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HomeMy WebLinkAboutbocc.con.095.268/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 10022100.531500 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 Tyler Lambuth (GIS)County Representative Phone (970) 920-5012 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 25,639.51 $ - $ - $ 25,639.51 095.26 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 Asset Management Software Subscription OpenGov $ 25,639.51 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 25,639.51 Sole Source Services/Maintenance 5/15/2026 5/14/2027 New Contract BITS New Contract to provide Asset Management Software Subscription Services for Pitkin County. The subscription includes access to various software modules supporting County operations, including facilities, transportation, stormwater, parks and recreation, asset management, and operational requests. The services will be provided pursuant to the OpenGov Order Form and governed by the OpenGov Master Services Agreement (MSA). Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total Rev 2023.12.15 CDD 1 PITKIN COUNTY SOLE SOURCE PROCUREMENT JUSTIFICATION REQUEST TO: County Manager DATE: July 8, 2026 FROM: Tyler Lambuth, GIS Manager Proposed Contractor: OpenGov Inc. Product/Service: Asset Management Software Subscription Estimated expenditure for the above Product/Service: $ 25,639.51 This form is required in documenting a Sole Source exception from an otherwise competitive bidding process when sufficient competition does not exist, a single vendor represents a clear and best value to Pitkin County, or other factors are present that preclude other vendors from being able to provide the product(s), service(s), and/or construction. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer, no regional distributor, standardization etc): Explain: Pitkin County has utilized OpenGov’s software platform in the past and is familiar with the system and its functionality. The OpenGov platform provides specialized asset management and operational software modules that support multiple County functions, including facilities, transportation, stormwater, parks and recreation, and internal service requests. Continuing with OpenGov will allow the County to maintain continuity of operations, avoid disruption to existing workflows, and prevent the need to migrate data or implement a new system. Changing providers would require additional time, resources, staff training, and potential conversion costs. Based on the County’s existing use of the platform and the need for compatibility and continuity of services, OpenGov is considered the most appropriate source for these services. Rev 2023.12.15 CDD 2 The undersigned requests that Pitkin County waive other procurement requirements and recognize this transaction as a sole source exception to the Pitkin County Procurement Code. Department Representative Department Director !#COUNTY REPRESENTATIVE#! Date !#SECTION LEADER#! Date County Manager Reason for Denial: ________________________________________ !#COUNTY MANAGER SOLE#! Date Tyler Lambuth GIS Manager Jul-09-2026 Carrie Labbe IT Director Jul-09-2026 Kara Silbernagel Jul-13-2026 County Manager OpenGov Inc. 660 3rd Street, Suite 100 San Francisco, CA 94107 United States Order Form Number: Q-16237 Prepared By: Jack Rowley Created On: 04/22/2026 Email: jrowley@opengov.com Order Form Expiration: 05/14/2026 Contract Term: 12 Months Subscription Start Date: 05/15/2026 Subscription End Date: 05/14/2027 Customer Information: Customer: County of Pitkin, CO Contact Name: Tyler Lambuth Bill To/Ship To: 506 E Main St Dept J Email: tyler.lambuth@pitkincounty.com Pitkin County, Colorado Phone: 9709205012 81611-2922 United States Order Details: Billing Frequency: Prepaid Payment Terms: Net 30 Days SOFTWARE SERVICES: Product Name Start Date End Date Annual Fee Advanced Material Management 05/15/2026 05/14/2027 $0.00 Asset Builder 05/15/2026 05/14/2027 $197.66 Facilities Domain 05/15/2026 05/14/2027 $474.39 Internal Requests 05/15/2026 05/14/2027 $98.84 OMS Unlimited Users 05/15/2026 05/14/2027 $22,938.42 Parks & Recreation Domain 05/15/2026 05/14/2027 $197.66 Scenario Builder 05/15/2026 05/14/2027 $694.58 Docusign Envelope ID: 43954197-D5FF-4CD3-97F2-324338420B95Docusign Envelope ID: AF9376BB-5322-45B1-8DC1-29E3F8541C3F Stormwater Domain 05/15/2026 05/14/2027 $474.63 Transportation Domain 05/15/2026 05/14/2027 $444.73 Walkability Domain 05/15/2026 05/14/2027 $118.60 Customer Billing/Service Periods: Period: Total: 05/15/2026 $25,639.51 Order Form Legal Terms: This Order Form incorporates the OpenGov Master Services Agreement ("MSA") attached here or available at https://opengov.com/terms-of-service/master-services-agreement/. The "Agreement" between OpenGov and the entity identified above ("Customer") consists of the Order Form, MSA, and, if Professional Services are purchased, the Statement of Work. Unless otherwise specified above, fees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice. By signing this Agreement, Customer acknowledges that it has been reviewed, and agrees to be legally bound by the Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the exclusion of all other terms. County of Pitkin, CO: OpenGov, Inc. Signature: ____________________________ Signature: ____________________________ Name: ____________________________ Name: ____________________________ Title: ____________________________ Title: ____________________________ Date: ____________________________ Date: ____________________________ Docusign Envelope ID: 43954197-D5FF-4CD3-97F2-324338420B95 Tyler Lambuth GIS Manager 4/22/2026 Docusign Envelope ID: AF9376BB-5322-45B1-8DC1-29E3F8541C3F Sam Kramer 4/23/2026 CFO Certificate Of Completion Envelope Id: 2CBCDACC-E02F-8CE0-81F4-2969D5CA843A Status: Completed Subject: OpenGov Inc | Pitkin County Contract 095.26 for Review & Signature Source Envelope: Document Pages: 5 Signatures: 3 Envelope Originator: Certificate Pages: 6 Initials: 1 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: 73.14.253.198 Record Tracking Status: Original 7/9/2026 9:27:35 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Connie Baker connie.baker@pitkincounty.com Budget Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 74.244.9.156 Sent: 7/9/2026 9:35:36 AM Viewed: 7/9/2026 9:38:12 AM Signed: 7/9/2026 9:38:21 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Tyler Lambuth tyler.lambuth@pitkincounty.com GIS Manager Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2601:281:3:89a0:18ac:86ff:153:ba5d Sent: 7/9/2026 9:38:22 AM Viewed: 7/9/2026 9:53:52 AM Signed: 7/9/2026 10:07:08 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Carrie Labbe carrie.labbe@pitkincounty.com IT Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2601:281:1:9680:2d0a:b9b:6983:2932 Sent: 7/9/2026 10:07:10 AM Viewed: 7/9/2026 10:10:38 AM Signed: 7/9/2026 10:16:35 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Kara Silbernagel kara.silbernagel@pitkincounty.com County Manager Pitkin County Colorado Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2601:281:0:3ed0:95c2:772d:9dd8:44c7 Sent: 7/9/2026 10:16:37 AM Resent: 7/10/2026 9:43:33 AM Resent: 7/10/2026 9:44:19 AM Resent: 7/10/2026 9:44:32 AM Viewed: 7/13/2026 9:12:13 AM Signed: 7/13/2026 9:12:35 AM Electronic Record and Signature Disclosure: Signer Events Signature Timestamp Accepted: 6/26/2025 10:29:11 AM ID: 13c88870-faf6-4375-8fed-1bd1d274f164 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 Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Ruslana Ivanova, Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 7/13/2026 9:12:36 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: 7/13/2026 9:12:37 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Michaela Higgins michaela.higgins@pitkincounty.com Business Process Analyst IT Security Level: Email, Account Authentication (None) Sent: 7/13/2026 9:12:38 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Michelle Steinberg michelle.steinberg@pitkincounty.com Security Level: Email, Account Authentication (None) Sent: 7/13/2026 9:12:39 AM 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 7/9/2026 9:35:37 AM Envelope Updated Security Checked 7/9/2026 9:37:17 AM Envelope Updated Security Checked 7/9/2026 9:37:17 AM Envelope Updated Security Checked 7/10/2026 9:44:17 AM Envelope Updated Security Checked 7/10/2026 9:44:17 AM Envelope Summary Events Status Timestamps Envelope Updated Security Checked 7/10/2026 9:44:17 AM Certified Delivered Security Checked 7/13/2026 9:12:13 AM Signing Complete Security Checked 7/13/2026 9:12:35 AM Completed Security Checked 7/13/2026 9:12:39 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: Kara Silbernagel 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.