Loading...
HomeMy WebLinkAbout2025-022-E-Tax Dept-Farragut Systems-North Carolina Property Tax Solution software system maintenance and application support servicesRevised 01/24 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT (“Amendment”) is made and entered into this 2nd day of January 2025 by and between ORANGE COUNTY (hereinafter referred to as “County”) and Farragut Systems, Inc., having offices at 2775 Meridian Parkway, Durham, NC 27713 (hereinafter referred to as “Provider”). WITNESSETH: THAT WHEREAS, the County and Provider entered into a contract dated January 8, 2024, (hereinafter the “Original Agreement”), for the provision of services for North Carolina Property Tax Solution (NCPTS) software system maintenance and additional support services; 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. In order to ensure the completion of the Services identified in the term of the Original Agreement is amended to reflect an end date by which all Services shall be completed of December 31, 2025. 2. Exhibit I to the Original Agreement is amended by adding the following tasks and services to the Services to be provided by the Consultant: The additional tasks and services for this year are detailed in the attached document, titled Exhibit I – Farragut System Administration Services Renewal. This document outlines the specific scope, deliverables, and timeline for Farragut’s Services during the renewal period. 3. Article 5, Section a. is amended to reflect a maximum payable not-to-exceed amount of Thirty-Four Thousand Three Hundred Thirty-Five Dollars ($34,335.00). 4. 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. IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above written. ORANGE COUNTY PROVIDER ___________________________ ______________________________________________________ Travis Myren, County Manager Neil Herding, Vice President, Operations and Customer Experience Docusign Envelope ID: 1979AB9C-EE3D-4EE0-A9BD-EBAF07180CE2 Revised 01/24 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: Farragut Systems, Inc. Vendor Contact Person: Sanjay Chouhan Phone: (919) 595-1876 sanjay.chouhan@farragut.com Address: 2775 Meridiam Parkway City Durham State: NC Zip: 27713 Department: Tax Administration Amount: $34,335 Purpose: North Carolina Property Tax Solution (NCPTS) software system maintenance and application support services Budget Code(s): 10335020-630000 Vendor # 61464 Vendor Status with NCSOS: N/A Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: 1/8/2024) (Most Recent Amendment N/A) Effective Date 1/1/2025 End Date 12/31/2025 Notice Date N/A (Notice Purpose N/A) Award Approved by Board (Agenda Date: ); Made or Administered by Signature Authority - BOCC Express Delegation (Agenda Date: ) - Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000 - Budget Policy Section XV (Capital Improvement Project: ) Bidding Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# ) Department Affirmation This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project has not been initiated prior to execution of the agreement. This agreement is approved as to technical form and content. Services related to this agreement have already begun or been completed. Description of the nature of the emergency condition that was addressed: Department Director’s Signature ________________________________________ Date: ________ Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Inapplicable because no hardware/software purchases or related services Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer___________________________________ Date: _________ Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer ____________________________________ Date: _________ Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney __________________________________________Date: ________ Clerk to the Board All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Received for record retention: Office of the Clerk to the Board __________________________________________Date:________ Docusign Envelope ID: 1979AB9C-EE3D-4EE0-A9BD-EBAF07180CE2 1/2/2025 1/3/2025 1/6/2025 1/6/2025 1/9/2025 EXHIBIT I Orange County NCPTS System Admin and Application Support Services 2025 Renewal Work Order December 18, 2024 Background Farragut proposes to provide Orange County system maintenance services from January 1, 2025, to December 31, 2025. These services will allow the county to continue to house their NCPTS environment on-premises but utilize Farragut resources to maintain it. Services Farragut shall provide the following NCPTS services: System Admin Maintenance Services a. Application Management i. Release Installation  Test installation within 1 business day of release.  Production installation: 1 business day county notification required. ii. Patch Installation  Test installation within 1 business day of release.  Production installation: 1 business day county notification required. b. Application Maintenance i. Temporary File Cleanup  Test as needed.  Production as needed. c. Data Patch Deployment i. Test installation within 1 business day of release. ii. Production installation: 1 business day county notification required. d. Test Server Management i. Database Refreshes from Production as needed. ii. Storage Sync between Test and Production (such as CAMA file storage) as needed. NCPTS Application Support Services a. Business Process Support (Running Annual Billing, End of Year, DLQ flag and queue process, Automatic Assessment, and Batch Jobs for CAMA and Billing and Collections). i. Based upon mutually agreeable schedules. b. Custom Data Queries ii. Turnaround time based on scope. (1 to 30 days). c. Custom Report Building iii. Turnaround time based on scope. (2 to 30 days). Docusign Envelope ID: 1979AB9C-EE3D-4EE0-A9BD-EBAF07180CE2 2025 Orange County - Farragut System Administration Services Renewal.docx Page 2 Out of Scope The following services are not part of Farragut’s offerings and are expected to be the responsibility of the County: a. Disaster Recovery b. On-Site Infrastructure Management: i. Including but not limited to: Power, HVAC (Temperature Control), Outbound Internet Access, Infrastructure Network Connectivity, Host Server Management and Maintenance, VM Infrastructure, Networking, Domain User Management, Security Setup) Fees and Terms Farragut will provide the services above according to the chart below. • It is anticipated that the Services under this proposal will be provided at Farragut’s facilities, and during normal business hours (Monday through Friday, excluding normal business holidays, from 8:00 AM to 5:00 PM Eastern Time). • Weekend or after-hours work shall be considered as normal business hours, if scheduled in advanced. Scheduled work must be identified and planned at least 1 week in advance. • Any on-site services requested will be at an additional charge, including but not limited to reasonable travel expenses. • This Statement of Work is effective January 1, 2025 and expires December 31, 2025 unless written cancellation is received. If a cancellation notification is received, the services provided shall terminate 90 days after the cancellation date. • Farragut will deliver Customer monthly invoices that contain the fees. Customer agrees to pay all such invoices within thirty (30) days of receipt. Services Service Hours Fees Payment Terms System Maintenance Services Up to 10 service hours per month $1,635 month Monthly Additional Support Services 90 total services hours; up to 30 hours per month $14,715 Upon contract execution Docusign Envelope ID: 1979AB9C-EE3D-4EE0-A9BD-EBAF07180CE2 2025 Orange County - Farragut System Administration Services Renewal.docx Page 3 DELAYS • The parties agree to work together in good faith to meet established timeframes and avoid delays in the completion of Services. In the event that either party believes that a delay may be likely, whether due to factors within the control of such party or outside the control of such party, then it shall promptly notify the other party in writing and the parties will meet as soon as practicable to discuss ways to mitigate or avoid any such delays. • Customer shall provide Farragut with access to Customer’s technical personnel, facilities, databases, information, approvals and security clearance as required. In addition, so long as Farragut provides reasonable advance notice, the Customer will provide reasonably required office space and limited access to a telephone, computer, copier, printer and parking spaces. Customer also understands that certain individuals, because of their position or particular expertise, may be required to participate in the Services on an ‘as needed’ basis to attend meetings, provide answers, research issues, define policies, etc. FARRAGUT SYSTEMS, INC. ORANGE COUNTY By: _______________________________ By: _______________________________ Name: ____________________________ Name: ____________________________ Title: ________________________________ Title: _____________________________ Date: _____________________________ Date: _____________________________ Docusign Envelope ID: 1979AB9C-EE3D-4EE0-A9BD-EBAF07180CE2 ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED? INSR ADDL SUBRLTR INSD WVD PRODUCER CONTACTNAME: FAXPHONE(A/C, No):(A/C, No, Ext): E-MAILADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER: $ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH-STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. 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). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 5/7/2024 (919) 719-5643 36064 Farragut Systems, Inc. 2775 Meridian Parkway Durham, NC 27713 41840 22292 41297 A 1,000,000 ZZ6A289808 4/30/2024 4/30/2025 100,000 10,000 1,000,000 2,000,000 2,000,000 1,000,000B AW6A289825 4/30/2024 4/30/2025 2,000,000C UH6A289810 4/30/2024 4/30/2025 2,000,000 0 D Professional Liab. EKS3523244 4/30/2024 Limit 3,000,000 E Professional Liab. ESM0239945686 4/30/2024 4/30/2025 Limit 2,000,000 Operations of the named insured covered by the above referenced policies. Primary Tech E&O/Cyber (Noted above) $2,000,000 Limit; Excess Tech E&O/Cyber (Second Layer): Scottsdale Insurance Company; Policy# EKS3523244; $3,000,000 Limit XS $2,000,000; Orange County is an additional insured as respects Cyber Liability when required by written contract. Orange County PO Box 8181 Hillsborough, NC 27278 FARRSYS-01 WMILLSAPS Alera Group4131 Parklake Avenue, Suite 225 Raleigh, NC 27612 William Millsaps WMillsaps@trisure.com The Hanover American Insurance Company Allmerica Financial Benefit Insurance Company The Hanover Insurance Company Scottsdale Insurance Company Lloyds of London 4/30/2025 X X X X X X Docusign Envelope ID: 1979AB9C-EE3D-4EE0-A9BD-EBAF07180CE2