HomeMy WebLinkAboutFlorida League of Cities Memorandum of Understanding -2006 10 01
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING, dated this /S'Day of October, 2006, is
entered into by and between the Florida League of Cities, Inc., 125 E. Colonial Drive,
Orlando, Florida., and the City of Winter Springs, 1126 East S.R. 434, Winter Springs,
Florida.
Our Understanding of Your Needs:
It is our understanding that the City of Winter Springs (City) desires the Florida League
of Cities (League) to provide project management oversight for the implementation of the
Records Management Technology Plan presented to the City Commission on the 9th day
of August 2004. This project management oversight was outlined in the plan as
approved.
The Approach:
· The League will assist the City in the development of a revised project plan to
include a schedule for FY 2006/2007, specific tasks assignments, and
identification of needed resources.
· The League will review the proposed content and plan for training to ensure the
training is appropriate and timely for project implementation.
· Provide ongoing guidance and assistance to the Records Management Core
Team on specific concerns, problems and issues. This includes, but is not
limited to, assistance with the generation of appropriate policies, procedures and
resolution ot'implementation issues.
· The League will provide for coordination between various vendors and the City
relative to this project and provide assistance in resolving any issues that may
arise with the vendor.
· Provide guidance and assistance as needed and requested by the Director of
Information Systems.
· The League will work closely with the Project & Application Support Specialist to
ensure timely completion and progress of tasks.
. The League .will be a part of the RM Core Team in order to provide better service
and be more involved with the overall implementation of the plan.
The Deliverables:
· Meet weekly with the Records Management Core Team (RMCT) to discuss
issues and review progress.
· Generate a monthly status report of Needs and Pending Items List.
· Generate a quarterly status report outlining the actual progress of the project
measured against the project plan. This will include a detailed review of actua.l
work accomplished. Quarterly reports will be generated based on the following
schedule:
o October - December 2006 --> will be received no later than January 12, 2007
o January - March 2007 --> will be received no later than April 13, 2007
o April - June 2007 --> will be received no later than July 13, 2007
o July - September 2007 --> will be received no later than October 12, 2007
FLC and Winter Springs Memorandum of Understanding
October 16, 2006
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MEMORANDUM OF UNDERSTANDING
Assumptions and Variables:
· It is assumed that the weekly meeting with the RMCT and assistance with issues
and concerns will take one day per week.
· It is assumed that the League will have access to the needed functional areas,
computer systems and general information to generate its monthly reports.
Schedule:
The schedule for the weekly meetings and monthly review will be mutually agreed upon
between the League and the City. The length of this contract is from the date of its
signing until September 30, 2007.
Cost:
Total maximum fee. is $18,475, which will be invoiced quarterly based upon the hours
actually expended at the following rates and hours:
Name Estimated Rate Total
Hours
Proiect Manaaer 15 $125 $ 1,875
Senior Consultant 60 $110 $ 6,600
Imaoino/Research Support 200 $50 $ 10,000
TOTAL 275 $ 18,475
Invoices will be generated based on the following schedule:
· October - December 2006 --> will be received no later than January 12, 2007
· January - March 2007 --> will be received no later than April 13, 2007
· April - June 2007 --> will be received no later than July 13, 2007
· July - September 2007 --> will be received no later than October 12, 2007
Terms and Conditions:
If the Florida League of Cities, its employees or agents fail for any reason, whether or
not negligent, to fulfill the conditions as contained in this contract, the City of Winter
Spring's only remedy shall be to receive a refund of all monies paid for the project. In no
event will the Florida League of Cities be liable for any loss, special, punitive or
consequential damages or damages in excess of the amounts received by the Florida
League of Cities under the terms of this Agreement.
This agreement shall constitute the entire agreement between the Florida League of
Cities and the City of Winter Springs with respect to the subject matter of this agreement
and shall not be modified or changed without the express consent of the parties. The
provisions of this agreement supersede all prior oral and written quotations,
communications, agreements and understandings of the parties with respect to the
subject matter of this agreement.
This memorandum of understanding terminates upon completion of the two hundred and
seventy five hours of League labor or either party may terminate this agreement
immediately with written notice to the other. In case of early termination, the League will
FLC and Winter Springs Memorandum of Understanding
October 16, 2006
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MEMORANDUM OF UNDERSTANDING
invoice the City for any hours expended to that point and the City will have 45 days from
the invoice day to pay all monies owed.
APPROVALS:
~/h
Franklin R. Hagy, C~nfOnT1ation Officer
Florida League of Cities
'1 ~c/ r:I~
Date
AGREED TO ON BEHALF OF THE CITY OF WINTER SPRINGS:
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Signature:
Title:
icp6~'O<-
ate
FLC and Winter Springs Memorandum of Understanding
October 16, 2006
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