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HomeMy WebLinkAbout2025-100-E-Finance Dept-VACO LLC-General Accounting and Financial Services and Payroll AuditRevised 01/24 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT (“Amendment”) is made and entered into this 1 day of March, 2025 by and between ORANGE COUNTY (hereinafter referred to as “County”) and VACO, LLC (hereinafter referred to as “Provider”). WITNESSETH: THAT WHEREAS, the County and Provider entered into a contract dated July 1, 2024, (hereinafter the “Original Agreement”), for the provision of services for General Accounting and Financial 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 4/30/2025. 2. Exhibit A to the Original Agreement is amended by adding the following tasks and services to the Services to be provided by the Consultant: (See Exhibit A below) 3.Article 3, Section A is amended to reflect a maximum payable not-to-exceed amount of $35,000 (Thirty Five Thousand dollars). 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 Josh Haymond, Managing Partner Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 3/6/20253/6/2025 Revised 01/24 9 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: VACO LLC Vendor Contact Person: Josh Haymond Phone: 919-522-2492 Address: 2501 Blue Ridge Rd, Suite #400 City Raleigh State: NC Zip: 27607 Department: Finance Amount: $35,000 Purpose: General Accounting and Financial Services and Payroll Audit Budget Code(s): 10230020-630000 Vendor # 67479 Vendor Status with NCSOS: Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: ) (Most Recent Amendment ) Effective Date 03/01/2025 End Date 04/30/2025 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: 11/19/2024); 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: A49E69E0-E69F-42F1-9A36-2871EA644137 3/1/2025 3/1/2025 3/3/2025 3/6/2025 3/6/2025 Revised 01/24 EXHIBIT A The Services to be rendered pursuant to this Agreement are as follows: 1. Test Active Directory file versus MUNIS Payroll register as of November 30, 2024 2. Test Employee Deduction records for Federal and State withholdings (Finance MUNIS Walk-through) 3. Identify Exceptions from procedure 2 for the period January 2023 through November 30, 2024 4. Review and test Paystubs from procedure 3 and identify any exceptions 5. Review if changes from procedure 3 are supported by State NC-4 and Federal W-4 forms (View Tyler Content Management) 6. Review MUNIS Change Logs for compliance with Payroll policies and procedures (Finance Walk-through) 7. Review Accumulators and W-2 from procedure 3 (Finance Walk-through) 8. Review Tax Year-End files for 2023 and 2024 for consistency with procedure 5 (Finance Walk-through) 9. Review W-3 submitted for 2023 and 2024 (Finance Walk-through) 10. Review adequacy of system internal controls and update current Payroll Manual Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES 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). 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. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD 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. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 11/25/2024 Arthur J.Gallagher Risk Management Services,LLC Creekside Crossing 8 Cadillac Drive,Suite 200 Brentwood TN 37027 615-244-8484 615-377-5101 Travelers Casualty and Surety Company 19038 VACOLLC-01 Travelers Casualty and Surety Co of America 31194FacilityID#03 Vaco LLC 5501 Virginia Way,Suite 120 Brentwood TN 37027 Ascot Insurance Company 23752 Phoenix Insurance Company 25623 ACE American Insurance Company 22667 Travelers Casualty Insurance Co of America 19046 1795623231 D X 1,000,000 X 1,000,000 X Contractual Liab 10,000 1,000,000 2,000,000 X Y Y 630-366M7304 9/15/2024 9/15/2025 2,000,000 A 1,000,000 X Y Y BA-5Y65820A 9/15/2024 9/15/2025 comp/coll deductible 1,000/$1,000 B X X 25,000,000YCUP-5Y703794 9/15/2024Y 9/15/2025 25,000,000 E X N Y (25)71834794 9/15/2024 9/15/2025 1,000,000 1,000,000 1,000,000 F C Primary Cyber/Tech E&O Excess Cyber/Tech E&O ZPP-51N86155 EOXS2410001905-02 9/15/2024 9/15/2024 9/15/2025 9/15/2025 Per Claim/Agg Per Claim/Agg $5,000,000 $5,000,000 If required by written contract,Certificate Holder is included as additional insured on the General Liability Per Form Per form CG D2 46 04 19 per written contract;Automobile Liability per Per form CA T4 74 02 16,Cyber/Tech E&O per written contract per form CYB-16002 Ed.06-20.The insurance provided in the General Liability Per form CG T1 00 02 19,Automobile Liability per Per form CA T4 74 02 16 is primary and non contributing.Waiver of subrogation applies to certificate holder as respects Commercial General Liability-Per form CG T1 00 02 19;Property per form DX T1 00 11 12,Workers Compensation per form WC 000313;Automobile-Per form CA T3 53 02 15,Cyber/Tech E&O-per form CYB-16002 Ed.06-20 .Umbrella Liability is follow form.Contractual Liability per written contract is included on General Liability.Business Interruption/Income Insurance applies to the property policy per form IL T3 18 05 11 and cyber policy per form DX T4 17. Orange County Government of North Carolina 405 Meadowlands Drive PO Box 8181 Hillsborough NC 27278 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137 Docusign Envelope ID: A49E69E0-E69F-42F1-9A36-2871EA644137