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HomeMy WebLinkAboutReso 2026-4052RESOLUTION NO. 2026 -S 2.. A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING THE EXPENDITURE OF BUDGETED FUNDS WITH CARAHSOFT FOR THE LICENSING OF OPENGOV, A BUDGETING SOFTWARE, IN AN AMOUNT NOT TO EXCEED SIXY-FOUR THOUSAND NINE DOLLARS AND SIX CENTS ($64,009.06); AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on November 161h, 2023, via Resolution No. 2023-3580, the City Commission of the City of Sunny Isles Beach (the "City") approved the expenditure of budgeted funds with Carahsoft Technology Corp. ("Carahsoft") for the licensing and implementation of OpenGov budgeting software for a three-year term ending September 30, 2026, in an amount not to exceed $228,985.58; and WHEREAS, OpenGov has enabled the City to standardize and automate its budget development and monitoring processes, improve the accuracy and efficiency of financial planning, and enhance budget transparency; and WHEREAS, the existing OpenGov licensing term expires on September 30, 2026, and renewal is necessary to ensure uninterrupted access to the software and continued support of the City's budgeting and planning operations; and WHEREAS, Carahsoft, an authorized reseller of OpenGov products, submitted Quote No. 64747369 for renewal of the OpenGov Budgeting and Planning software licensing for the period October 1, 2026 through September 30, 2027; and WHEREAS, the City will procure the licensing through Contract No. 43230000-NASPO- 16-ACS, under NASPO Master Contract No. AR2472; and WHEREAS, pursuant to Section 62-13(I) of the City's Purchasing Code, purchases made through qualifying intergovernmental cooperative purchasing arrangements are exempt from the competitive bidding requirements of Chapter 62, and the City Commission wishes to approve the expenditure of budgeted funds with Carahsoft for the renewal. WHEREAS, the City Commission wishes to approve the expenditure of budgeted funds with Carahsoft for the renewal of OpenGov Budgeting and Planning software licensing for the period October 1, 2026 through September 30, 2027, in an amount not to exceed Sixty -Four Thousand Nine Dollars and Six Cents ($64,009.06), attached hereto as Exhibit "A." NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA: Section 1. Approval of Expenditure of Budgeted Funds. The City Commission hereby approves the expenditure of budgeted funds with Carahsoft for the renewal of OpenGov @BCL@1816D602 Page 1 of 2 288 Budgeting and Planning software licensing for the period October 1, 2026, through September 30, 2027, in an amount not to exceed Sixty -Four Thousand Nine Dollars and Six Cents ($64,009.06), attached hereto as Exhibit "A." Section 2. Authority of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate this Resolution. Section 3. Effective Date. This Resolution shall become effective upon adoption PASSED AND ADOPTED this 20th day of Au Mauricib Betancur,t MC, City Clerk Larisa Svechin, Mayor APPROVED AS TO FORM AND LEGAL SUFFICIENCY: Alain E. Boi eau, City Attorney Nabors, Giblin & Nickerson, P.A. Moved b r_ p �j1 YC0U�(��a&—', Seconded by: `D a(i(- / r�101�� Lh1,L� Vote: Mayor Svechin __(Yes) (No) Vice Mayor Viscarra (Yes) (No) Commissioner Joseph (Yes) (No) Commissioner Lama Yes) (No) Commissioner Stuyvesant YYes) (No) @BCL@1816D602 Page 2 of 2 289 PRICE QUOTATION CARAHSOFT TECHNOLOGY CORP. 11493 SUNSET HILLS ROAD ( SUITE 100 ( RESTON, VIRGINIA 20190 PHONE (703) 871-8500 j FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH carahsof t, WWW,CARAHSOFT.COM I SALES@CARAHSOFT.COM TO: Tiffany Neely FROM: Noah Decker Finance Director Carahsoft Technology Corp. City of Sunny Isles Beach 11493 Sunset Hills Road :18070 Collins Ave Suite 100 4th Floor Reston, Virginia 20190 Sunny Isles Beach, FL 33160 USA EMAIL: tneely@sibfl.net EMAIL: Noah.Decker@carahsoft.com PHONE: (305) 792-1805 PHONE: (571) 590-6897 TERMS: Contract Number. 43230000-NASPO-16-ACS QUOTE NO: 64747369 NASPO Master Contract Number: AR2472 Contract Term: 08/01/2017 to 09/30/2026 QUOTE DATE: 05/05/2026 Shipping Point: FOB Destination QUOTE EXPIRES: 10/01/2026 Credit Cards: VISA/MasterCard/AMEX RFQ NO: Remit To: Same as Above Payment Temms: Net 30 (On Approved Credit) SHIPPING: ESD Sales Tax May Apply TOTAL PRICE: $64,009.06 TOTAL QUOTE: $64,009:06 LINE NO. PART NO. DESCRIPTION COOP QUOTE PRICE QTY EXTENDED PRICE 10/112026 - 9/30/2027 1 OG-SWBA-B200300M Budgeting & Planning - Between $200-300 $165,776.00 $64,009.06 COOP 1 $64,009.06 -AR-3Y491 Million - 3Y OpenGov, Inc. - OG-SWBA-B200300M-AR-3Y Start Date: 10/01/2026 End Date: 09/30/2027 10/1/2026 - 9/30/2027 SUBTOTAL: $64,009.06 SUBTOTAL: $64,009.06 SUGGESTED OPTIONS LINE NO. PART NO. DESCRIPTION COOP QUOTE PRICE QTY EXTENDED PRICE 10/1/2027 - 9/30/2028 2 OG-SWBA-B200300M Budgeting & Planning - Between $200-300 $165,776.00 $67,209.50 COOP 1 $67,209.50 -AR-3Y491 Million - 3Y OpenGov, Inc. - OG-SWBA-B200300M-AR-3Y Start Date: 10/01/2027 End Date: 09130/2028 10/1/2027 - 9/30/2028 SUBTOTAL: $67,209.50 . 10/1/2028 - 9/30/2029 3 OG-SWBA-B200300M Budgeting & Planning - Between $200-300 $165,776.00 $70,570.00 COOP 1 $70,570.00 -AR-3Y-491 Million - 3Y OpenGov, Inc. -BOG-SWBA-B200300M-AR-3Y Start Date: 10/01/2028 End Date: 09/30/2029 10/1/2028 - 9/30/2029 SUBTOTAL: $70,570.00 SUGGESTED OPTIONS SUBTOTAL: $137,779.50 TOTAL PRICE: $64,009.06 TOTAL QUOTE: CONFIDENTIAL nnf--c'I -$'* $64,009.06 QUOTE DATE: 05/05/20 290 QUOTE NO: 64747REP PRICE QUOTATION CARAHSOFT TECHNOLOGY CORP. 11493 SUNSET HILLS ROAD I SUITE 100 ( RESTON, VIRGINIA 20190 PHONE (703) 871-8500 ( FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH carahsofta WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM Billing Frequency: Annually in Advance Opengov Terms of Service Annual invoices will be delivered by the start of each consecutive annual period. Payment of invoices shall be annually in advance. Customer's use of the OpenGov services is pursuant to the OpenGov End User License Agreement set forth at https.-//opengov.com/terns-of-service/end-user-license-agreement/ "PLEASE NOTE" Please be sure to include any applicable contract numbers on your purchase order, as well as, all billing and shipping emails and mailing addresses to ensure your order can be processed in a timely manner. For orders that may be subject to taxes, please provide the end user's mailing address so the correct tax rate, if any, can be applied. i CONFIDENTIAL QUOTE DATE: 05/05/:291 nA r-c -b —9 -S OUOTE NO: 64747369 rnuL,r. %Auv I fA I fvry CARAHSOFT TECHNOLOGY CORP 11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190 PHONE (703) 871-8500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM TO: Tiffany Neely Finance Director City of Sunny Isles Beach FL USA EMAIL: tneely@sibfl.net PHONE: (305) 792-1805 carahsoft. FROM: Heather Castellanos Carahsoft Technology Corp. 11493 Sunset Hills Road Suite 100 Reston, Virginia 20190 EMAIL: Heather.Castellanos@carahsoft.com PHONE: (571)662-3750 FAX: TERMS: Contract Number: 43230000-NASPO-16-ACS QUOTE NO: 41561485 NASPO Master Contract Number: AR2472 QUOTE DATE: 11/03/2023 Contract Term: 07/01/2017 to 09/15/2026 QUOTE EXPIRES: 12/03/2023 Shipping Point: FOB Destination RFQ NO: Credit Cards: VISA/MasterCard/AMEX Remit To: Same as Above SHIPPING: ESD Payment Terms: Net 30 (On Approved Credit) TOTAL PRICE: $228,985.58 Sales Tax May Apply TOTAL QUOTE: $228,985.58 LINE NO. — PART NO. DESCRIPTION COOP QUOTE PRICE CITY EXTENDED PRICE TERM 1 _ 1 OG-SWBA- Budgeting and Planning - Between $100- $90,975.06 $46,284.06 COOP 1 $46,284.06 B10015OM-AR-3Y- 150 Million - 3Y 491 Open Gov, Inc. - OG-SWBA-B1 001 5OM- AR-3Y Start Date: 12/01/2023 End Date: 09/30/2024 2 OG-PSBG- Professional Services Deployment- $297.00 $160.88 COOP 392 $63,064.96 B10015OM-OT-OY- Prepaid - Between $100-150 Million - OY 491 OpenGov, Inc. - OG-PSBG-B100150M-OT- OY Start Date: 12/01/2023 - ----`------TERM End Date: 09/30/2024 -- _.—..-- 1 SUBTOTAL: ----------- -- -- $109,349.02 — TERM 2 ------- — -- — 3 OG-SWBA- Budgeting and Planning - Between $100- $90,975.06 $58,359.69 COOP 1 $58,359.69 B100150M-AR-3Y- 150 Million - 3Y 491 OpenGov, Inc. - OG-SWBA-B 1001 5OM- AR-3Y Start Date: 10/01/2024 End Date: 09/30/2025 TERM 2 SUBTOTAL: --- -- $58,359.69 - TERM 3 -- — --- ------ --- ---- 4 OG-SWBA- Budgeting and Planning - Between $100- $90,975.06 $61,276.87 COOP 1 $61,276.87 — B10015OM-AR-3Y- 150 Million - 3Y 491 OpenGov, Inc. - OG-SWBA-131 001 5OM- AR-3Y Start Date: 10/01/2025 End Date: 09/30/2026 TERM 3 SUBTOTAL: ----------------- ----- $61,276.;., 2 CARAHSOFT TECHNOLOGY CORP 11493 SUNSET HILLS ROAD I SUITE 100 ( RESTON, VIRGINIA 20190 PHONE (703) 871-8500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM LINE NO. PART NO. DESCRIPTION COOP QUOTE PRICE QTY Billing Frequency: Annually in Advance Opengov Terms of Service carahsoft. EXTENDED PRICE SUBTOTAL: — $228,985.58 TOTAL PRICE: $228,985.58 TOTAL QUOTE: $228,985.58 Annual invoices will be delivered by the start of each consecutive annual period. Payment of invoices shall be annually in advance. Customer's use of the OpenGov services is pursuant to the OpenGov End User License Agreement set forth at https://opengov.com/terms-of-service/end-user-license-agreement/ "PLEASE NOTE" Please be sure to include any applicable contract numbers on your purchase order, as well as, all billing and shipping emails and mailing addresses to ensure your order can be processed in a timely manner. For orders that may be subject to taxes, please provide the end user's mailing address so the correct tax rate, if any, can be applied. 293 NASPO ValuePoint PARTICIPATING ADDENDUM CLOUD SOLUTIONS Administered by the State of Utah (hereinafter "Lead State") Alternative Contract Source No: 43230000-NASPO-16-ACS Carahsoft Master Agreement No: AR2472 (hereinafter "Contractor") And Florida Department of Management Services (hereinafter "Department/Participating State/Entity") The State of Utah, acting by and through the National Association of State Procurement Officials (NASPO) ValuePoint, competitively procured and awarded a Request for Proposal resulting in Master Agreement number AR2472. The Master Agreement was created as a cooperative purchasing agreement for Cloud Solutions. This Participating Addendum is entered into pursuant to Section 287.042, Florida Statutes. The Department is authorized by subsection 287.042(16), Florida Statutes, "to evaluate contracts let by the Federal Government, another state, or a political subdivision for the provision of commodities and contract services, and, if it is determined in writing to be cost-effective and in the best interest of the state, to enter into a written agreement authorizing an agency to make purchases under such contract." Accordingly, agencies and eligible users (Customer) may make purchases from this Participating Addendum pursuant to the terms and conditions herein. The Department evaluated the Master Agreement, and hereby acknowledges that use of the Master Agreement as an alternative contract source is cost-effective and in the best interest of the State. This Participating Addendum and all incorporated Exhibits, set forth the entire understanding of the Parties and supersedes all prior agreements. Accordingly, the Parties agree as follows: 1. Term and Effective Date The initial term of this Participating Addendum will become effective on the date the document is signed by all Parties, and shall be effective through September 30, 2020, unless terminated earlier in accordance with the General Contract Conditions. 2. Renewal Upon agreement of the Parties, the Department and the Contractor may renew this Participating Addendum in accordance with section 287.057(13), Florida Statutes, and Rule 60A-1.048, Florida Administrative Code. Renewals must be in writing and are subject to the same terms, conditions, and modifications set forth in this Participating Addendum. Renewal determinations will be based upon utilization and achieved savings. 3. Modifications or Additions to Master Agreement The following changes are modifying or supplementing the Master Agreement terms and conditions. a. Scope: The Contractor's Master Agreement products or services listed on the Contractor's page of the NASPO ValuePoint website are included in this contract only if they are not offered on a State Term Contract. 294 Page 2 of 15 In accordance to 74-3.004, F.A.C., Agency requests for Infrastructure as a Service (laaS) must be submitted via a Service Request to the State Data Center. b. Exhibits: All Exhibits attached and listed below are incorporated in their entirety into, and form part of this Participating Addendum. The Participating Addendum Exhibits shall have priority in the order listed: 1) Exhibit A: Contract Conditions, Florida General 2) Exhibit B: Contract Conditions, Florida Special 3) Exhibit C: NASPO ValuePoint Master Agreement Number AR2472 If a conflict exists among any of the documents, the following shall have priority in the order listed below: 1) The Addendum 2) Florida Special Contract Conditions, Exhibit B 3) Florida General Contract Conditions, Exhibit A 4) NASPO ValuePoint Master Agreement Number AR2472 Exhibit C c. Participation: Use of specific NASPO ValuePoint cooperative contracts by agencies, political subdivisions and other entities (including cooperatives) authorized by an individual state's statutes are subject to the prior approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the State Chief Procurement Official. d. Access to Cloud Solutions Services Requires State CIO Approval: Unless otherwise stipulated in this Participating Addendum, specific services accessed through the NASPO ValuePoint cooperative Master Agreements for Cloud Solutions by state executive branch agencies are subject to the authority and prior approval of the State Chief Information Officer's Office. The State Chief Information Officer means the individual designated by the state Governor within the Executive Branch with enterprise -wide responsibilities for leadership and management of information technology resources of a state. Any agency requests for Infrastructure as a Service must be submitted via a service request to the state data center. See section 3.a. above. e. Authorization: Approval of this Participating Addendum by the State Chief Procurement Official and State Chief Information Officer is an authorization for participation in the NASPO cooperative contract process, it is not intended as an approval of any specific purchase or solution. It is the responsibility of the Customer to validate all terms and conditions and to ensure compliance with all applicable statutes and rules. f. Request for Quotes: Customers purchasing Cloud Solutions from this Participating Addendum shall create a Request for Quote (RFQ), each time they desire to purchase Cloud Solutions. The Customer shall issue a detailed RFQ to the ACS Contractor(s) who offer the applicable cloud solutions(s). The specific format of the RFQ is left to the discretion of the Customer, but must contain the following: 1) Applicable service and deployment model(s); 2) Data security classification; 3) Service level agreement requirements; and 4) Exit strategy considerations. 295 g. Enterprise Agreements: The Contractor shall honor any Volume or Enterprise Page 3 of 15 Agreement(s) established between a State of Florida agency and the manufacturer of products or services offered under their Master Agreement. h. Purchase Orders: Customers shall issue purchase orders under this Participating Addendum to their awarded RFQ Contractor using this State of Florida ACS number 43230000-NASPO-16-ACS. The purchase order period survives the expiration of the Contract. The duration of purchase orders must not exceed the expiration of the Contract by more than 12 months. i. Contractor Selection Justification Form: Customers purchasing Cloud Solutions from this Participating Addendum- shall. attach to the purchase order a completed Contractor Selection Justification Form (Attachment A). 4. Warranty of Authority Each person signing this document warrants that he or she is duly authorized to do so and to bind the respective party. 5. Entire Agreement of the Parties This document and the attached exhibits constitute the Participating Addendum and the entire understanding of the parties. 6. Amendments All modifications to this Participating Addendum must be in writing and signed by all Parties. No oral modifications to this Participating Addendum are permitted. Notwithstanding the order listed in section 3b, amendments executed after the Participating Addendum is executed may expressly change the provisions of the Participating Addendum. If they do so expressly, then the most recent amendment will take precedence over anything else that is part of the Participating Addendum. IN WITNESS THEREOF, the Parties hereto have caused this agreement, which includes the attached and incorporated Exhibits, to be executed by their undersigned officials as duly authorized. This agreement is not valid and binding until signed and dated by the Parties. Partici atin State: Florida Contractor: Carahsoft Name: Dave Zeckman Name: Robert R. Moore Title: Chief of Staff Title: Vice President Date: 29 713 1 U5 Date: June 26, 2017 FlorVWA Chief roc einent Officer: Florida's Chie(,t formation O icer By:1 By Name: R z gr Name: Eric Larson Title: Directo of S to Purchasing and Chief Procu me Officer Title: Executive Director of the Florida Agency for State Technologyand Chief Information Officer Date: Date: / vt7 296 Page 4 of 15 Alternate Contract Source No. 43230000-NASPO-16-ACS Exhibit A GENERAL CONTRACT CONDITIONS Table of Contents SECTION1. DEFINITIONS.......................................................................................................4 SECTION 2. CONTRACT TERM AND TERMINATION.............................................................4 SECTION 3. PAYMENT AND FEES................................................................................... 5 SECTION 4. CONTRACT MANAGEMENT..........:.........................................:........ 6 SECTION 5. COMPLIANCE WITH LAWS.................................................................................7 SECTION 6. MISCELLANEOUS................................................................................................8 SECTION 7. WORKERS' COMPENSATION AND GENERAL LIABILITY INSURANCE, AND INDEMNIFICATION....................................:...............................................................................9 SECTION 8. PUBLIC RECORDS, TRADE SECRETS, DOCUMENT MANAGEMENT AND INTELLECTUALPROPERTY..............:....................................................................................10 SECTION 9. DATA SECURITY AND SERVICES:...................................................................11 SECTION 10. GRATUITIES AND LOBBYING.........................................................................12 SECTION 11. CONTRACT MONITORING..............................................................................12 SECTION 12. CONTRACT AUDITS........................................................................................12 SECTION 13. BACKGROUND SCREENING AND SECURITY...............................................13 These General Contract Conditions supersede and replace in their entirety all General Contract Conditions, Form PUR 1000, which is incorporated by reference in Rule 60A-1.002, Florida Administrative Code (F.A.C.) SECTION 1. DEFINITIONS. The following definition applies in addition to the definitions in Chapter 287, Florida Statutes, (F.S.) and Rule Chapter 60A-1, F.A.C.: 1.1 Customer. The agency or eligible user that purchases commodities or contractual services pursuant to the Contract. SECTION 2. TERMINATION. 2.1 Termination for Convenience. The Contract may be terminated by the Department in whole or in part at any time, in the best interest of the State of Florida. If the Contract is terminated before performance is completed, the Contractor will be paid only for that work satisfactorily performed for which costs can be substantiated. Such payment, however, may not exceed an amount which is the same percentage of the Contract price as the amount of work satisfactorily performed. All work in 297 Page 5of15 progress will become the property of the Customer and will be turned over promptly by the Contractor. 2.2 Termination for Cause. If the Department determines that the performance of the Contractor is not satisfactory, the Department may, at its sole discretion, (a) immediately terminate the Contract, (b) notify the Contractor of the deficiency with a requirement that the deficiency be corrected within a specified time, otherwise the Contract will terminate at the end of such time, or (c) take other action deemed appropriate by the Department. SECTION 3. PAYMENT AND FEES 3.1 Payment Invoicing. The Contractor will be paid upon submission of properly certified invoices to the Customer after delivery and acceptance of commodities or contractual services is confirmed by the Customer. Invoices must contain detail sufficient for an audit and contain the Contract Number and the Contractor's Federal Employer Identification Number. 3.2 Travel. Travel expenses are not reimbursable unless specifically authorized by the Customer in writing, and may be reimbursed only in accordance with section 112.061, F.S. 3.3 Annual Appropriation. Pursuant to section 287.0582, F.S., if the Contract binds the State of Florida or an agency for the purchase of services or tangible personal property for a period in excess of one fiscal year, the State of Florida's performance and obligation to pay under the Contract is contingent upon an annual appropriation by the Legislature. 3.4 Transaction Fees. The State of Florida, through the Department of Management Services, has instituted MyFloddaMarketPlace, a statewide eProcurement system pursuant to section 287.057(22), Florida Statutes. All payments issued by Customers to registered Vendors for purchases of commodities or contractual services will be assessed Transaction Fees as prescribed by rule 60A-1.031, Florida Administrative Code, or as may otherwise be established by law. Vendors must pay the Transaction Fees and agree to automatic deduction of the Transaction Fees, when automatic deduction becomes available. Vendors will submit any monthly reports required pursuant to the rule. All such reports and payments will be subject to audit. Failure to comply with the payment of the Transaction Fees or reporting of transactions will constitute grounds for declaring the Vendor in default and subject the Vendor to exclusion from business with the State of Florida. 3.5 Taxes. The State of Florida is not required to pay any taxes, including customs and tariffs, on commodities or contractual services purchased under the Contract. 3.6 Return of Funds. Contractor will return any overpayments due to unearned funds or funds disallowed pursuant to the terms of the Contract that were disbursed to the Contractor by the Department or Customer. The Contractor must return any overpayment within 40 calendar days after either discovery by the Contractor, its independent auditor, or notification by the Department or Customer of the overpayment. 298 SECTION 4. CONTRACT MANAGEMENT. Page 6 of 15 4.1 Composition and Priority. The Contractor agrees to provide commodities or contractual services to the Customer within the manner and at the location specified in the Purchase Order and any attachments to the Purchase Order. 4.2 Notices. All notices required under the Contract must be delivered to the designated Contract Manager by certified mail, return receipt requested, by reputable air courier service, email, or by personal delivery, or as otherwise identified by the Department. 4.3 Department's Contract Manager. The Department's Contract Manager, is primarily responsible for the Department's oversight of the Contract. In the event that the Department changes the Contract Manager, the Department will notify the Contractor. Such a change does not require an amendment to the Contract. 4.4 Contractor's Contract Manager. The Contractor's Contract Manager is primarily responsible for the Contractor's oversight of the Contract performance. In the event that the Contractor changes its Contract Manager, the Contractor will notify the Department. Such a change does not require an amendment to the Contract. 4.5 Diversity Reporting. The State of Florida supports its diverse business community by creating opportunities for woman-, veteran-, and minority -owned small business enterprises to participate in procurements and contracts. The Department encourages supplier diversity through certification of woman-, veteran-, and minority -owned small business enterprises, and provides advocacy, outreach, and networking through regional business events. For additional information, please contact the Office of Supplier Diversity (OSD) at osdinfo@dms.myflorida.com. Upon request, the Contractor will report to the Department its spend with business enterprises certified by the OSD. These reports must include the time period covered, the name and Federal Employer Identification Number of each business enterprise utilized during the period, commodities and contractual services provided by the business enterprise, and the amount paid to the business enterprise on behalf of each Customer purchasing under the Contract. 4.6 RESPECT. Subject to the agency determination provided for in Section 413.036, F.S., the following statement applies: IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES THAT ARE THE SUBJECT OF, OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM A NONPROFIT AGENCY FOR THE BLIND OR FOR THE SEVERELY HANDICAPPED THAT IS QUALIFIED PURSUANT TO CHAPTER 413, FLORIDA STATUTES, IN THE SAME MANNER AND UNDER THE SAME PROCEDURES SET FORTH IN SECTION 413.036(1) AND (2), FLORIDA STATUTES; AND FOR PURPOSES OF THIS CONTRACT THE PERSON, FIRM, OR OTHER BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT SHALL BE DEEMED TO BE SUBSTITUTED FOR THE STATE AGENCY INSOFAR AS DEALINGS WITH SUCH QUALIFIED NONPROFIT AGENCY ARE CONCERNED. 299 Page 7 of 15 Additional information about the designated nonprofit agency and the commodities or contractual services it offers is available at hfti)://www.respectofflorida.or-g. 4.7 PRIDE. Subject to the agency determination provided for in Sections 946.515 and 287.042(1), F.S., the following statement applies: IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARE THE SUBJECT OF, OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM THE CORPORATION IDENTIFIED UNDER CHAPTER 946, F.S., IN THE SAME MANNER AND UNDER THE SAME PROCEDURES SET FORTH IN SECTION 946.515(2) AND (4), F.S.; AND FOR PURPOSES OF THIS CONTRACT THE PERSON, FIRM, OR OTHER BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT SHALL BE DEEMED TO BE SUBSTITUTED FOR THIS AGENCY INSOFAR AS DEALINGS WITH SUCH CORPORATION ARE CONCERNED. Additional information about PRIDE and the commodities or contractual services it offers is available at http://www.pride-enterprises.or-g. SECTION 5. COMPLIANCE WITH LAWS. 5.1 Department of State Registration. The Contractor and any subcontractors that assert corporate status must provide the Department with conclusive evidence, per section 607.0127, F.S., of a certificate of status, not subject to qualification, if a Florida business entity, or of a certificate of authorization if a foreign business entity and maintain such status or authorization through the life of the Contract and any resulting contract or purchase order. 5.2 Convicted and Discriminatory Vendor Lists. In accordance with sections 287.133 and 287.134, F.S., an entity or affiliate who is on the Convicted Vendor List or the Discriminatory Vendor List may not perform work as a contractor, supplier, subcontractor, or consultant under the Contract. The Contractor must notify the Department if it or any of its suppliers, subcontractors or consultants have been placed on the Convicted Vendor List or the Discriminatory Vendor List during the term of the Contract. 5.3 Contractor Certification. If the Contract exceeds $1,000,000.00 in total, not including renewal years, Contractor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List created pursuant to sections 215.473, F.S. and 215.4725 F.S, respectively. Pursuant to section 287.135(5), F.S., and 287.135(3), F.S., Contractor agrees the Department may immediately terminate the Contract for cause if the Contractor is found to have submitted a false certification or if Contractor is placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel during the term of the Contract. 5.4 Cooperation with Inspector General. Pursuant to subsection 20.055(5), F.S., Contractor, and any subcontractor to the Contractor, understand and will comply with their duty to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing. Upon request of the Inspector General or 300 Page 8 of 15 any other authorized State official, the Contractor must provide any type of information the Inspector General deems relevant to the Contractor's integrity or responsibility. Such information may include, but will not be limited to, the Contractor's business or financial records, documents, or files of any type or form that refer to or relate to the Contract. The Contractor will retain such records for five years after the expiration of the Contract, or the period required by the General Records Schedules maintained by the Florida Department of State (available at: http://dos.myflorida.com/library-archives/records-management/general- records-schedules/), whichever is longer. The Contractor agrees to reimburse the State of Florida for the reasonable costs of investigation incurred by the Inspector General or other authorized State of Florida official for investigations of the Contractor's compliance with the terms of this or any other agreement between the Contractor and the State of Florida which results in the suspension or debarment of the Contractor. Such costs will include, but will not be limited to: salaries of investigators, including overtime; travel and lodging expenses; and expert witness and documentary fees. SECTION 6. MISCELLANEOUS. 6.1 Notice of Legal Actions. The Contractor must notify the Department of any legal actions filed against it for a violation of any laws, rules, codes, ordinances or licensing requirements within 30 days of the action being filed. The Contractor must notify the Department of any legal actions filed against it for a breach of a contract of similar size and scope to this Contract within 30 days of the action being filed. Failure to notify the Department of a legal action within 30 days of the action will be grounds for termination for cause of the Contract. 6.2 Subcontractors. All contactors, dealers, and resellers authorized by the Department, as shown on the dedicated Contractor NASPO ValuePoint website, are approved to provide sales and service support to participants in the Master Agreement. The Contractor's dealer participation will be in accordance with the terms and conditions set forth in the Master Agreement. The Contractor is fully responsible for satisfactory completion of all subcontracted work. The Department supports diversity in its procurements and contracts, and requests that Contractor offer subcontracting opportunities to certified woman-, veteran-, and minority -owned small businesses. The Contractor may contact the OSD at osdhelp{a)..dms.myflorida.com for information on certified small business enterprises available for subcontracting opportunities. 6.3 Assignment. The Contractor will not sell, assign or transfer any of its rights, duties or obligations under the Contract without the prior written consent of the Department. In the event of any assignment, the Contractor remains secondarily liable for performance of the Contract. The Department may assign the Contract to another state agency. 6.4 Independent Contractor. The Contractor and its employees, agents, representatives, and subcontractors are not employees or agents of the Department and are not entitled to the benefits of State of Florida employees. The Department will not be bound by any acts or conduct of the Contractor or its employees, agents, representatives, or subcontractors. The Contractor agrees to include this provision in all of its subcontracts under the Contract. 6.5 Ombudsman. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this office are found in section 215.422, F.S., which include disseminating information relative to prompt payment and assisting contractors in receiving their payments in 301 Page 9 of 15 a timely manner from a Customer. The Vendor Ombudsman may be contacted at (850) 413- 5516. 6.6 Information Technology Standards Pursuant to sections 282.0051 and 282.318, F.S., the Agency for State Technology (AST) is to establish standards for the implementation and management of information technology resources. Vendors agree to cooperate with the state agency in furtherance of the state agency's efforts to comply with AST standards, established in Rule Chapter 74, F.A.C, as applicable. SECTION 7. WORKERS' COMPENSATION AND GENERAL LIABILITY INSURANCE, AND INDEMNIFICATION 7.1 Workers' Compensation Insurance. To the extent required by law, the Contractor must be self -insured against, or must secure and maintain during the life of the contract, Worker's Compensation Insurance for all its employees connected with the work of this project, and in case any work is subcontracted, the Contractor must require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees engaged in work under the resulting contract are covered by the Contractor's insurance program. Self-insurance or insurance coverage must comply with the Florida Worker's Compensation law. In the event hazardous work is being performed by the Contractor under the resulting contract or purchase order and any class of employees performing the hazardous work is not protected under Worker's Compensation statutes, the Contractor must provide, and cause each subcontractor to provide adequate insurance satisfactory to the Department for the protection of employees not otherwise protected. 7.2 General Liability Insurance. The Contractor must secure and maintain Commercial General Liability Insurance including bodily injury, property damage, product -liability, personal & advertising injury and completed operations. This insurance must provide coverage for all claims that may arise from the services, and operations completed under the Contract and any resulting contract or purchase order, whether such services or operations are by the Contractor or anyone directly or indirectly employed by them. Such insurance must include a Hold Harmless Agreement in favor of the State of Florida and also include the State of Florida as an Additional Named Insured for the entire length of the Contract and any resulting contract or purchase order. The Contractor is responsible for determining the minimum limits of liability necessary to provide reasonable financial protections to the Contractor and the State of Florida under the Contract and any resulting contract or purchase order. All insurance policies must be with insurers licensed or eligible to transact business in the State of Florida. The Contractor's current certificate of insurance must contain a provision that the insurance must not be canceled for any reason except after thirty (30) days written notice to the Department's Contract Manager. The Contractors must submit insurance certificates evidencing such insurance coverage prior to execution of a contract with the Department. The Contractor must require its insurance carrier to add the Department to the insurance policies as an additional insured, as provided below: Florida Department of Management Services 302 Page 10 of 15 c/o Division of State Purchasing . 4050 Esplanade Way, Suite 36060 Tallahassee, Florida 32399-0950 SECTION 8. PUBLIC RECORDS, TRADE SECRETS, DOCUMENT MANAGEMENT AND INTELLECTUAL PROPERTY. 8.1 Public Records. The Department may unilaterally cancel this Contract for refusal by the Contractor to comply with this section by not allowing public access to all documents, papers, letters or other material made or received by the Contractor in conjunction with the Contract, unless the records are exempt from section 24(a) of Article I of the State Constitution and section 119.07(1), F.S. Solely for the purposes of this section the contract manager is the agency custodian of public records, unless another is designated per (e), below. If, under a resulting contract or purchase order, the Contractor is providing services and is acting on behalf of a public agency, as provided by section 119.0701, Florida Statutes. The Contractor shall: (a) Keep and maintain public records required by the public agency to perform the service; (b) Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure are not disclosed except as authorized by law for the duration of the contract term and following the completion of the contract if the contractor does not transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency; and (e) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT THE TELEPHONE NUMBER, EMAIL ADDRESS AND MAILING ADDRESS PROVIDED IN THE RESULTING CONTRACT OR PURCHASE ORDER. 8.2 Protection of Trade Secrets or Confidential Information. If the Contractor considers any portion of materials made or received in the course of performing the Contract ("contract -related materials") to be trade secret under section 812.081, F.S., or otherwise confidential under Florida or federal law, the Contractor must 303 Page 11 of 15 clearly designate that portion of the materials as "confidential" when submitted to the Department. If the Department receives a public records request for contract -related materials designated by the Contractor as "confidential," the Department will provide only the portions of the contract -related materials not designated as "confidential." if the requester asserts a right to examine contract -related materials designated as "confidential," the Department will notify the Contractor.. The Contractor will be responsible for responding to and resolving all claims for access to contract -related materials it has designated "confidential." If the Department is served with a request for discovery of contract -related materials designated "confidential," the Department will promptly notify the Contractor about the request. The Contractor will be responsible for filing the appropriate motion or objection in response to the request for discovery. The Department will provide materials designated "confidential" only if the Contractor fails to take appropriate action, within timeframes established by statute and court rule, to protect the materials designated as "confidential" from disclosure. The Contractor will protect, defend, and indemnify the Department for claims, costs, fines, and attorney's fees arising from or relating to its designation of contract -related materials as "confidential." 8.3 Document Management. The Contractor must retain sufficient documentation to substantiate claims for payment under the Contract and all other records, electronic files, papers and documents that were made in relation to this Contract. Contractor must retain all documents related to the Contract for five years after expiration of the Contract, or, if longer, the period required by the General Records Schedules maintained by the Florida Department of State available at: http://dos.myflorida.com/li brary-archives/records-managemenVgerieral-records-schedules/. SECTION 9. DATA SECURITY AND SERVICES. 9.1 Warranty of Security. Unless otherwise agreed in writing, the Contractor and its subcontractors will not perform any of the services from outside of the United States, and the Contractor will not allow any State of Florida Data to be sent by any medium, transmitted or accessed outside of the United States. Notwithstanding any provision of this Contract to the contrary, the Contractor must notify the Department as soon as possible, in accordance with the requirements of section 501.171, F.S., and in all events within one (1) business day in the event Contractor discovers any Data is breached, any unauthorized access of Data occurs (even by persons or companies with authorized access for other purposes), any unauthorized transmission of Data or any credible allegation or suspicion of a material violation of the above. This notification is required whether the event affects one agency/customer or the entire population. The notification must be clear and conspicuous and include a description of the following: (a) The incident in general terms. (b) The type of information that was subject to the unauthorized access and acquisition. (c) The type and number of entities who were, or potentially have been affected by the breach. (d) The actions taken by the Contractor to protect the Data from further unauthorized access. However, the description of those actions in the written notice may be general so as not to further increase the risk or severity of the breach. 9.2 Remedial Measures. 304 Page 12 of 15 Upon becoming aware of an alleged security breach, Contractor's Contract Manager must set up a conference call with the Department's Contract Manager. The conference call invitation must contain a brief description of the nature of the event. When possible, a 30 minute notice will be given to allow Department personnel to be available for the call. If the designated time is not practical for the Department, an alternate time for the call will be scheduled. All available information must be shared on the call. The Contractor must answer all questions based on the information known at that time and answer additional questions as additional information becomes known. The Contractor must provide the Department with final documentation of the incident including all actions that took place. If the Contractor becomes aware of a security breach or security incident outside of normal business hours, the Contractor must notify the Department's Contract Manager and in all events, within one business day. 9.3 Indemnification (Breach of Warranty of Security). The Contractor agrees to defend, indemnify and hold harmless the Department, Customer, the State of Florida, its officers, directors and employees for any claims, suits or proceedings related to a breach of the Warranty of Security. The Contractor will include credit monitoring services at its own cost for those individuals affected or potentially affected by a breach of this warranty for a two year period of time following the breach. 9.4 Annual Certification. The Contractor is required to submit an annual certification demonstrating compliance with the Warranty of Security to the Department by December 31 of each Contract year. SECTION 10. GRATUITIES AND LOBBYING. 10.1 Gratuities. The Contractor will not, in connection with this Contract, directly or indirectly (1) offer, give, or agree to give anything of value to anyone as consideration for any State of Florida officer or employee's decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty, or (2) offer, give, or agree to give to anyone anything of value for the benefit of, or at the direction or request of, any State of Florida officer or employee. 10.2 Lobbying. In accordance with sections 11.062 and 216.347, F.S., Contract funds are not for the purpose of lobbying the Legislature, the judicial branch, or the Department. Pursuant to subsection 287.058(6), F.S., the Contract does not prohibit the Contractor from lobbying the executive or legislative branch concerning the scope of services, performance, term, or compensation regarding the Contract, after the Contract execution and during the Contract's term. SECTION 11. CONTRACT MONITORING. 11.1 Financial Consequences of Non -Performance. If the corrective action plan is unacceptable to the Department or Customer, or fails to remedy the performance deficiencies, the Contractor will be assessed a non-performance retainage equivalent to 10% of the total invoice amount or as specified in the Contract. The retainage will be applied to the invoice for the then -current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the Customer for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited. SECTION 12. CONTRACT AUDITS. 12.1 Payment Audit. 305 Page 13 of 15 Records of costs incurred under terms of the Contract will be maintained. Records of costs incurred will include the Contractor's general accounting records, together with supporting documents and records of the Contractor and all subcontractors performing work, and all other records of the Contractor and subcontractors considered necessary by the Department, State of Florida's Chief Financial Officer or the Office of the Auditor General for audit. SECTION 13. BACKGROUND SCREENING AND SECURITY. 13.1 E-Verify. In accordance with Executive Order 11-116., the Contractor agrees to utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired during the term of the Contract for the services specified in the Contract. The Contractor must also include a requirement in subcontracts that the subcontractor must utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term. In order to implement this provision, the Contractor must provide a copy of its DHS Memorandum of Understanding (MOU) to the Contract Manager within five days of Contract execution. If the Contractor is not enrolled in DHS E- Verify System, it will do so within five days of notice of Contract award, and provide the Contract Manager a copy of its MOU within five days of Contract execution. The link to E- Verify is provided below. http://www.uscis.gov/e-verify. Upon each Contractor or subcontractor new hire, the Contractor must provide a statement within five days to the Contract Manager identifying the new hire with its E-Verify case number. 13.2 Disqualifying Offenses. If at any time it is determined that a person has a criminal misdemeanor or felony record regardless of adjudication (e.g., adjudication withheld, a plea of guilty or nolo contendere, or a guilty verdict) within the last six years from the date of the court's determination for the crimes listed below, or their equivalent in any jurisdiction, the Contractor is required to immediately remove that person from any position with access to State of Florida Data or directly performing services under the Contract. The disqualifying offenses are as follows: (a) Computer related or information technology crimes (b) Fraudulent practices, false pretenses and frauds, and credit card crimes (c) Forgery and counterfeiting (d) Violations involving checks and drafts (e) Misuse of medical or personnel records (f) Felony theft 13.3 Communications and Confidentiality. The Contractor agrees that it will make no statements, press releases, or publicity releases concerning the Contract or its subject matter or otherwise disclose or permit to be disclosed any of the data or other information obtained or furnished in compliance with the Contract, or any particulars thereof, during the period of the Contract, without first notifying the Department's Contract Manager or the Department designated contact person and securing prior written consent. The Contractor must maintain confidentiality of all confidential data, files, and records related to the services and commodities provided pursuant to the Contract and must comply with all state and federal laws, including, but not limited to sections 381.004, 384.29, 392.65, and 456.057, F.S. The Contractor's confidentiality procedures must be consistent with the most recent version of the Department security policies, protocols, and procedures. The Contractor must also comply with any applicable professional standards with respect to confidentiality of information. 306 Page 14 of 15 Alternate Contract Source No. 43230000-NASPO-16-ACS EXHIBIT B FLORIDA SPECIAL CONTRACT CONDITIONS This Exhibit contains the Special Contract Conditions. If a conflict exists between the Special Contract Conditions and the General Contract Conditions, the Special Contract Conditions shall take precedence over the General Contract Conditions unless the conflicting term in the General Contract Conditions is required by Florida law, in which case the General Contract Conditions term will take precedence. Special Contract Conditions are as follows: Section 1 Delays and Complaints Delivery delays and service complaints will be monitored on a continual basis. Documented inability to perform under the conditions of the contract, via the established Complaint to Vendor process (PUR 7017 form), may result in default proceedings and cancellation. Section 2 Monthly Transaction Fee Report The Contractor is required to submit monthly Transaction Fee Reports electronically through MFMP VIP. All such reports and payments shall be subject to audit. Failure to comply with the payment of the Transaction Fees or reporting of transactions shall constitute grounds for declaring the Contractor in default and subject the Contractor to exclusion from business with the State of Florida. For information on how to submit Transaction Fee Reports online, please reference the detailed fee reporting instructions and Vendor training presentations available online through MFMP U on the MyFloridaMarketPlace website (located at http://dms.myflorida.com/mfmp). Assistance is also available from the MyFloridaMarketPlace Customer Service Desk at feeprocessing@myfloridamarketplace.com or 866-FLA-EPRO (866-352-3776) between the hours of 8:00 AM to 6:00 PM, Eastern Time. Section 3 Quarterly Sales Reports Each Contractor shall submit a sales report to the Department on a Quarterly basis. Contract Sales Reports must include the Contractor's name, the dates of Quarter covered, each Customer's name, services provided (to include identification of the cloud solution and service model), and the amount paid by the Customer. Initiation and submission of the Contract Sales Reports are to be the responsibility of the Contractor. The Contractor will submit the completed Sales Report forms by email to the Department Contract Manager no later than the due date indicated in Section 10. Submission of these reports is considered a material requirement of this Contract and the Contractor. Failure to provide quarterly sales reports, including those indicating no sales, within thirty (30) calendar days following the end of each quarter (January, April, July and October) is considered as Non -Performance by the Contractor. Exceptions may be made if a delay in submitting reports is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Department. 307 The Department reserves the right to request additional sales information as needed. Page 15 of 15 Section 4 Quarterly Reporting Timeframes Quarterly reporting timeframes coincide with the State Fiscal Year as follows: Quarter 1 - (July -September) — Due by October 10 Quarter 2 - (October -December) — Due by January 10 Quarter 3 - (January -March) — Due by April 10 Quarter 4 - (April -June) — Due by July 10 Section 5 Business Review Meetings The Department reserves the right to schedule business review meetings as frequently as necessary. The Department will provide the format for the Contractor's agenda. Prior to the meeting, the Contractor shall submit the completed agenda to the Department for review and acceptance. The Contractor shall address the agenda items and any of the Department's additional concerns at the meeting. Failure to comply with this section may result in the Contractor being found in default and contract termination. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK 308 CITY op y \SLES� cn r REFERENCE QUESTIONNAIRE Proposer: OpenGov The above named proposer has provided us with your information as a reference. We would appreciate you providing the information requested below as well as any other information you feel is pertinent. Reference Information Contact Name/Title: Vivian Cao, Budget Director Agency: City of North Miami Email: vcao@northmiamifl.gov Phone:3058959894 Questions I. How long have you been using the software, and what is your ERP system that it integrates with? The city has been using the software for the past 4 years and it integrates with Tyler/EDEN 2. How was the implementation process for your agency? How long did it take? was not part of the implementation, but I understand that the implementation was easy 3. What significant benefits have you realized since implementing the software? Ability to easily download/upload data and create reports 4. Have you identified any shortcomings in the software? If yes, please explain. None 5. Was training provided? If so, how would you rate it? Yes and availability of training for new updates 6. How would you rate their customer service for help or support after implementation? . Excellent 7. Overall, what is your level of satisfaction with the software? Excellent 8. Is there anything else about your experience with the software or vendor that may help us make a decision? Their customer service is excellent as well their response with might encounter *This form must be completed and signed by the person providing the reference. Digitally signed by Vivian Cao Signature: Vivian Cao Date: 2023.02.1511:38:38 05,00, 309 CITY op \SLS6� �L --)� REFERENCE QUESTIONNAIRE Proposer: OpenGov The above named proposer has provided us with your information as a reference. We would appreciate you providing the information requested below as well as any other information you feel is pertinent. Reference Information Contact Name/Title: Erjeta Diamanti, Budget Director Agency:. City of Pompano Beach Email: erjeta.diamanti@copbfl.com Phone: 954-786-4065 Questions 1. How long have you been using the software, and what is your ERP system that it integrates with? Financial Transparency since 2014, Budget and Planning since June 2018. It intergrates with Sun-guard/Naviline. 2. How was the implementation process for your agency? How long did it take? I think it went smoothly. We procured a few other modules and each department utilizing the respective module was responsible for the implementation and deployment of it. OpenGov made sure to keep the process running and ensuring the modules were implemented within the established timeline. 3. What significant benefits have you realized since implementing the software? Departments submit their proposals for the following FY via the software; monitoring via dashboards, easy to run reports especially budget to actuals for prior years (historical data since 2013); time reduction on salaries and benefits projections and loading the budget in Naviline. We are aiming to publish a digital budget book in the near future. 4. Have you identified any shortcomings in the software? if yes, please explain. One of the issues we have experienced more frequently is the integration software. Naviline wrote the software for the City and we had to modify it a few times to make sure the data was integrated accordingly. OpenGov has assisted to solve the issue by adding the missing reference years. 5. Was training provided? If so, how would you rate it? Yes, training was provided for admin and users. Also training materials were provided for future years. Training was very efficient and informative. received positive feedback from all the users/departments. 6. How would you rate their customer service for help or support after implementation? Very helpful. They prioritize and resolve the issue on time, and follow up with staff to ensure that the issue has been resoved. 7. Overall, what is your level of satisfaction with the software? Very satisfied. 8. Is there anything else about your experience with the software or vendor that may help us make a decision? OpenGov releases updates on their suites often and they engage the customers to provide feedback and be part of the process. They organize yearly meetings with other municipalities in the area to share their experiences and learn from each other. OpenGov staff provides recommendations for improvements and ideas on how you could enhance the final product. *This form must be completed and signed by the person providing the reference. Signature: 310 CITY pp y �SLES6' .� _ REFERENCE QUESTIONNAIRE Proposer: Questica Software Ltd. The above named proposer has provided us with your information as a reference. We would appreciate you providing the information requested below as well as any other information you feel is pertinent. Reference Information Contact Name/Title: Lisa Walden/ Financial Reporting Manager Agency: City of Palm Beach Gardens/Finance Email: Iwalden@pbgfl.com Phone: 561-799-4157 Questions 1. How long have you been using the software, and what is your ERP system that it integrates with? Year, Tyler Technologies Eden 2. How was the implementation process for your agency? How long did it take? The process went very well in my opinion. It took approximately 6 months. 3. What significant benefits have you realized since implementing the software? Accuracy in budgeting especially payroll, ease of use for department users, ease of use for residents 4. Have you identified any shortcomings in the software? If yes, please explain. more options when creating reports (something OpenGov is currently working to improve), the need for java script to enhance look and feel of budget (OpenGov staff is good at helping with) 5. Was training provided? If so, how would you rate it? Yes. Very Good. Teams or Zoom (can't remember which) was held for all departmental staff users 6. How would you rate. their customer service for help or support after implementation? Excellent!! Looking forward to utilizing the software for different applications 7. Overall, what is your level of satisfaction with the software? Excellent!! Looking forward to utilizing the software for different applications 8. Is there anything else about your experience with the software or vendor that may help us make a decision? Implementation is very important. Especially setup of chart of accounts. Don't be afraid to utilize the software rather than doing a lot of cut and past from other applications. Vendor is very mindful of support for its customers. *This form must be completed and signed by the person providing the reference. Digitally signed by Lisa M Si nature: Lisa M Walden Walden g Date: 2023.02.25 13:29:49 -05'00' 311 NASPO ValuePoint PARTICIPATING ADDENDUM CLOUD SOLUTIONS Administered by the State of Utah (hereinafter "Lead State") Alternative Contract Source No: 43230000-NASPO-16-ACS Carahsoft Master Agreement No: AR2472 (hereinafter "Contractor') And Florida Department of Management Services (hereinafter "Department/Participating State/Entity") The State of Utah, acting by and through the National Association of State Procurement Officials (NASPO) ValuePoint, competitively procured and awarded a Request for Proposal resulting in Master Agreement number AR2472. The Master Agreement was created as a cooperative purchasing agreement for Cloud Solutions. This Participating Addendum is entered into pursuant to Section 287.042, Florida Statutes. The Department is authorized by subsection 287.042(16), Florida Statutes, "to evaluate contracts let by the Federal Government, another state, or a political subdivision for the provision of commodities and contract services, and, if it is determined in writing to be cost-effective and in the best interest of the state, to enter into a written agreement authorizing an agency to make purchases under such contract." Accordingly, agencies and eligible users (Customer) may make purchases from this Participating Addendum pursuant to the terms and conditions herein. The Department evaluated the Master Agreement, and hereby acknowledges that use of the Master Agreement as an alternative contract source is cost-effective and in the best interest of the State. This Participating Addendum and all incorporated Exhibits, set forth the entire understanding of the Parties and supersedes all prior agreements. Accordingly, the Parties agree as follows: 1. Term and Effective Date The initial term of this Participating Addendum will become effective on the date the document is signed by all Parties, and shall be effective through September 30, 2020, unless terminated earlier in accordance with the General Contract Conditions. 2. Renewal Upon agreement of the Parties, the Department and the Contractor may renew this Participating Addendum in accordance with section 287.057(13), Florida Statutes, and Rule 60A-1.048, Florida Administrative Code. Renewals must be in writing and are subject to the same terms, conditions, and modifications set forth in this Participating Addendum. Renewal determinations will be based upon utilization and achieved savings. 3. Modifications or Additions to Master Agreement The following changes are modifying or supplementing the Master Agreement terms and conditions. a. Scope: The Contractor's Master Agreement products or services listed on the Contractor's page of the NASPO ValuePoint website are included in this contract only if they are not offered on a State Term Contract. 312 Page 2 of 15 In accordance to 74-3.004, F.A.C., Agency requests for Infrastructure as a Service (laaS) must be submitted via a Service Request to the State Data Center. b. Exhibits: All Exhibits attached and listed below are incorporated in their entirety into, and form part of this Participating Addendum. The Participating Addendum Exhibits shall have priority in the order listed: 1) Exhibit A: Contract Conditions, Florida General 2) Exhibit B: Contract Conditions, Florida Special 3) Exhibit C: NASPO ValuePoint Master Agreement Number AR2472 If a conflict exists among any of the documents, the following shall have priority in the order listed below: 1) The Addendum 2) Florida Special Contract Conditions, Exhibit B 3) Florida General Contract Conditions, Exhibit A 4) NASPO ValuePoint Master Agreement Number AR2472 Exhibit C c. Participation: Use of specific NASPO ValuePoint cooperative contracts by agencies, political subdivisions and other entities (including cooperatives) authorized by an individual state's statutes are subject to the prior approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the State Chief Procurement Official. d. Access to Cloud Solutions Services Requires State CIO Approval: Unless otherwise stipulated in this Participating Addendum, speck services accessed through the NASPO ValuePoint cooperative Master Agreements for Cloud Solutions by state executive branch agencies are subject to the authority and prior approval of the State Chief Information Officer's Office. The State Chief Information Officer means the individual designated by the state Governor within the Executive Branch with enterprise -wide responsibilities for leadership and management of information technology resources of a state. Any agency requests for Infrastructure as a Service must be submitted via a service request to the state data center. See section 3.a. above. e. Authorization: Approval of this Participating Addendum by the State Chief Procurement Official and State Chief Information Officer is an authorization for participation in the NASPO cooperative contract process, it is not intended as an approval of any specific purchase or solution. It is the responsibility of the Customer to validate all terms and conditions and to ensure compliance with all applicable statutes and rules. f. Request for Quotes: Customers purchasing Cloud Solutions from this Participating Addendum shall create a Request for Quote (RFQ), each time they desire to purchase Cloud Solutions. The Customer shall issue a detailed RFQ to the ACS Contractor(s) who offer the applicable cloud solutions(s). The specific format of the RFQ is left to the discretion of the Customer, but must contain the following: 1) Applicable service and deployment model(s); 2) Data security classification; 3) Service level agreement requirements; and 4) Exit strategy considerations. 313 g. Enterprise Agreements: The Contractor shall honor any Volume or Enterprise Page 3 of 15 Agreement(s) established between a State of Florida agency and the manufacturer of products or services offered under their Master Agreement. h. Purchase Orders: Customers shall issue purchase orders under this Participating Addendum to their awarded RFQ Contractor using this State of Florida ACS number 43230000-NASPO-16-ACS. The purchase order period survives the expiration of the Contract. The duration of purchase orders must not exceed the expiration of the Contract by more than 12 months. i. Contractor Selection Justification Form: Customers purchasing Cloud Solutions from this Participating Addendum. shall attach to the purchase order a completed Contractor Selection Justification Form (Attachment A). 4. Warranty of Authority Each person signing this document warrants that he or she is duly authorized to do so and to bind the respective party. 5. Entire Agreement of the Parties This document and the attached exhibits constitute the Participating Addendum and the entire understanding of the parties. 6. Amendments All modifications to this Participating Addendum must be in writing and signed by all Parties. No oral modifications to this Participating Addendum are permitted. Notwithstanding the order listed in section 3b, amendments executed after the Participating Addendum is executed may expressly change the provisions of the Participating Addendum. if they do so expressly, then the most recent amendment will take precedence over anything else that is part of the Participating Addendum. IN WITNESS THEREOF, the Parties hereto have caused this agreement, which includes the attached and incorporated Exhibits, to be executed by their undersigned officials as duly authorized. This agreement is not valid and binding until signed and dated by the Parties. Participating State: Florida Contractor: Carahsoft 6y. � l•�.c�/ By: Name: Dave Zeckman Name: Robert R. Moore Title: Chief of Staff Title: Vice President Date: Zpi`7 Date: June 26, 2017 / / Flarifira'A Chief roc ement Officer: Florida's Chiefs formation_- iicer By: By: -0— Name: R z grj Name: Eric Larson Title: Directo of S to Purchasing and Title: Executive Director of the Florida Agency for Chief Procuffteme Officer State Technology and Chief Information Officer Date: Date: 314 Page 4of15 Alternate Contract Source No. 43230000-NASPO-16-ACS Exhibit A GENERAL CONTRACT CONDITIONS Table of Contents SECTION 1. DEFINITIONS.......................................................................................................4 SECTION 2. CONTRACT TERM AND TERMINATION.............................................................4 SECTION3. PAYMENT AND FEES..........................................................................................5 SECTION 4. CONTRACT MANAGEMENT................................................................................6 SECTION 5. COMPLIANCE WITH LAWS.................................................................................7 SECTION 6. MISCELLANEOUS................................................................................................8 SECTION 7. WORKERS' COMPENSATION AND GENERAL LIABILITY INSURANCE, AND INDEMNIFICATION....................................................................................................................9 SECTION 8. PUBLIC RECORDS, TRADE SECRETS, DOCUMENT MANAGEMENT AND INTELLECTUAL PROPERTY...................................................................................................10 SECTION 9. DATA SECURITY AND SERVICES:...................................................................11 SECTION 10. GRATUITIES AND LOBBYING.........................................................................12 SECTION 11. CONTRACT MONITORING..............................................................................12 SECTION 12. CONTRACT AUDITS........................................................................................12 SECTION 13. BACKGROUND SCREENING AND SECURITY...............................................13 These General Contract Conditions supersede and replace in their entirety all General Contract Conditions, Form PUR 1000, which is incorporated by reference in Rule 60A-1.002, Florida Administrative Code (F.A.C.) SECTION 1. DEFINITIONS. The following definition applies in addition to the definitions in Chapter 287, Florida Statutes, (F.S.) and Rule Chapter 60A-1, F.A.C.: 1.1 Customer. The agency or eligible user that purchases commodities or contractual services pursuant to the Contract. SECTION 2. TERMINATION. 2.1 Termination for Convenience. The Contract may be terminated by the Department in whole or in part at any time, in the best interest of the State of Florida. If the Contract is terminated before performance is completed, the Contractor will be paid only for that work satisfactorily performed for which costs can be substantiated. Such payment, however, may not exceed an amount which is the same percentage of the Contract price as the amount of work satisfactorily performed. All work in 315 Page 5 of 15 progress will become the property of the Customer and will be turned over promptly by the Contractor. 2.2 Termination for Cause. If the Department determines that the performance of the Contractor is not satisfactory, the Department may, at its sole discretion, (a) immediately terminate the Contract, (b) notify the Contractor of the deficiency with a requirement that the deficiency be corrected within a specified time, otherwise the Contract will terminate at the'end of such time, or (c) take other action deemed appropriate by the Department. SECTION 3. PAYMENT AND FEES 3.1 Payment Invoicing. The Contractor will be paid upon submission of properly certified invoices to the Customer after delivery and acceptance of commodities or contractual services is confirmed by the Customer. Invoices must contain detail sufficient for an audit and contain the Contract Number and the Contractor's -Federal Employer Identification Number. 3.2 Travel. Travel expenses are not reimbursable unless specifically authorized by the Customer in writing, and may be reimbursed only in accordance with section 112.061, F.S. 3.3 Annual Appropriation. Pursuant to section 287.0582, F.S., if the Contract binds the State of Florida or an agency for the purchase of services or tangible personal property for a period in excess of one fiscal year, the State of Florida's performance and obligation to pay under the Contract is contingent upon an annual appropriation by the Legislature. 3.4 Transaction Fees. The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to section 287.057(22), Florida Statutes. All payments issued by Customers to registered Vendors for purchases of commodities or contractual services will be assessed Transaction Fees as prescribed by rule 60A-1.031, Florida Administrative Code, or as may otherwise be established by law. Vendors must pay the Transaction Fees and agree to automatic deduction of the Transaction Fees, when automatic deduction becomes available. Vendors will submit any monthly reports required pursuant to the rule. All such reports and payments will be subject to audit. Failure to comply with the payment of the Transaction Fees or reporting of transactions will constitute grounds for declaring the Vendor in default and subject the Vendor to exclusion from business with the State of Florida. 3.5 Taxes. The State of Florida is not required to pay any taxes, including customs and tariffs, on commodities or contractual services purchased under the Contract. 3.6 Return of Funds. Contractor will return any overpayments due to unearned funds or funds disallowed pursuant to the terms of the Contract that were disbursed to the Contractor by the Department or Customer. The Contractor must return any overpayment within 40 calendar days after either discovery by the Contractor, its independent auditor, or notification by the Department or Customer of the overpayment. 316 SECTION 4. CONTRACT MANAGEMENT. Page 6 of 15 4.1 Composition and Priority. The Contractor agrees to provide commodities or contractual services to the Customer within the manner and at the location specified in the Purchase Order and any attachments to the Purchase Order. 4.2 Notices. All notices required under the Contract must be delivered to the designated Contract Manager by certified mail, return receipt requested, by reputable air courier service, email, or by personal delivery, or as otherwise identified by the Department. 4.3 Department's Contract Manager. The Department's Contract Manager, is primarily responsible for the Department's oversight of the Contract. In the event that the Department changes the Contract Manager, the Department will notify the Contractor. Such a change does not require an amendment to the Contract. 4.4 Contractor's Contract Manager. The Contractor's Contract Manager is primarily responsible for the Contractor's oversight of the Contract performance. In the event that the Contractor changes its Contract Manager, the Contractor will notify the Department. Such a change does not require an amendment to the Contract. 4.5 Diversity Reporting. The State of Florida supports its diverse business community by creating opportunities for woman-, veteran-, and minority -owned small business enterprises to participate in procurements and contracts. The Department encourages supplier diversity through certification of woman-, veteran-, and minority -owned small business enterprises, and provides advocacy, outreach, and networking through regional business events. For additional information, please contact the Office of Supplier Diversity (OSD) at osdinfo@dms.myflorida.com. Upon request, the Contractor will report to the Department its spend with business enterprises certified by the OSD. These reports must include the time period covered, the name and Federal Employer Identification Number of each business enterprise utilized during the period, commodities and contractual services provided by the business enterprise, and the amount paid to the business enterprise on behalf of each Customer purchasing under the Contract. 4.6 RESPECT. Subject to the agency determination provided for in Section 413.036, F.S., the following statement applies: IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES THAT ARE THE SUBJECT OF, OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM A NONPROFIT AGENCY FOR THE BLIND OR FOR THE SEVERELY HANDICAPPED THAT IS QUALIFIED PURSUANT TO CHAPTER 413, FLORIDA STATUTES, IN THE SAME MANNER AND UNDER THE SAME PROCEDURES SET FORTH IN SECTION 413.036(1) AND (2), FLORIDA STATUTES; AND FOR PURPOSES OF THIS CONTRACT THE PERSON, FIRM, OR OTHER BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT SHALL BE DEEMED TO BE SUBSTITUTED FOR THE STATE AGENCY INSOFAR AS DEALINGS WITH SUCH QUALIFIED NONPROFIT AGENCY ARE CONCERNED. 317 Page 7 of 15 Additional information about the designated nonprofit agency and the commodities or contractual services it offers is available at http://www.respectofflorida.org. 4.7 PRIDE. Subject to the agency determination provided for in Sections 946.515 and 287.042(1), F.S., the following statement applies: IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARE THE SUBJECT OF, OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM THE CORPORATION IDENTIFIED UNDER CHAPTER 946, F.S., IN THE SAME MANNER AND UNDER THE SAME PROCEDURES SET FORTH IN SECTION 946.515(2) AND (4), F.S.; AND FOR PURPOSES OF THIS CONTRACT THE PERSON, FIRM, OR OTHER BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT SHALL BE DEEMED TO BE SUBSTITUTED FOR THIS AGENCY INSOFAR AS DEALINGS WITH SUCH CORPORATION ARE CONCERNED. Additional information about PRIDE and the commodities or contractual services it offers is available at http://www.pride-enterprises.orq. SECTION 5. COMPLIANCE WITH LAWS. 5.1 Department of State Registration. The Contractor and any subcontractors that assert corporate status must provide the Department with conclusive evidence, per section 607.0127, F.S., of a certificate of status, not subject to qualification, if a Florida business entity, or of a certificate of authorization if a foreign business entity and maintain such status or authorization through the life of the Contract and any resulting contract or purchase order. 5.2 Convicted and Discriminatory Vendor Lists. In accordance with sections 287.133 and 287.134, F.S., an entity or affiliate who is on the Convicted Vendor List or the Discriminatory Vendor List may not perform work as a contractor, supplier, subcontractor, or consultant under the Contract. The Contractor must notify the Department if it or any of its suppliers, subcontractors or consultants have been placed on the Convicted Vendor List or the Discriminatory Vendor List during the term of the Contract. 5.3 Contractor Certification. If the Contract exceeds $1,000,000.00 in total, not including renewal years, Contractor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List created pursuant to sections 215.473, F.S. and 215.4725 F.S, respectively. Pursuant to section 287.135(5), F.S., and 287.135(3), F.S., Contractor agrees the Department may immediately terminate the Contract for cause if the Contractor is found to have submitted a false certification or if Contractor is placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel during the term of the Contract. 5.4 Cooperation with Inspector General. Pursuant to subsection 20.055(5), F.S., Contractor, and any subcontractor to the Contractor, understand and will comply with their duty to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing. Upon request of the Inspector General or 318 Page 8 of 15 any other authorized State official, the Contractor must provide any type of information the Inspector General deems relevant to the Contractor's integrity or responsibility. Such information may include, but will not be limited to, the Contractor's business or financial records, documents, or files of any type or form that refer to or relate to the Contract. The Contractor will retain such records for five years after the expiration of the Contract, or the period required by the General Records Schedules maintained by the Florida Department of State (available at: http://dos.myflorida.com/library-archives/records-management/general records -schedules/), whichever is longer. The Contractor agrees to reimburse the State of Florida for the reasonable costs of investigation incurred by the Inspector General or other authorized State of Florida official for investigations of the Contractor's compliance with the terms of this or any other agreement between the Contractor and the State of Florida which results in the suspension or debarment of the Contractor. Such costs will include, but will not be limited to: salaries of investigators, including overtime; travel and lodging expenses; and expert witness and documentary fees. SECTION 6. MISCELLANEOUS. 6.1 Notice of Legal Actions. The Contractor must notify the Department of any legal actions filed against it for a violation of any laws, rules, codes, ordinances or licensing requirements within 30 days of the action being filed. The Contractor must notify the Department of any legal actions filed against it for a breach of a contract of similar size and scope to this Contract within 30 days of the action being filed. Failure to notify the Department of a legal action within 30 days of the action will be grounds for termination for cause of the Contract. 6.2 Subcontractors. All contactors, dealers, and resellers authorized by the Department, as shown on the dedicated Contractor NASPO ValuePoint website, are approved to provide sales and service support to participants in the Master Agreement. The Contractor's dealer participation will be in accordance with the terms and conditions set forth in the Master Agreement. The Contractor is fully responsible for satisfactory completion of all subcontracted work. The Department supports diversity in its procurements and contracts, and requests that Contractor offer subcontracting opportunities to certified woman-, veteran-, and minority -owned small businesses. The Contractor may contact the OSD at osdhelp(a).dms.mvflorida.com for information on certified small business enterprises available for subcontracting opportunities. 6.3 Assignment. The Contractor will not sell, assign or transfer any of its rights, duties or obligations under the Contract without the prior written consent of the Department. In the event of any assignment, the Contractor remains secondarily liable for performance of the Contract. The Department may assign the Contract to another state agency. 6.4 Independent Contractor. The Contractor and its employees, agents, representatives, and subcontractors are not employees or agents of the Department and are not entitled to the benefits of State of Florida employees. The Department will not be bound by any acts or conduct of the Contractor or its employees, agents, representatives, or subcontractors. The Contractor agrees to include this provision in all of its subcontracts under the Contract. 6.5 Ombudsman. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this office are found in section 215.422, F.S., which include disseminating information relative to prompt payment and assisting contractors in receiving their payments in 319 Page 9 of 15 a timely manner from a Customer. The Vendor Ombudsman may be contacted at (850) 413- 5516. 6.6 Information Technology Standards Pursuant to sections 282.0051 and 282.318, F.S., the Agency for State Technology (AST) is to establish standards for the implementation and management of information technology resources. Vendors agree to cooperate with the state agency in furtherance of the state agency's efforts to comply with AST standards, established in Rule Chapter 74, F.A.C, as applicable. SECTION 7. WORKERS' COMPENSATION AND GENERAL LIABILITY INSURANCE, AND INDEMNIFICATION 7.1 Workers' Compensation Insurance. To the extent required by law, the Contractor must be self -insured against, or must secure and maintain during the life of the contract, Worker's Compensation Insurance for all its employees connected with the work of this project, and in case any work is subcontracted, the Contractor must require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees engaged in work under the resulting contract are covered by the Contractor's insurance program. Self-insurance or insurance coverage must comply with the Florida Worker's Compensation law. In the event hazardous work is being performed by the Contractor under the resulting contract or purchase order and any class of employees performing the hazardous work is not protected under Worker's Compensation statutes, the Contractor must provide, and cause each subcontractor to provide adequate insurance satisfactory to the Department for the protection of employees not otherwise protected. 7.2 General Liability Insurance. The Contractor must secure and maintain Commercial General Liability Insurance including bodily injury, property damage, product -liability, personal & advertising injury and completed operations. This insurance must provide coverage for all claims that may arise from the services, and operations completed under the Contract and any resulting contract or purchase order, whether such services or operations are by the Contractor or anyone directly or indirectly employed by them. Such insurance must include a Hold Harmless Agreement in favor of the State of Florida and also include the State of Florida as an Additional Named Insured for the entire length of the Contract and any resulting contract or purchase order. The Contractor is responsible for determining the minimum limits of liability necessary to provide reasonable financial protections to the Contractor and the State of Florida under the Contract and any resulting contract or purchase order. All insurance policies must be with insurers licensed or eligible to transact business in the State of Florida. The Contractor's current certificate of insurance must contain a provision that the insurance must not be canceled for any reason except after thirty (30) days written notice to the Department's Contract Manager. The Contractors must submit insurance certificates evidencing such insurance coverage prior to execution of a contract with the Department. The Contractor must require its insurance carrier to add the Department to the insurance policies as an additional insured, as provided below: Florida Department of Management Services 320 Page 10 of 15 c/o Division of State Purchasing . 4050 Esplanade Way, Suite 36060 Tallahassee, Florida 32399-0950 SECTION 8. PUBLIC RECORDS, TRADE SECRETS, DOCUMENT MANAGEMENT AND INTELLECTUAL PROPERTY. 8.1 Public Records. The Department may unilaterally cancel this Contract for refusal by the Contractor to comply with this section by not allowing public access to all documents, papers, letters or other material made or received by the Contractor in conjunction with the Contract, unless the records are exempt from section 24(a) of Article I of the State Constitution and section 119.07(1), F.S. Solely for the purposes of this section the contract manager is the agency custodian of public records, unless another is designated per (e), below. If, under a resulting contract or purchase order, the Contractor is providing services and is acting on behalf of a public agency, as provided by section 119.0701, Florida Statutes. The Contractor shall: (a) Keep and maintain public records required by the public agency to perform the service; (b) Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure are not disclosed except as authorized by law for the duration of the contract term and following the completion of the contract if the contractor does not transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency; and (e) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT THE TELEPHONE NUMBER, EMAIL ADDRESS AND MAILING ADDRESS PROVIDED IN THE RESULTING CONTRACT OR PURCHASE ORDER. 8.2 Protection of Trade Secrets or Confidential Information. If the Contractor considers any portion of materials made or received in the course of performing the Contract ("contract -related materials") to be trade secret under section 812.081, F.S., or otherwise confidential under Florida or federal law, the Contractor must 321 Page 11 of 15 clearly designate that portion of the materials as "confidential" when submitted to the Department. If the Department receives a public records request for contract -related materials designated by the Contractor as "confidential," the Department will provide only the portions of the contract -related materials not designated as "confidential." If the requester asserts a right to examine contract -related materials designated as "confidential," the Department will notify the Contractor.. The Contractor will be responsible for responding to and resolving all claims for access to contract -related materials it has designated "confidential." If the Department is served with a request for discovery of contract -related materials designated "confidential," the Department will promptly notify the Contractor about the request. The Contractor will be responsible for filing the appropriate motion or objection in response to the request for discovery. The Department will provide materials designated "confidential" only if the Contractor fails to take appropriate action, within timeframes established by statute and court rule, to protect the materials designated as "confidential" from disclosure. The Contractor will protect, defend, and indemnify the Department for claims, costs, fines, and attorney's fees arising from or relating to its designation of contract -related materials as "confidential." 8.3 Document Management. The Contractor must retain sufficient documentation to substantiate claims for payment under the Contract and all other records, electronic files, papers and documents that were made in relation to this Contract. Contractor must retain all documents related to the Contract for five years after expiration of the Contract, or, if longer, the period required by the General Records Schedules maintained by the Florida Department of State available at: http://dos.myflorida.com/library-archives/records-managemenygel ieral-records-schedules/. SECTION 9. DATA SECURITY AND SERVICES. 9.1 Warranty of Security. Unless otherwise agreed in writing, the Contractor and its subcontractors will not perform any of the services from outside of the United States, and the Contractor will not allow any State of Florida Data to be sent by any medium, transmitted or accessed outside of the United States. Notwithstanding any provision of this Contract to the contrary, the Contractor must notify the Department as soon as possible, in accordance with the requirements of section 501.171, F.S., and in all events within one (1) business day in the event Contractor discovers any Data is breached, any unauthorized access of Data occurs (even by persons or companies with authorized access for other purposes), any unauthorized transmission of Data or any credible allegation or suspicion of a material violation of the above. This notification is required whether the event affects one agency/customer or the entire population. The notification must be clear and conspicuous and include a description of the following: (a) The incident in general terms. (b) The type of information that was subject to the unauthorized access and acquisition. (c) The type and number of entities who were, or potentially have been affected by the breach. (d) The actions taken by the Contractor to protect the Data from further unauthorized access. However, the description of those actions in the written notice may be general so as not to further increase the risk or severity of the breach. 9.2 Remedial Measures. 322 Page 12 of 15 Upon becoming aware of an alleged security breach, Contractor's Contract Manager must set up a conference call with the Department's Contract Manager. The conference call invitation must contain a brief description of the nature of the event. When possible, a 30 minute notice will be given to allow Department personnel to be available for the call. If the designated time is not practical for the Department, an alternate time for the call will be scheduled. All available information must be shared on the call. The Contractor must answer all questions based on the information known at that time and answer additional questions as additional information becomes known. The Contractor must provide the Department with final documentation of the incident including all actions that took place. If the Contractor becomes aware of a security breach or security incident outside of normal business hours, the Contractor must notify the Department's Contract Manager and in all events, within one business day. 9.3 Indemnification (Breach of Warranty of Security). The Contractor agrees to defend, indemnify and hold harmless the Department, Customer, the State of Florida, its officers, directors and employees for any claims, suits or proceedings related to a breach of the Warranty of Security. The Contractor will include credit monitoring services at its own cost for those individuals affected or potentially affected by a breach of this warranty for a two year period of time following the breach. 9.4 Annual Certification. The Contractor is required to submit an annual certification demonstrating compliance with the Warranty of Security to the Department by December 31 of each Contract year. SECTION 10. GRATUITIES AND LOBBYING. 10.1 Gratuities. The Contractor will not, in connection with this Contract, directly or indirectly (1) offer, give, or agree to give anything of value to anyone as consideration for any State of Florida officer or employee's decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty, or (2) offer, give, or agree to give to anyone anything of value for the benefit of, or at the direction or request of, any State of Florida officer or employee. 10.2 Lobbying. In accordance with sections 11.062 and 216.347, F.S., Contract funds are not for the purpose of lobbying the Legislature, the judicial branch, or the Department. Pursuant to subsection 287.058(6), F.S., the Contract does not prohibit the Contractor from lobbying the executive or legislative branch concerning the scope of services, performance, term, or compensation regarding the Contract, after the Contract execution and during the Contract's term. SECTION 11. CONTRACT MONITORING. 11.1 Financial Consequences of Non -Performance. If the corrective action plan is unacceptable to the Department or Customer, or fails to remedy the performance deficiencies, the Contractor will be assessed a non-performance retainage equivalent to 10% of the total invoice amount or as specified in the Contract. The retainage will be applied to the invoice for the then -current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the Customer for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited. SECTION 12. CONTRACT AUDITS. 12.1 Payment Audit. 323 Page 13 of 15 Records of costs incurred under terms of the Contract will be maintained. Records of costs incurred will include the Contractor's general accounting records, together with supporting documents and records of the Contractor and all subcontractors performing work, and all other records of the Contractor and subcontractors considered necessary by the Department, State of Florida's Chief Financial Officer or the Office of the Auditor General for audit. SECTION 13. BACKGROUND SCREENING AND SECURITY. 13.1 E-Verify. In accordance with Executive Order 11-116., the Contractor agrees to utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired during the term of the Contract for the services specified in the Contract. The Contractor must also include a requirement in subcontracts that the subcontractor must utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term. In order to implement this provision, the Contractor must provide a copy of its DHS Memorandum of Understanding (MOU) to the Contract Manager within five days of Contract execution. If the Contractor is not enrolled in DHS E- Verify System, it will do so within five days of notice of Contract award, and provide the Contract Manager a copy of its MOU within five days of Contract execution. The link to E- Verify is provided below. http://www.uscis.gov/e-verify. Upon each Contractor or subcontractor new hire, the Contractor must provide a statement within five days to the Contract Manager identifying the new hire with its E-Verify case number. 13.2 Disqualifying Offenses. If at any time it is determined that a person has a criminal misdemeanor or felony record regardless of adjudication (e.g., adjudication withheld, a plea of guilty or nolo contendere, or a guilty verdict) within the last six years from the date of the court's determination for the crimes listed below, or their equivalent in any jurisdiction, the Contractor is required -to immediately remove that person from any position with access to State of Florida Data or directly performing services under the Contract. The disqualifying offenses are as follows: (a) Computer related or information technology crimes (b) Fraudulent practices, false pretenses and frauds, and credit card crimes (c) Forgery and counterfeiting (d) Violations involving checks and drafts (e) Misuse of medical or personnel records (f) Felony theft 13.3 Communications and Confidentiality. The Contractor agrees that it will make no statements, press releases, or publicity releases concerning the Contract or its subject matter or otherwise disclose or permit to be disclosed any of the data or other information obtained or furnished in compliance with the Contract, or any particulars thereof, during the period of the Contract, without first notifying the Department's Contract Manager or the Department designated contact person and securing prior written consent. The Contractor must maintain confidentiality of all confidential data, files, and records related to the services and commodities provided pursuant to the Contract and must comply with all state and federal laws, including, but not limited to sections 381.004, 384.29, 392.65, and 456.057, F.S. The Contractor's confidentiality procedures must be consistent with the most recent version of the Department security policies, protocols, and procedures. The Contractor must also comply with any applicable professional standards with respect to confidentiality of information. 324 Page 14 of 15 Alternate Contract Source No. 43230000-NASPO-16-ACS EXHIBIT B FLORIDA SPECIAL CONTRACT CONDITIONS This Exhibit contains the Special Contract Conditions. If a conflict exists.between the Special Contract Conditions and the General Contract Conditions, the Special Contract Conditions shall take precedence over the General Contract Conditions unless the conflicting term in the General Contract Conditions is required by Florida law, in which case the General Contract Conditions term will take precedence. Special Contract Conditions are as follows: Section 1 Delays and Complaints Delivery delays and service complaints will be monitored on a continual basis. Documented inability to perform under the conditions of the contract, via the established Complaint to Vendor process (PUR 7017 form), may result in default proceedings and cancellation. Section 2 Monthly Transaction Fee Report The Contractor is required to submit monthly Transaction Fee Reports electronically through MFMP VIP. All such reports and payments shall be subject to audit. Failure to comply with the payment of the Transaction Fees or reporting of transactions shall constitute grounds for declaring the Contractor in default and subject the Contractor to exclusion from business with the State of Florida. For information on how to submit Transaction Fee Reports online, please reference the detailed fee reporting instructions and Vendor training presentations available online through MFMP U on the MyFloridaMarketPlace website (located at http://dms.myflorida.com/mfmp). Assistance is also available from the MyFloridaMarketPlace Customer Service Desk at feeprocessing@myfloridamarketplace.com or 866-FLA-EPRO (866-352-3776) between the hours of 8:00 AM to 6:00 PM, Eastern Time. Section 3 Quarterly Sales Reports Each Contractor shall submit a sales report to the Department on a Quarterly basis. Contract Sales Reports must include the Contractor's name, the dates of Quarter covered, each Customer's name, services provided (to include identification of the cloud solution and service model), and the amount paid by the Customer. Initiation and submission of the Contract Sales Reports are to be the responsibility of the Contractor. The Contractor will submit the completed Sales Report forms by email to the Department Contract Manager no later than the due date indicated in Section 10. Submission of these reports is considered a material requirement of this Contract and the Contractor. Failure to provide quarterly sales reports, including those indicating no sales, within thirty (30) calendar days following the end of each quarter (January, April, July and October) is considered as Non -Performance by the Contractor. Exceptions may be made if a delay in submitting reports is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Department. 325 Page 15 of 15 The Department reserves the right to request additional sales information as needed. Section 4 Quarterly Reporting Timeframes Quarterly reporting timeframes coincide with the State Fiscal Year as follows: Quarter 1 - (July -September) — Due by October 10 Quarter 2 - (October -December) — Due by January 10 Quarter 3 - (January -March) — Due by April 10 Quarter 4 - (April -June) — Due by July 10 Section 5 Business Review Meetings The Department reserves the right to schedule business review meetings as frequently as necessary. The Department will provide the format for the Contractor's agenda. Prior to the meeting, the Contractor shall submit the completed agenda to the Department for review and acceptance. The Contractor shall address the agenda items and any of the Department's additional concerns at the meeting. Failure to comply with this section may result in the Contractor being found in default and contract termination. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK. 326 CITY pp y \SLES49 un4�-. .,0.._ REFERENCE QUESTIONNAIRE Proposer: OpenGov The above named proposer has provided us with your information as a reference. We would appreciate you providing the information requested below as well as any other information you feel is pertinent. Reference Information Contact Name/Title: Vivian Cao, Budget Director Agency: City of North Miami Email: vcao@northmiamifl.gov Phone: 3058959894 Questions 1. How long have you been using the software, and what is your ERP system that it integrates with? The city has been using the software for the past 4 years and it integrates with Tyler/EDEN 2. How was the implementation process for your agency? How long did it take? I was not part of the implementation, but I understand that the implementation was easy 3. What significant benefits have you realized since implementing the software? Ability to easily download/upload data and create reports 4. Have you identified any shortcomings in the software? If yes, please explain. None 5. Was training provided? If so, how would you rate it? Yes and availability of training for new updates 6. How would you rate their customer service for help or support after implementation? Excellent 7. Overall, what is your level of satisfaction with the software? Excellent 8. Is there anything else about your experience with the software or vendor that may help us make a decision? Their customer service is excellent as well their response with might encounter *This form must be completed and signed by the person providing the reference. Digitally signed by Vivian Cao Signature: Vivian Cao Date: 2023.02.1511:38:38 05'Oo' 327 CITY op . \SLES19 REFERENCE QUESTIONNAIRE Proposer: OpenGov The above named proposer has provided us with your information as a reference. We would appreciate you providing the information requested below as well as any other information you feel is pertinent. Reference Information Contact Name/Title: Erjeta Diamanti, Budget Director Agency: City of Pompano Beach Email: erjeta.diamanti@copbfl.com Phone: 954-786-4065 Questions 1. How long have you been using the software, and what is your ERP system that it integrates with? Financial Transparency since 2014, Budget and Planning since June 2018 . It intergrates with Sun-guard/Naviline. 2. How was the implementation process for your agency? How long did it take? I think it went smoothly. We procured a few other modules and each department utilizing the respective module was responsible for the implementation and deployment of it. OpenGov made sure to keep the process running and ensuring the modules were implemented within the established timeline. 3. What significant benefits have you realized since implementing the software? Departments submit their proposals for the following FY via the software; monitoring via dashboards, easy to run reports especially budget to actuals for prior years (historical data since 2013); time reduction on salaries and benefits projections and loading the budget in Naviline. We are aiming to publish a digital budget book in the near future. 4. Have you identified any shortcomings in the software? If yes, please explain. One of the issues we have experienced more frequently is the integration software. Naviline wrote the software for the City and we had to modify it a few times to make sure the data was integrated accordingly. OpenGov has assisted to solve the issue by adding the missing reference years. 5. Was training provided? If so, how would you rate it? Yes, training was provided for admin and users. Also training materials were provided for future years. Training was very efficient and informative. received positive feedback from all the users/departments. 6. How would you rate their customer service for help or support after implementation? Very helpful. They prioritize and resolve the issue on time, and follow up with staff to ensure that the issue has been resoved. 7. Overall, what is your level of satisfaction with the software? Very satisfied. 8. Is there anything else about your experience with the software or vendor that may help us make a decision? OpenGov releases updates on their suites often and they engage the customers to provide feedback and be part of the process. They organize yearly meetings with other municipalities in the area to share their experiences and learn from each other. OpenGov staff provides recommendations for improvements and ideas on how you could enhance the final product. *This form must be completed and signed by the person providing the reference. Signature: 328 CITY op y \SLES46) L G REFERENCE QUESTIONNAIRE Proposer: Cluestica Software Ltd. The above named proposer has provided us with your information as a reference. We would appreciate you providing the information requested below as well as any other information you feel is pertinent. Reference Information Contact Name/Title: Lisa Walden/ Financial Reporting Manager Agency: City of Palm Beach Gardens/Finance Email: Iwalden@pbgfl.com Phone: 561-799-4157 Questions 1. How long have you been using the software, and what is your ERP system that it integrates with? 1 Year, Tyler Technologies Eden 2. How was the implementation process for your agency? How long did it take? The process went very well in my opinion. It took approximately 6 months. 3. What significant benefits have you realized since implementing the software? Accuracy in budgeting especially payroll, ease of use for department users, ease of use for residents 4. Have you identified any shortcomings in the software? If yes, please explain. more options when creating reports (something OpenGov is currently working to improve), the need for java script to enhance look and feel of budget (OpenGov staff is good at helping with) S. Was training provided? If so, how would you rate it? Yes. Very Good. Teams or Zoom (can't remember which) was held for all departmental staff users 6. How would you rate. their customer service for help or support after implementation? Excellent!! Looking forward to utilizing the software for different applications 7. Overall, what is your level of satisfaction with the software? Excellent!! Looking forward to utilizing the software for different applications 8. Is there anything else about your experience with the software or vendor that may help us make a decision? Implementation is very important. Especially setup of chart of accounts. Don't be afraid to utilize the software rather than doing a lot of cut and past from other applications. Vendor is very mindful of support for it's customers. *This form must be completed and signed by the person providing the reference. Digitally signed by Lisa M Signature: Lisa M Walden Walden Date: 2023.02.25 13:29:49 -05'0V 329 ?S,F"Ppr IDS Sir FL4 c, oSJA City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-0606 City Hall (305) 949-3113 Fax MEMORANDUM TO: Honorable Mayor and City Commissioners VIA: Stan Morris, City Manager FROM: Tiffany Neely, Finance Director DATE: August 20, 2026 RE: Renewal of OpenGov Budgeting & Planning Software Subscription RECOMMENDATION: This item is presented for consideration by the City Commission. REASONS: In November 2023, the City Commission approved Resolution No. 2023-3580 authorizing the purchase, licensing, and implementation of OpenGov Budgeting & Planning software through Carahsoft Technology Corp. The software was selected following an extensive evaluation process and was implemented to modernize and automate the City's budget development, workforce planning, capital planning, reporting, and budget publication processes. The original three-year agreement was approved in an amount not to exceed $228,985.58, consisting of implementation services and annual software licensing. The software has enabled the Finance Department to replace numerous spreadsheet -driven processes with a centralized budgeting platform that improves accuracy, efficiency, workforce forecasting, budget reporting, and transparency. Carahsoft, as OpenGov's authorized reseller, has submitted a renewal quotation for continued licensing of the OpenGov Budgeting & Planning platform for the period October 1, 2026 through September 30, 2027. The renewal cost is $64,009.06, billed annually in advance. The quote is issued under NASPO Contract No. 43230000-NASPO-I6-ACS, the same cooperative purchasing contract utilized for the original procurement. Staff is satisfied with the software and wishes to continue its use. The renewal will allow the City to Item Number: 9.F 286 continue utilizing the Budgeting& Planning platform for: • Annual operating budget development and monitoring; • Workforce planning and personnel cost forecasting; • Capital improvement planning; • Budget -to -actual reporting and analysis ADDITIONAL INFORMATION: The renewal is being procured through the NASPO ValuePoint cooperative purchasing contract, which is exempt from competitive bidding requirements pursuant to Section 62-13(I) of the City's Purchasing Code. The cooperative contract remains available for ordering purposes and was the basis for the original OpenGov procurement approved by Resolution No. 2023-3580. A complete copy of the contract file, including all exhibits and attachments, is on file with the Office of the City Clerk and is available upon request. FUNDING SOURCE: Funds for this renewal will be budgeted in the Innovation & Technology Department software account within the FY 2026-27 operating budget. ATTACHMENTS: Resolution Quote - Carahsoft (2026) Quote - Carahsoft (2023) NASPO Addendum Item Number: 9.17 287