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Backup Documents 07/12/2022 Item #16D 4 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO U THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE4 Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than Monday preceding the Board meeting. **NEW** ROUTING SLIP Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. Risk Risk Management !V l 2. County Attorney Office County Attorney Office RTT err 1 7/II/zz 4. BCC Office Board of County Commissioners I)/1 by/10// 7/13/S Z 4. Minutes and Records Clerk of Court's Office 4 1/4 larig 7//3/2-L-- 5. Procurement Services Procurement Services PRIMARY CONTACT INFORMATION Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees above,may need to contact staff for additional or missing information. Name of Primary Staff Ryan Nelson/PURCHASING Contact Information 239-252-6020 Contact/ Department Agenda Date Item was 7/12/2022 Agenda Item Number 16.D.4. Approved by the BCC Type of Document First Amendment to Agreement Number of Original 1 Attached 20-7783 Documents Attached PO number or account N/A 20-7783 5 POINT number if document is Master Software- SOLUTIONS, to be recorded As-A-Service LLC. (SAAS) Agreement INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signature STAMP OK N/A 2. Does the document need to be sent to another agency for additional signatures? If yes, N/A provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. 3. Original document has been signed/initialed for legal sufficiency. (All documents to be • signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney. 4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the • document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chaiintan's signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip N/A should be provided to the County Attorney Office at the time the item is input into SIRE-- Some documents are time sensitive and require forwarding to Tallahassee within a certain RECEIVED time frame or the BCC's actions are nullified. Be aware of your deadlines! 8. The document was approved by the BCC on 7/12/2022 and all changes made during Mk 1 2 2C 22/A is not the meeting have been incorporated in the attached document. The County an option for Attorney's Office has reviewed the changes,if applicable. RIS f thi line. 9. Initials of attorney verifying that the attached document is the version approved by the rla er rl is not BCC,all changes directed by the BCC have been made,and the document is ready for the D an option for Chairman's signature. 1`FT r1- this line. 16 4 Ann P. Jennejohn From: Ann P.Jennejohn Sent: Thursday, July 14, 2022 11:54 AM To: 'ryan.nelson@colliercounyfl.gov' Ann Jennejohn 13MR Sevtior Deputy Clerk 11 L t.tT{ ' Clerk to the Value Adjustment Board „cot '-,, Office: 239-252-8406 Fax: 239-252-8408 (if applicable) Avwt.Jevtvtejolnvt@CollierClerk.cowt f' o Office of the Clerk of the Circuit Court k`en"%D. & Cowtptroller of Collier Couvtty 3299 Tawtiawti Trail, Suite #401 Naples, FL 34112-5324 www.CollierClerk.com i 1604 FIRST AMENDMENT TO AGREEMENT #20-7783 FOR MASTER SOFTWARE-AS-A-SERVICE (SAAS) AGREEMENT THIS FIRST AMENDMENT, made and entered into on this I '2lay of .-UkI 2022, by and between 5 Point Solutions, LLC (the "5 Point Solutions" or "Contractor") and Collier County, a political subdivision of the State of Florida, (the "County" or "Customer") (collectively, the "Parties"): WHEREAS, on December 14, 2021 (Agenda No. 16.D.19), the County entered into Agreement # 20-7783 "Mental Health Data Collaborative" Master Software-As-A-Service Agreement (the "Agreement") with 5 Point Solutions to establish a data system to allow information and data sharing between County and partnered community agencies, to increase collaboration and improve Mental Health Services; and WHEREAS, the Agreement provided for a three year initial term with two additional one- year renewals with a total cost of$200,679.52 for services obtained over a five-year period; and WHEREAS, the Parties desire to amend the Agreement to increase services, modify project milestones and payment schedule and establish revised pricing providing for a new cost of $407,436.00 over the remaining agreement term, including renewals. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, it is agreed by the Parties as follows: 1. Attachment I "Products & Pricing Schedule" of the Agreement is hereby voided and replaced in its entirety with Attachment I-A attached hereto. 2. All other terms and conditions of the Agreement shall remain the same. **Remainder of this page left blank intentionally** SIGNATURE PAGE TO FOLLOW [22-PRC-04934/1728780/1] Page 1 of 10 First Amendment to Agreement# 20-7783 O O' 16D4 IN WITNESS WHEREOF,the Parties hereto, have each, respectively, by an authorized person or agent, have executed this Amendment on the date and year first written above. ATTEST: 4c _• MISSIONERS Crystal K Kiniel,,Clerk of Circuit Court BOARD OF C• and Co i'p�troller'. ^ COLLIER f,F ORID• '?^ N Cam' .I �, . By: __.�- DatBy: • Willi i L. McDanie ,Jr.,Chairma (SEAL) Atter aim, i 41 1'S 5igtt #tte only.. Contractor's Witnesses: CONTRACTOR: 5 Point Sol tions,LLC ��/ Fi st Witness By: ani0 Ad4teeiaV Signature -Thve5 i.ES' rn T /'Type/print witness nameTh l �1C ew 1 TType/print signature and titlel Second WitnessV•N N(2- •-�]) opera—. ShA0.a N�£yc�ova S �� l TType/print witness nameT Apo s t• For b,antd4Leegg�ality: yr' III A sistant County'` Attorney 0114 I ,T mgSko Print Name jA)::\ [22-PRC-0493411728780/1] Page 2 of10 �� aL First Amendment to Agreement# 20-7783 C'l 16 4 ATTACHMENT I-A (FIRST AMENDMENT) Project Scope The Case Management Solution will consist of a hosted SaaS solution and the implementation services needed to install and deploy the system to meet the requirements define herein. CaseWorX will be installed as a functional solution with its existing functionality which includes standard fields, display screens, widgets, and reports. FivePoint will work with the designated agency project managers, IT staff, and system administrators to integrate CaseWorX with the business practices of Collier County to accomplish the Customer's business needs. FivePoint will implement one (1) subscription of CaseWorX. CaseWorX will be configured for use by Collier County, FL Mental Health Data Collaborative. The system will be configured to the agreed upon and signed off Functional Design Document. There is no limit to the number of authorized users accessing the issued CaseWorX Mental Health Data Collaborative subscription. Users with permissions to the CaseWorX Mental Health Data Collaborative subscription will be determined by Collier County. Should an additional subscription of CaseWorX for a separate program for data tracking and reporting be necessary, a Change Order will be created. Data Exchanges Data exchanges will be created between the CaseWorX system and the systems defined in this Change Order. FivePoint and the Collier County project team will work with the external agencies to determine the scope of work for each data exchange identified in the contract. This will include a detailed description of the capabilities of each data exchange based on external agencies' systems to provide and consume data. This information will be used to define the automation needed to generate and consume data for each interface. Collier County will provide use cases and workflow information that will be used to define the type of data being used in each exchange, the frequency of the exchange and any automation processes required. Data Exchange Source Exchange Type Notes David Lawrence Data Exchange: Credible Will be defined during Exchange to populate data into requirements gathering. CaseWorX from David Lawrence System—Uni-Directional CCSO: TriTier(Wings) Will be defined during Exchange to populate data into requirements gathering. CaseWorX from Wings—Uni- Directional Courts: Drug Court Case Management Will be defined during Exchange to populate data into System (DCCM) requirements gathering. CaseWorX from DCCM—Uni- Directional Wounder Warriors: HMIS Will be defined during Exchange to populate data into requirements gathering. CaseWorX from HMIS—Uni- Directional Hunger& Homeless Coalition: HMIS Will be defined during Exchange to populate data into requirements gathering. CaseWorX from HMIS—Uni- Directional NAMI: HMIS Will be defined during Exchange to populate data into requirements gathering. CaseWorX from HMIS—Uni- Directional [22-PRC-04934/1728780/1] Page 3 of 10 First Amendment to Agreement# 20-7783 16 Q4 Custom Development FivePoint will develop Widgets and Data Fields for the following: 1. Narcan Deployments—up to 10 Data Fields 2. Marchman Act—Up to 10 Data Fields 3. Baker Act—Up to 10 Data Fields Program Implementation FivePoint Project Management consists of: • Creating and maintaining project plans using Microsoft Project. • Communication Planning o Leading weekly status meetings o Proving weekly status reports(if required) • Updating and managing Issue, Risk and Decision Logs • Ensuring the Change Management process is followed if changes are required. CaseWorX is an "out of the box" solution and the Customer will be trained on all aspects of the application including all administration functions, security, forms management, and configuration. If configuration items have been identified and are "in scope" for this agreement, they will be incorporated into the project plan. If configuration items are outside of this agreement, a subsequent statement of work or change order will be required and may result in additional fees. FivePoint will not proceed with configuration items determined out of scope until a new statement of work or change order has been signed by both FivePoint and a County representative. After the initial project planning meetings, configuration will be accomplished using these stages. 1. System Configuration 2. Financial Structure (if applicable) 3. Document Templates 4. Workflow Processes Analysis 5. Data Exchanges 6. Reports 7. Security Configuration 8. Training 9. Deployment Meetings will be conducted on site and/or online as mutually agreed upon by Collier County and FivePoint project managers during the analysis and configuration phase of the project. System Configuration In the System Configuration stage, FivePoint will work with Customer's implementation team to verify and identify the drop-down list values needed in the CaseWorX solution. As new list values are identified they will be added as tasks to the FivePoint issues management system and tracked. Configuration is necessary to ensure all necessary data is set up to be tracked in the system. System Configuration will consist of the following: Document Templates Document templates are created using CaseWorX configuration tools. Collier County shall provide documents in an electronic format (preferably Microsoft Word) from which FivePoint will configure the document templates to be used in CaseWorX. FivePoint will configure no more than four (4) documents per CaseWorX subscriptions listed in the Contract. [22-PRC-04934/1728780/1] Page 4 of 10 First Amendment to Agreement# 20-7783 16D • Customer will review its document templates (forms)that are currently used and determine which can likely be merged or are unused. • Customer will make any modifications or edits to document templates. • Customer will provide list of document templates, including samples • FivePoint will train Customer in document templates configuration • FivePoint and Customer will compare inventory of documents with those already configured. • FivePoint will configure documents; Customer may assist. • Customer will test and approve templates. If customer requests more personalized configuration that does not meet the 'out of the box' solution, a Change Order will be created. Workflow Processes Analysis FivePoint will discuss key workflow processes Collier County uses daily to ensure the system is configured to best meet the needs of the end-users. If Collier County requests a more personalized configuration that does not meet the 'out of the box' solution, a Change Order will be created. Data Exchanges FivePoint can interface with systems that are capable of interfacing using XML/JSON via FTP, XML/JSON via Web Service, CSV or direct SQL. In addition, FivePoint can provide NIEM-conformant and HL7-conformant data exchanges. For each interface, FivePoint will work with Customer's IT staff to create an implementation approach and Interface Specification Document. The document will include information necessary to develop the interface, including: • Data connect requirement(i.e. VPN); • The data element mappings between the two systems and other requirements such as filtering, throttling, queuing,transaction record retention period, and resending/republishing of messages; • Frequency/trigger information, specification of data transport mechanism requirements, port and firewall rules, and secure networking requirements; • Monitoring and reporting requirements, identification of exception types and processing of transactions, and bandwidth requirements based on expected transaction volumes; and • Error Handling. Once the specification document has been completed, FivePoint will work with the Customer's IT staff to develop and test the interface using the Interface Specification Document. FivePoint will begin development once the Interface Specification Document has been approved by the Customer. Upon Customer's final approval of each interface,the interface will be ready to go live. If the Customer requests additional data exchanges, a Change Order will be created. Reports There are no requested custom reports as part of this Change Order. If the Customer requested additional report development, a new Change Order will be created. [22-PRC-04934/1728780/1] Page 5 of 10 First Amendment to Agreement# 20-7783 1604 Security Configuration FivePoint and the Customer will work together to identify security configuration needs for the system. CaseWorX uses role-based security with the ability to restrict or unrestricted individual users. Security Configuration is required for training and go-live. Collier County staff will be trained on user account management and configuration. A Security Configuration Document will be developed listing the user roles and rights for accessing and updating cases. Security Configuration can only begin after the Security Configuration Document has been approved by the Customer. Training FivePoint Solutions will provide training for the following sessions for up to fifteen (15)end users: o System Navigation and Data Entry o Generating Reports o Administrative Functionality If additional users are required to attend, an additional FivePoint trainer will be needed per 15 attendees. This would be at a rate of$2,000 per day. FivePoint will conduct onsite training for 2 days with Train-the-Trainer. FivePoint will conduct online training for the remaining three(3) days. Additional Onsite and Online training can be provided at an additional rate of$200 per hour. A minimum of 4 hours is required per session to cover training and administrative time. If client requests additional training, a Change Order will be created. Deployment FivePoint and Collier County project managers will jointly create a Deployment and Go-Live Plan detailing the responsibilities of each implementation team. Deployment will include the data conversion so the system can be used in production. Final data conversion and deployment will bring the system live in the production environment. Data Exchanges may be scheduled after go-live but this will be defined during the Project Planning phase of the project. FivePoint will work with the Customer's implementation team to create the following in preparation for deployment and Go-live. • Train the trainer sessions and end user training. • Go-Live Plan • Onsite or Remote go-live assistance(additional fees may apply) • Data entry cutoff date • Final conversion of the database Customer will set up an internal Help Desk that includes technical personnel and agency subject matter experts. During the term, FivePoint will provide the County with the ability to report technical issues 24x7 for the Software/Solution. Response times to resolve issues are set forth at Vendor's Customer Support Policies set forth in a Schedule. Telephone support shall be available to no more than three (3) named callers. Support includes troubleshooting, basic usability, and navigation assistance. If applicable, the County agrees to provide FivePoint access to production systems for purposes of customer support. Service Level Agreement and priority schedule can be found in the Master Contract, Attachment 1 5 Point Solutions CaseWorX SaaS Solution Service Levels and Standard Customer Support Policy. Risks Every project assumes risks. FivePoint has identified the following project risks and describes a method to mitigate the risk level. 1. Lack of attendance and participation during FivePoint training. This can lead to additional training needs as well as "stale" data. The probability and consequence for this can be high. [22-PRC-04934/1728780/1] Page 6 of 10 First Amendment to Agreement# 20-7783 160 " • Risk mitigation: FivePoint will work with the Customer Project Lead to ensure that the Customer's Team Members are properly trained. FivePoint and the Customer will work to find a mutually agreeable date for all members needing training. 2. A prolonged period of little to no CaseWorX software use between training and go-live. • Risk mitigation: FivePoint will provide a test environment for users to access during and after training allowing immediate use of a"mock" system and functions. In addition, FivePoint will work with the Customer's staff to check the CaseWorX system for court activity after training. FivePoint will work with the Customer to ensure follow-up with courts that have not used the CaseWorX system after training. 3. Changes requested not outlined in the original scope of work. • Risk mitigation: FivePoint utilizes a formal change management process for handling change orders. FivePoint will work jointly with the Customer on all change order requests. All change order requests will be prioritized by the Customer and analyzed by FivePoint to determine if the request adds risk or cost to the project. FivePoint will present a proposal to the Customer that includes added risk(if any) and pricing for the change order(if any). The Customer will have the final decision over whether to proceed with the change order. 4. Customer Staff turnover. • Risk mitigation: FivePoint will provide system document and tutorial videos to assist new staff on the usage of CaseWorX. 5. System Interfacing—Delivering interfaces to third-party systems requires access to resources, access to technical environment(s), prioritization by leadership in the third-party systems, and timely communication. Therefore, an escalation process should be identified during planning to ensure successful project outcomes. General Assumptions and Exclusions Customer Responsibilities: • Ensure that all the involved departments and departments' system vendors are willing to work with FivePoint and the appropriate court to provide necessary access to information and data as needed for the project. • FivePoint will receive full support from the customer with response times of no longer than 2 business days. • Provide Subject Matter Experts from each of the involved departments to participate in analysis meetings. • Provide project management services for the length of the project to manage the Customer's Project Responsibilities. The project manager(s) should be available for scheduled meetings or teleconferences. • Customer Project Coordinator must attend all scheduled training(s). • Must accept the Delivery Acceptance Form or provide a written plan of action within Fifteen (15) business days of Go-Live. • Where applicable, Customer will provide FivePoint with secure remote access to their environment once FivePoint personnel have passed background checks and security requirements. • Customer will facilitate access to necessary resources for third-party interfaces to include garnering leadership approval and prioritization from the third-party entity, where needed. • A mutually agreed upon Change Management Process will be implemented, if necessary. Exclusions; Out of Scope: • FivePoint is not responsible for paying any 3rd party vendor costs and those costs are NOT included in this Change Order(if applicable). • FivePoint is not responsible for providing stable network and interne connection to each of the involved CaseWorX Users. • FivePoint is not responsible for providing PCs and/or laptops, or mobile devices for users to access and run CaseWorX. • FivePoint is not responsible for providing scanner(s)with a Twain Driver to access and run the document management component of CaseWorX. [22-PRC-04934/1728780/1] Page 7 of 10 First Amendment to Agreement# 20-7783 16D �� • FivePoint Solutions is not responsible for any data clean up required for conversions to be successful. During Analysis, if it is discovered that data clean up is necessary, data must be updated by client prior to first iteration of data conversion. (i.e. source system date field may contain string value 112098, data will need to updated to 11/20/1998 or if a city is abbreviated in the source data base it may need to be updated with full name before conversion). • FivePoint is not responsible for updating third party interfaces to meeting FivePoint Data Exchange Requirements Payment Schedule • CASEWORX SAAS SOLUTION FEES (YEAR 1)- Milestones & Payment Schedule Milestone Task Description Amount Project Plan Signoff(30% of Signoff on FivePoint Solutions/Collier 1 Project Management $ 16,000.00 Services) County Project Plan Deployment of CaseWorX 2 UAT Site - 30% of Project Deployment of CaseWorX UAT Site $ 9,600.00 Management Services 3 Analysis of CaseWorX Functional Design Document DAS Form $ 10,000.00 Configuration Complete Signed - CaseWorX System Configuration 4 CaseworX System DAS Form Signed for CaseWorX System $ 6,400.00 Configuration Complete Conifguration Analysis of HMIS -Wounded Functional Design Document DAS Form $ 10,000.00 5 Warrior Integration Signed for HMIS -Wounded Warrior Complete Integration Analysis of HMIS - Hunger& Functional Design Document DAS Form $ 10,000.00 6 Homeless Integration Signed for HMIS - Hunger& Homeless Complete Integration Analysis of HMIS - NAMI Functional Design Document DAS Form $ 10,000.00 7 Integration Complete Signed for HMIS - NAMI Integration Analysis of David Lawrence Functional Design Document DAS Form $ 10,000.00 8 Center- Credible Signed for David Lawrence Center- Integration Complete Credible Integration Analysis of DCCM- Functional Design Document DAS Form $ 10,000.00 9 Integration Complete Signed for DCCM (Drug Court Case Management) 10 Analysis of Tritier-Wings Functional Design Document DAS Form $ 10,000.00 RMS - Integration Complete Signed for Tritier-Wings RMS Analysis of Custom Functional Design Document DAS Form $ 10,000.00 11 Widget/Data Elements Signed for Custom Widget/Data Elements Complete Go-Live of CaseWorX - Final Project Management Costs - 12 20% of Project Management DAS Form Signed for Go-Live of CaseWorX $16,000.00 Services 13 Training Complete Onsite and Online Training Complete $ 10,000.00 14 Go-Live of CaseWorX CaseWorX Annual Subscription $ 6,750.00 15 Go-Live of HMIS -Wounded HMIS -Wounded Warrior Integration $ 5,500.00 Warrior Integration Annual Subscription 16 Go-Live of HMIS - Hunger & HMIS - Hunger& Homeless Integration $ 3,500.00 [22-PRC-04934/1728780/1] Page 8 of 10 First Amendment to Agreement# 20-7783 164 Homeless Integration Annual Subscription 17 Go-Live of HMIS - NAMI HMIS - NAMI Integration Annual $ 3,500.00 Integration Subscription Go Live of David Lawrence David Lawrence Center-Credible 18 Center- Credible $ 5,500.00 Integration Integration Annual Subscription 19 Go Live of DCCM - DCCM - Integration Annual Subscription $ 5,500.00 Integration 20 Go-Live of Tritier-Wings Tritier-Wings RMS - Integration Annual $ 5,500.00 RMS - Integration Subscription 21 Go-Live of CaseWorX Annual Subscription for CaseWorX Custom $ 5,000.00 Narcan Widget Narcan Widget 22 Go-Live of CaseWorX Annual Subscription for CaseWorX Custom $ 5,000.00 Marchman Widget Marchman Act Widget 23 Go-Live of CaseWorX Baker Annual Subscription for CaseWorX Custom $ 5,000.00 Act Widget Baker Act Widget Total 188,750.00 CaseWorX SaaS Solution Annual Renewal Fees Software, Upgrades, Maintenance, and Support; Microsoft Azure 1 (Year 2) Government Cloud: CaseWorX SaaS Solution (Year 2) David Lawrence-Credible Integration HMIS-Wounded Warrior Integration HMIS- NAMI Integration HMIS- Hunger& Homeless Integration $52,272.00 TriTier-Wings RMS Integration DCCM Integration Narcan Widget Marchman Act Widget Baker Act Widget Software, Upgrades, Maintenance, and Support; Microsoft Azure 1 (Year 3) Government Cloud: CaseWorX SaaS Solution (Year 3) . David Lawrence-Credible Integration HMIS-Wounded Warrior Integration HMIS- NAMI Integration HMIS- Hunger& Homeless Integration $53,840.00 TriTier-Wings RMS Integration DCCM Integration Narcan Widget Marchman Act Widget Baker Act Widget Software, Upgrades, Maintenance, and Support; Microsoft Azure 1 (Year 4) Government Cloud: CaseWorX SaaS Solution (Year 4) David Lawrence-Credible Integration HMIS-Wounded Warrior Integration HMIS- NAMI Integration HMIS- Hunger& Homeless Integration $55,455.00 TriTier-Wings RMS Integration DCCM Integration Narcan Widget Marchman Act Widget Baker Act Widget [22-PRC-04934/1728780/1] Page 9 of 10 First Amendment to Agreement# 20-7783 GQ` 1604 Software, Upgrades, Maintenance, and Support; Microsoft Azure 1 (Year 5) Government Cloud: CaseWorX SaaS Solution (Year 5) David Lawrence-Credible Integration HMIS-Wounded Warrior Integration HMIS- NAMI Integration HMIS - Hunger& Homeless Integration $57,1 19.00 TriTier-Wings RMS Integration DCCM Integration Narcan Widget Marchman Act Widget Baker Act Widget [22-PRC-04934/1728780/1] Page 10 of 10 First Amendment to Agreement# 20-7783