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HomeMy WebLinkAboutAgenda - 02-14-2000 - 8aORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. ~~ ACTION AGENDA ITEM ABSTRACT Meeting Date: February 14, 2000 SUBJECT: Indirect Cast Allocation Plan Contract DEPARTMENT Finance ATTACHMENT(S): Contract PUBLIC HEARING: (Y/IV) Durham 688-7331 Mebane 2z7-2031 INFORMATION CONTACT: Ken Chavious TELEPHONE NUMBERS: - -ext. 245.3 Hillsborough- 732-8181 Chapel Hill 968-4501 PURPOSE: To consider a contract with DMG-MAXIMUS, INC. for the preparation of the County's Indirect Cost Allocation Plan. BACKGROUND: Office of Management and Budget Publication A-87 requires Counties receiving federal funds to develop a Cost Allocation Plan annually. Preparation of this plan qualifies the County to receive reimbursement for local resources used to administer certain State and Federally funded programs. In addition, the Cost Allocation Plan is a tool used by staff in developing the full cost of providing certain services. DMG-MAXIMUS, formally David M. Griffith and Associates, has provided this service to the County for many years with little or no increases in cost. The attached contract covers athree-year period in which the costs remain unchanged. FINANCIAL IMPACT: The cost of the contract is $9,000 annually for athree-year period. Funds to pay for the current year are budgeted in Central Services. Reimbursements from the State and Federal governments resulting from the Cost Allocation Plan have been between $200,000 and $250,000 annually over the past several years. RECOMMENDATON(S): The Manager recommends that the Board approve the contract with DMG•MAXIMUS and authorize the Chair to sign. a FY 99, 00, Ol Agreement to Provide Professional Accounting Services to Orange County, North Carolina THIS AGREEMENT, entered into this day of , 1999 and effective immediately by and between DMG-1~IAXIlMIZ7S, INC. (hereinafter called the "Consultant") and Orange County, State of North Cazolina (hereinafter called the "County"),- WITNESSETH THAT: WHEREAS, the County has programs which it operates with Federal funding, and WHEREAS, the County supports these programs with support services paid from County appropriated funds, and WHEREAS, the Federal government and the State will pay a .fair share of these costs if supported by an approved cost allocation plan, and WHEREAS, the Consultant is staffed with personnel knowledgeable and experienced in the requirements of developing and negotiating such governmental cost allocation plans, and WHEREAS, the County desires to engage the Consultant to assist in developing a plan which conforms to Federal requirements and will be approved by their representatives NOW THEREFORE, the parties hereto mutually agree as follows: 1. Em to ent of Consultant. The County agrees to engage the Consultant and the Consultant hereby agrees to perform the following services. 2. Sco of Services. The Consultant shall do, perform and carry out in a good and professional manner the following services: a: Development of a central services cost allocation plan which identifies the various costs incurred by the County to support and administer Federal programs. This plan will contain a determination of the allowable costs of providing each supporting service such as purchasing, legal counsel, disbursement processing, etc. b. Prepaze indirect cost proposals for federal grants as necessary. c. Negotiation of the completed cost allocation plan with the representatives of the State or Federal government, whichever is applicable. 3 r. 3. Time of Performance. The services to be performed hereunder by the Consultant shall be undertaken and completed in such sequence as to assure their expeditious completion and best carry out the purposes of the agreement. The cost allocation plan, based upon the previous yeaz's audited expenditures, will be available by Mazch 31 of each of the three succeeding years, for your review and our negotiation with Federal and State representatives. 4. Compensation. The County agrees to pay the Consultant a sum not to exceed nine thousand dollars ($9,000), for each fiscal yeaz, for all services required herein to complete the respective cost plan, which shall include reimbursement for expenses incurred. Consultant agrees to complete the project and all services provided herein, for said sum. The fee will remain the same throughout the three year term of this contract, unless the scope of the project is amended in writing by the County. Any and all changes will be accomplished in accordance with Paragraph 6 of this coact. - FYE 6-30-99 FYE 6-30-00 FYE Cr3Q-Ol $9,000 $9,000 $9,p00 5. Method of Payment. The Consultant shall be entitled to payment in accordance with the provisions of this paragraph. The Consultant will be entitled to a fixed amount as indicated above. Consultant's fees are due upon the rendering of a bill upon the completion of the cost plan for each year. 6. Cam. The County may, from time to time, require changes in the scope of the services of the Consultant to be performed hereunder. Such changes, which are mutually agreed upon by and between the County and the Consultant, shall be incorporated in written amendment to this agreement. 7. Services and Materials, to, be„Furnished by the Connty. The County shall locally furnish the Consultant with all available necessary information, data, and material pertinent to the execution of this agreement. The County shall cooperate with the Consultam in carrying out the work herein and shall provide adequate staff for liaison with the Consultant and other agencies of County government. S. Termination of Agreement for Cause. If, for cause, the Consultant shall fail to fulfill in timely and proper manner his obligations under this agreement, the County shall thereupon have the right to terminate this agreement by giving written notice to the Consultant of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. z "7 9. Information and Re orts. The Consultant shall, at such time and in such form as the County may require, furnish such periodic reports concerning the status of the project, such statements, certificates, approvals and copies of proposed and executed plans and claims and other information relative to the project as may be requested by the Counry. 10. CopYrig~ht. County acknowledges that the report format to be provided by Consultant is copyrighted. Consultant shall ensure that all copies of its report bear the copyright legend.. County agrees that all ownership rights and copyrights thereto lie with Consultant. County may use the report solely for and on behalf of County's operations. County agrees that it will take appropriate action by instruction, agreement or otherwise with its employees to satisfy its obligations with respect to use, copying, protection and security of the report format. 11. Notices. Any notices, bills, invoices, or reports required by this agreement shall be sufficient if sent by the parties in the United States mail,, postage paid, to the address noted below: Orange County DMG-MAXIMUS, INC. P.O. Box 8181 1100 Logger Court, Suite D-100 Hillsborough, NC 27278 Raleigh, NC 27609 12. Ass~i ~,~.ent. Consultant agrees not to assign, convey or transfer its interest in this Agreement to any other entity without the prior written consent of County, which consent shall not be unreasonably held. Provided however, Consultant may assign, convey or transfer its interest in this Agreement to an entity which succeeds to substantially all of the business of Consultant, by merger or otherwise. 13. Consultant Liabili if Audited. The Consultant will assume all financial and statistical information provided to the Consultant by County employees or representatives is accurate and complete. Any subsequent disallowance of funds paid to the County under the claim for whatever reason is the sole responsibility of the County. 14. Year 2000. Consultant's proprietary software is subject to evaluation and testing for Y2Ii compliance, and either is, or will be, Y2K compliant in a timely manner. To the extent that Consultant relies on the interface of data from Client software and hardware, Consultant is unable to make any representations with respect to the interface of data downloaded from the Client's software and hardware, or that of unrelated third parties. Except as set forth herein, Consultant makes no representations or warranties with respect to Yeaz 2000. 3 ~. 15. Con~tin envies. The Counry intends to make all payments required to be made under the Agreement for the three fiscal years. However, in the event, through na action initiated by the County, the County Board of Commissioners does not appropriate funds for the continuation of this Agreement for any fiscal year after the first fiscal year and it has no funds to continue this Agreement from other sources, this Agreement may be terminated. To effect the termination of this Agreement, the County shall, thirty days prior to the beginning of the fiscal year for which the Board does not appropriate funds, send written notice to the Consultant stating that its Board failed to appropriate funds. IN WITNESS WHEREOF, the County and the Consultant_ have executed this agreement as of the date first written above. County of Orange By: (county official) DMG-MAXIMUS, INC. By Timo y . McKinnie Vice " ent a