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HomeMy WebLinkAbout2026-314-E-IT Dept-MCCi-Laserfiche software annual maintenance and technical support (for Clerk’s officeRevised 01/24 NORTH CAROLINA CONTRACT AMENDMENT ORANGE COUNTY THIS CONTRACT AMENDMENT (“Amendment”) is made and entered into this 29th day of June 2026 by and between ORANGE COUNTY (hereinafter referred to as “County”) and MCCi, LLC with an address of 3717 Apalachee Pkwy., Ste 201, Tallahassee, FL 32311 (hereinafter referred to as “Provider”). WITNESSETH: THAT WHEREAS, the County and Provider entered into a contract dated December 22, 2021 (hereinafter the “Original Agreement”), for the provision of services for software maintenance and technical support for the Laserfiche application; 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 August 1, 2027. 2. Article 5, Section a is amended to reflect a maximum payable not-to-exceed amount of Seventy-Six Thousand Nine Hundred Eighty-One Dollars and 46/100 ($75,447.46: $14,847.80 original contract + $46,076.25 1st amendment for three years billed annually + $14,523.41 this amendment). 3. 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, County Manager Victor D’Aurio, COO Docusign Envelope ID: F27B4FC3-10E6-8D41-8163-DE212064B275 6/29/20267/9/2026 Revised 01/24 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: MCCi, LLC Vendor Contact Person: Alexandra Barnes Phone: (817) 909-9266 Address: 3717 Apalachee Parkway, Suite 201 City Tallahassee State: FL Zip: 32311 Department: Information Technologies Amount: $75,447.46 - $60,924.05 already paid, $14,523.41 for FY2027 Purpose: Laserfiche software annual maintenance and technical support (for Clerk’s office Budget Code(s): 10315020-625010 Vendor # 60777 Vendor Status with NCSOS: Active - Current Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: 12/22/2021) (Most Recent Amendment 6/28/2023) Effective Date 8/2/2026 End Date 8/1/2027 Notice Date N/A (Notice Purpose N/A) Award Approved by Board (Agenda Date: ); Made or Administered by 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: F27B4FC3-10E6-8D41-8163-DE212064B275 6/30/2026 6/30/2026 6/30/2026 7/6/2026 7/6/2026 7/9/2026 BUDGETARY NOTIFICATION 3717 Apalachee Parkway, Suite 201 Tallahassee, FL 32311 850.701.0725 850.564.7496 fax Product Description: Qty. Unit Cost Annual Total LASERFICHE ANNUAL SOFTWARE SUPPORT - BASIC  Laserfiche Avante Server for MS SQL with Workflow 1 $1,102.50 $1,102.50  Laserfiche Avante Records Management Module 1 $1,323.00 $1,323.00  Laserfiche Avante Named Full User with Snapshot and Email 5 $110.25 $551.25  Laserfiche Avante Web Client 5 $22.05 $110.25  Laserfiche Avante Starter Audit Trail 5 $11.03 $55.15  Laserfiche Avante ScanConnect (Legacy) 2 $36.38 $72.76  Laserfiche Avante Unlimited Public Portal for Dual Processor Machine 1 $9,922.50 $9,922.50 Laserfiche Annual Recurring Software Support Subtotal $13,137.41 MCCi SUPPLEMENTAL SUPPORT SERVICES SUBSCRIPTION  Managed Support Services 1 $1,386.00 $1,386.00 Client needs are estimated based on the current components provided herein: up to 10 hours that will expire at the end of your renewal term. MCCi Supplemental Support Services Annual Recurring Subscription Subtotal $1,386.00 GRAND TOTAL - RECURRING ANNUAL SUPPORT/SUBSCRIPTION $14,523.41  MCCi One-Time Discount 1 ($1,397.32) TOTAL SUPPORT COST $13,126.09 This is not an invoice. This is an estimate for budgeting purposes only. The total may change due to third-party manufacturers (e.g., Laserfiche) pricing or system scope adjustments made 90+ days before the Support Period. Official quotes are available upon request within 90 days of the Support Period start. To ensure uninterrupted system access, support, and avoid reinstatement fees due to late payment: Docusign Envelope ID: F27B4FC3-10E6-8D41-8163-DE212064B275 | Estimate Page 2 of 2 • MCCi issues renewal invoices approximately 75 days before the Support Period. • If a Purchase Order (PO) is required by your organization, we understand that PO timelines can vary. To keep coverage uninterrupted and our schedules aligned, we’ll proceed with invoicing via the timeline above while your PO is being finalized. Once issued, we’re happy to tie it back to the invoice upon request. • Payment is due no later than 10 days before the Support Period to allow for processing and timely payment to third-party manufacturers and to avoid service interruption or any applicable reinstatement fees. Docusign Envelope ID: F27B4FC3-10E6-8D41-8163-DE212064B275 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD DATE (MM/DD/YYYY) PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGG $JECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $$ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 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. 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. 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). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE Lockton Companies, LLC DBA Lockton Insurance Brokers, LLC in CA CA license #0F15767 8110 E Union Ave., Ste. 100 Denver CO 80237 denver-certs@lockton.com MCCi, LLC 3717 Apalachee Parkway Tallahassee FL 32311 Scottsdale Insurance Company 41297 Berkley National Insurance Company 38911 At-Bay Specialty Insurance Company 19607 X X 1,000,000 1,000,000 15,000 1,000,000 2,000,000 2,000,000 X X X Comp. Ded. $100 1,000,000 XXXXXXX XXXXXXX XXXXXXX Coll. Ded.1,000 X X 5,000,000 5,000,000 XXXXXXX N X 1,000,000 1,000,000 1,000,000 Tech E&O/Cyber Liability XS Tech E&O/Cyber Limit: $5,000,000; SIR: $50,000 Limit: $5,000,000 xs $5,000,000 A TCP 7030322-10 12/1/2025 12/1/2026 A TCP 7030322-10 12/1/2025 12/1/2026 B AB-6712027-01 12/1/2025 12/1/2026 C EKS3600167 12/1/2025 12/1/2026 A TCP 7030322-10 12/1/2025 12/1/2026 A TWC 7030323-10 12/1/2025 12/1/2026 12/1/2026 1456427 Y Y N N N N Y 6/22/2026 N N 23659026 23659026 XXXXXXX Orange County 300 West Tyron Street P.O.Box 8181 Hillsborough NC 27278 Orange County, its officers, agents and employees are included as Additional Insured. Waiver of subrogation applies in favor of the additional insured. X See Attachment Docusign Envelope ID: F27B4FC3-10E6-8D41-8163-DE212064B275 Orange County 300 West Tyron Street P.O.Box 8181 Hillsborough NC 27278 To whom it may concern: In our continuing effort to provide timely certificate delivery, Lockton Companies is transitioning to paperless delivery of Certificates of Insurance, thus this is your final hard-copy delivery. To ensure electronic delivery for future renewals of this certificate, we need your email address. Please contact us via one of the methods below, referencing Certificate ID 23659026. • Email: mountainwestedelivery@lockton.com • Phone: 303-728-8060 If you received this certificate through an internet link where the current certificate is viewable, we have your email and no further action is needed. In the event your mailing address has changed, will change in the future, or you no longer require this certificate, please let us know using one of the methods above. The above inbox and phone number is for automating electronic delivery of certificates only. Please do NOT send future certificate requests to this inbox or contact the phone number below with email updates. Thank you for your cooperation and willingness in reducing our environmental footprint. Lockton Companies Lockton Companies 8110 E. Union Avenue, Suite 100 Denver, CO 80237 Attachment Code: D644713 Master ID: 1456427, Certificate ID: 23659026 Docusign Envelope ID: F27B4FC3-10E6-8D41-8163-DE212064B275