanyagreedtimelines;or
○NothavingthesameProfessionalServicesteamassigned.
2023 Statement of Work v1.1.1
10
Attachment A - Scope of Work
AppendixB:ImplementationActivities
B-1:OpenGovProcurementSuite
InstanceCreation
ProcurementSuite
Description OpenGovResponsibilities CustomerResponsibilities
WebsiteInstance
Creation
OpenGovwill:
●Buildcustomerportaland
uploadCustomer’slogo.
Customerwill:
●Providelogo.
●ConfirmaccesstothePortal.
TechnicalProjectReview
Description OpenGovResponsibilities CustomerResponsibilities
TechnicalProject
Review
OpenGovwill:
●Provideuptoone(1) two-hour
workingsessionatthe
beginningoftheprojectto:
o Finalizelistof
templates
o Reviewtechnical
requirements
o Providedocumentation
onrequirementsand
processes
OpenGovAssumptions:
●Boilerplatelanguagewillbe
providedwithintwo(2)weeks
immediatelyfollowingthe
kick-offmeeting.
Customerwill:
●Identifyrelevantparticipants
forattendance.
●Confirmdeliverables.
●Gatherandproviderelevant
datafortheproject.
SupplierEngagement,EvaluationandAward Configuration
Description OpenGovResponsibilities CustomerResponsibilities
VendorPortal OpenGovwill:Customerwill:
●Allocateresourcestocreate
theVendorPortal.
2023 Statement of Work v1.1.1
11
Attachment A - Scope of Work
●ProvidetheCustomerwith
iframecodeanddocumentation
tocreatetheVendorPortal.
●Import the listofvendors
providedbyCustomer.
OpenGovAssumptions:
●Customerwillprovidea
completeandaccuratevendor
listforimporttoOpenGov.
OpenGovcleanup/correctionof
imported filesarenotincluded
inthescopeofthisproject.
●Providevendoremaillistand
sendvendoremail/letter.
●EnsurethatVendorPortal
willbeactivebefore
OpenGovbegins
configurationoftemplates
ortheSolicitation
Developmentphase.
GenericTemplate OpenGovwill:
●Deploygenerictemplates
●ProvideOpenGov's“Paperto
PaperlessLanguageTransition
Guide”toassisttransitionfrom
papertoelectronic.
Customerwill:
●Provideacopyofthenext
solicitationdocument.
●Provideinformationto
completethegeneric
solicitationuploadtemplate
includingformsandan
examplerecentsolicitation.
●Providethecategorycode
setusedbytheagency
(NIGP,NAICS,orUNSPSC).
SolicitationDevelopmentConfiguration
Description OpenGovResponsibilities CustomerResponsibilities
Solicitation
Development
Solution
OpenGovwill:
●Reviewandconfirmthe
SolicitationTemplatesand
formsprovidedbyCustomer.
●WorkwithCustomertodesign
andgetsignoffonthe first
template.
●Followingthesignoffofthe
firsttemplate,configurethe
remainingtemplatesinthe
system.
OpenGovAssumptions:
Customerwill:
●Providetemplateswith
standardboilerplate
language.
●Provideformsassociated
withsolicitationtemplates.
●Provideadmindocuments.
●Selectthe firstsolicitation
type(usuallyITBorRFP),to
workwithOpenGovforthe
design
●Signoffonthe first
templatebeforebeginning
thesubsequenttemplates.
2023 Statement of Work v1.1.1
12
Attachment A - Scope of Work
●OpenGovwillconfigureupto
one (1) Solicitation
Template(s)withstandard
boilerplatelanguage:
○RFP
●Validateandprovidesignoff
onSolicitationTemplates.
IntakeConfiguration
Description OpenGovResponsibilities CustomerResponsibilities
IntakeProcess OpenGovwill:
●Reviewcurrentintake
Process.
●Performbasicintake
Training.
●Performagapanalysis
●Configure“Review/
Approval”workflow
defaultsforeach
department.
●BuildtheIntake/Project
RequestTemplate.
Customerwill:
●ProvideOpenGovwithany
Intake/ProjectRequestForms
(templates)incurrentuse.
●Validateandprovidesignoffon
Intake/ProjectRequest
template.
ContractManagementConfiguration
Description OpenGovResponsibilities CustomerResponsibilities
CreateandManage
Contracts
OpenGovwill:
●Provideone(1)-onehour
OverviewoftheContract
ManagementSolutionto
Customer’sSystem
Administrator(s).
●Provideguidanceand
instructiontoSystem
Administratoroncreating
andmanagingcontracts.
Customerwill:
●AttendscheduledSystem
Overview
●Createandmanagecontract
recordsinthesystemwith
guidancefromOpenGov.
Historicaland/or
ActiveContracts
OpenGovwill:
●Provideamapping
documentforthemetadata
ofcontractstobeuploaded
intothesystem.
●Importthecontract
recordslistedinthe
contractlog.
Customerwill
●Providecontractlogperthe
mappingdocument.
2023 Statement of Work v1.1.1
13
Attachment A - Scope of Work
OpenGovAssumptions:
●Customerwillprovidea
completeandaccurate
contractslogforimportto
OpenGov.OpenGovclean
up/correctionofimported
logsarenotincludedinthe
scopeofthisproject.
ContractTemplate
Deployment
OpenGovwill:
●Review&configureagreed
uponcontracttemplates.
OpenGovAssumptions:
●OpenGovwillconfigureup
tothree (3) Contract
Template(s)withstandard
boilerplatelanguage:
○PurchaseofGoods
○ServicesContract
○Contractfor
Construction
Customerwill:
●Providetemplateswith
standardboilerplatelanguage.
●Validateandprovidesignoffon
Contracttemplates.
AdminDocumentsandChecklistConfiguration
Description OpenGovResponsibilities CustomerResponsibilities
AdminDocuments OpenGovwill:
●Review&configureupto
five(5)AdminDocuments
withinthefourstandard
types.
Customerwill:
●ProvideAdminDocuments.
WorkingSessionsandTrainings
Description OpenGovResponsibilities CustomerResponsibilities
2023 Statement of Work v1.1.1
14
Attachment A - Scope of Work
Procurement
WorkingSessions
OpenGovwill:
●Assignpracticeexercises
toCustomertogain
familiarization.
●AssistCustomerduring
firstreal-lifesolicitation
posting,andopening(if
duringdeployment).
●Respondtoquestions
regardingconfigured
systemfunctionality.
Customerwill:
●Completepracticeexercises
togainfamiliarization.
●IdentifyinternalAdminUsers
&securitypermissionsforall
otherusers.
OpenGovUniversity OpenGovwill:
●ProvideaccesstoOpenGov
Universityonlinetraining
coursesintendedtoteach
usersonthebasicsof
OpenGov.
Customerwill:
●Reviewtrainingcourses.
Procurement
Training
OpenGovwill:
●Providetrainingonsystem
functionality.Topics
include:
○CreatingBidswith
GenericTemplates
○LiveBid
Management&
VendorExperience
○Evaluationand
Awarding
○Writing
Solicitationsusing
templates
○ContractDocument
DeveloperTools
○IntakeTrainingand
Workflow
Customerwill:
●Attendtrainingsessionsas
scheduledbytheProject
Managerandagreedtointhe
ProjectPlan.
2023 Statement of Work v1.1.1
15
Attachment A - Scope of Work
AppendixC:TechnicalRequirements
C-1:OpenGovProcurementSuite
ProcurementSuite
Description TechnicalRequirements
Logo ●.pngor.jpg file
●Atleast300KB butnotlargerthan500KB
VendorList ●SingleFlat file
●.csvor.xlsxformat
Historical/Active
Contracts
●SingleFlat file
●.csvor.xlsxformat
SampleDocuments
orTemplateswith
boilerplate
language
●PDForWordformat
Intake/Project
RequestTemplates
●PDForWordformat
AdminDocuments ●PDForWordformat
2023 Statement of Work v1.1.1
16
Attachment A - Scope of Work
Attachment B - Proposal
TableofContents
ExecutiveSummary 3
OpenGovProcurement 6
Qualifications&Experience 10
CompanyHistory 11
CustomerStories 12
ProfessionalServicesOverview 14
OpenGovPremiumSupportOverview 17
OpenGovUniversity&Training 20
PartnershipInvestmentSummary 22
Confidential&ProprietaryInformation-DONOTDISCLOSE 1
Attachment B - Proposal
5/4/23
ChrisDavis
ProcurementManager
PitkinCounty,CO
RE:ProjectPlanLetterforProcurementSoftware
DearChris,
On behalf of OpenGov, we are enthused about the opportunity to form a partnership with Pitkin
County by proposing OpenGov Procurement, the collaborative public procurement suite built for
the modern government. We truly value your careful consideration in reviewing the project plan
letterandproposalwehavepreparedforyou.
We understand that the county is looking for a comprehensive Procurement Management system
to support and manage the procurement lifecycle, from the initial request and approval, to
solicitation development and collaboration, to advertising and response dates, to evaluation
committee review. In response to this need, OpenGov Procurement delivers the most
comprehensive government focused procurement lifecycle solution, focused on automation,
end-to-end strategic procurement workflows, intuitive cloud design, and a focus on customer
experience.
As you will read in the followingproposal, OpenGovProcurementfreesteamsfromthedrudgeryof
manual and paper-based processes through a highly collaborative and easy-to-use solution built
specifically to support and manage government procurement workflows. OpenGov Procurement
users report up to90%reductionsintheamountoftimetheyspendperprocurement,andtypically
seea3-4xincreaseinthenumberofqualifiedvendorresponses.
We are onamissiontopowermoreeffectiveandaccountablegovernment,andweseektoproduce
raving fans and long-term partners with the communities we serve. Based on the strength of our
current partnership, weanticipateaswiftdeployment. Welookforwardtoputtingourorganization
behindyoutoensurethisengagementexceedsexpectations.
Sincerely,
GregKeeney
StrategicAccountExecutive
650-492-7028
gkeeney@OpenGov.com
Confidential&ProprietaryInformation-DONOTDISCLOSE 2
Attachment B - Proposal
ExecutiveSummary
OpenGov is proposing OpenGov Procurement forconsideration.Welookforwardtodemonstrating
howthesesolutionswillmeetandexceedyourneedsandexpectations.
OpenGov Procurement is the collaborative public procurementsuitebuiltformoderngovernment.
Providing end-to-end automation across solicitation development, proposal evaluations, and
supplier interactions, OpenGov makes procurement more enjoyable and transparent for everyone
involved. With it, procurement teams have the intuitive cloud software and world-class support
neededtoachievestrategicprocurement.
Procurement teams using OpenGov have cut the time required to write and release RFPs by 75%,
increased supplier responses to solicitationsby3-4x,andmovedto100%paperlessprocurement–
all while transforming relationships within their government by simplifying how internal
stakeholders engage with their function. As part of the OpenGov Cloud, OpenGov Procurement
helps modern governments connect end-to-end processes across budgeting, procurement,
accounting and reporting - driving improved strategic outcomes enterprise-wide. With it,
customersaccess:
●The industry’s most collaborative, complete, and automated Solicitation Development
solution
●ModernSupplierEngagementthatincreasesbidresponseandequitableselection
●User-friendlydesignthatguidesuserswithin-contexttrainingandlivesupport
●Transparent procurement and supplier relationships thanks to OpenGov’s legacy of driving
transparentoperations
Confidential&ProprietaryInformation-DONOTDISCLOSE 3
Attachment B - Proposal
WhyOpenGov?
The only modern cloud software purpose-built
for localgovernment.
OpenGov offers transformative solutions for
budgeting,financial management, civic services, and
procurement with the market-leading Reporting &
Transparency platform allowing customers to
reallocate upto1%oftheirbudgetsformorestrategic
outcomes andsavethousandsofhoursonmanualand
paper-basedprocesses.
Atrustedpartner.
More than 1,600governmentsnationwide partnerwith
OpenGov to drive more effective and accountable
operations through cloud financial solutions. Built
exclusively for state and local government,OpenGov’s
software, services, and expertise are backed by over
500 years of employee experience in the public
sector.
Aplatform builttogrow with you.
Modern cloud architecture ensures all of your users
have access to the latestfeaturesandupgradeswhile
reducing your IT burden, minimizing your cost
footprint, and breaking down system and data silos.
Thanks to world-class professional services and a
roadmap driven by customer feedback, you
future-proofyourinvestmentforthenextgeneration.
TrustedbyLeading Governments
CityofPalmDesert,CA CityofPittsburgh,PA
SacramentoCounty,CA CityofNorfolk,VA
OrangeCounty,FL CityofTucson,AZ
JerseyCityPublic
Schools,NJ
BenFranklinTransit,
WA
“We totally need an OpenGov “easy button” because it’s so EASY to use!!
Weareliterallyinlove,ifyoucanlovesoftware..”
JenniferL.Olzinger
ProcurementManager|CityofPittsburgh,PA
Confidential&ProprietaryInformation-DONOTDISCLOSE 4
Attachment B - Proposal
BenefitsofModernGovernmentCloudSoftware
In a post-pandemic world, the benefits of moderncloudsoftware(aka:“SoftwareasaService”)are
crucial in helping governments address the challenges of remote work, digital services, and
managing uncertainty.Cloud software helps you future-proof your investment while focusing on
yourcommunity.
✔IncreaseProductivity
Moderngovernmentworkiscollaborative.
Intuitivesoftwareempowersallusersfor
success.
✔ImproveCitizen Experience
Digitalservicesmaptotheexpectationsof
communitymembersandimprovesatisfaction.
✔StrengthenPublicTrust
Betterdecisionsandalignmentcomefrom
common,shared,accurateinformation
✔BuildResilience
Leadershaveconfidenceinthefaceof
uncertaintythattheir processesaresecure
andsustainable.
AllCloud’saren’tCreatedEqual
Many software providers try to sell legacy systems as “cloud” because they aredeliveredremotely.
Same software, different packaging. These aren’t designed for 21st-century government.Modern
governmentcloudsoftware hasthesecharacteristics:
●Anywhere,AnyDevice-Nothingtoinstall-onlyabrowserrequired
●Intuitive User Interfaces -Built in the era of consumer software, eliminates the nuances
andcomplexitiesthatonly“powerusers”canunderstand
●Fast and Configurable -Can be deployed quicking providing value when you need it and
configuredwithoutdeeptechnicalexpertiseorITassistance
●ContinuousEnhancement-Updatesarehassle-freeandtransparenttocustomers
●World-Class Security and Infrastructure -Modern applications take advantage of the
leading cloud service providers (like Amazon Web Services) toensureyourmission-critical
systemsareresilient
●100% Hassle-Free -Always up-to-date with no effort from your government.Noupgrades,
patches,customizations,or(ofcourse)hardwaretomanage
“Aswestepbackandlookatthedifferencesbetweenelectronicbiddingand
whereMilpitasis withOpenGovProcurementtoday,itissafetosaythatinthis
case,theCityrealizedaminimum 95%increaseinproductivity.”
WalterRossmann,DeputyCityManager|CityofMilpitas,CA
Confidential&ProprietaryInformation-DONOTDISCLOSE 5
Attachment B - Proposal
OpenGovProcurement
CollaborativeProcurementAutomationfortheModernGovernment
As part of the OpenGov Cloud,OpenGov Procurement helps modern governments connect
end-to-end processes across budgeting, procurement, accounting, and reporting—driving
improvedstrategicoutcomesenterprise-wide. WithOpenGovProcurement,customersaccess:
●Theindustry’s mostcollaborativeandcomplete SolicitationDevelopmentsolution
●ModernSupplierEngagementthat increasesbidresponse and equitableselection
●User-friendlydesign thatguidesuserswithin-contexttrainingandlivesupport
●TransparentprocurementandsupplierrelationshipsthankstoOpenGov’slegacyof driving
transparentoperations
SatisfiedSuppliers
Expand your supplier network and improve your
partner experience with intuitiveanonlineportal
andmultipleworkflows
100%PaperlessProcurement
Digitize document management with scanning,
uploading,andarchivingfacilities.
IncreaseAccountability
Establish a simplified view into contract and
vendorspendingviaasinglesourceoftruth.
MoreStrategicImpact
Less clerical work and more strategic time
thanks to intuitive guided workflows and
integratedtrainingforcollaborators
CentralizeData
Enter data once and use it across the entire
system.
75-90%
Time reduction
time spent writing
&releasingRFPs
...
Increasedsupplier
responsesby
3-4x
Confidential&ProprietaryInformation-DONOTDISCLOSE 6
Attachment B - Proposal
TransformyourSolicitation Development
Turn your solicitation templates into intuitive, guided online workflows so project managers,
reviewers, and buyers can easily collaborate on key documents. Dynamically track project status
throughout reviews and get insight into timelines, stakeholders, and project pipelines. This
“unique to OpenGov Procurement” capabilities turbocharges your entire workflow. Without this,
your team spends much of its time hunting and pecking, copying and pasting, and chasing down
internalcustomers-ultimatelycreatingmoreadversarialsituations.
Confidential&ProprietaryInformation-DONOTDISCLOSE 7
Attachment B - Proposal
EngageVendorsin aModern,Social Online World
From sharable public project links, vendor analytics, and funnel tracking to a simple, one-click
vendor submission process, OpenGov Procurement does it all. Suppliers delight in the guided
onlineproposalsubmissionswithone-clicksubmit.
Say Goodbye toExcelScorecards
No more excel and paper scorecards, OpenGov Procurement can help you manage it all online.
Whether you evaluate vendor proposals as Best Value using a scoring committee, Lowest Cost
throughbidtabulation,oranywhereinbetween,wecansupportyourprocess.
Automate ContractManagement
Never miss an upcoming
expiration deadline again.
OpenGovProcurementlets
you set reminders and
notifications to
stakeholders, and gives
you a birds-eye view into
all your active and
historicalcontractsacross
theorganization.
Confidential&ProprietaryInformation-DONOTDISCLOSE 8
Attachment B - Proposal
OpenGovProcurementUseCases
●AchieveEnd-to-EndStrategic
Procurement
●ModernizeSolicitationDevelopment
●StreamlinedImplementation
●“Wow”YourSupplierCommunity
KeyDifferentiatorsofOpenGovProcurement
Intuitive guided designs that promote equity and help suppliers read, understand,
andrespondtobidsandRFPsbetter
Solicitation and Contract Design and Proposal Evaluation Tools that promote
better collaboration, productivity, objectivity, and e ciency between Procurement
andtheirinternaldepartmentalcustomers
In-context training and integrated live support because procurement processes
aren’teasy+staffandsuppliersaren’tworkingonprocurementseveryday.
“I am amazed atwhatOpenGovProcurementhasdoneforus.I’veneverhadan
implementation go as well as this has in such a short time. I had staff who
weren't thrilled with the idea [of a new system] but now that we use it, they
absolutelyloveit.."
MichelleHamilton
Directorof Purchasing |MesaPublic Schools, AZ
Confidential&ProprietaryInformation-DONOTDISCLOSE 9
Attachment B - Proposal
Qualifications&Experience
TheOpenGovTeam hasover500yearsofcombinedGovernmentexperience.Checkoutjustafew
ofourstarplayers,andtheirspecificexperienceinthepublicsectorbelow…
Confidential&ProprietaryInformation-DONOTDISCLOSE 10
Attachment B - Proposal
Awards&Credentials
As mentioned above, OpenGov employees have over 500 years of collective government
employment experience, and many of our key personnel are members of government-focused
organizations like GFOA and ICMA. OpenGov has consistently appeared on the GovTech 100 list for
several years, was named to the 2021 Top Workplaces USA and most recently was named to the
Forbes 2022 list of America's Best Startup Employers. We focus our hiring on top-tiertalentpools
for individuals with proven track records in government and/or the government technology SaaS
industry.
CompanyHistory
AfterwitnessingtheCityofPaloAltospendover$10milliononanERPsystemthatwasdeliveredon
20 discs and had green screens, OpenGov’s founderslearnedthatgovernmentsacrossthecountry
were similarly hamstrung by outdated technology. The public sector has been underserved by its
vendors for decades, while the digital era has transformed consumer experiences and private
sectororganizations.
State and localgovernmentsdeserveaccesstomoderncloudsoftwaresuitedfortheirincreasingly
complex needs. Citizens deserve to know that their tax dollars are being spent by effective and
accountable organizations. Our public sector leaders deserve to be supported by companies who
actastruepartners. Inordertoaddresstheseneeds,OpenGovwasbornin2012.
Today we have over 1,600 government customers using our cloud-based suites. Below are the
stories of just a few of our customers who have adopted OpenGov Procurementtotransformtheir
communities...
Confidential&ProprietaryInformation-DONOTDISCLOSE 11
Attachment B - Proposal
CustomerStories
How Mesa Public Schools Adopted a Fully Digital Purchasing
WorkflowwithOpenGov
When the pandemic first hit, the largest school district in Arizona, Mesa Public Schools, did what
most organizations did — sent everyone home to work remotely for the foreseeable future.
Managing a high volume of bids every month, with each bid amounting up to 80+ responses,
PurchasingDirectorMichelleHamiltonknewitwastimetogodigitaltoadjusttothisnewnormal.
Hamilton decided to try out OpenGov Procurement, and the impact was immediately clear. After
their firstsolicitationusingthenewsystem,theDistrict’sAssistantSuperintendentcalledOpenGov
Procurement the “easiest software I’ve ever used.” Mesa Public Schools was able to implement
OpenGov across the District with minimal friction due and quickly reap the benefits OpenGov
procurementoffered.
KeyResultsforMesaPublicSchools
●ReduceBidDevelopingTimesby50%
●100% Paper-Based Purchasing →100%
PaperlessPurchasinginjust30Days
●Entirely Virtual Purchasing to support
WorkFromHomelifestyle
●Vendor Questionnaire Feature led to
more Objective and Focused Decision
Making
For the full story,click here to read about how Mesa Public Schools adopted fully digital workflows
withOpenGov.
“I’ve been doing this for 25 years, and I have never worked with a
company like OpenGov. It has made a world of difference inhowwe
do ourdaily work.It’schanged myprofessionallife.”
MichelleHamilton
PurchasingDirector|MesaPublicSchools
Confidential&ProprietaryInformation-DONOTDISCLOSE 12
Attachment B - Proposal
Banning,CAStreamlinesPurchasingtoKeepPacewithGrowth
Before implementingOpenGovprocurement,theCityofBanningreliedonemails,wordprocessors,
and an outdated legacy system forallprocurementprocesses.Duetothis,BanningCitystaffspent
two-thirds of their time downloading, printing, intero ce mail, and moving giant stacks of paper
around. With OpenGovProcurement,thepurchasingteaminBanningwasabletosimplifyandbring
e ciencies tocumbersomeandtimeconsumingprocessesforthewholeteam,includingnewstaff
membersandthosewhoaren’tday-to-dayusersofthesoftware.
Purchasing manager Shiloh Rogers reports that her favorite OpenGov Procurement capabilities
are: built-in templates that make changes to vendor submission requirements simple, vendor
questionnaires thatsavetimebycreatinguniformresponses,andvalidationtoolsthatenablequick
review for minimum qualifications. These features paved the way to notable results for the City,
such as a 500% increase in bid submissions, and decrease in processing times from hours to a
fewseconds.
Rogers has worked with other e-procurement platforms during her career, but the support she
received from OpenGov stood out among the rest. The features and functionality have helped her
streamline Banning’s procurement experience. But more importantly for Rogers, the company
listenstoherfeedbackandisresponsivetoherneeds.
Forthefullstory,clickhere toreadabouthowBanning,CAstreamlinespurchasingwithOpenGov.
“OpenGov Procurement empowers my team — it doesn’t tell us how
todoourjobs,it enablesustodothem betterandfaster.”
ShiloRogers
PurchasingManager|CityofBanning,CA
FormorecustomerstoriesonhowOpenGov’ssolutionsaredrivingsuccessincommunitiesaround
thecountry,pleasevisit:https://opengov.com/customers/
Confidential&ProprietaryInformation-DONOTDISCLOSE 13
Attachment B - Proposal
ProfessionalServicesOverview
WeAreHeretoSupportYou
Your success as a customer is OpenGov’s top priority. We recognize the challengeofaddinganew
software implementation project to your already full-to-the-brim schedule. We’ve investedheavily
in the key drivers of your agency’s success so you can maximize the impact of your OpenGov
softwareandarmyouwithinsight,expertise,andindustry-leadingbestpractices.
Experience
Our teamofover150ProfessionalServicesexpertshavedeliveredover1,600successful
projects-wehavetheexperiencetomakeyourimplementationasuccess.
Expertise
OpenGov shares your mission of effective government – and deploys over 500+ years of
previouspublicsectorexperienceforyoursuccess.
Fully-Supported
No mattertheexpertiseyourprojectneeds,ourteamofprofessionalsareheretopartner
withyouoneventhemostcomplexprojects.
OpenGovDeploymentMethodology
Our data-first deployment methodology is basedonstrategiesthatreduceyourtimetovalue,keep
the project in motion and promote the leadership of you and your teams. To effectively deploy
these strategies and keep the focus on outcomes, project progression, and your enablement, our
methodologyfollows fivekeyfocusareas.
When you get OpenGov ProfessionalServices,yougetconfidenceineverystepofyourproject.Our
team’s best practices ensure alignment, support, and documentation to build the foundation of a
successful implementation and a software used in years to come. The OpenGov Deployment
methodology prepares and enables your team for continued ownership of your OpenGov solution,
made possible without dependency on IT or coding knowledge and with continued award-winning
OpenGovSupport.
Confidential&ProprietaryInformation-DONOTDISCLOSE 14
Attachment B - Proposal
DeliveringSuccessDuringandAftertheProject
We recognize the challenge of adding a new software implementation project to your already full
schedule. To ensure you derive the full value from OpenGov,we’veresearchedandinvestedheavily
in the key drivers ofourprojects’success.Foreachofthosekeydrivers,fromprojectmanagement
to technical problem solving to change management, we have team members with the
corresponding expertise at the ready to support. Depending on your project’s needs, you willhave
complete coverage and support to make the most from your OpenGov software during your
implementationandbeyond.
OpenGovDeploymentPrinciples
Every implementation is based on our core principles and philosophy. OpenGov deploys all suites
andsolutionsinalignmentwiththeseprinciples.
Confidential&ProprietaryInformation-DONOTDISCLOSE 15
Attachment B - Proposal
Confidential&ProprietaryInformation-DONOTDISCLOSE 16
Attachment B - Proposal
OpenGovPremiumSupportOverview
EveryOpenGovcustomerhasthebenefitofOpenGovStandardSupport.StandardSupportprovides
a host of options, from a 24/7 Resource Center with documentation and case access to live
business day phone support. Our processes are designed to support you at every step of your
journeytowardamoreeffectiveandaccountablegovernment.
OpenGov Premium Support provides customers a level of support above and beyond our Standard
Support. Premium Support is intended for customers who view their OpenGov solution as
mission-critical and therefore require expedited response times and a designated OpenGov
contact.
Offering Standard Premium
UnlimitedNumber ofSupportCasesper Year*✓✓
UnlimitedAccess toOpenGovResource Center ✓✓
UnlimitedOnlineaccess totheSupport Request Portal ✓✓
Access to Phone/Chat Support 4:00 AM PT to 7:00 PM PT
Mondaythrough Friday, excludingOpenGovholidays
✓✓
Designated OpenGovContact -✓
IncreasedResponseTimes -✓
*SupportCasesaredefinedasissuesrelatedtotheOpenGovSoftwareServices.
We have three main components to our philosophy for ensuring every customer is successful and
happy:
Access to our team of Government SolutionExperts:Thisteam,comprisedof
former government finance directors, chief information o cers, procurement
directors, budget and performance analysts, and others, provides insight and
expertise, best practices, and context to the people that use OpenGov’s suites
drivinge ciencyandoutcomesforyouragency.
Confidential&ProprietaryInformation-DONOTDISCLOSE 17
Attachment B - Proposal
Customer Success:Our Customer Success team supports you from
deployment through adoption and beyond. You will get up and running quickly
andreceivethetrainingandsupportthatyouneedtomaximizethevalueofyour
investmentinOpenGov.
Customer Support:OpenGov Support is staffed by a veteran teamwithover95
years of combined government experience. Our highly trained supportanalysts
are available tosolveanyissuesthatyouencounterwithinOpenGov’ssuites.We
are committed to resolving your issues in a timely fashion and to your
satisfaction.
ResourcesandSupport
As an OpenGov customer, you are supported by our Customer Success team from deployment
through adoption and beyond. When you contact OpenGov, your firstpointofcontactwillbeareal,
live person. OpenGov provides best-in-class standard support resources suchastelephone,email,
chat, and an online portal as well as additional engagement channels like webinars, user groups,
andaresourcecenter.
●User Groups:Our subject matter experts host regular user groups online and in person.
Learnfromtheprosandyourpeers!
●Resource Center:We provide you with articles and videos to enhance your learning and
educationofOpenGov.
Confidential&ProprietaryInformation-DONOTDISCLOSE 18
Attachment B - Proposal
●Free Webinars:As a customer,youcanlookforwardtoengagingandinformativewebinars.
Get a crash course in performance management or learn about the latest features of your
OpenGovsoftware.
PremiumSupport
Furthermore, OpenGov offers Premium Support to help organizations on their journey to
successfully adopt OpenGov’s solution suites. With Premium Support, increased Service Level
Agreement (SLAs) mean that we start working on urgent requests even on weekends. In thespirit
of addressing problems quickly, Premium Support’s designated OpenGov contact builds a
relationship with you and understands your organization and the nuances of your OpenGov
applicationsetup.
OpenGov’s Support Philosophy is simple: You invest in us. We invest in you. We are driven by
customer success. If you ever need help or have questions about your system, we want to make
sure you get well-informed, proactive support from the OpenGov team. Our goal is 100%
satisfaction.
“During this pandemic, we went from information gathering tolive
implementation in one week. The system is user friendly, and the
staff makes you and your agency feel valued. Partnering with
OpenGov has been a wonderful experience, and I would highly
recommendotheragenciestoutilizetheirplatform.”
KerrieP.KoopmanCPPB,CPPO
PurchasingManager|FrederickCountyPublicSchools,MD
Confidential&ProprietaryInformation-DONOTDISCLOSE 19
Attachment B - Proposal
OpenGovUniversity&Training
OpenGov is the leader in modern cloud software for our nation’s cities, counties, and state
agencies. On a mission to power more effective and accountable government, OpenGov serves
morethan1,600agenciesacrosstheU.S.
OpenGov University helps your government staff become power-users of our software. With
unlimited access to the tools below, your staff can easily adopt new features andensurethatbest
practices are followed when business processes are enhanced with our technology solutions.
AccesstoOpenGovUniversityincludes:
Trainingfrom OpenGovExperts
Walk through core functionality with your
OpenGov deployment team as defined in
theStatementofWork.
OpenGovResourceCenter
Read help articles, review company
announcements, or chat with
Support.
Self-paced learning modules
Learn OpenGovproductsuiteswith
on demand training in our learning
managementsystem.
In-appguidance
Master your software with instructions
and helpful hints offered while usingthe
software.
TrainingWorkshops
Accessourrecurring,virtualtrainingseriesonproductbestpractices.
Live TrainingEvents
JoinOpenGov’shybridorlivetrainingsaroundthecountry.
Confidential&ProprietaryInformation-DONOTDISCLOSE 20
Attachment B - Proposal
BenefitsofOpenGovUniversity
Maximizeyourinvestment
Save time by accelerating your team’s
knowledge and confidence to apply the
software and best practices to your
government.
SuccessfulChange Management
Shorten the time for a new team member to
providevaluetoyourdepartment.
Empower yourteams
Develop confidence in working with OpenGov
by understanding howtouseourtoolstobest
improveyourteam’seffectiveness.
Trainingthat grows with you
Ensure that new employees have easily
accessible training as both your team grows
and as your future-proof technology
investmentevolves.
Availableon yourschedule
On-demand training when youneedit,tohelp
gettheentireteamonthesamepage.
Deliver modern software to your
government
Leading governments are deploying modern
software to improve their process, reduce
their costs and deliver more to their
communities.
“I understand so much more about what we can do with
the system after completing the OpenGov University
classes, I am just so excited about the ways we are using
allthefeaturesthis year.”
AmeliaCruver
Budget Director | City ofMinneapolis,MN
Confidential&ProprietaryInformation-DONOTDISCLOSE 21
Attachment B - Proposal
PartnershipInvestmentSummary
OpenGov’s pricing model consists of both a fixed fee annual subscription for the software and a
one-time cost for the professionalservicescomponent.OurProfessionalServicescostincludesall
phases of implementation: Initiation, Best Practices, Configuration, Validation, Deployment, and
Project Completion.OpenGov offers an unlimited user, unlimited usage pricing model, meaning
customers are not limited to the number of users, logins, dashboards, reportsorusageofdata.
Rather, we charge an annually recurring subscriptionfeetoencourageourcustomerstoutilizethe
platform, increaseadoptionthroughouttheirorganization,getvaluableunlimitedusage,andhavea
predictableannualcost.
Item Description Cost Payment
Schedule
SoftwareServices
ProcurementSuite
Unlimited Users
SolicitationDevelopment
SupplierEngagement
Evaluations&Awards
ContractManagement
$45,894 Annual
ProfessionalServicesFee
Software
Implementation
Initiation,BestPractices,
Configuration,Validation,
Deployment,andProjectCompletion
oftheabovesolution.Additional
detailsprovidedinSOW.
$17,739 One-Time
Post-DeploymentTraining&Support
OpenGovUniversity
(UnlimitedUsers)
OGU On-Demand: Video-based
onlinelearningcourses
OGU Live: a combination of virtual
training sessions and in-person
trainingevents*
Resource Center: a written article
knowledgebase
Included Annual
CustomerSuccess
Manager
Dedicated human resource to
support your journey as an OpenGov
user with training, adoption, best
practices, and general assistance
throughout the OpenGov
partnership.
Included Annual
Confidential&ProprietaryInformation-DONOTDISCLOSE 22
Attachment B - Proposal
SoftwareProposal
Year1
July1,2023 $45,894.00 Software
Year2
July1,2024 $48,118.70 Software
Year3
June1,2023 $50,598.16 Software
ServicesProposal
Year1
July1,2023 $17,739 ProfessionalServices
Confidential&ProprietaryInformation-DONOTDISCLOSE 23
Attachment B - Proposal
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD |SUITE 100 |RESTON,VIRGINIA 20190
PHONE (703)871-8500 |FAX (703)871-8505 |TOLL FREE (888)66CARAH
WWW.CARAHSOFT.COM |SALES@CARAHSOFT.COM
PRICE QUOTATION
PAGE 1 of 1
QUOTE DATE:
QUOTE NO:
05/02/2023
38918874CONFIDENTIAL
TO:Chris Davis
Pitkin County
CO USA
chris.davis@pitkincounty.comEMAIL:
PHONE:
FROM:Heather Castellanos
Carahsoft Technology Corp.
11493 Sunset Hills Road
Suite 100
Reston,Virginia 20190
EMAIL:Heather.Castellanos@carahsoft.com
PHONE:(571)662-3750 FAX:
TERMS:Contract Number:139963
NASPO Master Contract Number:AR2472
Contract Term:03/17/20 -09/15/26
Shipping Point:FOB Destination
Credit Cards:VISA/MasterCard/AMEX
Remit To:Same as Above
Payment Terms:Net 45 (On Approved Credit)
Sales Tax May Apply
QUOTE NO:38918874
$17,734.14TOTALQUOTE:
QUOTE DATE:05/02/2023
QUOTE EXPIRES:
RFQ NO:
SHIPPING:
TOTAL PRICE:
ESD
$17,734.14
05/31/2023
LINE NO.PART NO.DESCRIPTION COOP QUOTE PRICE QTY EXTENDED PRICE
OG-PSBG-
B150200M-OT-0Y-
491
$17,734.141ProfessionalServicesDeployment-
Prepaid -Between $150-200 Million -0Y
OpenGov,Inc.-OG-PSBG-B150200M-OT-
0Y
Start Date:07/01/2023
End Date:06/30/2024
$297.00 $218.94 81COOP
$17,734.14SUBTOTAL:
TOTAL PRICE:
TOTAL QUOTE:$17,734.14
$17,734.14
Certificate Of Completion
Envelope Id: 227138D28E7945B190FFF9B46E3FC00E Status: Completed
Subject: Carahsoft | Pitkin County Contract 162.23 for Review and Signature
Source Envelope:
Document Pages: 102 Signatures: 4 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: 216.147.123.154
Record Tracking
Status: Original
6/16/2023 2:38:05 PM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Chris Davis
chris.davis@pitkincounty.com
Procurement Manager
Pitkin County
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 216.147.123.154
Sent: 6/16/2023 2:43:36 PM
Viewed: 6/16/2023 2:44:50 PM
Signed: 6/16/2023 2:44:59 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Colby Bender
Colby.bender@carahsoft.com
Contracts Team Lead
Carahsoft Technology
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 73.187.76.197
Sent: 6/16/2023 2:45:01 PM
Resent: 6/20/2023 10:49:51 AM
Resent: 6/22/2023 4:00:03 PM
Resent: 6/22/2023 4:02:21 PM
Viewed: 6/22/2023 5:27:53 PM
Signed: 6/23/2023 8:09:13 AM
Electronic Record and Signature Disclosure:
Accepted: 6/22/2023 5:27:53 PM
ID: 0a4cce84-59ac-4195-b62f-375184206ddf
Company Name: Pitkin County, Colorado
Phylis Mattice
phylis.mattice@pitkincounty.com
Deputy County Manager
Signing Group: County Manager Group
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 73.3.201.158
Sent: 6/23/2023 8:09:17 AM
Viewed: 6/23/2023 10:12:50 AM
Signed: 6/23/2023 10:13:09 AM
Electronic Record and Signature Disclosure:
Accepted: 6/23/2023 10:14:10 AM
ID: 21369a44-01d0-4a95-8e83-a640f6176fd4
Company Name: Pitkin County, Colorado
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
Aiden Dougherty
aiden.dougherty@carahsoft.com
Contracts Director
Carahsoft Technology Corp.
Security Level: Email, Account Authentication
(None)
Using IP Address: 96.241.158.245
Sent: 6/22/2023 1:06:50 PM
Viewed: 6/22/2023 1:07:56 PM
Electronic Record and Signature Disclosure:
Accepted: 6/22/2023 1:07:56 PM
ID: ee44c29a-19a2-4f95-afb0-7f1f7c563ded
Company Name: Pitkin County, Colorado
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Procurement Specialist
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 6/23/2023 10:13:13 AM
Resent: 6/23/2023 10:13:20 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Accounts Payable
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 6/23/2023 10:13:14 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Greg Keeney
gkeeney@opengov.com
Security Level: Email, Account Authentication
(None)
Sent: 6/23/2023 10:13:15 AM
Viewed: 6/23/2023 7:36:12 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 6/16/2023 2:43:36 PM
Envelope Updated Security Checked 6/20/2023 10:49:50 AM
Envelope Updated Security Checked 6/20/2023 10:49:50 AM
Envelope Updated Security Checked 6/22/2023 1:06:49 PM
Envelope Updated Security Checked 6/22/2023 4:02:21 PM
Certified Delivered Security Checked 6/23/2023 10:12:50 AM
Signing Complete Security Checked 6/23/2023 10:13:09 AM
Completed Security Checked 6/23/2023 10:13:15 AM
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: Colby Bender, Phylis Mattice, Aiden Dougherty
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.