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R2023-14 Contract with South Central Planning and Development Commission for Community Development SoftwareRESOLUTION 2023-14 - A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH FLORIDA APPROVING A CONTRACT WITH THE SOUTH CENTRAL PLANNING AND DEVELOPMENT COMMISSION FOR COMMUNITY DEVELOPMENT SOFTWARE UTILIZING PRICING ESTABLISHED IN AN EXISTING CONTRACT WITH THE TOWN OF JUNO BEACH AND AUTHORIZING THE MAYOR AND VILLAGE CLERK TO EXECUTE A CONTRACT AND LICENSING AGREEMENT; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Village is need of online Permitting, Planning, Code Enforcement and Licensing Software for use by the Community Development Department; and WHEREAS, Village Staff recommended executing a Contract with the South Central Planning and Development Commission (SCPDC) for the "MyGovernmentOnline" permitting software utilizing the terms, conditions and pricing of a competitively bid contract with the Town of Juno Beach; and WHEREAS, the Village Council determines that adoption of this Resolution is in the best interests of the residents and property owners of the Village of North Palm Beach. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA, as follows: Section 1. The foregoing recitals are ratified as true and incorporated herein. Section 2. The Village Council hereby approves a Contract for Software Services and accompanying Software License and Service Agreement with the South Central Planning and Development Commission, copies of which are attached hereto and incorporated herein, utilizing pricing established an existing contract with the Town of Juno Beach at a total cost for the first two years of $49,399.92, with funds expended from Account No. Q5541-66415 (ARPA Expense — Computer Hardware & Software). The Village Council further authorizes the Mayor and Village Clerk to execute the Contract and Software License and Service Agreement on behalf of the Village. Section 3. All resolutions or parts of resolutions in conflict with this Resolution are hereby repealed to the extent of such conflict. Section 4. This Resolution shall take effect immediately upon adoption. PAS DOPTED THIS 9TH DAY OF FEBRUARY, 2023. �•NpRTjyA ala e Seal •�� F A • M FJST:...••'• VILLAGE CLERK Page 1 of 9 CONTRACT FOR SCPDC SOFTWARE SERVICES This Contract is made as of the 9th day of February, 2023, by and between the Village of North Palm Beach, a Florida municipal corporation, hereinafter referred to as the VILLAGE, and South Central Planning and Development Commission, a government agency of the State of Louisiana authorized to do business in the State of Florida, ration authorized to do business in the State of Florida, hereinafter referred to as the CONTRACTOR, whose Federal I.D. number is 72-0721574. WHEREAS, the VILLAGE is need of Software Solution for Planning and Zoning, Building Permitting, Business Licensing, Code Enforcement and Inspection Activities for use by the Community Development Department; and WHEREAS, the Town of Juno Beach, through its competitive solicitation process, awarded a Contract for Software Services to CONTRACTOR (“Juno Beach Contract”); and WHEREAS, the VILLAGE requested that CONTRACTOR provide the requested services based on the pricing established in the Juno Beach Contract; and WHEREAS, as authorized by the VILLAGE’s purchasing policies and procedures, the VILLAGE desires to retain CONTRACTOR’s services by “piggy-backing” the Juno Beach Contract, including all terms, conditions and pricing set forth therein. NOW, THEREFORE, in consideration of the mutual promises contained herein, the VILLAGE and the CONTRACTOR agree as follows: ARTICLE 1 - SERVICES The CONTRACTOR’S responsibility under this Contract is to provide a software solution for the Community Development Department, in accordance with the terms and conditions set forth in the Juno Beach Contract and CONTRACTOR’s Proposal submitted in response to the competitive solicitation issued by the Town of Juno Beach (“Proposal”), both of which are attached hereto and incorporated herein by reference. The VILLAGE’s representative/liaison during the performance of this Contract shall be Wayne Cameron, VILLAGE Building Official. ARTICLE 2 - SCHEDULE/TERM Services shall commence and CONTRACTOR shall complete the work within the timeframe specified in the Proposal or as otherwise mutually agreed upon in writing by the VILLAGE and CONTRACTOR. The initial term of the Contract shall be for two (2) years with automatic renewals for three additional one-year terms under the same terms and conditions. At the end of five years, the parties may renew on a continuing basis for a negotiated term and cost. DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 2 of 9 ARTICLE 3 - COMPENSATION TO CONTRACTOR A. Generally - The VILLAGE agrees to compensate the CONTRACTOR in accordance with the Proposal. The total and cumulative amount of this contract shall not exceed the amount of funds budgeted for these services nor shall said fees exceed the amounts as set forth in the Proposal. B. Payments - Invoices received from the CONTRACTOR pursuant to this Contract will be reviewed and approved by the VILLAGE’S representative, indicating that services have been rendered in conformity with the Contract and then will be sent to the Finance Department for payment. CONTRACTOR will invoice the VILLAGE in advance for each payment period. Invoices will normally be paid within thirty (30) days following the VILLAGE representative’s approval. ARTICLE 4 - TERMINATION Termination procedures are defined in Section 10 of the SCPDC SOFTWARE LICENSE AND SERVICE AGREEMENT. ARTICLE 5 - PERSONNEL The CONTRACTOR represents that it has, or will secure at its own expense, all necessary personnel required to perform the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the VILLAGE. All of the services required hereunder shall be performed by the CONTRACTOR or under its supervision, and all personnel engaged in performing the services shall be fully qualified and, if required, authorized or permitted under state and local law to perform such services. The CONTRACTOR warrants that all services shall be performed by skilled and competent personnel to the highest professional standards in the field. All of the CONTRACTOR’S personnel (and all Subcontractors) while on Village premises, will comply with all Village requirements governing conduct, safety, and security. ARTICLE 6 - INSURANCE A. Prior to execution of this Contract by the VILLAGE the CONTRACTOR shall provide certificates evidencing insurance coverage as required hereunder. All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida. The Certificates shall clearly indicate that the CONTRACTOR has obtained insurance of the type, amount, and classification as required for strict compliance with this Article and that no material change or cancellation of the insurance shall be effective without thirty (30) days prior written notice to the VILLAGE’S representative. Compliance with the foregoing requirements shall not relieve the CONTRACTOR of its liability and obligations under this Contract. B. The CONTRACTOR shall maintain, during the life of this Contract, Commercial General DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 3 of 9 Liability, including Professional Liability Errors and Omissions insurance in the amount of $1,000,000.00 in aggregate to protect the CONTRACTOR from claims for damages for bodily and personal injury, including wrongful death, as well as from claims of property damages which may arise from any operations under this Contract, whether such operations be by the CONTRACTOR or by anyone directly employed by or contracting with the CONTRACTOR. C. The CONTRACTOR shall maintain, during the life of this Contract, comprehensive automobile liability insurance in the minimum amount of $500,000 combined single limit for bodily injury and property damages liability to protect the CONTRACTOR from claims for damages for bodily and personal injury, including death, as well as from claims for property damage, which may arise from the ownership, use, or maintenance of owned and non-owned automobiles, including rented automobiles whether such operations be by the CONTRACTOR or by anyone directly or indirectly employed by the CONTRACTOR. D. The parties to this Contract shall carry Workers’ Compensation Insurance and Employer’s Liability Insurance for all employees as required by Florida Statutes. In the event that a party does not carry Workers’ Compensation Insurance and chooses not to obtain same, then such party shall. in accordance with Section 440.05, Florida Statutes, apply for and obtain an exemption authorized by the Department of Insurance and shall provide a copy of such exemption to the VILLAGE. ARTICLE 7 - INDEMNIFICATION A. To the fullest extent permitted by applicable laws and regulations, the CONTRACTOR shall indemnify and save harmless and defend the VILLAGE, its officials, agents, servants, and employees from and against any and all claims, liability, losses, and/or causes of action arising out of or in any way related to the services furnished by the CONTRACTOR pursuant to this Contract, including, but not limited to, those caused by or arising out of any act, omission, negligence or default of the CONTRACTOR and/or its subcontractors, agents, servants or employees. B. The CONTRACTOR shall not be required to indemnify the VILLAGE, its officials, agents, servants and employees when the occurrence results solely from the wrongful acts or omissions of the VILLAGE, its officials, agents, servants and employees. The terms of this Section shall survive completion of all services, obligations and duties provided for in this Contract as well as the termination of this Agreement for any reason. C. Nothing contained in this Contract shall create a contractual relationship with or a cause of action in favor of a third party against either the VILLAGE or the CONTRACTOR, nor shall this Contract be construed a waiver of sovereign immunity beyond the waiver provided in Section 768.28, Florida Statutes. ARTICLE 8 - SUCCESSORS AND ASSIGNS The VILLAGE and the CONTRACTOR each binds itself and its partners, successors, executors, administrators, and assigns to the other party of this Contract and to the partners, successors, executors, administrators and assigns of such other party, in respect to all covenants of this DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 4 of 9 Contract. Except as above, neither the VILLAGE nor the CONTRACTOR shall assign, sublet, convey or transfer its interest in this Contract without the written consent of the other. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of the VILLAGE which may be a party hereto, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the VILLAGE and the CONTRACTOR. ARTICLE 9 - REMEDIES No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder or now or hereafter existing at law or in equity or by statute or otherwise. No single or partial exercise by any party of any right, power, or remedy hereunder shall preclude any other or further exercise thereof. ARTICLE 10 - EXCUSABLE DELAYS The CONTRACTOR shall not be considered in default by reason of any failure in performance if such failure arises out of causes reasonably beyond the control of the CONTRACTOR or its subcontractors and without their fault or negligence. Such causes include, but are not limited to: acts of God; natural or public health emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather conditions. Upon the CONTRACTOR’S request, the VILLAGE shall consider the facts and extent of any failure to perform the work and, if the CONTRACTOR’S failure to perform was without it or its subcontractor’s fault or negligence the Contract Schedule and/or any other affected provision of this Contract shall be revised accordingly; subject to the VILLAGE’S rights to change, terminate, or stop any or all of the work at any time. ARTICLE 11 - INDEPENDENT CONTRACTOR RELATIONSHIP The CONTRACTOR is, and shall be, in the performance of all work, services and/or activities under this Contract, an Independent Contractor, and not an employee, agent, or servant of the VILLAGE. All persons engaged in any of the work, services and/or activities performed pursuant to this Contract shall at all times, and in all places, be subject to the CONTRACTOR’S sole direction, supervision, and control. The CONTRACTOR shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the CONTRACTOR’S relationship and the relationship of its employees, agents, or servants to the VILLAGE shall be that of an Independent Contractor and not as employees or agents of the VILLAGE. The CONTRACTOR does not have the power or authority to bind the VILLAGE in any promise, agreement or representation other than as specifically provided for in this agreement. ARTICLE 12 - NONDISCRIMINATION The CONTRACTOR warrants and represents that all of its employees are treated equally during employment without regard to race, color, religion, disability, sex, age, national origin, ancestry, marital status, or sexual orientation. DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 5 of 9 ARTICLE 13 - ENFORCEMENT COSTS If any legal action or other proceeding is brought for the enforcement of this Contract, or because of an alleged dispute, breach, default or misrepresentation in connection with any provisions of this Contract, the successful or prevailing party or parties shall be entitled to recover reasonable attorney’s fees, court costs and all expenses (including taxes) even if not taxable as court awarded costs (including, without limitation, all such fees, costs and expenses incident to appeals), incurred in that action or proceeding, in addition to any other relief to which such party or parties may be entitled. ARTICLE 14 - AUTHORITY TO CONDUCT BUSINESS The CONTRACTOR hereby represents and warrants that it has and will continue to maintain all licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. Proof of such licenses and approvals shall be submitted to the VILLAGE’S representative upon request. ARTICLE 15 - SEVERABILITY If any term or provision of this Contract, or the application thereof to any person or circumstances shall, to any extent, be held invalid or unenforceable, to remainder of this Contract, or the application of such terms or provision, to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and every other term and provision of this Contract shall be deemed valid and enforceable to the extent permitted by law. ARTICLE 16 - PUBLIC ENTITY CRIMES As provided in Section 287.132-133, Florida Statutes, by entering into this Contract or performing any work in furtherance hereof, CONTRACTOR certifies that it, its affiliates, suppliers, subcontractors and any other contractors who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within the thirty-six (36) months immediately preceding the date hereof. This notice is required by Section 287.133(3)(a), Florida Statutes. ARTICLE 17 - MODIFICATIONS OF WORK The VILLAGE reserves the right to make changes in Scope of Work, including alterations, reductions therein or additions thereto. Upon receipt by the CONTRACTOR of the VILLAGE’S notification of a contemplated change, the CONTRACTOR shall, in writing: (1) provide a detailed estimate for the increase or decrease in cost due to the contemplated change, (2) notify the VILLAGE of any estimated change in the completion date, and (3) advise the VILLAGE if the contemplated change shall affect the CONTRACTOR’S ability to meet the completion dates or schedules of this Contract. If the VILLAGE so instructs in writing, the CONTRACTOR shall suspend work on that portion of the Scope of Work affected by the contemplated change, pending the VILLAGE’S decision to proceed with the change. DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 6 of 9 If the VILLAGE elects to make the change, the VILLAGE shall initiate a Contract Amendment and the CONTRACTOR shall not commence work on any such change until such written amendment is signed by the CONTRACTOR and approved and executed by the Village of North Palm Beach. ARTICLE 18 - NOTICE All notices required in this Contract shall be sent by certified mail, return receipt requested, and if sent to the VILLAGE shall be mailed to: Village of North Palm Beach 501 US Highway One North Palm Beach, Florida 33408 Attention: Wayne Cameron, Building Official and if sent to the CONTRACTOR shall be mailed to: South Central Planning and Development Commission 5058 West Main Street Houma, Louisiana 70360 Attention: Ryan Hutchinson, Chief Technology Officer ARTICLE 19 - ENTIRETY OF CONTRACTUAL AGREEMENT The VILLAGE and the CONTRACTOR agree that this Contract sets forth the entire agreement between the parties, and that there are no promises or understandings other than those stated herein. None of the provisions, terms and conditions contained in this Contract may be added to, modified, superseded or otherwise altered, except by written instrument executed by the parties hereto in accordance with Article 17. ARTICLE 20 - WARRANTY/GUARANTY CONTRACTOR warrants that its Services under this Contract will be free of defects in materials and workmanship for a period of one year following completion of those Services or as otherwise provided by manufacturer. ARTICLE 21 - PROTECTION OF WORK AND PROPERTY The CONTRACTOR shall continuously maintain adequate protection of all work from damage, and shall protect the VILLAGE’S property from injury or loss arising in connection with the Contract. Except for any such damage, injury, or loss, except that which may be directly due to errors caused by the VILLAGE or employees of the VILLAGE, the CONTRACTOR shall provide any necessary materials to maintain such protection. Until acceptance of the work by the VILLAGE, the VILLAGE’S property shall be under the charge and care of the CONTRACTOR and the CONTRACTOR shall take every necessary precaution against injury or damage to the work by the action of elements or from any other cause whatsoever, DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 7 of 9 and the CONTRACTOR shall repair, restore and make good, without additional work occasioned by any of the above causes before its completion and acceptance. ARTICLE 22 - WAIVER Failure of the VILLAGE to enforce or exercise any right(s) under this Contract shall not be deemed a waiver of VILLAGE’S right to enforce or exercise said right(s) at any time thereafter. ARTICLE 23 - PREPARATION This Contract shall not be construed more strongly against either party regardless of who was more responsible for its preparation. ARTICLE 24 - MATERIALITY All provisions of the Contract shall be deemed material. In the event CONTRACTOR fails to comply with any of the provisions contained in this Contract or exhibits, amendments and addenda attached hereto, said failure shall be deemed a material breach of this Contract and VILLAGE may at its option and without notice terminate this Contract. ARTICLE 25 - CONTRACT DOCUMENTS AND CONTROLLING PROVISIONS This Contract incorporates the terms of the Request for Proposals issued by the VILLAGE and the Proposal Response submitted by CONTRACTOR, and CONTRACTOR agrees to be bound by all the terms and conditions set forth in the aforementioned documents. To the extent that a conflict exists between this Contract and the remaining documents, the terms, conditions, covenants, and/or provisions of this Contract shall prevail. Wherever possible, the provisions of such documents shall be construed in such a manner as to avoid conflicts between provisions of the various documents. ARTICLE 26 - DEFAULT Notwithstanding anything contained in this Contract to the contrary, the parties agree that the occurrence of any of the following shall be deemed a material event of default and shall be grounds for termination: A. The filing of a lien by any subcontractor or third tier subcontractor including, but not limited to material men, suppliers, or laborers, upon any property, right of way, easement or other interest in land or right to use within the territorial boundaries of the VILLAGE which lien is not satisfied, discharged or contested in a court of law within thirty (30) days from the date of notice to the CONTRACTOR; B. The filing of any judgment lien against the assets of CONTRACTOR related to the performance of this Contract which is not satisfied, discharged or contested in a court of law within thirty (30) days from the date of notice to the CONTRACTOR; or C. The filing of a petition by or against CONTRACTOR for relief under the Bankruptcy Code, or for its reorganization or for the appointment of a receiver or trustee of CONTRACTOR DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 8 of 9 or CONTRACTOR'S property; or an assignment by CONTRACTOR for the benefit of creditors; or the taking possession of the property of CONTRACTOR by any governmental officer or agency pursuant to statutory authority for the dissolution or liquidation of CONTRACTOR; or if a temporary or permanent receiver or trustee shall be appointed for CONTRACTOR or for CONTRACTOR'S property and such temporary or permanent receiver or Trustee shall not be discharged within thirty (30) days from the date of appointment. CONTRACTOR shall provide written notice to the VILLAGE of the occurrence of any event of default within ten (10) days of CONTRACTOR’s receipt of notice of any such default. ARTICLE 27 - AUDITS If applicable, the Contractor shall maintain books, records and documents directly pertinent to performance under this Agreement in accordance with generally accepted accounting principles. The Commission, the State of Florida, United States Department of Energy or their authorized representatives shall have access to such records for audit purposes during the term of this Agreement and for five (5) years following Agreement completion. ARTICLE 28 - LEGAL EFFECT This Contract shall not become binding and effective until approved by the VILLAGE Council of the VILLAGE of North Palm Beach or its designated representative. ARTICLE 29 - REPRESENTATIONS/BINDING AUTHORITY CONTRACTOR represents that the person executing this Agreement has the power, authority and legal right to execute and deliver this Contract and perform all of its obligations under this Contract. ARTICLE 31 - INSPECTOR GENERAL CONTRACTOR is aware that the Inspector General of Palm Beach County has the authority to investigate and audit matters relating to the negotiation and performance of this contract and in furtherance thereof, may demand and obtain records and testimony from the CONTRACTOR and its subcontractors. CONTRACTOR understands and agrees that in addition to all other remedies and consequences provided by law, the failure of contractor or its subcontractors to fully cooperate with the Inspector General when requested may be deemed by the VILLAGE to be a material breach of the Contract Documents justifying termination. ARTICLE 32 – E-VERIFY CONTRACTOR warrants and represents that CONTRACTOR and all subcontractors are in compliance with Section 448.095, Florida Statutes, as may be amended. CONTRACTOR has registered to use, and shall continue to use, the E-Verify System (E-Verify.gov) to electronically verify the employment eligibility of newly hired employees and has received an affidavit from each subcontractor stating that the subcontractor does not employ, contract with or subcontract with an unauthorized alien. If the VILLAGE has a good faith belief that CONTRACTOR has DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Page 9 of 9 knowingly violated Section 448.09(1), Florida Statutes, the VILLAGE shall terminate this Contract pursuant to Section 448.095(2), Florida Statutes, as may be amended. If the VILLAGE has a good faith believe that a subcontractor has knowingly violated Section 448.09(1), Florida Statutes, but CONTRACTOR has otherwise complained, it shall notify CONTRACTOR, and CONTRACTOR shall immediately terminate its contract with the subcontractor. IN WITNESS WHEREOF, the VILLAGE and CONTRACTOR hereto have made and executed this Contract as of the day and year first above written. VILLAGE OF NORTH PALM BEACH SOUTH CENTRAL PLANNING AND DEVELOPMENT COMMISSION BY: _________________________ BY: __________________________ MAYOR Name: Title: ATTEST: WITNESSED BY: BY: __________________________ VILLAGE CLERK Print Name: APPROVED AS TO FORM AND LEGAL SUFFICIENCY BY: __________________________ VILLAGE ATTORNEY DocuSign Envelope ID: F27B2FEE-A6A9-4F8A-ADE9-8C54A803CE94DocuSign Envelope ID: AEE0C833-A00A-44FA-AC16-C3F907C56AEC Ryan Hutchinson