Item K1 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 18 2014 Division: Growth Management
Bulk Item: Yes X No _ Department: Building
Staff Contact Person/Phone #: Wes Maltby 453-8815
AGENDA ITEM WORDING: Approval of 7th Amendment to SunGard professional services
contract to document 2010 customizations in the CommunityPLUS v8.2 system prior to needed
upgrade to CommunityPLUS v9.
ITEM BACKGROUND: The CommunityPLUS permitting, code compliance and planning system
is operating on a server that is over 5 years old and no longer warranted. Upgrading the servers will
require the division to upgrade the software from v8.2 to v9.0. In preparation for this task, a system
specifications document, detailing all customizations implemented at the last system migration that
occurred in 2010 is needed.
This professional services contract amendment is for 'a system analysis with 3 office visits to verify
customizations; discuss existing customizations and verify whether they need to be retrofitted into
CommunityPLUS v9.0 upgrade expected to occur in 2015.
SunGard Professional Service contract is attached as Exhibit A.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval
TOTAL COST: SI2,538.00 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $12,538.00 SOURCE OF FUNDS: 180- 52502-530340
REVENUE PRODUCING: Yes_ No AMOUNT PER MONTH Year
APPROVED BY: County Atty x O /Purchasi g Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM#
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: SunGard Public Sector Inc. Contract#N/A
Effective Date: 11/18/2014
Expiration Date: N/A
Contract Purpose/Description:
SunGard contract amendment to provide analysis of the county's current CommunityPLUS
software system.
Contract Manager: Wes Maltby 8715 Building Department#11
(Name) (Ext.) (Department/Stop#)
for BOCC meeting on 11/18/2014 Agenda Deadline: 11/4/2014
CONTRACT COSTS
Total Dollar Value of Contract: $ 12,538.00 Current Year Portion: $ 12,538.00
Budgeted?Yes® No ❑ Account Codes: 180- 52502-530340
Grant: $ N/A
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed R v i er
Division Director Yes❑No ! " 114
Risk Management YesF No l,�C
O.M.B./Purchasing i 1 Yes❑ NoM _ 101231m
County Attorney c ,-Alf Yes❑ No❑
Comments:
OMB Form Revised 2/27/01 MCP#2
ADDENDUM TO CONTRACT BETWEEN
MONROE COUNTY AND SUNGARD PUBLIC SECTOR, INC.
Addendum NO. 7
THIS ADDENDUM to the Contract (Contract) dated January 14, 1999 between Monroe County
(County) and SUNGARD PUBLIC SECTOR INC, as successor in interest to SUNGARD
PENTAMATION, INC. [formerly Pentamation Enterprises, Inc.] (SunGard) whose address is
1000 Business Center Drive, Lake Mary, FL 32746 is entered into on November 18, 20114.
WITNESSETH;
WHEREAS, the County and SunGard entered into a Contract dated January 14, 1999, for
software for the building department and for other services; and
WHEREAS, there have been several addenda, the last one being called by Monroe County for
record keeping Addendum Number 6 dated October 16, 2013,for the provision of services and
software; and'.
WHEREAS, for record keeping purposes, this shall be called Addendum No. 7; and
WHEREAS, the specific original software purchased has been provided by SunGard and
payments due have been made by County; and
WHEREAS, the County needs additional software, and SunGard desires to provide it; and
WHEREAS, SunGard is the only vendor able to provide this software to be compatible with the
existing service and SunGard's proprietary software;
NOW, THEREFORE, the parties agree as follows:
1. SunGard will provide to County an analysis of the County's current CommunityPLUS
software system as provided for on the quote dated 10/15/14, attached as Exhibit A
which will be paid for by County as itemized in the amount of$12,538.00.
2. Three days of on-site analysis are included in the Addendum and quote at $1,280 per
day each for two analysts.
3. The cost for the three days of on-site analysis, including $2,298 as a fixed fee for Travel
and Living expenses is $9,9781[($1280 + $383) *3] *2).
4. The cost for preparation and presentation of the customization document is $2560.
5. All requests for payment will be unvoiced by SunGard. County's payment is governed by
the terms above. Payment will be made according to the Florida Local Government
Prompt Payment-Act.
6. This Addendum is subject to an annual appropriation by the Monroe County Board of
County Commissioners. County believes that sufficient funds can be obtained to pay all
amounts due SunGard throughout the term of this Agreement and hereby covenants and
agrees that it will make appropriate requests for budget appropriations for the fiscal
years in amounts as specified herein. County further agrees that said funds, once
1a/22/14
appropriated, will be maintained and expended for the expressed purpose of acquiring
from SunGard the licenses and services set forth herein. In the event sufficient funds
are not appropriated, not budgeted or not otherwise legally available, County shall
immediately notify SunGard of such occurrence and SunGard will respond with a
proclamation that the Agreement, or the appropriate executory portions thereof, is
terminated. Should there be any premature termination of this Agreement, County shall
be responsible to pay a) for any services delivered by SunGard prior to the notice and b)
for all software which has been delivered and accepted.
7. The County will notify Sungard of executed quote via email for invoicing of 100% cost,
due within 30 days.
8. All other provisions of the contract between the parties remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Addendum as indicated below.
ATTEST: BOARD OF COUNTY COMMISSIONERS
AMY HEAVILIN, CLERK OF MONROE COUNTY
Deputy Clerk Mayor Sylvia Murphy
WITNESSES: SUNGARD PUBLIC SECTOR, INC.
(1) By:
Print Name and Title
Print Name
Date:
(2)
Print Name MONROE COUNTY ATTORNEY
PROVED A ' O FORM:
STEVEN T. WILLIAMS
ASSISTANT COUNTY ATTORNEY
Date
10/22/14
ex 0%air
PENTAMATION ENTERPRISES, INC.
SOFTWARE LICENSE AUREEMENT
r
Name and Address of Licensee: Monroe County Licensor: Pen o ter6seaac.
1200 Truman Avenue, 2'Floor 225 M ;7
Key West, FL 33040 Bethle 1 t
Telephone: 305-294-4641 Tel eph 620)6 3tR
rrn o
Pentamation Enterprises, Inc. (PENTAMATION) by its execution of this License Agreement ("Agreement") grants to Licensee,
and the Licensee accepts, on the following terms and conditions, a non-transferable and non-exclusive License to use the computer
software programs listed in Appendix I of this Agreement on Licensee's computer system(s). This License includes the right to use
the related written materials for the licensed software programs such as user manuals. The licensed software programs and related
written materials are hereinafter collectively referred to as the "Licensed Systems". Unless the source code is purchased by the
Licensee under the terms of this Agreement or an Application Software Maintenance and Support Agreement, this license is for the
use of object code programs only.
1. License of PENTAMATION APpli'cadon Programs
A. The License granted under this Agreement authorizes the Licensee to possess and use solely for its own use copies of the
Licensed Systems on the computer system(s) identified in Appendix 1. The Licensed Systems may not be used to process
data for any person or entity other than Licensee.
B. The functions and features of the software are defined by: the PENTAMATiON Application Software Specifications and the
PENTAMATION User Manuals. The responses in the Application Software Specifications section of PENTAMATION'S
proposal represent its best professional judgment in response to the Licensee's stated software requirements. However, there
is the potential for multiple interpretations of the stated requirements. PEN'TAMATION'S Specifications and User Manuals
contain a detailed description of the features and functions of the proposed software, and therefore, will serve as the sole
source of software capabilities.
C. License fees for the Licensed Systems are specified in Appendix 1 of this Agreement, and the validity of this license is
contingent upon the payment of these fees to Pentamation.
D. If PENTAMATION develops additional releases of the Licensed Systems which incorporate changes and enhancements, it
will make such new releases available to the Licensee under the terms of its standard Application Software Maintenance and
Support Agreement executed by Licensee and P'ENTAMATION.
E. The Licensee recognizes that the Licensed Systems are confidential and trade secret property which is proprietary to
PENTAMATION. Licensee, its agents, employees, and representatives shall not disclose in whole or in part to any third
parties, any Licensed Systems which are provided by PENTAMATION under this Agreement. Any Licensed Systems which
are provided by PENTAMATION may be copied by Licensee for backup purposes only and Licensee shall not otherwise
print, copy, or duplicate the Licensed Systems. The Licensed Systems may not be used to process data for any entity other
than Licensee. Client may not assign, timeshare, rent, reverse engineer, disassemble, de-compile, reverse translate, or
otherwise decode the licensed systems.
Pentamation recognizes that Section 815.04 (3) (a) of the Florida State statute specifically exempts software programs
such as the Licensed Systems from disclosure under Florida public records Iluw.
F. The Licensee agrees not to provide or otherwise make available any Licensed Systems, inclu4ing but not limited to
flowcharts, logic diagrams and program code, in any form, to any person other than Licensee or PENTAMATION
employees,without prior written consent from PENTAMATION. Licensee will take reasonable steps to protect the security
Governmental Resource Series 12/98
of the Licensed Systems, and will inform all employees, agent.%and representatives who utilize the Licensed Systems of this
requirement.
G. Within thirty (30) days after the date of discontinuance of the license granted under this Agreement, the Licensee will
furnish PENTAMATION a written certification that through its best effort, and to the best of its knowledge, the original and
all copies, in whole and in part, in any form, including partial copies and modifications, of the Licensed Systems have been
returned to PENTAMATION or destroyed, except that, upon prior written authorization from PENTAMATION, the
Licensee may retain a copy for archival purposes only.
2. AggficxUn Lrg=M ftlemenrationServic
A. PENTAMATION shall provide to Licensee installation services, training of Licensee's personnel and technical assistance in
the operation and use of the Licensed Systems as set forth and for the charges listed in Appendix 2.
B. Implementation of the PENTAMATION Application Programs will be deemed completed when operational according to the
PENTAMATION Application Program User Manuals, or when the Licensee begins processing data using said Application
Programs, whichever occurs first.
C. Delivery and installation of the Licensed Systems will occur as;mutually agreed by PENTAMATION and Licensee.
D. PENTAMATION will convert certain Licensee's files to the new system's files. Licensee shall provide the correct system's
files in ASCII format and on media readable by the new hardware. Licensee shall also provide current file record
descriptions and file layout.%to PENTAMATION. The fee for file conversion services is set forth in Appendix 2.
3. Warmnev
A. PENTAMATION warrants that it is the sole owner of or has full power and authority to grant the License provided for
herein and that the use of the licensed programs by Licensee will not violate or infringe any patent, copyright or other
proprietary right of any third person. PENTAMATION will indemnify and hold Licensee harmless from and against any
loss, cost, liability and expense arising out of the breach of the foregoing warranty.
B. PENTAMATION warrants that each Program will function as described in the then current User Manual when it is shipped
to the Licensee. In the event of a defect in a Program, PENTAMATION'S sole responsibility shall be to replace or correct
the defective program without charge to Licensee provided written notice of the defect is given to PENTAMATION.
Services or corrections outside the scope of this warranty shall be provided only under the terms of an Application Software
Maintenance and Support Agreement executed separately. The foregoing warranty does not apply to defects caused by
equipment or programs not supplied by PENTAMATION or where equipment used by Licensee has not been approved by
PENTAMATION. The foregoing warranty shall also not apply to other causes beyond PENTAMATION'S control such as
excessive simultaneous users on the system, defective or interrupted electrical power, inadequate speed of peripheral devices,
inadequate speed of data communications network, and inadequate storage capacity for data. This warranty shall continue
only so long as a paid up application Software Maintenance and Support Agreement is in effect.
C. The foregoing warranty is in lieu of all other warranties express or implied, including but not limited to, the implied
warranties of merchantability and fitness for a particular purpose. The Licensee agrees that PENTAMATION'S liability
hereunder for damages for failure to replace or correct a defective program regardless of the form of action, shall not exceed
the charges paid by the Licensee for that program.
No action, regardless of form, arising out of the transactions under this Agreement, may he brought by either party more
than one year after the cause of action has accrued, except that, an action for non-payment may be brought within one year
after the date of the last payment.
D. In no event will PENTAMATION he liable for indirect or consequential damages even if PENTAMATION has been
advised of the possibility of such damages.
Governmental Resource Series 12/98
4. PEyment Teens
A. The Licensee agrees to pay PENTAMATION the license fee charges as set forth in Appendix 1.
B. Invoices not paid within ihir y-(30) forty-five (45) days of the invoice date shall bear interest at the rate of 1396 1% per
month beginning thirty-(39) forty-five(45)days from invoice date.
C. Installation, training and technical service invoices shall be submitted by PENTAMATION as incurred, shall be paid within
thirty(39)forty-five(45)days of the invoice date and shall bear interest thereafter as provided above.
D. All taxes, except taxes based on the net income of PENTAMATION resulting from the licensing or use of the Licensed
Systems by the Licensee, including, but not limited to, property, sales, or use taxes, shall be the sole responsibility of the
Licensee, and, where applicable. shall be added to PENTAMATION'S invoice.
5. Licensee RetQnsibiittr
A. The Licensee shall be exclusively responsible for the supervision, management, and control of its use of the Licensed
Systems, including, but not limited to: (1) assuring proper machine configuration, program installaation, audit controls and
operating methods; (2) establishing adequate backup plans based on alternate procedures in the event Licensed Systems
malfunction; (3) implementing sufficient procedures and checkpoints to satisfy its requirements for security and accuracy of
input and output as well as restart and recovery in the event of malfunction; (4) informed use of output insofar as technical
expertise or profescionai judgment is required; and(5) maintenance and distribution of system passwords.
B. Licensee will provide at its expense the computer hardware system necessary for its use and operation of the Licensed
Systems, operating system software, hardware and operating system software maintenance, diagnostic modem of
PENTAMAT'ION'S specifications, dedicated telephone line for diagnostic modem, second telephone line near the CPU,
sufficient backup media, printer, paper, ribbons and adequate work space for all personnel. All of the foregoing shall be in
place prior to installation of the Licensed Systems.
C. The Licensee will appoint an individual to serve as a central liaison with PENTAMATION. Licensee will appoint an
individual to have the responsibilities of System Administrator as included in Appendix 3. Licensee is also obligated to
provide personnel having sufficient skills and experience to operate and manage the programs licensed hereunder.
D. Licensee shall have taken the necessary steps to execute a hardware and operating system maintenance contract prior to the
initial installation visit. A current and valid contract must be maintained as long as the Licensee and PENTAMATION have
an Application Software Maintenance and Support Agreement in effect.
E. Licensee will contract for maintenance on the Informix software products for the period of time during which the Licensee
and PENTAMATION have an Application Software Maintenance and Support Agreement in effect.
F. Licensee will be responsible for the costs of travel, lodging, and related expenses for training and support provided by
PENTAMATION at Licensee's location.
6. Generai Terms and Condi ions
A. This Agreement and the use of the Licensed Systems may not be assigned, sub-licensed or otherwise transferred by the
Licensee to any other person or entity without the prior written consent of PENTAMATION, and any assignment,
sublicense or transfer shall, in the absence of such consent, automatically and immediately terminate the License. Subject to
the foregoing, this Agreement will inure to the benefit of and he binding upon the successors a4d assigns of the parties
hereto.
Covcmmental Resource Series 12/98
B. The term "this Agreement" as used herein includes all Appendices and Addenda, and any future written amendments,
modifications,or supplements in accordance herewith.
C. If any of the provisions of this Agreement are invalid under any applicable statute or rule of law, they are to that extent to be
deemed omitted.
D. Licensee and PENTAMATION mutually agree not to engage in any recruiting efforts with the other party's personnel
without receiving written consent from the individual employee's management.
E. The Licensee will designate an officer or employee as its agent to receive all written notices issued by P'ENTAMATION
under this Agreement. PENTAMATION will designate an officer or employee as its agent to receive all written notices
issued by the Licensee under this Agreement.
F. Any changes in the scope of work covered by this Agreement, including requests by Licensee for changes, modifications, or
additions to the Licensed Software shall be covered by a separate agreement or purchase order nutually agreed to by the
parties.
G. The Licensee acknowledges that it has read this Agreement, understands it and agrees to be bound by its terms and further
agrees that it is the complete and exclusive statement of the Agreement between the parties, which supersedes all proposals,
oral or written, and all other communications between the parties relating to the subiect matter of this Agreement.
H. Dispute Resolution and GerAntilge
a. Negotiation Between Executives. The parties shall attempt in good faith to resolve disputes or claims arising out of or
relating to this agreement promptly by negotiations between executives who have the authority to settle the controversy.
Any party may give the other party written notice of any dispute not resolved in the normal course of business. Within
twenty(20)days after delivery of said notice. such executives of the parties shall meet at a mutually acceptable time and
place and thereafter as often as they reasonably deem necessary, to exchange relevant inforthation and to attempt to
resolve the dispute. If the matter has not been resolved within sixty(60) days of the original n(ptice, or if the parties fail
to meet within twenty (20) days. any party may initiate
further action as appropriate. All negotiations pursuant to this clause are confidential and shall be treated as
settlement negotiations for all purposes.
b. , the dispuie must then he subtrined for
Finei dispesibien by erbkralien eendeeied eitpedilinusly in seeardenee w4h the United States Arbitration Ae!, 9 U.S.C. .
;Ihe parties fitMer agree nok to eammenee any suk. eek"n or pmeeodings a! law or equity arising ato ef this agreement
herein shall surviYe the iervninaken or expiraken of ks eenireet. :Re arbilraken preewAkigs shall be hold in
A detiiand for ar-heiraiion shall he nwde by a party in wriiing upon !he mher after empiratien eF!he periods previded in.
paragmph 9.a ehtwe. The demand shall inehide the name oF!he arbitrator seleeied by !he parly dernandin-
Within W mnly i .
Efteh party qhall bear R.9 own arhiirefievi eosts and expenses. and the eo9ts and expenses of!hd arbiwater seleeted by-4
1. This Agreement will be interpreted and construed in accordance with Florida law.
Governmental Resource Series 12/98
k
7. Tn
The license granted hereunder shall be perpetual provided that Pentamation shall have the right to terminate this license in the
event of Licensee's breach of any of the terms hereunder.
S. Export Laws. Client agrees to comply fully with all relevant export laws and regulations and will not export the licensed
systems directly or indirectly in violation of such laws.
9. Pentamation and its suppliers shall he deemed a third party beneficiary of this agreement including but not limited to Paragraphs
I.e, 3.a and 3.c above.
10.Pentamation warrants that the application software will be, to the best of our knowledge, Year 2000 compliant.
11. Atlachmenes
The following attachments attached to this Agreement are incorporated herein:
Appendix 1 Licensed Systems
Appendix 2 Application Software Implementation Services
Appendix 3 System Administrator Job Responsibilities
Agreement is made this I Al t�' day of 7.9 n u a r y19 9 9
IN WITNESS WHEREOF, and intending to be leggin µdhe parties have caused this Agreement to he signed by its duly
authorized officers.
For MONROE COUNTY, FL ` For PENTAMATION ENTERPRISES, INC.
==UL "KCE
Executed by: xu—tV6
o�rrvctl�x
Jr
Authorized Signature Authorized i Mature
Domid V.AppWOT
President aad O. .
pbatamadon Enterp iwO.Im
225 Marketplaw
Bahlehem.PA 18018
/ 7 r- / G h 91 rfi an (610)691-3616
ame/Title Name/Title
Date Date
APPROVED AS TO f0R A
AND LEG L SUFFI E I
e
NN A. ON Governmental Resource Series 12/98
pe*F �
APPENDIX 1
Licensed Systems
Application License Fee
Menus/Shells $1,000
Encompass 14,000
Contractor Licensing 3,111
Code Enforcement 7,000
ACTion!! Communication Tracking 9,333
Cash Receipting Interface 3,500
Total: $37,944
Informix/0's Licenses (25 Concurrent Users) 19,715
Training Days (31 days @ $800/day) 24,800
Data Conversion Estimated (Encompass) 9,600
Expenses Estimated 11,271
Operating System and Engineering Services 15,089
Total: $116,019
Optional
Application Server Installation,
Setup and Network Verifications (on-site) $4,000
SCO UNIX Training 3,000
APPENDIX 2
Application Software Implementation Services
Application Number of lih►n
Menus/Shells 3
Encompass 7
Contractor Licensing 3
Code Enforcement 5
ACTion!! Communication Tracking 9
Cash Receipting Interface 4
Total: 31
Encompass Data Conversion Estimated 12
Optional - (in Bethlehem)
SCO UNIX Training (up to 4 people) 4
APPENDIX 3
Sys Administrator Job Responsibilities
Effective System Administration is the key to a successful installation and smooth on-going
system operation. System Administration personnel will be the focal point for
communications between your organization and Pentamation, and will handle the daily
operation of the system.
System Administrative personnel should have or possess the potential to develop the
following knowledge and skills:
- General understanding of computer systems' architecture and configurations;
recognizing such pieces of hardware as CPU, memory, peripherals, scanners, etc.
- Understands general computer concepts such as relational database, operating
systems, application software, word processing, and fourth generation languages.
- Excellent verbal and written communication skills with governmental administrators,
programmers, and system maintenance personnel.
- Understands the importance of data integrity and security (file backups and
password control).
- Understands what your organization requires from each Government application.
System Administration responsibilities include, but are not limited to, the following:
- Sole responsibility for communications with Pentamation Support personnel.
- Adds new users to the system and maintains security profiles.
- Completes backup and recovery procedures.
- Completes off-site backup procedures.
- Provides first level support to end users.
- Upgrades system software in conjunction with Pentamation and the computer
hardware manufacturer.
- Ensures data and equipment security.
- Diagnoses and resolves minor hardware problems.
- Manages workload effectively.
- Trains new staff on software packages.
- Trains Report Writer to department personnel.
- Maintains Documentation.
PENTAMATION ENTERPRISES, INC.
AGREEMENT FOR BASIC APPLICATION SOFTWARE MAINTENANCE AND SUPPORT
Name and Address of Licensee: Monroe County Licensor: Pentamation Enterprises, Inc.
1200 Truman Avenue, 2"" Floor 225 Marketplace
Key West, FL 33040 Bethlehem, PA 18018
Telephone: 305-294-4641 Telephone: (610)691-3616
Payment of the itemized annual fee shall entitle Licensee to specified application software maintenance support services, on the
following terms and conditions, and is subject to renewal each year. Services will be provided by PENTAMATION Enterprises,
Inc. (PENTAMATION). PENTAMATION may terminate this Agreement for cause if the Licensee fails to comply with any of the
terms and conditions of this Agreement or with any of the terms and conditions of the License Agreement for any of its software
products. PENTAMATION reserves the right to withhold services pending full payment of fees.
1. Application Software Maintenance and Support
A. PENTAMATION Application Software Maintenance and Support will be provided to Licensee when the Licensee begins
processing data using the Application.
PENTAMATION Application Software Maintenance and Support will be provided by PENTAMATION to Licensee for the
charges as shown in Appendix 1. The fee for this service varies by PENTAMATION Application, and each Application
has a maximum number of support hours provided per year for the contracted fee as shown in Appendix 2. Should the total
number of Support hours he exceeded in any one year, additional Support Service may be provided at PENTAMATION'S
then current hourly rates.
The period for the rendering of these services shall he annual and shall be automatically renewed for an additional year
unless either party gives at least six (60)days prior written notice to the other that such maintenance and support services
are not to be renewed.
B. For the purposes of this Agreement, the term "Application Software Maintenance and Support" for PENTAMATION
Application Software means that PENTAMATION will:
1. Provide standard product enhancements when and as the same are developed by PENTAMATION; PENTAMATION
shall distribute to Licensee one copy of such product enhancements or corrected programs as soon as it is available.
Licensee shall be responsible for incorporating such enhancements in each copy of the applicable PENTAMATION
Software licensed by Licensee.
2. Provide programming modifications mandated by changes to existing federal and state regulations in effect as of the
date of the original Software License Agreement, for all reports:and associated processing that can be provided within
the intended capabilities of the product for the Payroll retirement and tax functions, and state financial reporting, if
applicable. Reports will be provided that use data supported within the applications software, and they will provide all
necessary data and totals required to complete government-mandated forms. If required, programs to transfer data to
tape media will be provided.
3. Provide assistance to Licensee in the use of the PENTAMATION Application Software via telephone inquiries to
PENTAMATION'S designated software support offices up to the maximum number of hours per application as listed in
Appendix 2. Telephone support services are available weekdays, excluding;holidays, during normal business hours.
4. Investigate errors in the intended capabilities of PENTAMATION Application Software upon receipt of notification
from Licensee and provide Licensee with an alternate procedure or programming modifications to correct errors.
PENTAMATION shall distribute to Licensee one copy of such product enhancements or corrected programs as soon as
it is available. Licensee shall he responsible for incorporating such enhancements in each, copy of the applicable
PENTAMATION Software licensed by Licensee.
All of the above services will he provided by telephone communication contact between PENTAMATION and Licensee.
Licensee will be responsible for all data line telephone charges involved in providing Application Software Maintenance
and Support, and PENTAMATION will invoice Licensee at cost.
2. Payment Terms
A. The Licensee agrees to pay PENTAMATION the charges asset forth in Appendix 1. All charges are payable by Licensee
as a net amount due in 30 days from the date of invoice. All payments made by Licensee after 30 days from date of invoice
will be subject to a late payment fee of 1.5% monthly until the date paid.
3. Licensee Responsibilities
A. The Licensee will have an assigned individual to serve as liaison between PENTAMATION and Licensee. Licensee
acknowledges its obligation to provide personnel having sufficient skills and experience to operate and manage the
equipment and/or programs being provided to obtain the desired results.
B. The Licensee will be responsible to provide a dedicated dial-up line with a modem of PENTAMATION specifications
(contact Pentamation's Engineering Services for the current recommended diagnostic modem) on the Licensee's computer
equipment and a "superuser" system log-in account for PENTAMATION'S use in support of this Agreement.
C. The Licensee will be responsible to provide a QIC, 4mm OAT, or 9-track tape drive which will he used to install new
software releases, updates, enhancements, etc.
D. Licensee will be responsible for the reasonable costs of travel, lodging, and related expenses for training and support
provided by PENTAMATION to personnel at Licensee's location.
E. Licensee shall have taken the necessary steps to execute a hardware and operation system maintenance contract prior to the
initial software installation visit. A current and valid hardware and operation system maintenance contract must be
maintained as long as the Licensee and PENTAMATION have an Application Software Maintenance and Support.
Agreement in effect.
F. Licensee will contract for maintenance on the Informix software products for the period of time during which the Licensee
and PENTAMATION have an Application Software Maintenance and Support Agreement in effect.
G. The Licensee shall be exclusively responsible for the supervision, management, and control of its use of the Licensed
Systems, including, but not limited to: (1)assuring proper machine configuration, program installation, audit controls and
operating methods; (2) establishing adequate backup plans based on alternate procedures in the event of computer system
malfunction; (3) implementing sufficient procedure,;and checkpoints to satisfy its requirements for security and accuracy of
input and output as well as restart and recovery in the event of malfunction; (4) informed use of output insofar as technical
expertise or professional judgment is required; and(5) maintenance and distribution of system passwords.
4. General Terms and Conditions
A. Licensee agrees that if PENTAMATION makes non-standard application software changes and/or screen changes requested
by the Licensee to meet the unique needs of the Licensee or if the Licensee has application software changes or screen
changes made by non-PENTAMATION employees, this may affect the ability of PENTAMATION to perform future
responsibilities to Licensee for Application Software Maintenance and Support. Licensee further agrees that these non-
standard changes may require PENTAMATION services not covered by this Agreement that will be billable to the
Licensee.
B. At the direction of the Licensee. PENTAMATION may assume responsibility for resolving disagreements among hardware,
operating system, and application software support personnel regarding the origin or solution of system problems. In this
case, PENTAMATION will either correct the reported problem or will provide evidence that the problem is not related to
PENTAMATION Application Software and direct the Licensee to the appropriate party for resolution. If it is determined
that the reported problem is not related to PENTAMATION Application Software, the Licensee may be charged for
consulting services at PENTAMATION'S standard rate, plus expenses, Consulting services required to repair data
necessitated by hardware pmhlems, operating system software problems, acts of God, or improper use of the:system(s) (as
defined in the user's manuals and Pentamation update bulletins)are not included as part of this agreement.
C. PENTAMATION will, at its option, furnish Licensee with applicable PENTAMATION Standard User Documentation in
machine-readable form or via one printed copy.
I
D. Neither PENTAMATION nor Licensee will assign this Agreement or any right hereunder to any person, firm, or entity
without the written consent of the other; such consent will not be unreasonably withheld.
E. Neither party will be liable to the other for any indirect, special, incidental, or consequential damages. In no event will
PENTAMATION be liable to Licensee for any breach of this Agreement for any amount in excess of the aggregate amount
paid by Licensee under this Agreement for the one-year period preceding such breach.
F. Neither party will be responsible for delays or failures in performance resulting from acts beyond its control, such as
strikes, fire or other casualty, communication line failures, electrical power failures, or irregularities, and the like.
G. This agreement will be governed by the laws of the state of Florida.
H. Licensee and PENTAMATION mutually agree not to engage in any recruiting efforts with the other party's personnel
without receiving written consent from the individual employee's management.
S. Appendices
The following appendices attached to this Agreement are incorporated herein:
Appendix "1" —Maintenance and Support Fees
Appendix '2"—GRS Maximum Support Hours Per Contract Year
Appendix "3" --Custom Programming Services
This Agreement and Appendices contain all of the agreements and understandings of the parties concerning the subject matter
hereof, and there are no other promises, agreements, guarantees, or warranties, oral or written. All modifications to this
Agreement must be in writing and signed by both parties.
IN WITNESS WHEREOF, and intending to he legally hound, the parties have caused this Agreement to be signed by its duly
authorized officers.
FOR MONROE COUNTY, FL: FOR PENTAMATION ENTERPRISES, INC:
DANW
Executed By:
Authorized Signature Auth Signature
V, l000
PNddeat trod O.O.
Amtattaedon BotaepdM bm
ZZS Marketplace
Bethlehem,PA 18018
PY'1 Qy r/ G VN : f er% (610)691.3616
ame/Title Name/Title
Date D to
ApprRKAND LO SUfF VAL C E ED AS TO FORM
BY
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DATE 3
APPENDIX 1
Maintenance and Support Fees
SYSTEMS COVERED AND FEES
Payment of the fee shall entitle the Licensee to the specified services for the following systems.
Application Annual Fee
Menus/Shells $ 180
Encompass 2,520
Contractor Licensing 560
Code Enforcement 1,260
ACTion!] Communication Tracking 1,680
Cash Receipting Interface 630
Total; $6.§30
Year One Database/Too] Maintenance $5,318
Optional
SCO UNIX Phone Support $3,600
APPENDIX 2
Governmental Resource Series
Maximum Support Hours Per Contract Year
♦ Menu/Shells
♦ Encompass
♦ Contractor Licensing
♦ Code Enforcement
♦ ACTion!! Communication Tracking
♦ Cash Receipting Interface
*Not to exceed 40 hours
r
APPENDIX 3
EOM PR4GRAI UMMIgG SERVICES
1. General Terms and Conditions
A. Pentamation offers custom programming as an optional service to the Licensee. When the
Licensee requests the service, Pentamation will provide written specifications and a fixed
cost estimate for the work to be performed. The Licensee is granted a non-exclusive,
non-transferable perpetual license to the customized software and source program code.
An annual maintenance and support service for custom software is provided fbr a fee of
15% of the standard charge for programming the custom software. This maintenance and
support service provides on-going telephone support, bug fixes, and upward migration to
updates and minor releases of the base line products. Minor releases are indicated by
release levels to the right of the decimal point, e.g., 2.1 to 2.2. Major releases are
indicated by release levels to the left of the decimal point, e.g., 2.9 to 3.0. Custom
software will be upgraded to major releases on a time and materials basis at our then
current hourly rate.
Pentamation retains ownership of all custom-developed software and may, at its
discretion, include the software in future releases of standard products.
2. Pentamation Responsibilities
A. Pentamation will provide a written cost estimate for the work to be performed subject to a
10% variance. This estimate will be based on mutually agreed to specifications,
B. Pentamation will install the software via modem or magnetic media with hard copy
instructions provided for Licensee installation.
C. Pentamation will provide telephone instruction in the use and features of the custom-
developed software.
D. Pentamation will provide standard programmer documentation.
E. Pentamation will test all modifications for anticipated conditions using test data or data
provided by the Licensee.
F. Pentamation will provide source code for all custom-developed programs.
G. Pentamation will warrant software to perform as documented in the written specifications.
H. Pentamation will provide phone and technical support as well as any additional
programming to implement the custom-developed software in a minor release of a
standard application software product.
3. Licensee HgMonsibilities
A. Licensee will review Pentamation-provided specification documents for errors and
omissions. After programming has started, project changes due to policy change, or
incomplete, or erroneous specifications may increase the cost of the project.
B. Licensee will test all custom-developed software after installation on the Licensee's
hardware before running in a "live" production environment.
C. Licensee will reimburse Pentamation for all reasonable travel and living expenses if a site
visit is required.
D. Licensee will retain a copy of the modified source code on the Licensee's machine in the
event future modifications are required.
DocuSign Envelope ID:FAE6B197-CD1E-4DDB-9397-A7EOA29AC899
SunGard Public Sector Inc.
1000 Business Center Dr.—Lake Mary,FL—32746
Phone:800.727.8088
SUNGARD® Add-On Quote
Date Acct Mgr
�PUBLIC SECTOR 09/17/14 Chris McAtee
Quote Prepared For:
Monroe County Technical
2798 Overseas Hwy
Marathon, FL 33050
Karen Pleasant
305 289 2505
Professional Services for CommunityPLUS 9.0 Upgrade Custom Analysis:
On site analysis (Consulting) $9,978 .
Preparation and Presentation of
Customization Document (Consulting) $2, 560.
Total Engagement: $12,538 .00, due 100% upon execution of this quote.
• Please refer to Attachment 1 for a description of the Professional
Service deliverables.
• As more fully described under Attachment 1, prices above are inclusive
of a fixed amount for Travel and Living Expenses.
This quote is valid until 10/30/14
Remote Assistance
SunGard Public Sector uses SecureLink from SecureLink Corporation for remote access to servers inside your network.SecureLink
is designed specifically for the secure remote support of enterprise software applications. SecureLink utilizes encrypted SSH
tunneling and proprietary port-forwarding technology to broker secure,audited remote connectivity. SecureLink is specifically
designed to provide control,security and audit capability for timely and effective remote support. SecureLink operates on a
dedicated server,with login access to the SecureLink server only available to authorized support and services personnel
authenticated to the vendor's network.The SecureLink Gatekeeper is a client application installed on remote servers and PCs with
outbound Internet access to act as a secure access point for SunGard support.Once installed and enabled,the Gatekeeper sends an
outbound"ping"over SSH on regular polling intervals to the SecureLink server checking to see if anyone is requesting a remote
connection.
SUNGARD"
10/15/2014 13:01:19 PUBLIC SECTOR Page
1 of 3
DocuSign Envelope ID:FAE6B197-CDIE-4DDB-9397-A7EOA29AC899
SunGard Public Sector Inc.
1000 Business Center Dr.—Lake Mary,FL—32746
Phone: 800.727.8088
This Quote constitutes an Amendment to the existing Contract and Agreement by and between SunGard Public Sector and Customer. Except as
otherwise provided herein, all terms and conditions of the existing Contract and Agreement shall remain in full force and effect. As applicable for
certain customers,the term"Contract and Agreement"is defined as the Software License Agreement by and between the parties hereto.
The Software of"licensed Systems"licensed by SunGard Public Sector are provided in and may be used in machine-readable object code form only.
SunGard.Public Sector offers the Customer, through a third party escrow agent,a Source Code Escrow Agreement that provides for release of the
source code version of the Licensed Systems from escrow upon the occurrence of certain release events,such as SunGard Public Sectoes failure to
provide required maintenance services as agreed.
Applicable taxes are not included,and,if applicable,will be added to the amount in the payment of invoice(s)being sent separately.
Date of delivery is the date on which SunGard delivers,F.0,13.SunGard Public Sector's place of shipment,the licensed Systems to Customer.
The SunGard Public Sector application software warranty shall be for a period of one(1)year after delivery. There is no Testing and Acceptance period
on the licensed Systern(s)herein.
Preprinted conditions and all other terms not included in this, Quote or in the Contract and Agreement, stated on any purchase order or other
document submitted hereafter by Customer are of no force of effect, and the terms and conditions of the Contract and Agreement and any
amendments thereto shall control unless expressly accepted in writing by SunGard Public Sector to Customer.
Third party hardware/software maintenance and/of warranty will be provided by the third party hardware and software manufacturef(s). SunGard
Public Sector makes no representations as to expected performance, suitability, of the satisfaction of Customer's requirements with respect to the
hardware or other third party products specified in this Quote.The return and refund policy of each individual third party hardware/software supplier
shall apply.Before signing this Quote,please contact your Client Success Executive if you are not certain which products are provided by a third party.
This Agreement is based on the current licensing policies of each third party software manufacturer as well as all hardware manufacturers. In the event
that a manufacturer changes any of these respective policies or prices,SunGard reserves the tight to adjust this proposal to reflect those changes.
Except when specified as fixed fee services above, pricing for professional services is a good faith estimate based on the information available to
SunGard Public Sector at the time of execution of this Quote. The total amount that Customer Will pay for these services will vary based on the actual
number of hours of services required to complete the services. If required,additional services will be provided on a time and materials basis at hourly
rates equal to SunGard Public Sector's then-current rates for the services at issue.
For training and on-site project management sessions which are cancelled at the request of Customer within fourteen (14)days of the scheduled start
date,Customer is responsible for entire price of the training or on-site project management plus incurred expenses.
Payment Terms are as Follows:
License,Project Planning,Project Management,Consulting,Conversion,Custom Modification,Third Party Product Software and Hardware Fees are
due upon execution of this Quote. Training fees are due as incurred monthly. Installation is due upon completion. Implementation and Third Party
Product Service fees are due 500/6 on execution of this Quote,and 50%due upon invoice,upon completion. Unless otherwise provided,other
Professional Services are due monthly,as such services are delivered. Additional services,if requested,will be invoiced at then-current fates. Any
shipping charges shown are estimated only and actual shipping charges will be due upon delivery.
SunGard Public Sector Application Annual Support:Customer is committed to the initial term of Maintenance and Support Services for which the
support fee is included in the license fee(s)and begins upon execution of this Quote and extends for a twelve(12)month period.Subsequent terms of
support will be for twelve(12)month periods,commencing at the end of the prior support period.Support fees shown are for the second term of
support for which SunGard Public Sector is committed and which shall be due prior to the start of that term.Fees for subsequent terms of support will
be due prior to the start of each term at the then-prevailing rate.Subsequent terms will renew automatically until such time SunGard Public Sector
receives written notice from the Customer thirty(30)days prior to the expiration of the then current term.Notification of non-renewal is required prior
to the start of the renewal term. Customer will be invoiced,and payment is due,upon renewal.
Third Party Product Annual Support Fees;The support fee for the initial annual period is included in the applicable Third Party Product License fees(s)
unless otherwise stated.Subsequent terms invoiced by SunGard Public Sector will renew automatically at then-prevailing rates until such time SunGard
Public Sector receives written notice of non-renewal from the Customer ninety(90)days in advance of the expiration of the then-current term.
Notification of non-renewal is required prior to the start of the renewal term. Customer will be invoiced,and payment is due,upon renewal.As
applicable for certain Third Party Products that are invoiced directly by the third party to Customer,payment terms for any renewal term(s)of support
shall be as provided by the third party to Customer.
SUNGAM
10115/2014 13:01:19 PUBLIC SECTOR Page
2 of 3
DocuSign Envelope ID:FAE6B197-CDiE-4DDB-9397-A7EOA29AC899
SunGard Public Sector Inc.
1000 Business Center Dr.—Lake Mary,FL—32746
Phone: 800.727.8088
SunGard Public Sector Inc.Acceptance:
IDuSigned by:
6xIvis Cb"A"
0240c20A72094W. 10/15/2014 Chris Coleman, VP & CFO
Authorized Signature Date Printed Name
Customer Acceptance:
Authorized Signature Date Printed Name
SUNOMD"
10/15/2014 13:01:19 PUBLIC Page
3 of 3
DocuSign Envelo ID:FAE6B197-CDllE-4DDB-9397-A7EOA29AC899
i
1
Attachment 1
Monroe County Technical Services CommunityPLUS Upgrade Custom Analysis
Monroe County Technical Services has requested that SunGard Public Sector work with them to determine
the scope of work for their upgrade to CommunityPLUS 9.0. We propose to do this during a three day
on-site visit where we will:
• Observe in each of 3 offices Permitting and Code Compliance users entering and
updating data in the current system to verify customizations.
• Discuss existing customizations and whether they need to be retrofitted into
CommunityPLUS 9.0.
• Review additional customization requests.
• Determine training requirements for upgrade.
The deliverables from the sessions will be a customization document listing of customs needed in 9.0,
whether retrofits of existing customizations or new projects with an associated price for inclusion in the
PLUS Upgrade quote.The customization document will itemize each feature and detail the objective of
the feature and how the feature is to work, in addition to detailing the affected screens, reference
configuration functions and database tables,reports, queries, system triggers,as well as if any peripheral
applications(i.e.IVR,ePlan,eGov) are affected. This document therefore serves as the reference source
for Monroe County and SunGard to identify issues/cases reported as either"bugs" (not working according
to specifications)or as enhancements(request is beyond function specifications).
The cost for the three days of on-site analysis, including $2,298 as a fixed fee for Travel and Living
expenses, is $9978((($1280 + $383)*3)*2).
The cost for preparation and presentation of the customization document is$2560($1280*2)
On Site Analysis: SunGard Public Sector staff(up to 2 persons)will appear at Monroe County's location in
person for provision of the services which are provided hereunder. The Services will be scheduled at mutually
satisfactory times, upon no less than seven(7)days'prior notice to SunGard Public Sector. The flat fee all
inclusive price,excluding any applicable taxes,for this additional service will be$1663.00(one person)or
$3326.00(two persons)for the first 24 hours of on-site visit. Additional two(2)days on-site visit will be at the
flat fee all inclusive price of$3326.00(one person)or$6652.00(two persons). Total cost of professional
service on site for 3 days with 2 staff is$9,978.00.
Preparation and Presentation of Customization Document: Additional flat fee cost for preparation and
presentation of the customization document is$2,560. Price includes first draft due to customer 10 days
after onsite visit,with up to 2 revisions within 30 days of onsite visit.
Total Engagement: Total cost of professional service on site and customization document is$12,538,00.
Customer will notify SunGard of executed quote via email for invoicing of 100%cost,due within 30 days.
Attachment 1 MRO_CustomAnalysisDescriptionCost_rev5 10072014.docx
Page Iof1