Item N10
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 16, 2005
Division:
County Administration
Bulk Item: Yes -X- No
Department: County Administration
Staff Contact Person: Debbie Frederick
AGENDA ITEM WORDING:
Approval of Professional Services Agreement with Advanced Data Solutions, Inc. for Document
Imaging and File Management Services.
ITEM BACKGROUND:
Monroe County government has embarked on their quest to establish itself as a leader in organizational
performance excellence. Advanced Data Solutions, Inc. will provide document scanning and file
management services throughout all departments within the County. The system will make critical
infonnation to the County readily available through the Alchemy Server Platform. This information
will consist of the most commonly needed data which will provide the County many methods of
measurements by which the Sterling effort will gauge results. This is a two-year Agreement dependent
upon annual funding appropriations by the BOCC.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
ApprovaL
TOTAL COST: $192.408 + Outsource and
Software Services (Exhibits B. C) ~ two years
BUDGETED: Yes -K- No
COST TO COUNTY:
Same as above
SOURCE OF FUNDS: Ad Valorem
REVENUE PRODUCING: Yes
No X
AMOUNT PER MONTH_ Year
APPROVED BY: County Atty -L OMB/Purchasing-X-
Risk Management X
DIVISION DIRECTOR APPROVAL:
Thomas Willi
Thomas J. Willi
DOCUMENTATION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Advanced Data Solutions Contract #_ 101-555-2566
Effective Date: 12/01/05
Expiration Date: 09/30/07
Contract Purpose/Description:
Approval of Professional Services Agreement with Advanced Data Solutions, Inc. for
Document Imaging and File Management Services.
ADS is a State of Florida Vendor.
Contract Manager: Debbie Frederick 4741 Co. Administration/Stop #1
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 11/16/05 Agenda Deadline: 11/01/05
CONTRACT COSTS
NoD
192,408 +
Oursource
and
Software
Services -
2 years
Account Codes:
Current Year Portion: $
Total Dollar Value of Contract: $
Budgeted? Yes[gJ
Grant: $
County Match: $
- - - -
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- - - -
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- - - -
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ADDITIONAL COSTS
Estimated Ongoing Costs: $-"yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed
Division Director YesD NoD
Date Out
Reviewer
o .M.B./Purchasing
YesDNoD
YesDNoO
YesD NoD
Risk Management
County Attorney
Comments:
PROFESSIONAL SERVICES AGREEMENT BETWEEN
MONROE COUNTY
AND
ADV ANCED DATA SOLUTIONS, INC.
Contract # 101-555-2566
THIS AGREEMENT is made this ~ day of , 2005, between
Advanced Data Solutions, Inc., a Florida corporation, (hereinafter the "Consu1tant"), and
Monroe County, Florida, a political subdivision of Florida, (hereinafter the "County").
WHEREAS, the Consultant and County, through mutual negotiation, have agreed
upon a scope of services, schedule and fees for fiscal year 2005 - 2009.
WHEREAS, the County desires to engage the Consultant to perform the services
specified below.
NOW, THEREFORE, in consideration of the mutual covenants and conditions
contained herein, the Consultant and the County agree as follows.
1. Scope of Services/Deliverables.
1.1 The Consultant shall furnish professional management consulting services
for the County as set forth in the Scope of Services for the Project as
specified in Exhibit "A" for Services attached to this Agreement.
1.2 The "Scope of Services" includes a breakdown of tasks and deliverables to
the Co unty.
2. Term/Commencement Date.
2.1 This Agreement shall be effective December I, 2005 through September
30,2007 with the option to renew up to an additional two years, dependent
upon annual funding appropriations by the BOCC or unless earlier
terminated in accordance with Paragraph 8.
2.2 Consultant agrees that time is of the essence and Consultant shall
complete each deliverable for the Project within the time frames set forth
in the Proj ect Schedule, unless extended by the County Administrator.
3. Compensation and Payment.
3.1 The Consultant shall be compensated on a monthly basis with rates and
prices as indicated on Advanced Data's State Contract. Compensation
shall also include travel and per diem expenses for Consultant staff. All
Travel Related Expenses are included in the price of this contract.
Outsource Document Imaging is covered by State Contract and shall be
allowed for all County Departments with rates not to exceed breakdown
prices found on Exhibit B. Each outsourced project shall be deemed
necessary and approved on a per project basis. Daily Rates for
implementation of systems and training and are covered under Exhibit C.
The fiscal year breakdown of the cost for labor and travel expense of
Scanning Training, Systems Installation, File Management and Consulting
Services are listed below and dependent upon annual funding
appropriations by the Board of County Commissioners.
Software costs are reflected on Exhibit C and are expected to be $84,960
during the time of this contract.
Fiscal Year
2005-2006
2006-2007
2007 -2008
2008-2009
Total
Total Amount
$ 96,204.00
$ 96,204.00
$
$
$ 192,408.00
3.2 The Consultant shall invoice the County upon the completion of each
month services no later than the lOth of the following month.
3.3 The County shall pay Consultant in accordance with the Florida Prompt
Payment Act.
3.4 Sufficient documentation is required to be provided with the invoice to
show that the invoice services have been provided. The County
Administrator may direct the Clerk to withhold any invoice amount which
is disputed by the County Administrator, and direct payment of only the
undisputed portion. In the event of a payment dispute between the County
Administrator and the Contractor, the representatives shall meet and
confer and, thereafter the Administrator's decision as to the amount which
he disputed shall be final. The Clerk shall follow the Florida Prompt
Payment Act and accounting and audit requirements of the County with
respect to any other payment issues.
4. Sub Consultants.
4.1 The Consultant shall be responsible for all payments to any sub
consultants and shall maintain responsibility for all work related to the
Project.
4.2 Any sub consultants used on the Project must have the prior written
approval of the County Administrator.
5. County's Responsibilities.
5.1 Furnish to Consultant, at the Consultant's written request, all available
files and other data pertinent to the services to be provided by Consultant,
in possession of the County.
5.2 Arrange for access to and make all provisions for Consultant to enter upon
real property as required for Consultant to perform services as may be
requested in writing by the Consultant.
6. Consultant's Responsibilities.
6.1 The Consultant shall exercise the same degree of care, skill and diligence
in the performance of the Project as is ordinarily provided by a
professional under similar circumstances. If at any time during the term of
this Agreement or within one year from the completion of the Project, it is
determined that the Consultant's deliverables are incorrect, defective or
fail to conform to the Scope of Services of the Project, upon written
notification from the County Administrator, the Consultant shall at
Consultants sole expense, immediately correct the work.
7. Conflict of Interest.
7.1 To avoid any conflict of interest or any appearance thereof, Consultant
shall not, for the term of this Agreement, represent any private sector
entities (developers, corporations, real estate investors, etc.), with regard
to any adversarial planning issues in the County. For the purposes of this
section "adversarial" shall mean any development application where staff
is recommending denial or denied the application; administrative appeal or
court action wherein the County is a party.
8. Termination.
8.1 The County Administrator may terminate this Agreement, with cause,
upon thirty (30) days written notice to the Consultant. Cause shall be
defined as failure to meet deliverables in "Exhibit A" within (15) days of
planned schedule unless changed by mutual agreement of the Consultant
and the County Administrator.
8.2 Upon receipt of the County's written notice of termination, Consultant
shall stop work on the Project unless directed otherwise by the County
Administrator.
8.3 In the event of termination by the County, the Consultant shall be paid for
all work accepted by the County Administrator up to the date of
termination, provided that the Consultant has first complied with the
provisions of Paragraph 8.4.
8.4 The Consultant shall transfer all files and data pertaining to the Project to
the County, in a hard copy and CD format within 14 days from the date of
the written notice of termination or the date of expiration of this
Agreement
9. Insurance.
The Consultant shall secure and maintain throughout the duration of this
Agreement insurance of such type and in such amounts as required by the County
Administrator. The underwriter of such insurance shall be qualified to do business
in the State of Florida and have agents upon whom service of process may be
made in the State of Florida. Monroe County shall be named as co-insured on all
policies other than Workers Compensation and Professional Liability.
9.1 Worker's Compensation and Employer's Liability Insurance < If
applicable, coverage to apply for all employees at minimum statutory
limits as required by Florida Law.
9.2 Comprehensive Automobile and Vehicle Liability Insurance. Motor
vehicle liability insurance, including applicable no-fault coverage, with
limits of liability of not less that $1,000,000.00 per occurrence, combined
single limit for Bodily Injury Liability and Property Damage Liability.
Coverage shall include all owned vehicles, all non~owned vehicles, and all
hired vehicles.
9.3 Commercial General Liability. If applicable, commercial general liability
coverage with limits of liability of not less than $1,000,000.00 per
occurrence combined single limit for Bodily Injury Liability and Property
Damage Liability.
9.4 Certificates of Insurance shall be provided to the County at the time of
execution of this Agreement and certified copies provided if requested.
Each policy certificate shall be endorsed with a provision that not less than
thirty (30) calendar days' written notice shall be provided to the County
before any policy or coverage is cancelled or restricted.
10. Nondiscrimination.
10.1 During the term of this Agreement, County and Contractor agree that there
will be no discrimination against any person, and it is expressly
understood that upon a determination by a court of competent jurisdiction
that discrimination has occurred, this Agreement automatically terminates
without any further action on the part of any party, effective the date of the
court order. County or Contractor agree to comply with all Federal and
Florida statutes, and all local ordinances, as applicable, relating to
nondiscrimination. These include but are not limited to: 1) Title VI ofthe
Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on
the basis of race, color or national origin; 2) Title IX of the Education
Amendment of 1972, as amended (20 USC s. 1681-1683, and 1685-1686),
which prohibits discrimination on the basis of sex; 3) Section 504 of the
Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits
discrimination on the basis of handicaps; 4) The Age Discrimination Act
of 1975, as amended (42 use s. 6101 - 6107) which prohibits
discrimination on the basis of age; 5) The Drug Abuse Office and
Treatment Act of 1972 (PL 92~255), as amended, relating to
nondiscrimination on the basis of drug abuse; 6) The Comprehensive
Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation
Act of 1970 (PL 91~616), as amended, relating to nondiscrimination on the
basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of
1912, s. 523 and 527 (42 USC s. 690dd-3 and 290ee-3), as amended,
relating to confidentiality of alcohol and drug abuse patent records; 8)
Title VIII ofthe Civil Rights Act of 1968 (42 USC s. et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing; 9)
The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as
maybe amended from time to time, relating to nondiscrimination on the
basis of disability; 10) Monroe County Code Ch. 13, Art. VI, prohibiting
discrimination on the bases of race, color, sex, religion, disability, national
origin, ancestry, sexual orientation, gender identity or expression, familial
status or age; and 11) any other nondiscrimination provisions in any
Federal or state statutes which may apply to the parties to, or the subject
matter of, this Agreement.
11. Attorneys Fees and Waiver of JUry Trial.
11.1 In the event of any litigation arising out of this Agreement, the prevailing
party shall be entitled to recover its attorneys' fees and costs, including the
fees and expenses of any paralegals, law clerks and legal assistants, and
including fees and expenses charged for representation at both the trial and
appellate levels.
11.2 In the event of any litigation arising out of this Agreement, each party
hereby knowingly, irrevocably, voluntarily and intentionally waives its
right to trial by jury.
12. Indemnification.
12.1 Consultant shall defend, indemnify, and hold harmless the County, its
officers, agents and employees, from and against any and all demands,
claims, losses, suits, liabilities, causes of action, judgment or damages,
arising out of, related to, or any way connected with Consultant's
performance or non-performance of any provision of this Agreement
including, but not limited to, liabilities arising from contracts between the
Consultant and third parties made pursuant to this Agreement. Consultant
shall reimburse the County for all its expenses including reasonable
attorney's fees and costs incurred in and about the defense of any such
claim or investigation and for any judgment or damages arising out of
related to, or in any way connected with Consultant's performance or non-
performance ofthis Agreement.
12.2 The provisions of this section shall survive termination of this Agreement.
13. Notices/Authorized Representatives.
13.1 Any notices required by this Agreement shall be in writing and shall be
deemed to have been properly given if transmitted by hand-delivery, by
registered or certified mail with postage prepaid return receipt requested,
or by a private postal service, addressed to the parties (or their successors)
at the following addresses:
For the County:
Tom Willi, County Administrator
Monroe County Florida
1100 Simonton Street 205
Key West, Florida 33040
For The Consultant: Guy Robert Buell, Vice President
Advanced Data Solutions, Inc.
141 Scarlet Boulevard, Suite A
Oldsmar, FL 34677
14. Governing: Law. Venue and Interpretation.
14.1 This Agreement shall be construed in accordance with and governed by
the laws of the State of Florida.
14.2 In the event that any cause of action or administrative proceeding is
instituted for the enforcement or interpretation of this Agreement, the
County and Contractor agree that venue will lie in the appropriate court or
before the appropriate administrative body in Monroe County, Florida.
14.3 The County and Contractor agree that, in the event of conflicting
interpretations of the terms or a term of this Agreement by or between any
of them the issue shall be submitted to mediation prior to the institution of
any other administrative or legal proceeding.
14.4 County and Contractor agree that all disputes and disagreements shall be
attempted to be resolved by meet and confer sessions between
representatives of each of the parties. If no resolution can be agreed upon
within 30 days after the first meet and confer session, the issue or issues
shall be discussed at a public meeting of the Board of County
Commissioners. If the issue or issues are still not resolved to the
satisfaction of the parties, then any party shall have the right to seek such
relief or remedy as may be provided by this Agreement or by Florida law.
In the event any administrative or legal proceeding is instituted against
either party relating to the formation, execution, performance, or breach of
this Agreement, County and Contractor agree to participate, to the extent
required by the other party, in all proceedings, hearings, processes,
meetings, and other activities related to the substance of this Agreement or
provision of the services under this Agreement. County and Contractor
specifically agree that no party to this Agreement shall be required to enter
into any arbitration proceedings related to this Agreement.
15. Entire Ag:reement/Modification/Amendment.
15.1 This writing contains the entire Agreement of the parties and supersedes
any prior oral or written representations. No representations were made or
relied upon by either party, other than those that are expressly set forth
herein.
15.2 No agent, employee, or other representative of either party is empowered
to modify or amend the terms of this Agreement, unless executed with the
same formality as this document.
15.3 The terms, covenants, conditions, and provisions of this Agreement shall
bind and inure to the benefit of the County and Contractor and their
respective legal representatives, successors, and assigns.
16. Ownership and Access to Records and Audits.
16.1 All records, books, documents, maps, data, de1iverables, papers and
financial information (the "Records") that result from the Consultant
providing services to the County under this Agreement shall be the
property of the County.
16.2 Contractor shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with
generally accepted accounting principles consistently applied. The
County Administrator, Clerk or a designee shall, during the term of this
Agreement and for a period of three (3) years from the date of termination
of this Agreement, have access to and the right to examine and audit any
Records of the Consultant involving transactions related to this
Agreement. If an auditor employed by the County or Clerk determines
that monies paid to Contractor pursuant to this Agreement were spent for
purposes not authorized by this Agreement, the Contractor shall repay the
monies together with interest calculated pursuant to Sec. 55.03, FS,
running from the date the monies were paid to Contractor.
16.3 Each party to this Agreement or their authorized representatives shall have
reasonable and timely access to such records of each other party to this
Agreement for public records purposes during the term of the Agreement
and for four years following the termination of this Agreement. The
County may cancel this Agreement for refusal by the Consultant to allow
access by the County Administrator or his designee to any Records
pertaining to work performed under this Agreement that are subject to the
provisions of Chapter 119, Florida Statutes.
16.4 The County and Contractor shall allow and permit reasonable access to,
and inspection of, all documents, papers, letters or other materials in its
possession or under its control subject to the provisions of Chapter 119,
Florida Statutes, and made or received by the County and Contractor in
conjunction with this Agreement; and the County shall have the right to
unilaterally cancel this Agreement upon violation of this provision by
Contractor.
17. Nonassienabilitv.
17.1 This Agreement shall not be assignable by Consultant unless such
assignment is first approved by the County Administrator. The County is
relying upon the apparent qualifications and personal expertise of the
Consultant, and such firm's familiarity with the County's area,
circumstances and desires.
18. Severability.
18.1 If any term or provision of this Agreement shall to any extent be held
invalid or unenforceable, the remainder of this Agreement shall not be
affected thereby, and each remaining term and provision of this
Agreement shall be valid and be enforceable to the fullest extent permitted
bylaw.
19. Independent Contractor.
19.1 The Consultant and its employees, volunteers and agents shall be and
remain independent contractor and not agents or employees of the County
with respect to all of the acts and services performed by and under the
terms of this Agreement. This Agreement shall not in any way be
construed to create a partnership, association or any other kind of joint
undertaking, enterprise or venture between the parties.
20. Compliance with Laws.
20.1 The Consultant shall comply with all applicable laws, ordinances, rules,
regulations, and lawful orders of public authorities relating to the Project.
21. Waiver.
21.1 The failure of either party to this Agreement to object to or to take
affirmative action with respect to any conduct of the other which is in
violation of the terms of this Agreement shall not be construed as a waiver
of the violation or breach, or of any future violation, breach or wrongful
conduct.
22. Survival of Provisions.
22.1 Any terms or conditions of either this Agreement that require acts beyond
the date of the term of the Agreement, shall survive termination of the
Agreement, shall remain in full force and effect unless and until the terms
or conditions are completed and shall be fully enforceable by either party.
23. Prohibition Of Contin2enCY Fees.
23.1 The Consultant warrants that it has not employed or retained any company
or person, other than a bona fide employee working solely for the
Consultant, to solicit or secure this Agreement, and that it has not paid or
agreed to pay any person(s), company, corporation, individual or firm,
other than a bona fide employee working solely for the Consultant, any
fee, commission, percentage, gift, or any other consideration, contingent
upon or resulting from the award or making ofthis Agreement.
24. General Clauses.
24.1 All of the privileges and immunities from liability, exemptions from laws,
ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers,
agents, or employees of any public agents or employees of the County,
when performing their respective functions under this Agreement within
the territorial limits of the County shall apply to the same degree and
extent to the performance of such functions and duties of such officers,
agents, volunteers, or employees outside the territorial limits of the
County.
24.2 This Agreement is not intended to, nor shall it be construed as, relieving
any participating entity from any obligation or responsibility imposed
upon the entity by law except to the extent of actual and timely
performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or
responsibility. Further, this Agreement is not intended to, nor shall it be
construed as, authorizing the delegation of the constitutional or statutory
duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
24.3 No person or entity shall be entitled to rely upon the terms, or any of them,
of this Agreement to enforce or attempt to enforce any third-party claim or
entitlement to or benefit of any service or program contemplated
hereunder, and the County and the Contractor agree that neither the
County nor the Contractor or any agent, officer, or employee of either
shall have the authority to inform, counsel, or otherwise indicate that any
particular individual or group of individuals, entity or entities, have
entitlements or benefits under this Agreement separate and apart, inferior
to, or superior to the community in general or for the purposes
contemplated in this Agreement.
24.4 Contractor agrees to execute such documents as the County may reasonably
require, this includes a Public Entity Crime Statement, an Ethics Statement
and a Drug-Free Workplace Statement.
24.5 No covenant or agreement contained herein shall be deemed to be a
covenant or agreement of any member, officer, agent or employee of
Monroe County in his or her individual capacity, and no member, officer,
agent or employee of Monroe County shall be liable personally on this
Agreement or be subject to any personal liability or accountability by
reason of the execution of this Agreement.
24.6 Section headings have been inserted in this Agreement as a matter of
convenience of reference only, and it is agreed that such section headings
are not a part of this Agreement and will not be used in the interpretation
of any provision ofthis Agreement.
25. Counterparts.
25.1 This Agreement may be executed in several counterparts, each of which
shall be deemed original and such counterparts shall constitute one and the
same instrument.
IN WITNESS WHEREOF, the parties execute this Agreement on the respective
dates under each signature: The County, signing by and through its County
Administrator, duly authorized to execute same and by Consultant by and through its
Vice President, whose representative has been duly authorized to execute same.
MONROE COUNTY
By:
Dixie Spehar, Mayor
Date:
Approved by County Attorney
For form:
CONSULTANT
Richard Collins, County Attorney
By:
Guy Robert Buell, Vice President
Advanced Data Solutions, Inc.
Date:
Date:
Advanced Data Solutions, Inc. FY '06-'09 Services
Letter of Engagement- Advanced Data Solutions, Inc.
Page 1 of3
EXHIBIT" A"
Document Imaging, File Management, Training and Software Implementation
I ntrod uction
Monroe County Government has embarked on their quest to establish The Florida Keys as the
leader in organizational performance excellence. The ADS partnership offers the unique
opportunity to facilitate, evaluate, and enable county government to establish and maintain
integrated systematic processes throughout all county departments in all locations - from the
Florida Bay to Key West.
Scope
Monroe County desires to contract with Advanced Data Solutions, Inc. to provide Document
Scanning and File Management Services throughout all departments within the government of
Monroe County and the Florida Keys. Our efforts in training and implementation of systems will
make critical information to the County readily available through the Alchemy Server Platform
located on the newly installed SAN Server. This information will consist of the most commonly
needed data which will provide the County many methods of measurements by which the
Sterling Effort will gauge results.
Specific goals will include the evaluation of information needs with regards to the
flow of paper & electronic information between end-users, departments and
systems. Monthly reports will be prepared & presented to the County in an effort to
keep the County informed as to the progress being made in an ongoing effort.
Information made available through electronic imaging and file management will be
necessary while striving to comply with recommendations that will be delivered
through the Sterling Effort.
ADS will bring all Departments and Sub-Departments in the County up to
standards with regard to basic File Management and Document Imaging.
Necessary software will be supplied, delivered and installed.
ADS will extend existing outsourced document scanning services to all
departments for the purpose of catching up with back-file conversion issues on an
as need basis.
ADS will provide a continued training program designed toward fully educating two
persons from every sub~department We will visit each department on a scheduled
basis during our visits and compile reports.
ADS will provide to the County Administrator a monthly report detailing the
progress that is being reached in each department. Weakness and strengths will
be pinpointed and reported. Departments will be held accountable and expected to
reflect advancement with the core process of document imaging and file
management.
Deliverables
o Begin Training and setup of Classroom Environment for Scan and File Management, which
will begin in December and continue throughout September 30 of 2007. Additional training
on advanced services such as Workflow, Microsoft Integration, Fax Server and Library
Services may be added to the list of projects if deemed necessary by the Sterling Effort or the
BOCC.
o It is estimated that there are approximately 29 sub departments and 5 Commissioners Offices
which will be going on-line with document imaging and file management. It is anticipated that
2 persons from most offices will be trained in the use of the Alchemy Application. Each
participant should have a full understanding of the uniform methods of correctly imputing data
Letter of Engagement- Advanced Data Solutions, Inc.
Page 2 of3
into the platform. ADS will host training sessions bi-weekly in Key West and Marathon
alternating locations as necessary. There will be two levels of training thereby requiring
approximately 126 training sessions given the numbers above, Additional sessions may be
required with some departments in that there may be staff scanning in 3 locations for some
departments where we have Upper Key, Middle Key and Lower Key locations. These
additional sessions are included in the scope of work.
o In addition to the classroom training, ADS personnel will be visiting each department
periodically on site to check on the progress of each department. Specific additional
assistance will be given to each department on an as needed basis. Onsite floor training will
include our staff visiting every department in an ongoing basis to check on the progress of
their efforts and continually direct and educate all departments as to the proper procedures
and methods necessary to guarantee a successful countywide project. This on site
department by department process allows the County Employees to freely work in their
environment and thereby share with our trainers issues that may arise in their locations.
Issues that otherwise may not be reconstructed in a classroom environment may now be
remedied on site.
o One and two person teams will regularly be on site four days per month with a schedule that
accommodates the County. We are currently suggesting our visits to be held on the first and
third week of each month. This will allow adequate time for scheduling of the Portable
Classrooms and visits to each department while in the given region.
Letter of Engagement- Advanced Data Solutions, Inc.
Page 3 of3
Contact Information
Department's Project Liaison
Ms. Debbie Frederick
Deputy County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street
Room 2-205
Key West, FL 33040
Phone 305-292~4441
F rederick~debbie@monroecountv-fl. QOV
County Primary Contact
Tom Willi
The Historic Gato Cigar Factory
1100 Simonton Street
Room 2-205
Key West, FL 33040
Phone 305-292-4537
Willi- Tom@MonroeCountv-FLGov
President
Melody S. Buell
Advanced Data Solutions, Inc.
141 Scarlet Boulevard, Suite A
Oldsmar, FL 34677
Phone: 813-855-3545
Cell: 727-638-6265
mbuell@adsus.net
Primary Contact
Mr. Guy (Rob) Buell
Advanced Data Solutions, Inc.
141 Scarlet Boulevard, Suite A
Oldsmar, FL 34677
Phone: 813-855~3545
Cell: 727 ~638-5030
robbuell@adsus.net
Period of Performance
The period of this contract is from December 01, 2005 through September 30, 2007 with the
option to renew per year up to an additional two years through September 302009.
Other Considerations
Advanced Data Solutions, Inc is an approved vendor for the State of Florida, Agreement # 973-
561.04.2 - IT Consulting Services. Services related to this agreement are identified under the
Service: IT ConsultinQ Services / Staff AUQmentation of the State Agreement.
Advanced Data Solutions, Inc. is designated as a certified woman~owned minority business.
Certification is applicable when business is conducted consistent with this specialty(s).
Job Descriptions Within our State Contract are as follows:
Applications Development: Director, Manager, Architect, Systems & Applications Devt Analyst.
Data Strategy & Management: Database Manager, Data Security Specialist, Database Analyst,
Data Architect, Data Modeler & Database Administrator.
Quality Assurance: Manager & Analyst
Technology Research: Manager & Analyst
Client Technologies: Manager, Analyst & Technician
Customer Support: Manager & Analyst
ADVANCED DATA SOLUTIONS, INC.
141 Scarlet Boulevard, SulteA
OIdsmar, Florida 34677
727.638,5030 Sales
813.855,3545 Corporate
www.adsus.net
Exhibit B - Outsourced Services
Monroe County Administrator
1100 Simonton St. 205
Key West, Florida 33040
Attn: Tom Willi
Description Price
Scanning & Indexing of Bldg Permit Files (8 % x 11, 8 }i x 14 & 11 x 17) $.09
This basically works out to approximately $200 per standard size file box
Scanning & Indexing of Large Scale Pages and Blueprints and Mylar $1.25
CD~Rom Media discs $15.00
Pick-up and delivery of documents (typically charged per trip) $250.00
Database Management (merging thousands of letter/legal size N/C
documents & blueprints within A1chemv database)
Initial Set-Up & Establishment of Database Format & Structure N/C
ADVANCED DATA SOLUTIONS, INC.
141 Scarlet Boulevard, Suite A
Oldsmar, Florida 346n
727.638.5030 Sales
813.855,3545 CoIporaIe
'HWW.adsus.nel
Exhibit C - Software Pricing and Hourly/Daily Rates
Monroe County Administrator
1100 Simonton St 205
Key West, Florida 33040
Attn: Tom Willi
Software prices below relate to the purchase of additional software (in addition to that already owned).
It is based on current list prices:
Software Description Price
Alchemy Advanced Content Management Server V8.0 $ 8,995.00
Alchemy Records Manager (used for Record Retention) $10.000.00
Alchemy Scan Module (per seat) $ 1,500.00
Alchemy Index Station 6 -10 Users (each) $ 800.00
Alchemy Search alent 51-75 (each) $ 117.00
Alchemy Document Management Client 51-75 (each) $ 175.00
Annual Maintenance Program (AMPs):
Annual Maintenance Program is charged at 18% of the current list price of all software
I owned and is renewable each year on October 01.
I
Advanced Data (ADS) Labor Description Price
Existing Client Discount considering 4 Day per Month Schedule. $1 ,200.00 per day per
Advanced Data Solutions Daily Rates for Implementation of software, installation, training person
and IT Support of systems, environment and Servers and Business Applications.
Greater reduced rates apply considering a two to three man crew with each visit thereby $1,033 per day per person
! taking the average cost down to $1,033 per day or $129 per hour. This reduction is in
consideration of our bi-weekly schedule and two to three man crew available on Client Site
at least 4 days of each month performing services. This rate reduction represents a 28%
savings on all Services supplied to Monroe County from our listed State Contract Prices.
Travel and Meals Price
All related Travel Expenses are covered under the Contract Amount. Price is induded in Total
Contract Amounts
Public Entitv Crime Statement
"A person of affiliate who has been placed on the convicted vendor list following a
convection for public entity crime may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or a public work, may not submit
bids on leases of real property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017 for CATEGORY TWO for a period of36 months from the
date of being placed on the convicted vendor list."
LOBBYING AND CONFLICT OF INTEREST CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
GUY Robert Buell of Advanced Data Solutions, Inc. warrants that he/it has not employed,
retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No.1 0-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
PERSONALL Y APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed hislher
signature (name of individual signing) in the space provided above on this
day of
,20_,
NOTARY PUBLIC
My commission expires:
OMB ~ MCP FORM #4