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HomeMy WebLinkAbout2026-177-E-AMS-WithersRavene-Asset Lifecycle ModelingRevised 01/24 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT (“Amendment”) is made and entered into this 15th day of May, 2026, by and between ORANGE COUNTY (hereinafter referred to as “County”) and WithersRavenel Inc. (hereinafter referred to as “Provider”). WITNESSETH: THAT WHEREAS, the County and Provider entered into a contract dated December 15, 2025, (hereinafter the “Original Agreement”), for the provision of services for Asset Management Capital Lifecycle Modeling; 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 September 30, 2027 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: Extend Lifecycle Modeling Services 3. Article 5 Compensation, Section “a” is amended to reflect a maximum payable not-to-exceed amount of Fifty-Six Thousand, Six Hundred Fifty-Six Dollars ($56,656.00) 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 Eddie Staley County Manager ________ Docusign Envelope ID: C79A900C-DFBA-82A8-8209-BED31BB1DF80 CGO 5/7/20265/12/2026 Revised 01/24 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: WithersRavenel, Inc. Vendor Contact Person: Jon Mills (jmills@withersravenel.com) Haley Sessoms (hsessoms@withersravenel.com) Phone: 919.500.9181 Address: 115 Mackenan Drive City Cary State: NC Zip: 27511 Department: AMS Amount: ADD $27,350 to base contract for a total amount of $56,656.00 Purpose: Asset Lifecycle Modeling Budget Code(s): 10315020-625010 Vendor # 67777 Vendor Status with NCSOS: Current - Active Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: 12/15/2025) (Most Recent Amendment 05/15/2026) Effective Date 12/15/2025 End Date 09/30/2027 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: ); Made or Administered by AMS 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: C79A900C-DFBA-82A8-8209-BED31BB1DF80 5/7/2026 5/11/2026 5/11/2026 5/12/2026 5/12/2026 Revised 01/24 Docusign Envelope ID: C79A900C-DFBA-82A8-8209-BED31BB1DF80 Quote 1 115 MacKenan Drive • Cary, NC 27511 Tel: 919-469-3340 • Fax: 919-467-6008 April 27, 2026 Orange County, NC 306 Revere Road Hillsborough, NC 27278 Project: Orange County, NC LCM Managed Services 2026-2027 Project Number: 26-0411-A Professional Services from October 1, 2026 to September 30, 2027 Quote Provided by: Hayley Sessoms, Services & Operations Team Lead Scope: Managed Services WithersRavenel’s managed services provide the Client access to our lifecycle modeling experts, model updates, and access to asset specific reports that are designed to help you ‘tell the story’ to stakeholders. The following services are included within the managed services timeframe: A. Client may schedule up to twenty-four hours of online meetings with the Consultant to ask questions, discuss “what-if” scenarios, receive training, onboard new staff, review reports, and otherwise engage in conversation regarding any component of the lifecycle model(s) or reports as desired by the Client. B. Provide updates up to six times annually, with new budget simulations added twice a year. C. Unlimited replies to questions submitted by email by Client staff. D. Two licenses for the Power BI Report Service hosted by the Consultant that allow Client staff to access the Power BI report(s) specific to the asset class(es) covered by this agreement. a. Additional Power BI licenses can be provided by Consultant at cost as requested by Client. b. Client and its authorized users shall have access to the PowerBI Report Service during the Managed Services Term, and such access shall terminate upon expiration or termination of this Agreement unless otherwise agreed in writing. E. At least one update to the Power BI Report(s) that provides enhancements to the Report(s) at the discretion of the Consultant. F. Up to four Minor lifecycle model updates based on data updates provided by the Client. The Power BI Reports will be updated to reflect the model updates. Each Minor Model update may include any combination of the following: a. Loading of data updates provided by Client into lifecycle modeling software (i) Data must be provided by the Client in the same structure and format as originally provided (structure includes the number of fields, field names, and field data type) (ii) Data updates may include asset additions or deletions and/or data changes b. Changes to the service state of assets c. Treatment cost changes as directed by Client Docusign Envelope ID: C79A900C-DFBA-82A8-8209-BED31BB1DF80 Quote 2 d. Budget amount changes as directed by Client e. Corrections to decision model(s) at the discretion of the Consultant f. Up to two new simulations based on budget amount changes g. One new simulation that incorporates forced rules as directed by the Client h. Up to two hours of online meeting time with Client staff (in addition to A above) Minor Model update services do not include: a. Changes to the data structure or data source b. Significant changes to current decision model(s) or addition of new decision models c. New data mappings that affect the Reports G. One Major lifecycle model update that addresses one or more of the following in addition to the Minor Model update services described above: a. Changes to the data structure or data source provided by the Client b. Up to two new decision models c. Data mappings that affect the Report(s) d. Other changes requested by the Client and agreed to by the Consultant Deliverables with each update provided: 1. Updated model simulations available to the Client 2. Updated Power BI report(s) published to the Power BI Service 3. Updated documentation as applicable Fee for Service: Item Asset Class Fee 1 Facilities Managed Services (Oct 2026 – Sept 2027) $27,350.00 Total $27,350.00 Term The initial managed service term of this Schedule is October 1st, 2026 through September 30th, 2027. After this term, this Schedule will automatically renew for a one-year renewal term. Thereafter, this Schedule will continue to be renewed for additional one-year renewal terms, unless either party provides written notice to the other party of its intent to terminate this Schedule at least sixty (60) days in advance of the renewal date. WithersRavenel may adjust the fees for any renewal term by providing Client with notice of such fees for the upcoming term at least ninety (90) days prior to the end of the then-current term. The Managed Services task will be invoiced at the start of the term for the full lump sum amount. Payment is due upon receipt of invoice. Docusign Envelope ID: C79A900C-DFBA-82A8-8209-BED31BB1DF80 Quote 3 OFFERED BY: 04/27/26 Signature Date Hayley Sessoms Name Services & Operations Team Lead Title ACCEPTED BY: Signature Date Name Title PREAUDIT STATEMENT: This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act (NC G.S. 159-28(a)). Signature of Finance Officer: Printed Name: Date: Digitally signed by Hayley Sessoms Date: 2026.04.27 09:31:38 -04'00' Docusign Envelope ID: C79A900C-DFBA-82A8-8209-BED31BB1DF80 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 12/11/2025 Edgewood Partners Ins Center 3780 Mansell Rd.Suite 370 Alpharetta GA 30022 Greyling COI Specialist 770.756.6599 770.756.6599 greylingcerts@greyling.com Hartford Casualty Insurance Company 29424 WITHINC Allied World Surplus Lines Insurance Co 24319WithersRavenel,Inc. 115 MacKenan Drive Cary,NC 27511 Hartford Fire Insurance Company 19682 1147267472 A X 1,000,000 X 1,000,000 10,000 1,000,000 2,000,000 X 20UUGKL0345 10/30/2025 10/30/2026 2,000,000 A 1,000,000 X X X 20UEGKL0814 10/30/2025 10/30/2026 A X X 5,000,00020RHGXU605710/30/2025 10/30/2026 5,000,000 X 10,000 C X Y 20WBGBJ9UUE 10/30/2025 10/30/2026 1,000,000 1,000,000 1,000,000 B Professional Liability incl.Pollution Liability 03140472 10/30/2025 10/30/2026 Per Claim Aggregate 2,000,000 4,000,000 Orange County,its officers,official agents,and employees are named as Additional Insureds on the above referenced liability policies with the exception of workers compensation &professional liability where required by written contract.Should any of the above described policies be cancelled by the issuing insurer before the expiration date thereof,we will endeavor to provide 30 days'written notice (except 10 days for nonpayment of premium)to the Certificate Holder. Waiver of Subrogation in favor of Additional Insured(s)where required by written contract &allowed by law. Orange County 300 West Tryon Street PO Box 8181 Hillsborough NC 27278 Docusign Envelope ID: C79A900C-DFBA-82A8-8209-BED31BB1DF80