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FORTENBERRY & ASSOCIATES - CONTRACT - RFP - 8333 UTILITIES RECORDS MANAGEMENT
Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 1 of 25 PROFESSIONAL SERVICES AGREEMENT WORK ORDER THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and FORTENBERRY & ASSOCIATES, INC., hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with any project Work Orders for RFP 8333 Utilities Records Management Consulting Services issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. No Work Order shall exceed $60,000. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. A general scope of services is attached hereto as Exhibit “B”, consisting of sixteen (16) pages and is incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. This Agreement shall commence August 22, 2016, and shall continue in full force and effect until August 21, 2017, unless sooner terminated as herein provided. 5. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 2 of 25 Professional: City: Copy to: Fortenberry & Associates, Inc. Attn: Kathleen Fortenberry 3235 South Granby Way Aurora, CO 80014 KFortenberry@recordtamers.com City of Fort Collins Attn: Robin Pierce PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 6. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorney’s fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit C, consisting of one (1) page, attached hereto and incorporated herein. 7. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis in accordance with Exhibit “B”, consisting of sixteen (16) pages, attached hereto and incorporated herein. Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 8. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 3 of 25 City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this Agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non- defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire Agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 4 of 25 jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 5 of 25 f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Red Flags Rules. Professional must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Professional must take appropriate steps to mitigate identity theft if it occurs with one or more of the City’s covered accounts and must as expeditiously as possible notify the City in writing of significant breeches of security or Red Flags to the Utilities or the Privacy Committee. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit “D “ - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 6 of 25 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: City Clerk APPROVED AS TO FORM: Senior Assistant City Attorney FORTENBERRY & ASSOCIATES, INC. By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 8/18/2016 Kathleen Fortenberry President 8/22/2016 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 7 of 25 EXHIBIT A WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Original Bid/RFP Project Number & Name: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this Work Order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of ( ) page(s) are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. PROFESSIONAL By:_______________________________ Date:_____________________________ CITY OF FORT COLLINS Submitted By: _________________________ Project Manager Date: _________________________ Reviewed by: _________________________ Senior Utility Engineer Date: _________________________ Approved by: _________________________ Water Engineering & Field Services Operations Manager Date: ________________________ Approved by: _________________________ Utilities General Manager (over $1,000,000) Date: ________________________ Approved by: _________________________ Purchasing Director (if over $60,000) Date: _______________________ DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 8 of 25 EXHIBIT B SCOPE OF SERVICES I. BACKGROUND AND PURPOSE The City of Fort Collins Utilities (“City”) is a municipal enterprise utility provider to the citizens of Fort Collins for Light and Power, Water, Wastewater and Stormwater utility services. This Request For Proposal (RFP) is issued by City to secure records management consulting services relating to strategic advancement of the Utilities Records Management Program as detailed under Goals of the Utilities Records Management Program. The Utilities Executive Director has directed the Utilities organization to achieve greater penetration in digitizing our paper environment and accomplishing some other key goals to expand the effectiveness and visibility of our Records Management Program. Due to our very lean records staffing level, we are in need of assistance from consultants to complete a comprehensive assessment of records and non-record documents (“documents”) within their environments and offer recommendations as to which collections should be prioritized for digitization, among other goals of the engagement as described under Goals of the Utilities Records Management Program. The primary services being sought center around the need for the City Utility to gain a workable understanding of our Utility-wide records and documents collections and environments via the completion of a comprehensive assessment. Current State: Certain fundamental components of records management programming are in place in Utilities, i.e. a Records Management policy, an Authorization to Destruct Records approval process, a comprehensive retention schedule*, “pre-populated” records inventory spreadsheets for approximately 26 functional work groups in Utilities (need to be validated by discussions with these groups), a Citywide electronic document management system (SIRE), and a limited scanning and indexing program which focuses primarily on “brownfields” and some “greenfields” digitizing of permanent records for a limited number of groups. Our current Utilities records staff consists of one full-time Records Management Coordinator (“Coordinator”) who manages a collection of paper records (primarily belonging to the Stormwater, Floodplain Administration, Master Planning, Capital Projects, Environmental Regulatory Affairs and Water Resources groups) within a file classification system in the Central Records Office. The Central Records Office does not serve as the file location for the vast majority of Utilities’ work groups. This position is also our only consistent resource to manage production of scanning and indexing projects (scanning/indexing 30,343 total pages in 2015), and serves as the first point of contact and ongoing resource to groups who are working on digitizing projects, among other aspects of the Coordinator’s role. We do not anticipate approval to add any additional records staff positions in Utilities in the coming years due to a stringent and highly competitive budgeting process at the City. The Coordinator is a direct report to the Utilities Administrative Services Supervisor whose primary role is to provide executive-level assistance to the Utilities Executive Director with very limited bandwidth to devote to expanding the Records Management Program. *Utilities is the only City service area to adopt the Colorado Municipal Records Retention Schedule (CMRRS). The remainder of the City follows a retention schedule developed by the City Clerk. The CMRRS is updated by representatives from participating municipalities across Colorado. The Utilities coordinator and supervisor selectively participate with this group on a limited basis when the group is reviewing sections most pertinent to concerns of Utilities. Utilities has a guiding Records Management policy that applies to all records and documents, regardless of format (paper, digital, various media sources, etc.). We currently have two scanning stations at only one of our sites outfitted with large format and regular format scanners, and we are required to use the City’s current enterprise solution – SIRE – as our DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 9 of 25 Electronic Document Management System. We are currently using it as a repository for records and documents of enduring business value only (i.e., executed contracts and agreements; other specific records collections) to Utilities. The vast majority of Utilities records/documents are still housed in a network shared drive and paper files. There are currently nine SIRE cabinets in place and populated (or in the process of being populated). SIRE has been purchased by OnBase; therefore, the City’s IT department is going out to bid for a new EDMS system and plans to have a vendor selected by end of 2016, with implementation planned for late 2017/early 2018. Physical space is very constrained to devote to any additional scanning workstations that would involve large format scanning; space can be constrained even when providing a workstation for an additional worker. Utilities currently has approximately 420 full-time employees across four service units and three departments. Service units include Light and Power, Water Resources and Treatment, Water Engineering and Field Services, and Customer Connections. Departments include Strategic Finance, Electric Field Services (a sub-set of Light and Power), and Utilities Safety and Security. We currently operate at five sites: the Utilities Service Center at 700 Wood Street; the Water Treatment Plant at 4316 W. Laporte Avenue; the Drake Water Reclamation Facility at 3036 Environmental Drive; the Mulberry Water Reclamation Facility (an unmanned location) at 918 E. Mulberry Street; and Customer Connections located at 117 N. Mason Street, with Customer Connections staff temporarily located at two short-term swing space facilities at 200 and 212 W. Mountain Avenue. In late September 2016, the entire Customer Connections group and the Utilities Executive Director’s office will relocate to a new building at 222 W. Laporte Avenue. At the time of this relocation, all records and documents for these groups will be moved from their previous locations to the new location. Our understanding is that our current operating environment includes the following repositories: multiple shared network drives (off-sites having their own drives in addition to accessing our primary Utilities drive), user drives, Outlook email, SharePoint Foundations 2010, SIRE, and various systems such as our Customer Information System (CIS), LIMS, Maximo Asset Management System, DocuSign, a Utilities Wiki (used by limited groups; duplicates information that is kept in other repositories), a Utilities intranet page and an internet page for customers on fcgov.com. None of our Utilities groups practice formal management of non-active records to on-site or offsite storage facilities but manage inactive records in on-site storage areas with some type of labeling (mostly content descriptors; very few make note of destruction dates actually on the boxes). Goals of the Utilities Records Management Program: It is the intent of Utilities to maintain a Utility-wide Records Management Program, in as effective, efficient, approachable (for staff) and cost-effective manner as possible to accomplish the following: Guidance as to the systematic retention and destruction of Utilities’ records according to the CMRRS and assure that records outside of their retention period are reviewed for destruction and/or destroyed on a timely basis. Guidance as to proper lifecycle management of controlled operational non-record documents in a manner that aligns with ISO management systems and other continuous improvement frameworks. Assure the Utilities’ compliance with the Colorado Open Records Act and the City of Fort Collins Administrative Policy, “Preserving Documents in Anticipation of Litigation”. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 10 of 25 Protect essential records of importance to Utilities in disaster recovery and continuity of operations. Continually mature in our alignment with ARMA’s* Generally Accepted Recordkeeping Principles (“the Principles”) (refer to http://www.arma.org/docs/sharepoint-roadshow/the- principles_executive-summaries_final.doc) Provide staff with an appropriate level of training regarding the program and raise staff awareness as to their responsibilities in the everyday management of records and document collections, destruction processes, etc. Improve staff efficiency and effectiveness with access to well-organized, valuable important necessary to conduct the business of Utilities. Achieve those realistic components of the Program that are most important to the needs of the City Utility first, realizing that some components may not be implemented or optimized for quite some time, given resource and budget constraints. Forward progress to date includes: Adoption of the Colorado Municipal Records Retention Schedule (CMRRS) (November 2010) Establishment of a Records Management policy (May 2011) Basic records management training conducted for all Utilities employees (May 2011; no ongoing component) Utilities contracts/agreements “rounded up” and scanned into the Executive Director’s SIRE cabinet (2011; ongoing) Records Management Committee established with representation from most every Utilities area (2011; not maintained currently) Established a process to authorize destruction of records via approvals from the records custodian, Records Management Coordinator and the City Attorney’s Office (January 2012) Developed general Utilities indexing standards (solely for use by groups entering records into SIRE; standards do not apply to file naming standards in other environments) (February 2013) Created preliminary records inventory spreadsheets for approximately 26 functional work groups based on the CMRRS (vast majority not yet validated by discussions with these groups) (June 2013) List of Utilities records categories with permanent retention, based upon CMRRS DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 11 of 25 Limited “brownfields” and “greenfields” scanning and indexing, focusing on a limited number of groups who have gone through the SIRE cabinet creation process and have permanent records in their collections or records of historical significance Executive Director support for the effort established (though senior team awareness and engagement is lacking) *ARMA = the Association of Records Managers and Administrators II. SCOPE OF PROPOSAL The project will cover all records and documents, regardless of format, kept by Utilities including records and documents in storage considered to be in an inactive state. A. Scope of Work Task 1: Comprehensive Records Assessment: Accomplish through interviews with records custodians and other key staff from up to 40 functional work groups within Utilities. Following execution of a Confidentiality Agreement, consultant will be granted access to physical and digital records and documents considered to be non-records (examples might include drafts, worksheets, routine memos, convenience copies and any documents that have no retention value) in order to validate information given during interviews and to estimate volumes of records collections in each environment. Some of our work groups have achieved ISO 14001 certification, and as this work is conducted with those groups, ISO 14001 principles/requirements for alignment may be raised. Throughout the Records Assessment phase, consultant will collect data necessary to provide: a) “Current state” information roadmap: a.1) Systems and repositories where information is stored; a.2) Identify “owner” group for each system/repository; a.3) Characterization and estimated volume of records collections stored in each system/repository; a.4) Identify records collections that are considered by the work group to be essential to disaster recovery and continuity of operations; a.5) Identify key business processes and/or Standard Operating Procedures (SOPs) that are related to or contained within each collection; a.6) Note any systems or repositories that are in the process of being replaced b) Recommend any adjustments to current state, i.e. “future state” of systems and repositories: b.1) Is it recommended that any collections be housed in a different (currently existing) system or repository than where they are currently housed and why? DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 12 of 25 b.2) Include considerations and recommended steps to achieve future state (type of work involved, estimated staffing levels and production time involved to accomplish, etc.) c) Recommend prioritization (in sequential order) of records collections to be digitized: c.1) Considering the overall scope of the digitizing work to be accomplished, recommend the most important first deliverable; c.2) For all collections that carry priority for digitization, provide: c.2.a) Name of record owner/group; c.2.b) Whether collection is paper or electronic (or both) and estimated volume; c.2.c) Size(s) of originals (large or regular format); c.2.d) Physical location; c.2.e) Basis or business case for being a priority collection to digitize, i.e. essential to disaster recovery or continuity of operations, other basis; c.2.f) Estimate “bottom line” total volume of all collections deemed as priorities for digitization; c.2.g) Time estimate to accomplish digitizing (according to staffing level options); c.2.h) Any protection concerns based upon: Principle of Protection: Assess whether any priority business records currently available in paper format only are subject to any environmental risk factors (fire, flooding, rodents, decomposition due to age, etc.); c.2.i) Recommended system or repository to digitize to; c.2.j) Once digitized, whether the paper copies should be retained or destroyed (with input from record owner) d) Report on records collections not recommended to be digitized with details (owner and basis, etc.) Task 2: Central Records Office conversion: Assessment of factors and steps that would be required to convert the focus and operation of the existing Central Records Office (which contains paper collections) to fully digitized collections, resulting in potential physical changes to the space and change of focus of the Coordinator’s role from that of managing the paper collections to coordinator of digital collections and potential scanning center operation if recommended. B. Deliverables 1. Draft and final Project Plan with the following components (Tasks 1 and 2): DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 13 of 25 a) Executive Summary b) Results of Records Assessment in detail as described in Task 1 c) Depiction of a phased approach to program growth: portray how Utilities can achieve progress toward program goals as additional resources and funding become available d) Recommend training and awareness components which are realistic to maintain (new employee, annual refresher for existing employees using technology such as brief audio or video refresher training, Utilities intranet presence, etc.) and content for training components e) Recommend Utilities governance structure through which the emergence of all future systems and repository tools may be vetted for use within Utilities structure f) Provide a sense of future staffing levels to maintain the program and type of lead position needed to supervise records staff. Inform us whether your company has any company resources available to provide on-site* scanning and indexing help to expedite completion of priority collections to digitize and estimated cost break-out by each priority collection. *At this time, on-site resources are our only option due to the security configuration of SIRE by the City. In the future, we may be able to make use of off-site scanning resources (at least two years away). 2. Presentation of recommendations at off-site workshop (half-to-full day) 3. Bi-weekly project status reports (written and/or meetings with the Utilities project leads) Professional’s Response to RFP: EXECUTIVE SUMMARY The City’s desire for a comprehensive records assessment to allow for the development of a final project plan detailing the needs and recommendations to move forward with digitizing records and their Records Management Program and identifying the priority order for digitizing records is commendable. Professional has extensive experience with this type of project and our project team members have “practitioner” experience in handling records offices including conducting this type of work internally. Professional proposes a simple three-phase project with the majority of the work performed during Phase 1, the assessment phase. This is the part of the project that all the pertinent information will be gathered and assessed. This is the foundational portion for the City’s plan to move forward. A combination of initial online survey questions, in-person assessment interviews and in-person review of collections will be utilized to ensure that complete and accurate information is gathered during the assessment phase of this project. We have developed and proven online survey capabilities and will provide the City with a secured portal on our website for access to the online survey form and instructions for using the form. This is a process that has been utilized with great success in the past with several of our clients. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 14 of 25 Developing strategic plans such as the final project plan for the City is an item that is provided with the majority of our consulting projects. We provide the information needed to accomplish the recommendations. Since practitioner experience is available with the project team, all recommendations must pass the “real world” test to ensure that they are obtainable within the client’s resources or recommended future resources. Finally, the recommendation presentation workshop will be developed and conducted to ensure that the City understands the information provided in the final project plan and how to move forward. It provides the avenue where the City can receive in-depth knowledge of the recommendations. 2.0 SCOPE OF PROPOSAL 2.1 Project Understanding It is our understanding that the City desires to have a comprehensive records assessment of their 40 functional work groups accomplished to identify the current state and recommended prioritization of digitizing records, an assessment of Central Records Office operation and development of a final project plan to provide the City with the recommendations for moving forward with the digitalization of their records and Records Management Program goals. This project will cover all records and documents, regardless of format, kept by Utilities including records and documents in storage considered to be in an inactive state. It is our understanding, from the responses to questions to the RFP, that if the project is more complex and in-depth than assumed from the RFP (and the $30,000 project cost limitation), additional money to expand the required to collect information may be possible. It will be determined very early during the assessment interviews whether or not the 3.25 hours estimate per functional work area is realistic or not (see below for more detail on the 3.25-hour estimate). 2.2 Project Assumptions The following assumptions were used for this proposal: Prompt and accurate responses and approvals from the City’s Project Manager and staff are required There will be a City Project Manager assigned to this project The City will schedule all meetings required for the project No more than 40 functional work groups will be included in this project Assessment time for each functional work group is limited to 3.25 hours to include interview meetings; identification of systems, repositories, key business processes and characterizations and volumes; and any required follow up All onsite meetings will be scheduled by the City in cooperation between F&A and City schedules Consultants will be scheduled for full days while onsite (full day is a minimum of six (6) hours of meetings, interviews, reviews, etc.) DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 15 of 25 In order to accomplish the project within the timeframe requested (by December 1, 2016), only one (1) consultant will meet with a functional business area and both consultants will be scheduled for meetings concurrently Functional business area onsite interview meetings will be conducted via “group” format with 3 to 8 attendees per business area Maximum time allocated for all information collection, review and survey is limited to 3.25 hours per functional business area Each functional business group has a “pre-populated” records inventory in spreadsheet format The City can provide an estimate or actual volume (documents / size) for electronic information stores City employees will come prepared to all meetings All meetings will be held when initially scheduled Additional assumptions may be included in each portion of Section 2.3, Project Scope, below. 2.3 Project Scope This project will be conducted in three (3) phases: Phase 1 – includes project start up and comprehensive records assessments (Task 1 activities from the RFP) Phase 2 – includes the Central Records Office conversion assessment (Task 2 activities from RFP) Phase 3 – includes the development of the final project plan and recommendation presentation workshop 2.3.1 Phase 1 This phase involves project start up and the activities associated with the comprehensive records assessments (Task 1 activities from the RFP). Major steps / tasks include: Conduct initial project kick off meeting with the City Project Manager and other staff as required or recommended to ensure all project expectations are identified. Gather information from the City Project Manager, Records Management Coordinator and necessary staff to develop the initial information required by assessment interview attendees, estimated timeframes and any other information required for the project. Develop assessment meeting schedule. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 16 of 25 Develop assessment and survey tools (standard forms, questions, reporting format, online survey forms, etc.). Send out online survey forms to selected employees. Review online survey information received. Conduct onsite assessment interview meetings for each functional business area o Initial meeting utilizing the “group” format - estimated at 1 hour each o Onsite reviews of collections, systems, additional follow up – estimated at 1 to 1½ hour (each time) o Remote follow up (telephone or email) – as needed Conduct in-depth interview with Information Technology (IT) – estimated at 2 hours Conduct in-depth interview with Utilities Records Management (RM) – estimated at 2 hours Draft and provide client preliminary report During this phase the following information will be gathered for use later in the project: Current state information: o Systems and repositories where information is stored o “Owner” group for each system and repository o Characterization an estimated volumes of records collections stored in each system and repository o All records collections considered by the work group to be essential to disaster recovery and continuity o Key business processes and/or Standard Operating Procedures (SOPs) that are related to or contained within each collection o Any systems or repositories that are in the process of being replaced Future state of systems / repositories information: o Recommendation for any collections to be housed in a different (currently existing) system or repository than where they are currently housed and why? o Considerations and recommended steps to achieve future state (type of work involved, estimated staffing levels and production time involved to accomplish, etc.) DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 17 of 25 Recommend prioritization (in sequential order) of records collections to be digitized (for all collections that carry priority for digitization, provide): o Name of record owner / group o Whether collection is paper or electronic, or both, and estimated volume o Size(s) of originals (large or regular format) o Physical location o Basis or business case for being a priority collection to digitize, i.e. essential to disaster recovery or continuity of operations or other basis o Estimated “bottom line” total volume of all collections deemed as priorities for digitization o Time estimate to accomplish digitizing (according to staffing level options) o Protection concerns based upon: Principle of Protection: Assess whether any priority business records currently available in paper format only are subject to any environmental risk factors (fire, flooding, rodents, decomposition due to age, etc.) o Recommended system or repository to digitize to o Once digitized, whether the paper copies should be retained or destroyed (with input from record owner) Records collections not recommended to be digitized with details (owner and basis, etc.) The client preliminary report will be a “telling picture" of what has happened to date in the project to include: Status of records assessment to date Details of expected or unexpected challenges being encountered Whether or not the work will need to be extended into 2017 Any emerging elements that will be included in the final project plan (those items that are not expected to change) NOTE: Professional proposes the use of online collection for the initial assessment information (survey). The online form will be developed based on information required. The use of online collection streamlines the overall process and allows onsite meeting time to be utilized more effectively. The online form will be available to the individuals identified to provide the information. This information will be housed on our website in a restricted client portal set up just for this project. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 18 of 25 NOTE: It is Professional’s understanding, from the responses to questions to the RFP, that if the project is more complex and in-depth than assumed from the RFP (and the $30,000 project cost limitation), additional money to expand the required to collect information may be possible. It will be determined very early during the assessment interviews whether or not the 3.25 hours estimate per functional work group is realistic. The City Project Manager will be notified as soon as possible if it is determined that additional time will be required. We are unable at this time, without seeing the information to date, if the 3.25 hour per functional business area will work. NOTE: Actual information to be collected throughout the assessments and information for inclusion into the preliminary report and final project plan will be determined during the project kick off and subsequent meetings. ASSUMPTIONS / LIMITATIONS: Each functional business group is limited to no more than 3.25 hours to collect and identify all information about their records and information stores Each functional business group has a “pre-populated” records inventory in spreadsheet format Each consultant will meet with functional business areas concurrently to reduce the overall time required to complete the project In order to meet the project cost requirement ($30,000 maximum for entire project), the limitation of time required to collect and gather information for each functional business area is required 2.3.2 Phase 2 Phase 2 of the project encompasses Task 2 from the RFP, the Central Records Office conversion assessment. This includes the assessment of the factors and steps that would be required to convert the focus and operation of the existing Central Records Office (which contains paper collections) to fully digitized collections, resulting in potential physical changes to the space and change of focus of the Coordinator’s role from that of managing the paper collections to coordinator of digital collections and potential scanning center operation if recommended. Major steps / tasks include: Onsite meeting to assess the current status Review of potential recommendations 2.3.3 Phase 3 Phase 3 or the final phase of the project is the development of the final project plan (report) and the recommendation presentation workshop with City staff. Major steps / tasks include: Develop initial recommendations / suggestions Develop the Final Project Plan DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 19 of 25 Develop presentation materials and facilitate onsite recommendation presentation workshop (half to full day) The Final Project Plan will include, at a minimum, components from Phases 1 and 2: Executive Summary Results of records assessment in detail as described in Section 2.3.1 above Results of Central Records Office assessment as described in Section 2.3.2 above Depiction of a phased approach to program growth: how Utilities can achieve progress toward program goals as additional resources and funding become available Recommended training and awareness components which are realistic to maintain (new employee, annual refresher for existing employees using technology such as brief audio or video refresher training, Utilities intranet presence, etc.) and content for training components Recommended Utilities governance structure through which the emergence of all future systems and repository tools may be vetted for use within the Utilities structure Recommended future staffing levels to maintain the program and type of lead position needed to supervise records staff Availability to provide onsite scanning and indexing help to expedite completion of priority collections to digitize and estimated cost break-out by each priority collection 2.4 Project Deliverables The deliverables for this project are: Preliminary Report to City Final Project Plan Recommendation Presentation Workshop 2.5 Meetings The following meetings are recommended and included for this proposal: Project kick-off meeting Assessment interview meetings (see Section 2.3.1 above for details) Central Records Office assessment meeting` Bi-weekly project status meetings with the City’s Project Manager to review the project and ensure that all parties are in agreement with the direction and attainment of the DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 20 of 25 milestones. Status meetings will be held via telephone and are expected to last no more than one (1) hour. Recommendation presentation workshop (expected to be an off-site workshop lasting half to full day) The request to have these meetings does not suggest that there will not be open dialog with the City’s Project Manager during the project. 2.6 Status Reports Written bi-weekly status reports detailing the activities, project completion status by major task and issues or problems requiring the City’s assistance will be provided to the City’s Project Manager via email. Although a bi-weekly status report will be provided to the City’s Project Manager, if any circumstance arises that may or will cause a delay in the agreed upon timeline for the project, the City Project Manager will be notified in writing via email immediately. 2.7 City Responsibilities / Resources There are several tasks within this project that the City will be expected to provide information, access or guidance in order to ensure that complete and accurate information is received and the project limitations as to time and price are met. Professional has identified within each project phase what will be required from the City and its employees. Specifics will be determined during the project kick off meeting. In addition to the requirement of City participation, the following will be required for the consultants conducting onsite work: Work area to allow for phone calls, use of their own lap top computers, etc. Internet access 2.8 Project Management Kathleen Fortenberry will be Professional’s project manager for this project. She will be responsible to ensure that the project is completed in a timely manner and project deliverables are complete and on time. Since a two-person project team is proposed for this project, the team works in tandem with each other to reduce or eliminate issues and miscommunications. A weekly internal project meeting is conducted to ensure that all aspects of the project are progressing as expected. 2.9 Verifying Value Delivered A standard project management review method will be used on this project. This method verifies what is expected and confirms that the basic requirements are met (including quality and time frames). All deliverables are developed in the manner that Professional would want the information if it was being provided to them. All requirements are reviewed and confirmed to ensure that the client, in this case the City, is receiving the information they need and require. Constant communication between Professional and the City is a requirement to ensure that this project is a success and the City receives the information it requires. 3.0 ASSIGNED PERSONNEL 3.1 Primary Contact Information DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 21 of 25 All questions or requests concerning this proposal should be addressed to: Kathleen Fortenberry, CRM President Fortenberry & Associates, Inc. 3235 South Granby Way Aurora, Colorado 80014 Office: 303-617-3633 Mobile (Cell): 720-272-0475 Email: kfortenberry@recordtamers.com 3.2 Project Team For this project, the project team will consist of Kathleen Fortenberry, CRM and Bradley Furlow. This two-person team will ensure that the project is completed in a timely manner. We will not be utilizing any sub-consultants for this project. Our proposed team has worked on several projects together for both clients and internal to Professional. 4.0 AVAILABILITY 4.1 Availability for Project Work For this project, the two persons proposed for the project team will have the availability to complete this project in the time frame referenced in the RFP. Professional, once a contract is awarded, verifies the schedules for the project team and blocks their work time to be able to complete the project within the time frames in the contract. Our upcoming work schedule allows for this project team to devote their time to this project. 4.2 Proposed Project Schedule Without knowing exactly what will be provided for this project and how long it will take to gather and collect the information from the assessment meetings for the deliverables, a high level project schedule is provided. A more detailed project schedule will be provided after the project kick off meeting and additional information is received. This project schedule is based on a start date of September 6, 2016 and completion date of December 1, 2016. It is understood that the project may be able to extend into 2017 with advance notice and approval by the City. Project Phase / Activity Estimated Hours Estimated Time Estimated Dates Phase 1 – Project start up / comprehensive records assessments 229 6 to 9 weeks Option 1 – 6 weeks Sep 6 to Oct 18 Option 2 – 9 weeks Sep 6 to Nov 8 Phase 2 – Central Records Office conversion assessment 8 1 to 3 days Same as Phase 1 Phase 3 – Final project plan and presentation workshop 46 2 to 3 weeks Option 3 – 2 weeks (short Phase 1) Oct 19 to Nov 2 DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 22 of 25 Project Phase / Activity Estimated Hours Estimated Time Estimated Dates Option 4 – 3 weeks (short Phase 1) Oct 19 to Nov 9 Option 5 – 2 weeks (long Phase 1) Nov 9 to Nov 23 Option 6 – 3 weeks (long Phase 1) Nov 9 to Nov 30 Linear Time Line: Sep 6 Oct 18 Oct 19 Nov 8 Nov 9 Nov 23 Nov 30 Project Phase 1 Phase 2 Phase 1 Phase 2 Phase 2 Phase 2 starts ends Opt 1 begins Opt 3/4 ends Opt 2 begins Opt 5/6 ends Opt 5 ends Opt 6 ___________________________________________________________________________________ NOTE: The time frames depicted above are based on no additional time needed to collect information, all meetings are conducted when initially scheduled and all individuals are available as needed. 6.0 COST AND WORK HOURS The estimated hours for this project are 283. They were developed in good faith based on the RFP, responses to questions to the RFP and this proposal. Professional feels we have been able to keep the estimated hours low due to our experience in providing assessments. We will utilize our existing tools, processes and procedures wherever possible to ensure the best product at the lowest cost to the City. It is our understanding, from the responses to questions to the RFP, that if the project is more complex and in-depth than assumed from the RFP (and the $30,000 project cost limitation), additional money to expand the required information for collection may be possible. It will be determined very early during the assessment interviews whether or not the 3.25 hours estimated per functional work area is realistic. If additional time is required to gather the information needed or if the scope of this project changes, Professional and the City will need to agree in writing on any additional pricing before the additional work in accomplished. 6.1 Hour / Cost Breakdown by Project Activity Project Phase / Activity Total Estimated Hours Estimated Hours by Person Estimated Cost* DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 23 of 25 Phase 1 – Project start up / comprehensive records assessments 229 $23,575 Kathleen Fortenberry 128 Bradley Furlow 101 Phase 2 – Central Records Office conversion assessment 8 $1,000 Kathleen Fortenberry 8 Phase 3 – Final project plan and recommendation presentation workshop 46 $5,400 Kathleen Fortenberry 39 Bradley Furlow 7 TOTAL 283 283 $29,975 *NOTE: Pricing has been calculated based on the limitation of no more than 3.25 hours per functional business group to collect and gather the required information from assessment interviews and provide the desired preliminary report and final project plan (both deliverables). If the required information cannot be gathered and collected within that time limitation, the City Project Manager will be notified as soon as possible. 6.2 Schedule of Rates Below is a table identifying each project team member and their respective hourly rate. These rates will remain in effect for one (1) year from the date of the Agreement for this project. Project Member Position Hourly Rate Kathleen Fortenberry, CRM Principal Consultant / Project Manager $125 Bradley Furlow Records Analyst $ 75 6.3 Direct Costs for Project The only direct costs anticipated for this project is mileage from the Denver area to the project site(s). Mileage for this project has been calculated into the hourly rates. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 24 of 25 EXHIBIT C INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this Agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 New insurance Professional Services Agreement – Work Order Type 8333 Utilities Records Management Consulting Services Page 25 of 25 EXHIBIT D CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS INSURERS AFFORDING COVERAGE COVERAGES CERTIFICATE HOLDER CANCELLATION ACORD 25 (2001/08) © ACORD CORPORATION 1988 DATE (MM/DD/YYYY) PRODUCER INSURED INSR LTR SCHEDULED AUTOS TYPE OF INSURANCE POLICY NUMBER HIRED AUTOS POLICY EXPIRATION DATE (MM/DD/YY) NON-OWNED AUTOS LIMITS GENERAL LIABILITY GARAGE LIABILITY EXCESS/UMBRELLA LIABILITY WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OTHER DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL AUTHORIZED REPRESENTATIVE THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSURER A: INSURER B: INSURER C: INSURER D: COMMERCIAL GENERAL LIABILITY CLAIMS MADE OCCUR ANY AUTO EACH OCCURRENCE COMBINED SINGLE LIMIT (Ea accident) BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE (Per accident) AUTO ONLY - EA ACCIDENT OTHER THAN AUTO ONLY: EA ACC AGG EACH OCCURRENCE ACORD 25 (2001/08) DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. Page 2 of 2 INS025 (0108).08a IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS INSURERS AFFORDING COVERAGE COVERAGES CERTIFICATE HOLDER CANCELLATION ACORD 25 (2001/08) © ACORD CORPORATION 1988 DATE (MM/DD/YYYY) PRODUCER INSURED INSR LTR SCHEDULED AUTOS TYPE OF INSURANCE POLICY NUMBER HIRED AUTOS POLICY EXPIRATION DATE (MM/DD/YY) NON-OWNED AUTOS LIMITS GENERAL LIABILITY GARAGE LIABILITY EXCESS/UMBRELLA LIABILITY WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OTHER DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL AUTHORIZED REPRESENTATIVE THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSURER A: INSURER B: INSURER C: INSURER D: COMMERCIAL GENERAL LIABILITY CLAIMS MADE OCCUR ANY AUTO EACH OCCURRENCE COMBINED SINGLE LIMIT (Ea accident) BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE (Per accident) AUTO ONLY - EA ACCIDENT OTHER THAN AUTO ONLY: EA ACC AGG EACH OCCURRENCE ACORD 25 (2001/08) DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. Page 2 of 2 INS025 (0108).08a IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 AGGREGATE WC STATU- TORY LIMITS OTH- ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ INS025 (0108).08a INSURER E: GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC OCCUR CLAIMS MADE DEDUCTIBLE RETENTION $ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. Page 1 of 2 NAIC # POLICY EFFECTIVE DATE (MM/DD/YY) ADD'L INSRD DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? If yes, describe under SPECIAL PROVISIONS below $ 8/16/2016 (303)889-5955 FAX: (303)889-5945 Co West Professionals LLC 9025 E. Kenyon, Suite 312 Denver CO 80237 FORTENBERRY ASSOCIATES INC 3235 S. GRANBY WAY AURORA CO 80014 Travelers Ind Co of 25666 Pinnacol Assurance 41190 Essex (Markel) x x X 2,000,000 300,000 5,000 2,000,000 4,000,000 4,000,000 A X I6807696C067TIA08 9/15/2015 9/15/2016 x x 1,000,000 A X I6807696C067TIA08 9/15/2015 9/15/2016 B 4126421 9/1/2015 9/1/2016 x 1,000,000 1,000,000 1,000,000 C Professional each occurrence $2,000,000 Liability 453327889 5/1/2016 5/1/2017 aggregate $2,000,000 $2500 deductible claims-made RE: The insurance evidences by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins. Certificate holder is additional insured with respect to General Liability and Automobile. 30 Ann Pasque/AP City of Fort Collins P.O. Box 580 Fort Collins, CO 80523-0580 DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1 AGGREGATE WC STATU- TORY LIMITS OTH- ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ INS025 (0108).08a INSURER E: GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC OCCUR CLAIMS MADE DEDUCTIBLE RETENTION $ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. Page 1 of 2 NAIC # POLICY EFFECTIVE DATE (MM/DD/YY) ADD'L INSRD DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? If yes, describe under SPECIAL PROVISIONS below $ 8/16/2016 (303)889-5955 FAX: (303)889-5945 Co West Professionals LLC 9025 E. Kenyon, Suite 312 Denver CO 80237 FORTENBERRY ASSOCIATES INC 3235 S. GRANBY WAY AURORA CO 80014 Travelers Ind Co of 25666 Pinnacol Assurance 41190 Essex (Markel) x x X 2,000,000 300,000 5,000 2,000,000 4,000,000 4,000,000 A I6807696C067TIA08 9/15/2015 9/15/2016 x x 1,000,000 A I6807696C067TIA08 9/15/2015 9/15/2016 B 4126421 9/1/2015 9/1/2016 x 1,000,000 1,000,000 1,000,000 C Professional each occurrence $2,000,000 Liability 453327889 5/1/2016 5/1/2017 aggregate $2,000,000 claims-made RE: The insurance evidences by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins. 30 Ann Pasque/AP City of Fort Collins P.O. Box 580 Fort Collins, CO 80523-0580 DocuSign Envelope ID: 4B45C944-9FB7-40BB-B15B-B57D56F849C1