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HomeMy WebLinkAboutAgenda 02-17-22; 8-d - Contract Amendment with Central Square for Generic XML Data Transfer Project with Town of Chapel Hill 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 17, 2022 Action Agenda Item No. 8-d SUBJECT: Contract Amendment with Central Square for Generic XML Data Transfer Project with Town of Chapel Hill DEPARTMENT: Emergency Services ATTACHMENT(S): INFORMATION CONTACT: Kevin Medlin, (919)245-6139 Attachment 1. Central Square Contract Amendment and XML Quote Attachment 2. Orange County and Town of Chapel Hill Interlocal Agreement PURPOSE: To approve and authorize the Manager to sign a contract amendment with Central Square to purchase the Generic XML Data extraction software upgrade to the Computer Aided Dispatch (CAD) software utilized by 9-1-1 Communications. The software will be maintained by Orange County with offsetting revenue provided by the Town of Chapel Hill for the entire initial purchase totaling $9,450 plus first year maintenance. BACKGROUND: This is a project to ingest and display 911 response call data by the Town of Chapel Hill in the ARC/GIS Dashboard. As the Computer Aided Dispatch (CAD) software is maintained by Orange County Emergency Services, and the contract with Central Square for CAD is with Orange County, the Generic XML Data Extraction module for this project contract and initial purchase has to be with Orange County. An interlocal agreement was signed on September 9, 2021 between the County and the Town of Chapel Hill. This agreement provides for the reimbursement by Chapel Hill to the County for the initial purchase cost and first year's annual maintenance. This project creates the data in a readily usable form to be ingested by ARC/GIS Dashboard project created by the Town of Chapel Hill. It creates a situational readiness view of the current response in the Town and County to be used by response planning staff to stay aware of current and plan for future commitments. After installation, the County will invoice the Town for the software module per the interlocal agreement. 2 FINANCIAL IMPACT: The initial purchase and installation cost of $9,450 and first year's annual will be reimbursed by the Town of Chapel Hill. The on-going annual maintenance cost of $1,500 will be covered by the County. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal Impact with this item. ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal impact associated with this item. RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the Manager to sign the amendment to the Central Square contract and purchase of the Generic XML Data Transfer software upgrade, and authorize the Manager to sign any future amendments to this contract with Central Square. 3 Attachment 1 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this _17_ day of February , 2022_ by and between ORANGE COUNTY (hereinafter referred to as "County") and Superion, LLC, a CentralSquare Techologies company, as successor in interest to SunGard Public Sector, Inc. (hereinafter referred to as"Provider"). WITNESSETH: THAT WHEREAS, the County and Provider entered into a contract dated October 4, 2012 (hereinafter the "Original Agreement"),for the provision of services for XML data extraction from Orange County Emergency Services CAD and WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effect all terms and conditions of the Original Agreement not inconsistent with the terms and conditions set forth below. NOW THEREFORE, for and in consideration of the mutual covenants and agreements made herein, the parties agree to amend the Original Agreement as follows: 1. Exhibit 1 to the Original Agreement is amended by adding the following tasks and services to the Services to be provided by the Provider: See attached schedule of services. 2. Exhibit 1 is amended to reflect a maximum payable not-to-exceed amount for this project of$9,450.00. 3. Payment Term. License fees will be due within 30 days of contract execution. Service fees shall be due within 30 days of completion of contracted tasks. Maintenance fees will be due one year from contract execution. 4. Non-Discrimination. CentralSquare 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 hitp://www.oran ecountync. og v/departments/purchasing_division/contracts.php.) Any violation of the Orange County Non-Discrimination Policy is a breach of this Agreement, and the 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 restrict the definition of a breach to discrimination. 5. Signatures. This Agreement, together with any amendments or modifications, may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. 6. Except for the changes made herein, the Original Agreement shall remain in full force and effect to the extent it is not inconsistent with this Amendment. In the event there is a conflict between the terms of the Original Agreement and the terms of this Amendment,this Amendment shall control. [SIGNATURES ON FOLLOWING PAGE] 4 IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above written. ORANGE COUNTY PROVIDER County Manager Orange County Revised 06/21 5 CENTRALSQUARE Quote prepared on: August 20, 2021 Quote prepared by: Rob Lowers rob.lowers@centralsquare.com Quote#: Q-40603 Quote prepared for: Primary Quoted Solution: ONESolution PS Darren Strickland Quote expires on: October 29, 2021 Orange County Emergency Management PO Box 8181 Hillsborough, NC 27278 (919)245-6100 Thank you for your interest in CentralSquare. CentralSquare provides software that powers over 8,000 communities. More about our products can be found at www.centralsquare.com. WHAT SOFTWARE IS INCLUDED? PRODUCT NAME QUANTITY UNIT PRICE TOTAL ONESolution Generic CAD Event Export- 1 7,500.00 7,500.00 Law/Fire/EMS License Fee Software Total 7,500.00 USD WHAT SERVICES ARE INCLUDED? DESCRIPTION TOTAL Public Safety Project Management Services- Fixed Fee 390.00 Public Safety Technical Services-Fixed Fee 1,560.00 Services Total 1,950.00 USD QUOTE SUMMARY Software Subtotal 7,500.00 USD Services Subtotal 1,950.00 USD MORE INFORMATION AT CENTRALSQUARE.COM 6 CENTRALSQUARE Quote prepared on: August 20, 2021 Quote prepared by: Rob Lowers rob.lowers@centralsquare.com Quote Total 9,450.00 USD WHAT ARE THE RECURRING FEES? TYPE AMOUNT FIRST YEAR MAINTENANCE TOTAL 1,500.00 FIRST YEAR SUBSCRIPTION TOTAL 0.00 The amount totals for Maintenance and/or Subscription on this quote include only the first year of software use and maintenance. Renewal invoices will include this total plus any applicable uplift amount as outlined in the relevant purchase agreement. BILLING INFORMATION Fees will be payable within 30 days of invoicing. Please note that the Unit Price shown above has been rounded to the nearest two decimal places for display purposes only. The actual price may include as many as five decimal places. For example, an actual price of$21.37656 will be shown as a Unit Price of$21.38. The Total for this quote has been calculated using the actual prices for the product and/or service, rather than the Unit Price displayed above. Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of Customer. This is not an invoice. For customers based in the United States or Canada, any applicable taxes will be determined based on the laws and regulations of the taxing authority(ies)governing the "Ship To"location provided by Customer on the Quote Form. PAYMENT TERMS License Fees&Annual Subscriptions - 100% Due Upon Contract Execution MORE INFORMATION AT CENTRALSQUARE.COM 7 CENTRALSQUARE Quote prepared on: August 20, 2021 Quote prepared by: Rob Lowers rob.lowers@centralsquare.com Contract Startup - 100% Due Upon Contract Execution Hardware&Third-Party Software - 100% Due Upon Contract Execution Services - Fixed Fee: 100% Due Upon Completion - Time& Material: Due as Incurred - Services Bundle: Fixed Fee, 100% Due Upon Execution Third-Party Services - Fixed Fee: 50% Due Upon Contract Execution; 50% Due Upon Completion Travel &Living Expenses - Due as Incurred PURCHASE ORDER INFORMATION Is a Purchase Order(PO)required for the purchase or payment of the products on this Quote Form? (Customer to complete) Yes [ ] No [ ] Customer's purchase order terms will be governed by the parties'existing mutually executed agreement, or in the absence of such, are void and will have no legal effect. PO Number: Initials: MORE INFORMATION AT CENTRALSQUARE.COM $ CENTRALSQUARE Quote prepared on: August 20, 2021 Quote prepared by: Rob Lowers rob.lowers@centralsquare.com Orange County Emergency Management Signature: Name: Date: Title: MORE INFORMATION AT CENTRALSQUARE.COM 9 INTERLOCAL AGREEMENT BETWEEN ORANGE COUNTY AND THE TOWN OF CHAPEL HILL REGARDING THE FUNDING OF SERVICES RELATED TO XML DATA TRANSFER THIS AGREEMENT, made and entered into this day of 2021 between Town Chapel Hill, North Carolina, a municipal corporation situated in Orange County, North Carolina (hereinafter referred to as the "Town"); and Orange County, a political subdivision of the State of North Carolina (hereinafter referred to as the "County"), for the reimbursement to the County by the Town for the County's expenditures to transfer XML data as described in the attachment entitled "Current Events ASCII Text File Export Public Safety and Justice (the "Services"). WITNESSETH WHEREAS, the County and Town are public bodies, politic or corporate, under the laws of the State of North Carolina and are vested with the power and authority by Article 20 of North Carolina General Statute Chapter 160A to enter into this Interlocal Agreement (hereinafter referred to as the "Agreement"); and WHEREAS, representatives of the County and Town have previously agreed in principle for the Town to reimburse the County for the costs associated with the Services; and WHEREAS, the County and Town desire to formally establish the terms of the Town's reimbursement to the County for County's expenditures. NOW, THEREFORE, in consideration of the foregoing and based on mutual promises and obligations set forth herein, the receipt and sufficiency of which is hereby acknowledged, the County and Town agree as follows: 1. TERM AND TERMINATION a. This Agreement shall commence upon execution and shall continue annually until terminated by the parties. b. This Agreement may be terminated upon mutual agreement of the parties or either party may be terminate this Agreement upon one year's written notice to the other party. Should the Agreement be terminated neither party shall have further obligation or responsibility hereunder except that the Town shall be obligated to pay for any cost associated with the Services that is incurred by the County at or before the date and time of the termination. 2. RESPONSIBILITIES OF TOWN a. The Town is responsible for reimbursing the County one hundred percent (100%) of the total cost of the Services. b. The Town shall, within thirty (30) days upon receipt of a County generated invoice, pay to County the costs associated with the Services. The amount paid by the Town shall not exceed nine thousand four hundred fifty dollars ($9,450.00) for fiscal year 2021-2022. 10 In witness whereof, the parties, by and through their authorized agents, have hereunder set their hands and seals as of the day and year first above written. Manager, Orange County TOWN OF CHAPEL HILL xl . `/ fi DEPUTY/TOWN MANAGER PRINTED NAME & DEPARTMENT O F ATTEST! TTEST BY Try f E - ®� TOWN CLERK TOWN SEAL ti Town Clerk attests date this the day of ttl 20 .x' a CH A� Approved as to Form and Authorization 4 , I # TOWN LEGAL STAFF This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. FINANCE OFFI ER DATE