HomeMy WebLinkAboutAgenda - 02-06-1995 - VIII-E i a
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ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
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ACTION AGENDA ITEM ABSTRACT Item No.
Meeting Date:February 6, 1995
. SUBJECT: Indirect Cost Plan Contract
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DEPARTMENT: Finance PUBLIC HEARING YES: NO: X
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ATTACHMENT(S) : Contract INFORMATION CONTACT: Ken Chavious
TELEPHONE NUMBER-
Hillsborough - 732-8181
Chapel Hill - 968-4501
Mebane - 227-2031
Durham - 688-7331
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PURPOSE: To consider a contract with David M. Griffith & Associates for
the preparation of the County's Indirect Cost Plan.
BACKGROUND: Office of Management and Budget Publication A-87 requires the
County to develope a new Cost Allocation Plan each year. This
plan allows the County to receive reimbursement for local
resources used to administer State and Federal programs. The
plan has been prepared by David M. Griffith and Associates for
the past several years with no increases in fees. The
proposed fee for the development of the current Cost Plan is
$8,500, the same as in previous years.
In the past, reimbursements from Federal and State Agencies
resulting from the Cost Plan have consistently been in excess
of $250,000. These reimbursements have occured mainly in the
areas of Social Services and Child Support Enforcement.
RECOMMENDATION(S) :The Manager recommends that the Board authorize the
contract with David M. Griffith & Associates for
preparation of the Indirect Cost Plan and authorize the
Chair to sign it.
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FY 94 2
Agreement to Provide
Professional Accounting Services to
Orange County, North Carolina
THIS AGREEMENT, entered into this day of 1994 and
effective immediately by and between David M. Griffith & Associates, Ltd. (hereinafter
called the "Consultant") and Orange County, State of North Carolina (hereinafter called the
"County"), WITNESSETH THAT:
WHEREAS, the County has programs which it operates with Federal funding, and
WHEREAS, the County supports these programs with support services paid from
County appropriated funds, and
WHEREAS, the Federal government and the State will pay a fair share of these costs
if supported by an approved cost allocation plan, and
WHEREAS, the Consultant is staffed with personnel knowledgeable and experienced
in the requirements of developing and negotiating such governmental cost allocation plans,
and
WHEREAS, the County desires to engage the Consultant to assist in developing a
plan which conforms to Federal requirements and will be approved by their representatives
NOW THEREFORE, the parties hereto mutually agree as follows:
1. Employment of Consultant. The County agrees to engage the Consultant and
the Consultant hereby agrees to perform the following services.
2. Scope of Services. The Consultant shall do, perform and carry out in a good and
professional manner the following services:
a. Development of a central services cost allocation plan which identifies the
various costs incurred by the County to support and administer Federal
programs. This plan will contain a determination of the allowable costs of
providing each supporting service such as purchasing, legal counsel, dis-
bursement processing, etc.
b. Prepare indirect cost proposals for federal grants as necessary.
C. Negotiation of the completed cost allocation plan with the representatives of
the State or Federal government, whichever is applicable.
3. Time of Performance. The services to be performed hereunder by the
Consultant shall be undertaken and completed in such sequence as to assure their expeditious
completion and best carry out the purposes of the agreement. The cost allocation plan will
be available by April 30, 1995, for your review and our negotiation with Federal and State
representatives.
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4. Compensation. The County agrees to pay the Consultant a not to exceed fee of
eight thousand five hundred dollars ($8,500) for all services required herein, which shall
include reimbursement for expenses incurred. Consultant agrees to complete the project and
all services provided herein for said sum.
5. Method of Payment. The Consultant shall be entitled to payment in accordance
with the provisions of this paragraph. First, the Consultant will be entitled a fixed amount
as indicated above. Second, Consultant's fees are due upon the rendering of a bill upon the
completion of an approvable plan. All funds received from the plan above the Consultant's
fee will accrue solely to the County.
6. Changes. The County may, from time to time, require changes in the scope of
the services of the Consultant to be performed hereunder. Such changes, which are mutually
agreed upon by and between the County and the Consultant, shall be incorporated in written
amendment to this agreement.
7. Services and Materials to be Furnished by the County. The County shall
locally furnish the Consultant with all available necessary information, data, and material
pertinent to the execution of this agreement. The County shall cooperate with the
Consultant in carrying out the work herein and shall provide adequate staff for liaison with
the Consultant and other agencies of County government.
8. Termination of Agreement for Cause. If, for any cause, the Consultant shall
fail to fulfill in timely and proper manner his obligations under this agreement, the County
shall thereupon have the right to terminate this agreement by giving written notice to the
Consultant of such termination and specifying the effective date thereof, at least five (5)days
before the effective date of such termination.
9. Information and Reports. The Consultant shall, at such time and in such form
as the County may require, furnish such periodic reports concerning the status of the project,
such statements, certificates, approvals and copies of proposed and executed plans and claims
and other information relative to the project as may be requested by the County.
10. Copyright. County acknowledges that the report format to be provided by
Consultant is copyrighted. Consultant shall ensure that all copies of its report bear the
copyright legend. County agrees that all ownership rights and copyrights thereto lie with
Consultant. County may use the report solely for and on behalf of County's operations.
County agrees that it will take appropriate action by instruction, agreement or otherwise with
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its employees to satisfy its obligations with respect to use, copying, protection and security
of the report format.
11. Notices. Any notices, bills, invoices, or reports required by this agreement shall
be sufficient if sent by the parties in the United States mail, postage paid, to the address
noted below:
David M. Griffith & Associates, Ltd.
1100 Logger Court, Suite D-100
Raleigh, North Carolina 27609
IN WITNESS WHEREOF, the County and the Consultant have executed this
agreement as of the date first written above.
County of Orange
By:
(County Official)
David M. Griffith & Associates, Ltd.
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Tim y . McKinnie
Vice ident
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