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HomeMy WebLinkAbout2025-475-E-Community Relations Dept-Equidox Software Company-Licensing and support for Equidox applicationRevised 01/24 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT (“Amendment”) is made and entered into this 25 day of July, 2025 by and between ORANGE COUNTY (hereinafter referred to as “County”) and Equidox Software Company, LLC (hereinafter referred to as “Provider”). WITNESSETH: THAT WHEREAS, the County and Provider entered into a contract dated ____5/14/2025__________, (hereinafter the “Original Agreement”), for the provision of services for _____Equidox licenses and support___________; 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 ______8/31/2026________. 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: Equidox licenses and support for the period of 9/1/2025- 8/31/2026 per attached quote dated 7/7/2025. 3. Article 5, Section a is amended to reflect a maximum payable not-to-exceed amount of $22,500 ($7,500 from original contract plus $15,000 from this amendment). 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 Pat Needles, Vice President County Manager Equidox Software Company, LLC Docusign Envelope ID: 8B2254EE-1F45-4CB2-97D6-3EC78D68C71C 7/28/20258/4/2025 Revised 01/24 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: Equidox Software Company LLC Vendor Contact Person: Pat Needles Phone: 216.529.3002 Address: 18519 Detroit Ave City Lakewood State: OH Zip: 44107 Department: Community Relations Amount: $15,000 Purpose: Licensing and support for Equidox application Budget Code(s): 61370035-897247-13001 Vendor # 68894 Vendor Status with NCSOS: Current – active Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: 5/14/2025) (Most Recent Amendment ) Effective Date 7/25/2025 End Date 8/31/2026 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: ); Made or Administered by Wil Glenn 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 pro ject 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: 8B2254EE-1F45-4CB2-97D6-3EC78D68C71C 7/31/2025 8/4/2025 8/4/2025 8/4/2025 8/4/2025 05/12/2025 United Agencies 1422 Euclid Avenue Suite 510 Cleveland OH 44115 Beth Jackson (216) 696-5080 (216) 803-0150 bjackson@uainc.com Equidox Software Company 18519 Detroit Ave Lakewood OH 44107-3212 St Paul Fire and Marine Ins Co 24767 Travelers Property Casualty of America 25674 24-25 A Y Y BIP5T499109 05/19/2025 05/19/2026 1,000,000 300,000 5,000 1,000,000 2,000,000 2,000,000 A BIP5T499109 05/19/2025 05/19/2026 1,000,000 B CUP5T526835 05/19/2025 05/19/2026 2,000,000 2,000,000 A N BIP5T499109 05/19/2025 05/19/2026 OH Employers Liab 1,0000,000 1,000,000 1,000,000 A Professional Liability & Cyber Liability BIP5T499109 05/19/2025 05/19/2026 Each Claim $3,000,000 Aggregate $3,000,000 Deductible $2,500 Orange County, its officers, agents and employees are designated as Additionally Insured Orange County, NC 300 West Tryon Street P.O. Box 8181 Hillsborough NC 27278 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 Docusign Envelope ID: 8B2254EE-1F45-4CB2-97D6-3EC78D68C71C Equidox PDF Remediation Software License Renewal Order Form Account Manager Kevin Kern Phone 440.454.2380 Email kevin.kern@equidox.co Date 7/7/2025 Customer Contact Sonia Ensenat Customer Phone 919.245.2290 Customer Email sensenat@orangecountync.gov Company Name Orange County, North Carolina Company Address P.O. Box 8181 - Hillsborough, NC 27278 Product SKU Description Quantity Term Price/Unit Extended Price EQX-SP-1 Equidox SaaS - 1 Concurrent User License 12 9/1/2025 - 8/31/2026 $1,500.00 $18,000.00 USD EQX-ZONE Equidox SaaS - Add-on Feature Zone Transfer 3 9/1/2025 - 8/31/2026 $500 Included CREDIT 6/1/2025 - 8/31/2025 Term Credit -$3,000.00 USD Total $15,000.00 USD 216.529.3030 • www.equidox.co • 18519 Detroit Ave., Lakewood, OH 44107 Docusign Envelope ID: 8B2254EE-1F45-4CB2-97D6-3EC78D68C71C Address Purchase Orders to: Equidox Software Company LLC 18519 Detroit Ave. Lakewood, OH 44107 Terms This renewal is subject to and incorporates by reference the Services Agreement signed by the Parties ("Agreement"). The terms of the Agreement shall govern Customer ’s access to and use of these products and shall not be superseded by any terms contained in a purchase order or any other agreement or ordering document unless agreed to and signed by both parties. All capitalized used within and not defined have the same meaning as defined in the Agreement. Payment terms are Net 30 days from receipt of the Equidox invoice. The price on this order form does not include sales taxes. All prices are in US Dollars. Equidox Software Company LLC Confidential Information By signing this renewal order form, I acknowledge that I am authorized to execute this order on behalf of Orange County, North Carolina and have carefully read, understand, and fully agree to the terms and conditions. Signature Print Name Title Date 216.529.3030 • www.equidox.co • 18519 Detroit Ave., Lakewood, OH 44107 Docusign Envelope ID: 8B2254EE-1F45-4CB2-97D6-3EC78D68C71C