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HomeMy WebLinkAbout2025-109-E-IT Dept-Meridian IT-Avaya phone system and Mutare application maintenance and licensingRevised 04/23 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT (“Amendment”) is made and entered into this 6th day of March, 2025 by and between ORANGE COUNTY, North Carolina (hereinafter referred to as “County”) and Meridian IT Inc. (hereinafter referred to as “Provider”). WITNESSETH: THAT WHEREAS, the County and Provider entered into a Services Agreement contract dated April 21, 2021, (hereinafter the “Original Agreement”), for the provision of services for upgrade of existing Avaya phone system to the most current release and move to a subscription model in the process; and WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effe ct 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. Article 4, Section a is amended to extend the term of the Agreement until April 29, 2026. 2. Attachment A to the Original Agreement is amended by adding the following tasks and services to the Services to be provided by the Provider: Proposal #037411 v1 (see Attachment A). 3. Article 5, Section a is amended to reflect a maximum payable not-to-exceed amount of $535,461.30 ($418,532.52 first 4 amendments already paid + $116,928.78 this amendment – 1 year renewal option). 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 Meridian IT Inc. _______________________________________________________________________ Travis Myren William Patterson, Meridian IT, Inc County Manager SVP, Operations and Services Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F 3/7/20253/18/2025 Revised 04/23 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: Meridian IT, Inc Vendor Contact Person: William Patterson Phone: 315-362-9209 Address: 509 Erie Blvd West City Syracuse State: NY Zip: 13204 Department: IT Amount: $116,928.78 Purpose: Avaya phone system and Mutare application maintenance and licensing Budget Code(s): 10231020-540000 Vendor # 65209 Vendor Status with NCSOS: Current - Active Vendor is a BOCC consultant: Yes No Contract Details16 Contract Type: New Amendment (Original Contract: 21 April 2021) (Most Recent Amendment 20 March 2024) Effective Date 6 March 2025 End Date 29 April 2026 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: 20 April 2021); Made or Administered by Signature Authority - BOCC Express Delegation (Agenda Date: 20 April 2021) - 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 pro ject has not been initiated prior to execution of the agreement. 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: 2747C561-E044-4E95-B0F5-1958576C9D2F 3/7/2025 3/13/2025 3/18/2025 3/18/2025 Revised 04/23 Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F 2025 April Avaya Cloud One Subscription Renewal 4/30/25-4/29/26 Proposal #037411 V1 PREPARED FOR Orange County, NC Attachment A Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F 2025 April Avaya Cloud One Subscription Renewal 4/30/25-4/29/26 Account Manager:Prepared for:Details: Michael Creech 1-888-626-6131 michael.creech@meridianitinc.com Orange County, NC Proposal #: 037411 v1 Proposal Date: 02/12/2025 Expiration Date: 03/06/2025131 W Margaret Ln Fl 2 Hillsborough, NC 27278 Robert Reynolds roreynolds@orangecountync.gov Proposal Prepared by: Cynthia Jones cynthia.jones@meridianitinc.com 1-YR Renewal Term: 4/30/25-4/29/26 Part #Description Contract Start Date Contract End Date Qty Price Ext. Price Functional Location : 51590604 ORANGE COUNTY EMERGENCY SERVICES, 510 MEADOWLAND DR, HILLSBOROUGH, NC, US, 27278 230018 SA PARTS NBD CM SM SRV 1YPP 04/30/2025 04/29/2026 1 $357.93 $357.93 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 1 $0.00 $0.00 Functional Location : 5125867 ORANGE COUNTY NC, 131 W MARGARET LN, HILLSBOROUGH, NC, US, 27278 405793 3RD PARTY CTI LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 113 $0.00 $0.00 405418 UC CORE LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 1075 $67.86 $72,949.50 405782 UC ATTENDANT LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 3 $824.00 $2,472.00 405787 CC BASIC VOICE LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 76 $527.31 $40,075.56 403105 AVAYA SPACES BUSINESS USER SUB 04/30/2025 04/29/2026 1382 $0.00 $0.00 Functional Location : 5125943 ORANGE COUNTY NORTH CAROLINA, 300 W TRYON ST, HILLSBOROUGH, NC, US, 27278 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 1 $0.00 $0.00 Functional Location : 51668278 ORANGE COUNTY STHN HUMAN SRVS, 2501 HOMESTEAD RD, CHAPEL HILL, NC, US, 27516 230018 SA PARTS NBD CM SM SRV 1YPP 04/30/2025 04/29/2026 1 $357.93 $357.93 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 1 $0.00 $0.00 Functional Location : 51661983 ORANGE COUNTY ANIMAL SERVICES, 1601 EUBANKS RD, CHAPEL HILL, NC, US, 27516 230018 SA PARTS NBD CM SM SRV 1YPP 04/30/2025 04/29/2026 1 $357.93 $357.93 Nine Parkway North Suite 500 Deerfield, IL 60015 www.meridianitinc.com 2/6 Meridian IT Inc. - CONFIDENTIAL Proposal #: 037411 v1 Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F 1-YR Renewal Term: 4/30/25-4/29/26 Part #Description Contract Start Date Contract End Date Qty Price Ext. Price 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 1 $0.00 $0.00 Functional Location : 51661984 ORANGE COUNTY SOLID WASTE OPS, 1207 EUBANKS RD, CHAPEL HILL, NC, US, 27516 230018 SA PARTS NBD CM SM SRV 1YPP 04/30/2025 04/29/2026 1 $357.93 $357.93 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2026 1 $0.00 $0.00 1-YR Renewal Term: 4/30/25-4/29/26 Subtotal:$116,928.78 3-YR Renewal Term: 4/30/25-4/29/28 * Optional Part #Description Contract Start Date Contract End Date Qty Price Ext. Price Functional Location : 51590604 ORANGE COUNTY EMERGENCY SERVICES, 510 MEADOWLAND DR, HILLSBOROUGH, NC, US, 27278 230020 SA PARTS NBD CM SM SRV 3YAN 04/30/2025 04/29/2028 1 $1,020.41 $1,020.41 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 1 $0.00 $0.00 Functional Location : 5125867 ORANGE COUNTY NC, 131 W MARGARET LN, HILLSBOROUGH, NC, US, 27278 405793 3RD PARTY CTI LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 113 $0.00 $0.00 434846 UC ADVANCED LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 1075 $187.86 $201,949.50 405782 UC ATTENDANT LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 3 $2,279.59 $6,838.77 405787 CC BASIC VOICE LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 76 $1,458.21 $110,823.96 Functional Location : 5125943 ORANGE COUNTY NORTH CAROLINA, 300 W TRYON ST, HILLSBOROUGH, NC, US, 27278 230020 SA PARTS NBD CM SM SRV 3YAN 04/30/2025 04/29/2028 1 $1,020.41 $1,020.41 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 1 $0.00 $0.00 Functional Location : 51668278 ORANGE COUNTY STHN HUMAN SRVS, 2501 HOMESTEAD RD, CHAPEL HILL, NC, US, 27516 230020 SA PARTS NBD CM SM SRV 3YAN 04/30/2025 04/29/2028 1 $1,020.41 $1,020.41 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 1 $0.00 $0.00 Functional Location : 51661983 ORANGE COUNTY ANIMAL SERVICES, 1601 EUBANKS RD, CHAPEL HILL, NC, US, 27516 Nine Parkway North Suite 500 Deerfield, IL 60015 www.meridianitinc.com 3/6 Meridian IT Inc. - CONFIDENTIAL Proposal #: 037411 v1 Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F 3-YR Renewal Term: 4/30/25-4/29/28 * Optional Part #Description Contract Start Date Contract End Date Qty Price Ext. Price 230020 SA PARTS NBD CM SM SRV 3YAN 04/30/2025 04/29/2028 1 $1,020.41 $1,020.41 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 1 $0.00 $0.00 Functional Location : 51661984 ORANGE COUNTY SOLID WASTE OPS, 1207 EUBANKS RD, CHAPEL HILL, NC, US, 27516 230020 SA PARTS NBD CM SM SRV 3YAN 04/30/2025 04/29/2028 1 $1,020.41 $1,020.41 405787 AXP BASIC LIC FIXED SUBS ADJ LP 04/30/2025 04/29/2028 1 $0.00 $0.00 * Optional 3-YR Renewal Term: 4/30/25-4/29/28 Subtotal:$324,714.28 Nine Parkway North Suite 500 Deerfield, IL 60015 www.meridianitinc.com 4/6 Meridian IT Inc. - CONFIDENTIAL Proposal #: 037411 v1 Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F Terms and Conditions If there is non-Meridian software included herein, Client hereby agrees to the terms of the applicable manufacturer's End User Licensing Agreement. A separate Statement of Work, (“SOW”) or Change Order ("CO") for certain services may be provided for review and signature following the execution of this Proposal. Any amounts paid by credit card will be charged a six percent (6%) convenience fee. For equipment purchases, prices are subject to change and may exclude freight charges and applicable taxes, unless listed above. Rush orders may require an additional charge. Client must obtain a valid RMA approval before returning any equipment. Maintenance cancellations are subject to manufacturer approval. This Proposal may include, without limitation: hardware, software, equipment, infrastructure, maintenance, and/or services to be sourced by Meridian IT Inc., (“Meridian”) to Orange County, NC (“Client”). The Parties hereto acknowledge and agree that all purchases including the purchases identified in this Proposal are governed by Meridian’s Master Services Agreement: http://www.meridianitinc.com/terms-and- conditions, (“Agreement”). Client acknowledges and agrees that the Agreement sets the applicable governing terms for all current and future purchases between the Parties as listed in any and all Proposals. Upon termination of the Agreement all remaining Fees shall be immediately due and payable. Upon termination of any SOW or CO, all remaining Fees of such SOW or CO shall be immediately due and payable. Unless otherwise provided herein, all capitalized terms will have the meanings ascribed to them in the Agreement. Proposal Summary Description Amount 1-YR Renewal Term: 4/30/25-4/29/26 $116,928.78 Total:$116,928.78 *Optional Description Amount 3-YR Renewal Term: 4/30/25-4/29/28 $324,714.28 By approving this order or Change Order (whichever is applicable for this Proposal), you are affirming that you are Client’s duly authorized representative and agree to be bound by this Proposal, applicable Change Order or order, and the Agreement. All Proposals for Services that include Statements of Work or Change Orders must be fully executed by both Parties. Nine Parkway North Suite 500 Deerfield, IL 60015 www.meridianitinc.com 5/6 Meridian IT Inc. - CONFIDENTIAL Proposal #: 037411 v1 Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F Orange County, NCMeridian IT Inc. Signature: Name: Title: Date: Signature: Name: Title: Date: PO Number: Additional Information: Nine Parkway North Suite 500 Deerfield, IL 60015 www.meridianitinc.com 6/6 Meridian IT Inc. - CONFIDENTIAL Proposal #: 037411 v1 Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F Holder Identifier : 7777777707070700077763616065553330763735764015474607762215770634132071660557146323320752405777247455007344055712670310073260315720101760734265551267653007360231552234530077727252025773110777777707000707007 6666666606060600062606466204446200620022404226200206222026042260022062222062600422020602022626204022206000206262042000062002042620600000622200404202040206200244002660042066646062240664440666666606000606006Certificate No :570108928078CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 10/11/2024 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. PRODUCER Aon Risk Services Central, Inc. SME IL Office 200 East Randolph Chicago IL 60601 USA PHONE (A/C. No. Ext): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (866) 283-7122 INSURED 25674Travelers Property Cas Co of AmericaINSURER A: 25615The Charter Oak Fire Insurance CompanyINSURER B: 19038Travelers Casualty & Surety CompanyINSURER C: 25658The Travelers Indemnity Co.INSURER D: INSURER E: INSURER F: FAX (A/C. No.):800-363-0105 CONTACT NAME: Meridian IT Inc. Nine Parkway North Suite 500 Deerfield IL 60015 USA COVERAGES CERTIFICATE NUMBER:570108928078 REVISION NUMBER: 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.Limits shown are as requested POLICY EXP (MM/DD/YYYY) POLICY EFF (MM/DD/YYYY) SUBR WVD INSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG X X X GEN'L AGGREGATE LIMIT APPLIES PER: $1,000,000 $1,000,000 $10,000 $1,000,000 $2,000,000 $2,000,000 B 10/01/2024 10/01/2025 Y H6300D56946ACOF24 PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) X BODILY INJURY (Per accident) $1,000,000D10/01/2024 10/01/2025 $1,000 COMBINED SINGLE LIMIT (Ea accident) 810-8M49337 4-24-I3-G Comp./Coll. Ded. EXCESS LIAB X OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE DED $25,000,000 $25,000,000 $10,000 10/01/2024UMBRELLA LIABA 10/01/2025CUP1J20580A24I3 RETENTIONX X E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT $1,000,000 X OTH- ER PER STATUTEC10/01/2024 10/01/2025 $1,000,000 Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER EXCLUDED?N / AN WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below $1,000,000 UB7W61364124I3G DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Orange County, its officers, agents and employees are included as Additional Insured in accordance with the policy provisions of the General Liability policy. CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVEOrange County 300 West Tryon Street PO Box 8181 Hillsborough NC 27278 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Docusign Envelope ID: 2747C561-E044-4E95-B0F5-1958576C9D2F