HomeMy WebLinkAbout2025-480-E-Aging Dept-Office for Research Administration-MAPRevised 10/17
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[Departmental Use Only]
TITLE Master Aging Plan
FY 2025-26
NORTH CAROLINA
SERVICES AGREEMENT UNDER $90,000.00
NO RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter “Agreement”), made and entered into this 1 day of
JULY, 2025, (“Effective Date”) by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and Trustees of Indiana
University, Office for Research Administration 509 E 3rd St. Bloomington, IN 47401-3654,
(hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Agreement is for services to be rendered by Provider to County with respect
to Master Aging Plan objectives as outlined in Attachment A Scope of Work,
which is attached.
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with generally accepted standards of this type
of Provider practice throughout the United States and in accordance with
applicable federal, state and local laws and regulations applicable to the
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performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and/or submission of all work related to
the Basic Services.
ii) Provider shall be responsible for all errors or omissions of its agents, contractors,
employees, or assigns in the performance of the Agreement. Provider shall
correct any and all errors, omissions, discrepancies, ambiguities, mistakes or
conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it and/or its
employees, agents and subcontractors engaged in such activities possess such
licenses, certifications, or credentials and that such licenses certifications, or
credentials are current, active, and not in a state of suspension or revocation.
vi) In determining the basic services to be provided, should any documents be
referenced in this Agreement, the terms of this Agreement shall have priority in
any conflict between the terms of referenced documents and the terms of this
Agreement. Should a request for proposals and a proposal be referenced the
terms of the request for proposals shall have priority over the terms of any
proposal.
3. Basic Services
a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows
(fully describe services to be provided): Attachment A
4. Duration of Services
a. Term. The term of this Agreement shall be from JULY 1, 2025 to JUNE 30, 2026.
b. Scheduling of Services.
i) The Provider shall schedule and perform its activities in a timely manner.
ii) Should the County determine that the Provider is behind schedule, it may request
the Provider to expedite and accelerate its efforts, including providing additional
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resources, to perform its services in accordance with the approved project
schedule.
iii) The Commencement Date for the Provider's Basic Services shall be JULY 1.
2025..
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services under this Agreement.
The maximum amount payable for Basic Services shall not exceed TWENTY EIGHT
THOUSAND NINE HUNDRED AND TWENTYFIVE Dollars ($28925). Payment for
Basic Services shall become due and payable within thirty (30) days of Provider
properly invoicing County. Payment shall be subject to provisions of Section 5(b).
b. Disputes. In the event the amount stated on an invoice is disputed by the County, the
County may withhold payment of all or a portion of the amount stated on an invoice
until the parties resolve the dispute. Should Provider fail to perform its duties under the
terms of this Agreement, County may, without fault or penalty, withhold any payment
associated with the work to be performed until such time as said work is completed.
c. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated (Janice Tyler) to act as the
County's representative with respect to the Project and shall have the authority to render
decisions within guidelines established by the County Manager and/or the County Board
of Commissioners and shall be available during working hours as often as may be
reasonably required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers’ Compensation Insurance, and any
additional insurance as may be required by County’s Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing_division/contracts.php). If
County’s Risk Manager determines additional insurance coverage is required such
additional insurance shall consist of N/A (if no additional insurance required mark N/A
as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the County's Risk Manager.
8. Indemnity
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a. Indemnity. The Provider agrees, without limitation, to defend, indemnify and hold
harmless the County from all loss, liability, claims or expense, including attorney's fees,
arising out of or related to the Project and arising from property damage or bodily injury
including death to any person or persons caused in whole or in part by the negligence or
misconduct of the Provider except to the extent same are caused by the negligence or
willful misconduct of the County. It is the intent of this provision to require the Provider
to indemnify the County to the fullest extent permitted under North Carolina law.
The County will defend, indemnify and hold harmless Provider, its affiliated institutes
and hospitals, and its trustees, officers, employees, agents, and third parties acting on its
behalf or with its authorization from any and all suits, actions, claims, demands,
judgments, costs or liabilities arising from the County’s use of the data, results,
deliverables or materials generated by Provider’s performance of the Services.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County and for its convenience upon seven (7) days’ prior written notice to
the Provider.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
actions to remedy the breach. The Provider shall give the County seven (7) days' prior
written notice of its intent to terminate this Agreement for cause.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
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waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
e. Suspension. County may suspend the Basic Services and this Agreement at any time for
County’s convenience and without penalty to County upon three (3) days’ notice to
Provider. Upon any suspension by County, Provider shall discontinue work on the Basic
Services and shall not resume the Basic Services until notified to proceed by County.
11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina. By executing this Agreement Provider affirms that Provider and any
subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter
64 of the North Carolina General Statutes. By executing this Agreement Provider
certifies that Provider has not been identified, and has not utilized the services of any
agent or subcontractor identified, on the list created by the State Treasurer pursuant to
G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not
been identified, and has not utilized the services of any agent or subcontractor identified,
on the list created by the State Treasurer pursuant to G.S. 147-86.81.
c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable
local, state, and federal laws, rules, and regulations including but not limited to all state
and federal non-discrimination laws, policies, rules, and regulations and the Orange
County Non-Discrimination Policy and Orange County Living Wage Policy (each policy
is incorporated herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) Any
violation of the Orange County Non-Discrimination Policy is a breach of this Agreement
and County may immediately terminate this Agreement without further obligation on the
part of the County. This paragraph is not intended to limit and does not limit the
definition of breach to discrimination.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. Binding arbitration may not
be initiated by either Party, however, the Parties may agree to nonbinding mediation of
any dispute prior to the bringing of such suit or action.
e. Entire Agreement. This Agreement represents the entire and integrated agreement
between the County and the Provider and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be amended
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only by written instrument signed by both parties. Modifications may be evidenced by
facsimile signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
g. Ownership of Work Product. Should Provider’s performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County. Provider may use the
Work Product for its own internal research and educational purposes provided that they
anonymize the Work Product and do not distribute to any outside party.
h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
In the event that public funds are unavailable and not appropriated for the performance of
County’s obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability and non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement, but only as an emergency fiscal measure during a
substantial fiscal crisis.
In the event of a change in the County’s statutory authority, mandate and/or mandated
functions, by state and/or federal legislative or regulatory action, which adversely affects
County’s authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County’s legal authority.
i. Signatures. This Agreement together with any amendments or modifications may be
executed electronically. All electronic signatures affixed hereto evidence the consent of
the Parties to utilize electronic signatures and the intent of the Parties to comply with
Article 11A and Article 40 of North Carolina General Statute Chapter 66.
j. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Provider’s Name
Attention:Janice Tyler Trusteesof Indiana University
P.O. Box 8181 OFFICE FOR RESEARCH
Hillsborough, NC 27278 ADMINISTRATION
509 E 3RD
Bloomington, IN 47401-3654
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[SIGNATURE PAGE TO FOLLOW]
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IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
By: _________________________________
County Manager
By: __________________________________
Kyla Fish, Senior Contract Officer
Indiana University
Printed Name and Title
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ORANGE COUNTY—DEPARTMENT USE ONLY
______________________________________________________________________________
Department
Party/Vendor Name: Office for Research Administration Party/Vendor Contact Person: Steven Allen Martin
Contact Phone: Party/Vendor Address: 509 E 3rd St City Bloomington, IN 47401-3654 State: IN Zip:
47401-3654 Department: Aging Amount: $30000 Purpose: MAP Budget Code(s): 30430120-630000-71099
Vendor # N/A (N/A if new vendor) Vendor is a BOCC consultant? Yes No Contract Type: (Check one)
New Renewal Amendment Effective Date 07/01/2025 Approved by Board Yes No Agenda
Date:
This agreement is approved as to technical form and content:
Department Director’s Signature ________________________________________ Date: ________
Information Technologies
(Applicable only to hardware/software purchases or related services) This agreement has been reviewed and is
approved as to information technology content and specifications:
Office of the Chief Information Officer___________________________________ Date: ________
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
Received for record retention:
All Docusign contracts must be copied to Sherri Ingersoll upon completion: singersoll@orangecountync.gov
The following signature block is for hard copies only and is not required for Docusign contracts:
Office of the Clerk to the Board __________________________________________Date:_________
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7/29/2025
7/31/2025
7/31/2025
8/4/2025
SCOPE OF WORK FOR MAP YEAR 4
address for IU:
Trustees of Indiana University
Office for Research Administration
509 E 3rd St.
Bloomington, IN 47401-3654
Phone: 317-278-3473
Email: iuaward@iu.edu
IUs Authorizing Official will be:
Steven Allen Martin
Associate Vice President for Research Administration
Provider Services Rate Hours per
Month/Week
Compensation
Leiha
Edmonds,
PhD
• Quarterly workgroup
meetings with each of
the 7 workgroups
• Year 4 facilitation:
o Workgroup leader
meetings
o Steering
committee
meetings
• 2022-2027 Evaluation
o Secondary data
analysis;
administrative
(Matrix) data
analysis
o Workgroup leader
interviews
• 2027-2032 MAP Design
o Partner/Leader
engagement and
input to inform
next MAP
o Survey
development
$57.80/hour 9 hours/week
for 52 weeks
$27,050
Graduate
student
Year 1-4 MAP matrix:
Secondary data analysis,
$25/hour 8 hours/week
for 15 weeks
$1,875
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administrative data analysis
support
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Senior Contract Officer IU NR: 226146
7/29/2025
Orange County NCDirector
Orange County NC
7/29/2025
Old Crescent Insurance Company / Indiana University
Certificate of Insurance
Insured
The Trustees of Indiana University
c/o INLOCC
2805 E. 10th St, Rm 110
Bloomington IN 47408
01/30/2025 Certificate 8877
This certificate is issued as matter of information, only, and conveys no rights upon the certificate holder. This certificate does not
amend, extend or alter the coverage afforded by the policies below.
Insurers Affording Coverage
Should any of the below described policies be cancelled
before the expiration date thereof the issuing company
and/or The Trustees of Indiana University will endeavor
to mail 30 days written notice to the certificate holder
named below, but failure to do so shall impose no
obligation or liability of any kind upon the company or
the Trustees of Indiana University, their agents or
representatives.
Insurer A: Old Crescent Insurance Company Insurer F: XL Specialty Ins. Co.
Insurer B: Travelers Insurer G: Columbia Casualty Co.
Insurer C: Star Insurance Company Insurer H: Allied World Ass. Co
Insurer D: StarNet Insurance Co. Insurer I: Westchester
Insurer E: United Educators Insurer J: Liberty Mutual
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. Aggregate
limits shown may have been reduced by paid claims.
Insr
Ltr Type of Insurance Policy Number Policy Dates Limits
A GENERAL LIABILITY
Commercial General Liability – Occurrence
including Contractual
Excess of $100,000 retention
Includes coverage for Professional Liability excluding
Medical Malpractice
GLEx-1v 02/01/2025 – 02/01/2026 Each Occurrence $5,000,000
Fire Damage $5,000,000
Personal & Adv Injury $5,000,000
General Aggregate $5,000,000
Products/Comp Ops $5,000,000
Liquor Liability $5,000,000
A VEHICLE LIABILITY
All licensed vehicles owned, leased, rented by or for, or driven on
behalf of Indiana University (Excess of $100,000 retention)
AEx-1v 02/01/2025 – 02/01/2026 Combined Single Limit $5,000,000
A CYBER LIABILITY CLEx-1d 02/01/2025 – 02/01/2026 Each Occurrence $2,000,000
E
H
I
J
EXCESS LIABILITY Layer 1
Layer 2
Layer 3
Layer 4
G74-67K 02/01/2025 – 02/01/2026 Aggregate $30,000,000
03127174 02/01/2025 – 02/01/2026 Aggregate $10,000,000
G48651033 001 02/01/2025 – 02/01/2026 Aggregate $5,000,000
1000703819-01 02/01/2025 – 02/01/2026 Aggregate $5,000,000
C WORKERS COMPENSATION &
EMPLOYERS LIABILITY
(excess of $850,000/claim retention
WCE-0953273-25 02/01/2025 – 02/01/2026 Each Occurrence Statutory +
$1M
Employers Liability $1,000,000
A
B
PROPERTY (Incl Boiler, Flood, Earthquake)
Sub-limits may apply. Excess of $100,000 retention.
ARP-1v 02/01/2025 – 02/01/2026 Each Occurrence $5,000,000
EXCESS PROPERTY KTK-CMB-5647P70-9-25 02/01/2025 – 02/01/2026 Each Occurrence $1 billion
F
D
FINE ART (pro rata: 60% share)
FINE ART (pro rata: 40% share)
UMA0010548SP25A 02/01/2025 – 02/01/2026 Each Occurrence $360 million
HBB-000528-FA03 02/01/2025 – 02/01/2026 Each Occurrence $240 million
A MEDICAL MALPRACTICE
(coverage subject to Indiana statutes)
Includes $1 million out–of–state coverage. This includes
participation in the Indiana Patient Compensation Fund with current
statutory limits.
HL-1v 02/01/2025 – 02/01/2026 Statutory $500,000
G EXCESS MEDICAL MALPRACTICE
(out–of–state, only)HMC 1064386826 02/01/2025 – 02/01/2026 Aggregate $2,000,000
Description of operations/locations/vehicles/exclusions added by endorsement/Special Provisions:
To provide proof of various insurance coverages for The Trustees of Indiana University and for the IU School of Medicine Subcontract Number (22X056Q) during the time period shown below.
Leidos Biomed is listed as additional insured per form CG 20 26 04 13. Waiver of Subrogation in favor of the additional insured applies with respect to the General Liability policy where required by
written contract.
Certificate Holder:
Leidos Biomedical Research, Inc.
1050 Boyles Street, Box B
FREDERICK MD 21702
Authorized signature
Approved by: Kutina L. England
The signer of this document is authorized to represent the coverages of the Old Crescent Insurance Company. In addition,
the signer is authorized to make representations of the other coverages outlined on this certificate of insurance based on
policy information on file at the Indiana University Office of Insurance, Loss Control and Claims. Certificate of insurance
for the other insurance companies indicated on this certificate may be obtained, if necessary.
Effective dates: 02/01/2025 — 02/01/2026
Docusign Envelope ID: 03F2E850-0D84-438B-ACE6-8AEC26A3D53D