HomeMy WebLinkAboutAgenda 05-06-25; 8-l - FY 2024-25 Apricot Case Management Software Services Contract Renewal Amendment 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 6, 2025
Action Agenda
Item No. 8-1
SUBJECT: FY 2024-25 Apricot Case Management Software Services Contract Renewal
Amendment
DEPARTMENT: Emergency Services,
Department on Aging, and
Information Technologies
ATTACHMENT(S): INFORMATION CONTACT:
Kirby Saunders, Emergency Services
Bonterra Order Form Director, 919-245-6123
2024-25 Contract Renewal Amendment Janice Tyler, Aging Director, 919-245-
4255
Kim Woodward, Division Chief—
Emergency Medical Services (EMS),
919-245-6133
Robert Reynolds, Chief Information
Officer, 919-245-2276
PURPOSE: To approve and authorize the Manager to sign the FY 2024-25 Social Solutions
Global, Inc. (d/b/a Bonterra) year three contract renewal amendment for Apricot Case
Management Software Services.
BACKGROUND: Orange County entered into a Services Agreement in FY 2022-23 that allowed
the Department on Aging and Orange County Emergency Services to utilize the Apricot Case
Management Software which is owned and operated by Bonterra. The Services Agreement
provided that Orange County could renew the contract for two (2) additional one-year terms. This
proposed amendment addresses the third year of the contract.
The Apricot Case Management Software implementation has been successful and is being
utilized to manage Department on Aging Volunteers. The software is also being utilized by
Emergency Services to manage all Community Paramedic services and the Post Overdose
Response Team (PORT) documentation.
There have been two (2) previously-executed contract amendments that included expansion of
licenses for the Department on Aging, addition of contracted service hours, and expansion of
licenses for the three (3) members of the Post Overdose Response Team.
The Department on Aging has requested the continuation of the Gold Plus service hour package
for FY 2024-25. The proposed amendment also reflects a full year of the new Post Overdose
Response Team licensing.
2
Funding has been approved for this effort in the Information Technologies budget. The Post
Overdose Response Team licenses are approved to be funded from Opioid Settlement funds.
FINANCIAL IMPACT: Bonterra has provided the attached quote for $30,200.12 for year three
which raises the total expenditure over the three-year project to $90,205.43, which exceeds the
Manager's signature authority threshold. The year three costs are funded in the Information
Technologies Budget ($27,496) and the Post Overdose Opioid Settlement Budget ($2,704.12)
ALIGNMENT WITH STRATEGIC PLAN: This item supports:
• GOAL 2: HEALTHY COMMUNITY
OBJECTIVE 1. Improve harm reduction, prevention, and support services for adults and
children experiencing behavioral health issues, substance use disorder, and intellectual or
developmental disability.
OBJECTIVE 3. Provide social safety net programming and the resources needed for our
most vulnerable community members (e.g., veterans, unhoused people, foster children,
older adults, etc.).
OBJECTIVE 6. Provide sustainable, equitable, and high-quality community safety and
emergency services to meet the community's evolving needs.
RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the
Manager to sign all documents necessary to execute the year three contract renewal amendment
for Apricot Case Management Software Services.
Bonterra Order Q-106060 3
v I Bonterra..
BONTERRA ORDER FORM
Orange County Emergency Services(NC) Bonterra Tech LLC
510 Meadowlands Dr 10801-2 N Mopac Expressway,Ste.300
Hillsborough,North Carolina,27278 Austin,Texas 78759
This Order Form("Order")is entered into and effective as of the last signature date("Order Effective Date")by and between the Customer named above and
Bonterra Tech LLC. The Parties hereby agree as follows:
TERMS&CONDITIONS
A. AGREEMENT
This Order is subject to the Bonterra Tech Online Master Subscription and Services Agreement ("Agreement') found at
https://www.bonterratech.com/legal,unless there is a version of the Agreement attached hereto,in which case such version shall control and
govern.
Capitalized terms not otherwise defined in this Order have the meaning ascribed to them in the Agreement.
B. SERVICE DESCRIPTIONS
The description(s)for the Services ordered in the Fee Tables below can be found at the following links:
https://www.bonterratech.com/legal/product-terms-conditions
If Services have been ordered,then the Services Statement of Work(SOW)is incorporated into this Order.
C. INVOICING
Fees listed under"SUBSCRIPTIONS&RECURRING SERVICES"are invoiced upon the execution of this Order,then on a(n)Annual basis thereafter.
Fees Listed under"PROFESSIONAL SERVICES FEES"are invoiced either monthly based on time and material spent on such services("T&M"),or one-
half(50%)of the fees upon the execution of this Order and the other half upon Go-Live or ten(10)business days after the completion of such
services,whichever occurs first("50-50").
Invoices shall be paid pursuant to the terms of the Agreement.
D. SPECIAL TERMS AND CONDITIONS:
Fee Schedule
Customer will pay the following amounts for the Services in accordance with the terms of the Agreement:
Year 1
Subscriptions&Recurring Services:
Product Product Description Start Date End Date Quantity Unit Price Net Total
Impact
Management
Enterprise
10/1/2024 9/30/2025 24.00 $1,013.13 $24,315.12
Apricot Gold Fixed Price reactive consultation
Support provided by Advanced Support
Consultant resour 10/1/2024 9/30/2025 1.00 $5,885.00 $5,885.00
Year 1 Cost $30,200.12
Professional Service Fees:
Billing
Product Product Description Start Date End Date Frequency Quantity Unit Price Net Total
Services Cost $0.00
Total Contract Value* $30,200.12
Bonterra Order Q-106060 4
*The fees stated herein do not include applicable taxes;any applicable taxes will be applied at the time of invoicing.
This Order and terms herein are agreed to and accepted upon signature of Customer,or upon Customer's remittance to Bonterra of a purchase order
with the Quote/Order Number written above.
Orange County Emergency Services(NC) Bonterra Tech LLC
Name Name
Title Title
Date Date
5
NORTH CAROLINA
THIRD CONTRACT AMENDMENT
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this 1 st day of May, 2025 by and
between ORANGE COUNTY (hereinafter referred to as "County") and Social Solutions Global, Inc. (hereinafter
referred to as"Provider").
WITNESSETH:
THAT WHEREAS, the County and Provider entered into a contract dated 28 March, 2022, an amendment to that
contract dated September 20th,2023 and a second amendment to that contract dated June 1St,2024, (hereinafter the "Original
Agreement"and"Second Amendment"), for the provision of services for Case Management software solution; and
WHEREAS, the County and Provider desire to amend the Original Agreement and Subsequent Amendment 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 September 30,2025.
2. Exhibit A—Order Form to the Original Agreement is amended by adding the following tasks and services to
the Services to be provided by the Consultant: Addition of one full year of Apricot Gold Support and a full
year of 24 Impact Management Enterprise Licenses(see Attachment A)
3. Article A, Section 5 is amended to reflect a maximum payable not-to-exceed amount of$90,205.43 over 3
years ($68,086.00 original contract FY23 + $1,300.00 (five additional pro-rated licenses for four months of
FY23)+ $4,173.00 FY24 (five additional licenses at 7% increase) + $4,465.11 (five additional licenses at 7%
increase) +FY24 $2,750.00(12 additional Support Hours) and $842.23 (three additional prorated licenses for
the Post Overdose Response Team) $2704.12 FY25(three additional licenses for the Post Overdose Response
Team at 7%increase)+$5,885.00(Gold Support Plus to maintain 24 annual Support Hours).
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 or the First Amendment 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 David Lutz
County Manager GM Case Management
Revised 12/24
6
ORANGE COUNTY—INTERNAL USE ONLY
Finance Information
Vendor Name: Social Solutions Global,Inc Vendor Contact Person: Scott Collins Phone: 858-322-0021 Address:Dept 3935 PO
Box 123935 City Dallas State:TX Zip:75312 Department:IT/Aging/Emergency Services Amount:$90,205.43 over 3 years
($30,200.12 this amendment) Purpose:Amendment of Apricot Software Budget Code(s): 10315020-625010($27,496.00)and
27757520-625010($2,704.12IVendor#67512 Vendor Status with NCSOS: Cnrrent-motive Vendor is a BOCC consultant:Yes
No X
Contract Details
Contract Type: ❑New ®Amendment(Original Contract:28 March 2022)(Most Recent Amendment(LJune
2024) Effective Date 1 May,2025 End Date 30 September 2025 Notice Date(30 August 2024(Notice Purpose
Contract Renewal Notice)
Award
❑Approved by Board(Agenda Dater; ❑Made or Administered by
Signature Authority
- ❑ BOCC Express Delegation(Agenda Dater
- 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.
Q Services related to this agreement have already begun or been completed.Description of the nature of the emergency condition that
was addressed:
The original contact was signed in 2022 and work has been on going through two renewals. We are working to renew and amend the services
agreement due the addition of 3 Post Overdose Response Team Licenses and the addition of Gold Support for the Department On Aging.
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:
Revised 12/24
7
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:
Revised 12/24