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HomeMy WebLinkAbout2019-854-E Health - ePlus Technologies contract support technicianRevised 12/18 1 [Departmental Use Only] TITLE ePlus-IT Support Tech FY 2019-2020 NORTH CAROLINA SERVICES AGREEMENT UNDER $90,000.00 NO RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter “Agreement”), made and entered into this 13th day of November, 2019, (“Effective Date”) by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and ePlus Technology, inc., (hereinafter, the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to (insert type of project): IT Support Technician for the Health Department. ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 2 quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. The IT Support Technician will be a sub-contracted resource, not an ePlus badged employee. iii) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or consultants of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. iv) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. v) In determining the basic services to be provided, should any documents be referenced in this Agreement, the terms of this Agreement shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. Should a request for proposals and a proposal be referenced the terms of the request for proposals shall have priority over the terms of any proposal. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): ePlus Technology to deploy one (1) IT Support Technician to work under the direction of the Health Informatics Manager in the Health Department. This technician will be responsible for day-to-day Help Desk requests for the Health Department, liaise with Orange County IT Department, facilitate completing of IT Project Requests, and any other IT duties assigned. Duties x Review Help Desk tickets daily x Liaise with OCIT staff about Health Desk tickets and escalate to OCIT if unable to resolve x Fix/troubleshoot minor technology issues (equipment (including cabling), software, printers, password resets, network drives, etc.) x Attend OCIT liaison meetings and share information with Health department DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 3 x Review security training list for the department x Schedule replacement computer installation x Perform new hire IT set-up (IT Request Form) x Perform termination IT paperwork (IT Request form) x Perform department specific installations (hardware and software) x Monitor departmental Active Directory and group spreadsheet x Facilitate completion of IT Project Requests Knowledge, Skills, and Abilities x Knowledge of computer information systems technology x Knowledge of PC’s, Windows operating system, Microsoft Office Suite x Ability to provide computer, equipment, and software inventory maintenance x Ability to engage a wide variety of County staff with varied technical backgrounds x Ability to work as part of a team to respond to help desk tickets and assist department staff x Ability to multi-task x Ability to maintain strict confidentiality of all data and information in the course of performing duties x Ability to learn new technology and software applications x Skilled in written and oral communication x Skilled in providing technical assistance x Skilled in balancing multiple tasks and competing deadlines Minimum Qualifications x High School or GED with 2 years of relevant experience required, college degree in technology or general information systems is preferred. IT-related certifications are considered a plus. 4. Duration of Services a. Term. The term of this Agreement shall be from November 25, 2019 to June 30, 2020. Services will start approximately November 25, 2019. It is not to exceed contract work beyond June 30, 2020. b. Scheduling of Services. i) The Provider shall schedule and perform its activities in a timely manner. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 4 iii) The resource is responsible for transportation between home/office and the Site. All additional, approved, travel expenses (mileage, tolls, etc.) will be reimbursed by Customer. When travel exceeds a fifty (50) mile radius from assigned work location all travel time will be billed to Customer. Time sheets and travel expenses must be submitted for approval on a weekly basis. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement. The maximum amount payable for Basic Services shall not exceed Forty Five Thousand Dollars ($45,000.00). Payment for Basic Services shall become due and payable within thirty (30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). HIRING SUBCONTRACTORS BY CUSTOMER: In the event that County desires and Provider agrees, via a written change order signed by both Parties, that County may hire a non-Provider employee (“Candidate”), the following fee structure applies (where “full time billing” is defined as at least 40 hours per week): x if Candidate is hired by County within 1-30 days of full time billing, Provider will invoice the County a fee of 20% of the annual salary; x if Candidate is hired by County within 31-90 days of full time billing, Provider will invoice the County a fee of 15% of the annual salary; x if Candidate is hired by County within 91-180 days of full time billing, Provider will invoice the County a fee of 10% of the annual salary; x if Candidate is hired after 180 days of full time billing, there is no fee. Off-hours and Weekend Services: Provider acknowledges that County’s regular business hours are 8AM-5PM on Mondays, Wednesdays, and Fridays and 8AM-6:30PM on Tuesdays and Thursdays. Services delivered during Non-Business Hours, weekend hours and hours in excess of forty (40) hours per week will be billed at the overtime rate. Provider will charge 1.5 times (or other mutually-agreed upon rate) of the normal hourly rate for hours outside of Normal Business Hours. Fees for any additional Services related to but not defined in this Agreement will be performed on a time and materials basis at a rate set forth in a written amendment, as mutually executed by Customer and ePlus. b. Disputes. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 5 c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Rebecca Crawford) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers’ Compensation Insurance, and any additional insurance as may be required by County’s Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php). If County’s Risk Manager determines additional insurance coverage is required such additional insurance shall consist of cyber liability (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 8. Indemnity; Limitation of Liability a. Indemnity. The Provider agrees, without limitation, to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. b. THE PARTIES AGREE THAT NEITHER PARTY SHALL BE LIABLE FOR LOST PROFITS, DATA LOSS, OR ANY EXEMPLARY, SPECIAL, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES WHICH ARISE DIRECTLY OR INDIRECTLY OUT OF THE SUBJECT MATTER OF THIS AGREEMENT OR THE SERVICES PROVIDED BY EPLUS HEREUNDER, WHETHER SUCH DAMAGES ARE ASSERTED IN AN ACTION BROUGHT IN CONTRACT, IN TORT OR PURSUANT TO SOME OTHER THEORY. A PARTY’S MAXIMUM AGGREGATE LIABILITY UNDER ANY LEGAL THEORY (INCLUDING ITS OWN NEGLIGENCE) FOR DAMAGES ARISING OUT OF OR CONNECTED WITH THIS AGREEMENT OR THE SERVICES WILL NOT IN ANY EVENT EXCEED THE AMOUNTS PAID TO PROVIDER FOR THE SERVICES UNDER THIS AGREEMENT DURING THE SIX (6) MONTHS IMMEDIATELY DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 6 PRECEDING THE EVENT OR CIRCUMSTANCES GIVING RISE TO A CLAIM FOR DAMAGES. THE FOREGOING LIMITATIONS OF LIABILITY SHALL NOT APPLY TO CLAIMS FOR BREACH OF THE NON-SOLICITATION PROVISIONS OF THIS AGREEMENT OR FOR BODILY INJURY, DEATH OR DAMAGE TO TANGIBLE PROPERTY RESULTING FROM A PARTY’S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days’ prior written notice to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. e. Suspension. County may suspend the Basic Services and this Agreement at any time for County’s convenience and without penalty to County upon three (3) days’ notice to Provider. Upon any suspension by County, Provider shall discontinue work on the Basic Services and shall not resume the Basic Services until notified to proceed by County. DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 7 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal non-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) Any violation of the Orange County Non-Discrimination Policy is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider’s performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 8 things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County’s obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County’s statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County’s authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County’s legal authority. i. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. j. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider’s Name Attention: Kimberlee Quatrone ePlus Technology P.O. Box 8181 13595 Dulles Technology Dr. Hillsborough, NC 27278 Herndon, VA 20171 [SIGNATURE PAGE TO FOLLOW] DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61 Revised 12/18 9 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER: By: _________________________________ County Manager By: __________________________________ Kley Parkhurst Sr. VP, Treasurer Printed Name and Title DocuSign Envelope ID: 1EA507B2-2FD4-49E1-886A-5671C8F89E61