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HomeMy WebLinkAbout2013-128B 7l0 Im !3 � . r AGREEMENT FOR ELECTRONIC DOCUMENT MANAGEMENT AND TRAINING between CLEAR VILLAGE , INC . and INDIAN RIVER COUNTY THIS AGREEMENT for Electronic Document Management and Professional Services and Training is entered into by the parties on this 22nd day of August , 2013 by Clear Village , Inc . , a Nevada corporation authorized to conduct business in the State of Florida , hereinafter referred to as " Clear Village " , and Indian River County , a political subdivision of the State of Florida , hereinafter referred to as " County" and the parties do hereby agree as follows : WHEREAS , Clear Village is a Nevada corporation authorized to conduct business in the State of Florida that specializes in computer programming ; and WHEREAS , Clear Village has offered to assist the County in its electronic document management , the County' s current document manage system and configuration with existing County hardware and software ; and WHEREAS , the County ' s current electronic document management system is in need of re- configuration due to over 700 , 000 files being stored in the repository that cannot be easily searched or retrieved ; and WHEREAS , Clear Village has offered to assist the County in its electronic document management for a greatly reduced rate in order to use the system created for Indian River County in its business plan ; and WHEREAS , the County is satisfied that Clear Village ' s proposal will provide needed organization , simplicity , and coordination with other departments concerning its electronic document management , that Clear Village is committed to providing the best solutions for local government service delivery , that Clear Village ' s technology will provide benefit for citizens , the business community , county staff, budgets and the environment , and that under this proposal , Clear Village will provide an electronic document management solution for Indian River County . NOW , THEREFORE , in consideration of the mutual terms , conditions and promises hereinafter Clear Village and the County agree as follows : 1 . The above recitals are true and correct and incorporated by reference in to this agreement . 2 . Clear Village will provide an electronic document management system consisting of the following : a . An application to drive the Building Department and the Utility Department' s Scanner. The application will allow users to remotely initiate document scans . 1 p Scanned documents can be categorized and tagged to support searching and retrieval , as well as indicating the confidentiality of a document . b . A web - based application to search the electronic document repository and to view electronic documents . The application will be available to authorized users from anywhere with access to Indian River County' s network . The application will enforce document confidentiality . c . An administrative console to configure document types , tags , and user authorizations . d . A document management system configured to support the Building Department' s Document Types , Document Tags , and Confidentiality policies . The Department staff will be configured as users of the system with appropriate authorizations . e . A document management system configured to support the Utility Department' s Document Types , Document Tags , and Confidentiality policies . The Department staff will be configured as users of the system with appropriate authorizations . 3 . Clear Village will also undertake the following activities : a . Provide services for the Building Department and the Utilities Department to import OCE documents and the tags used to search for the documents into the Clear Village document management system . The current OCE document management system can be used as an archive for existing electronic documents . There are over 700 , 000 files in the OCE repository . b . Conduct interviews with representatives from each Department to document the types of documents managed and the methods used to search for documents . Clear Village will write an import program that will capture the tags ( i . e . the information used by document searches ) as well as the electronic documents . The import program will load each Department' s documents into the Clear Village Server and will add the appropriate tags to support document searches . The analysis , import program creation , the import process , and the quality assurance for the import process will require 2 to 3 weeks to complete per Department . c . Install the Document Management System on a County computer . A server class machine is recommended . The server will need Microsoft IIS and Microsoft SQL Server, The County is responsible for provisioning the hardware for the Document Management System . d . Ensure that the Document Management System works with Clear Village ' s Citizen Portal and Clear Village ' s Staff Portal used by the Building Department . This will provide staff easy access to electronic documents associated with permits , contractor registrations , etc . as the staff performs inspections , and reviews permit applications . 2 4: Additionally , electronic documents provided by contractors , businesses , and/or citizens can be automatically uploaded , classified and tagged . This reduces scanning costs for the County and frees staff time to better serve customers . 4 . Professional services fees are a one-time fee required to implement the Clear Village solution . Our fees include all setup and training required to equip your staff to manage the Clear Village solution on an ongoing basis . In addition , all pricing is fixed fee pricing representing the total cost to get the solution up and running . Clear Village will provide the following services to install and configure the document management system : a . Configure the scanner driver and install the scanning software on computers of the County' s choosing . b . Configure document types , document tags , and confidentiality levels . c . Configure users and user authorizations . d . Install the document management server software on the hardware of the County' s choosing . 5 . Clear Village will provide the following training for County staff: a . Administrator training covering how to configure the system including management of document types , search tags , confidentiality settings , users , and user authorizations . Administrative training will also cover backup and archiving procedures . b . Scanning training covering how to use the software to scan documents . The training includes how to use document types , confidentiality settings , and document tags . c . Document Repository training covers how to search the document repository and view documents in the repository . 6 . The fees for the Document Management System include one-time costs to install and configure the system , and to train the staff, and annual charges for the software and its maintenance and support . The one-time fees for professional services and training are as follows : Building Utilities Total Installation and configuration : $3 , 800 $ 1 , 600 $5 , 400 Trainin $ 1 , 050 $ 1 , 050 $2 , 100 Import Documents $6 , 400 $4 , 700 $ 11 , 100 Services Total : $ 11 , 250 $7, 350 $ 18 , 600 7 . The Document Management Software is provided on an annual license basis . The license fee includes maintenance and support services . The software costs are as follows : 3 Building Utilities Total Scanning software $ 1 , 400 $ 1 , 400 $2 , 800 In Document Management Server $2 , 300 $2 , 300 Web Document Search & View $ 1 , 100 $ 1 , 100 $2 , 200 Annual Software Total : 1 $4, 800 $2 , 500 1 $7 , 300 8 . The County agrees to reimburse reasonable travel expenses associated with delivering the implementation and training services . 9 . Clear Village shall complete the services under this agreement within 120 days . The time to complete the services may be extended upon mutual agreement of the parties . 10 . All payments under this agreement shall be made in compliance with the Local Government Prompt Payment Act , §218 . 70 FS . 11 . This Agreement may not be transferred or assigned without the County' s consent . 12 . This Agreement shall be governed by the laws of Florida and in case of a dispute , venue with respect to this Agreement shall be in Indian River County , Florida , or if in Federal court , the Southern District of Florida . 13 . This Agreement constitutes the entire agreement between the Parties . No covenant or condition or any other part of this Agreement may be waived except in writing signed by the Parties . Failure by the County to enforce any of provisions not be construed as a general waiver on its part of any such provisions . If any of the provisions of this Agreement shall be determined to be unenforceable by a court of competent jurisdiction , then such provision shall be deemed to be excluded and the remainder of the Contract shall remain in full force and effect . 14 . It is agreed by the Parties that Clear Village and employees supplied by Clear Village are acting as Independent Contractors and not employees of the County . 15 . Clear Village shall procure and maintain for the duration of the Agreement , insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Clear Village , its agents , representatives , employees or subcontractors . The cost of such insurance shall be included in Clear Village ' s fees . • Worker' s Compensation as required by the State of Florida . Employers Liability of $ 100 , 000 each accident , $ 500 , 000 disease policy limit , and $ 100 , 000 disease each employee . • General Liability $ 500 , 000 combined single limit per accident for bodily injury and property damage . 4 • Auto Liability $ 500 , 000 combined single limit per accident for bodily injury and property damage . Coverage shall include owned vehicles , hired vehicles , and non -owned vehicles . • Clear Village ' s insurance coverage shall be primary and the County shall be named an "Additional Insured " on all certificates of insurance . . • The insurance companies chosen shall provide certificates of insurance prior to signing of contracts , to the Indian River County Risk Management Department . • Each insurance company shall provide the Indian River County Risk Management Department with a certificate of insurance that states that the insurance company will provide 30 days notice to the Risk Management Department , of its intent to modify or cancel said policies of insurance . Such notice shall be in writing by registered mail , return receipt requested , and addressed to the Risk Manager of the Risk Management Department . • Clear Village shall include all sub-contractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor . All coverages for subcontractors shall be subject to all of the requirements stated herein . • Any deductibles or self- insured retentions greater than $ 5 , 000 must be approved by the Risk Manager for Indian River County with the ultimate responsibility for same going to Clear Village . 16 . Clear Village hereby agrees to indemnify , and hold harmless , the County , and the County' s officers , employees and agents , from and against any and all claims from liabilities , damages , losses , costs , third party claims , judgments , and expense to persons or property , including reasonable attorneys ' fees , to the extent caused by the negligence , recklessness , or intentionally wrongful conduct of Clear Village , or of Clear Village ' s officers , employees , or agents , and Clear Village shall indemnify the County against any such claims and any judgments that may be entered in connection therewith , including reasonable attorneys ' fees . 17 . Any contact concerning this contract should be addressed to : Robert Keating David Loeb Community Development Director President Indian River County Clear Village , Inc . 1801 27th Street 1276 Minnesota Avenue Vero Beach , FL 32960 Winter Park , FL 32789 772 -226- 1254 407- 314 -3094 bkeatinga. ircgov . com david . loeb@clearvillageinc . com 5 IN WITNESS WHEREOF , the undersigned have executed this Agreement as of the date first set forth above . CLEAR VILLAGE , INC . INDIAN RIVER COUNTY BOARD OF COUNTY COMMISSIONERS Dav eb , Presiden ep E . Flesc er , Chairman Witnessed by : Date Approved by BCC 07-09-13 Printed name: r,T/1 Attest : Jeffrey R . Smith , Clerk of Circuit Court and Comptroller Witnessed by : 1 ik & Printed name : Ka `e.0 60Z :BY eputy Clerk N IplI It IINiI Ny Il,yl y om /S8 Approved : ::oQt � Q,e °'�92 ��o, tseAlBaird , County Admi istrator y I n ra 44 '/=G/, SER COUN,N,I JP"a 4 � NIINNNIINNN as to form and legal sufficiency : . DeBraal Deputy County Attorney 6