Item C15 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 17, 2009 Division: Budget& Finance
Bulk Item: Yes X No _ Department: OMB
Staff Contact Person/Phone #: PeM Kipp X4470
AGENDA ITEM WORDING: Approval of Amendment#2 to the Hosted Application Service
Agreement with Sarasota County for licensing, hosting and support of the GovMax software.
The amendment extends the contract to May 31, 2010. Sarasota County is a sole source
provider.
ITEM BACKGROUND: This amendment will allow the continuation of use of the GovMax
software.
PREVIOUS RELEVANT BOCC ACTION: On September 17, 2008, the BOCC approved Contract
Amendment #1 to modify the coverage period (June 1, 2008 to May 31, 2009). On October 17, 2007,
the BOCC approved final renewal option for a 1 year period (June 1, 2007 to May 31, 2008). On June
21, 2006, the BOCC approved the first renewal option for a 1 year period (June 1, 2006 to May 31,
2007). On March 19, 2003, the BOCC approved a three (3) year license agreement to use the
Governmental Enterprise Management System or GovMax.
CONTRACT/AGREEMENT CHANGES: The term of the Contract is modified to cover the period
from June 1, 2009 through May 31, 2010. A training hour rate of$125.00 per hour, when training
takes place in Sarasota County is added on. A change in consulting service rate has increased from
$75.00 per hour to $125.00 per hour.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $22 607 BUDGETED: Yes X No
COST TO COUNTY: $22,607 SOURCE OF FUNDS: General Fund
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County AtO4 OM rchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM#
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Sarasota County BOCC Contract# 2003-282
Effective Date: 6/1/2009
Expiration Date: 5/31/2010
Contract Purpose/Description:
Approval of Amendment#2 to the Hosted Appliction Service Agreement with Sarasota
County for licensing, hosting and support of the GovMax software. The amendment
extends the contract to May 31, 2010. Sarasota County is a sole source provider.
Contract Manager: Penny Kipp 4470 OMB Stop #1
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 6/17/2009 Agenda Deadline: 6/2/2009
CONTRACT COSTS
Total Dollar Value of Contract: $ 22,607 Current Year Portion: $ 0.00
Budgeted? Yes® No ❑ Account Codes: 001-00104-530340- -
Grant: $ - - - -
County Match: $ - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg. maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
DpLte in Needed evi er•
Division Director 0)�—()� Yes[:] No Q9
Risk Manag ment v Yes❑ No�
v. /Pur haling Yes❑ No -L�
County Attorney Yes[:]No�
Comments:
OMB Form Revised 2/27/01 MCP#2
CONTRACT WO.ZCO y '60 Z
CONTRACT AMENDMENT NO. 2 - APPROVED Z 9
TO CONTRACT NO. 2003-282
This Contract Amendment (Amendment No. 2) made and entered into
this 12-W day of ���, 2009, by and between SARASOTA
COUNTY, a political subdivision of the State of Florida, hereinafter
referred to as the "LIC Soil,"', and, MONROE COUNTY, a political
subdivision a444 of the State of Florida, hereinafter
referred to as "LICENSEE."
WITNESSETH
WHEREAS, LICENSOR and LICENSEE entered into Contract No. 2003-
282 Contract"), dated March 19, 2003, for licensing, hosting and
support of the GovMax software ("GovMax"); and
WHEREAS, the Contract provided for an initial term of three (3) years
and two (2) one-year renewals, which were exercised respectively on
June 21, 2006 and October 17, 2007; and
WHEREAS, the Contract was previously amended (Amendment No.
1), on September 17, 2008 and the Contract as amended expires May
31, 2009; and
WHEREAS, LICENSOR and LICENSEE now desire to enter into
Amendment No. 2 to extend the term of the Contract both
retroactively and into the future, so that the Contract continues in full
force and effect as if no expiration had occurred.
NOW THEREFORE, LICENSOR and LICENSEE, in consideration of
the mutual covenants contained herein, do agree to amend the
Contract as follows:
1. The term of the Contract is hereby modified to cover the period
from June 1, 2009 through May 31, 2010.
2. Training hours as described in the Contract, subsection A. i.e.,
shall be available to Licensee at a rate of $125.00 per hour,
when training takes place in Sarasota County.
3. Additional consulting services as described in the Contract,
subsection A. 1.g. and A. 1.h., shall be available to Licensee at a
rate of $125.00 per hour.
4. Except as modified herein, all other terms, covenants, and
conditions of the Contract shall remain in full force and effect.
IN WITNESS WHEREOF, LICENSOR and LICENSEE have executed this
Amendment as of the date first above written.
WITNESS: Print Name:
Print Name:
Signed By: Signed By:
Date: Title:
Date:
0 0 U N T Y ATT0,13,t,PY
0 E 'N't A 9 0 V E D AS-,T �
SARASOTA COUNTY BOARD OF
COUNTY COMMISSIONERS
OFISARASOTA COUNTY, FLORIDA
BY
IRMAN
:A4T E':
ATTEST:
KAREN USHING, Cle of the Ci cuit
Court -Officio C rk of th Bo rd
of C rs
BY:
DEPU"RK
Approved as to form and correctness:
BY: 1�6t ��
' COUNTY ATTORNEY
r
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent,District 2
Mayor Pro Tern Sylvia J. Murphy, District S
O UNTYjo '��qNROE Kim Wigington, District 1 1KEY WESTDA 33040 Heather Carruthers,District 3
(305)294-4641 Mario Di Gennaro, District 4
Suzanne A.Hutton,County Attorney** Office of the County Attorney
Robert B.Shillinger,Chief Assistant County Attorney** 1111 12`h Street,Suite 408
Pedro J.Mercado,Assistant County Attorney Key West,FL 33040
Susan M.Grimsley,Assistant County Attorney** (305)292-3470—Phone
Natileene W.Cassel,Assistant County Attorney (305)292-3516—Fax
Cynthia L.Hall,Assistant County Attorney
Christine Limbert-Barrows,Assistant County Attorney
Derek V.Howard,Assistant County Attorney
Lisa Granger,Assistant County Attorney
**Board Certified in City,County&Local Govt,Law
May 27, 2009
Board of County Commissioners
of Sarasota County
c/o Judith Kenton
1660 Ringling Blvd., 2nd Floor
Sarasota, Fl. 34236
RE: Hosted Agreement for use of GovMax Software
Dear sirs:
I am writing to inform you that I have crossed through and initialed the reference to Monroe County as a
charter county in the hosted license agreement for GovMax software.
Unfortunately, at some time in the past few years the renewed hosted agreement was revised to add that
reference and it was not noticed at our end. Monroe is a non-charter county and I did not want to sign a
document continuing the representation that it is a charter county, now that we are aware of the reference. I
hope that my alteration to the agreement does not inconvenience you.
Su anne A. Hutto
ou ty A orney
Cc: Penny Kipp