IGA MURPHY ELEMENTARY FINANCIAL SERVICES 4.20.15.PDF

INTERGOVERNMENTAL AGREEMENT (IGA) BETWEEN MARICOPA COUNTY ON
BEHALF OF THE MARICOPA COUNTY EDUCATION SERVICE AGENCY
AND MURPHY ELEMENTARY SCHOOL DISTRICT No. 21
1.0 PARTIES
1.1 This Intergovernmental Agreement (1GA) provides a binding agreement between
the Maricopa County Education Service Agency (hereafter referred to as
MCESA) and Murphy Elementary School District No. 21 (hereafter referred to as
the District) for the Management and Support of the School District Financial
System (hereafter referred to as the Financial System). Maricopa County is
authorized to enter into this 1GA under A.R.S. § 11-952 for the purposes of
exercising joint powers or contracting for services.
2.0 PURPOSE
2.1 This Agreement outlines the responsibilities of each of the parties to manage the
Financial System of record as part of the MCESA Financial System Support
Consortium. The Parties agree to cooperate and assist each other in meeting the
mutual obligations and duties of each office because it is good public policy and
benefits the citizens of Maricopa County.
3.0 DEFINITIONS
3.1 MCESA Financial System Support Consortium — is defined as districts who have
entered into an agreement with MCESA to host their Financial System as
detailed in this document.
3,2 The System is defined as the hardware, software and associated technical
support that function as the financial system of record for School Districts
participating in the Financial System Support Consortium.
4.0 TERM OF AGREEMENT:
4.1 This Agreement shall become effective from and after the date of its execution
and expires on June 30, 2019.
5.0 RESPONSIBILITIES OF PARTIES
5.1 MCESA Responsibilities:
5.1.1 Ensure that the system is kept current on software updates.
5.1.1.1 Not all released updates apply to or affect MCESA hosted
districts, some minor releases may be skipped or delayed.
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5.1.2 Ensure that the System is current with supported 3rd party products that
the financial system requires.
5.1.3 Maintains the System hardware in good working order and provides
sufficient disk space to allow ready access to at least 7 years of historical
District data.
5.1.4 Conduct scheduled software updates outside of normal business hours.
Providing District a minimum 48 hour advance notice, via email or other
notification, of scheduled outage.
5.1.5 Backup all district data nightly to disk and keep data for a period of at least
15 days before overwriting or deleting. Store monthly backup files for a
period of 12 months. Store yearly backups to accommodate any
applicable Public Records Retention Schedules. Provisional databases
are not backed up due to their temporary nature.
5.1.6 Provide MCESA key application support personnel with unrestricted
access to District data for the purpose of resolving technical issues in the
course of providing support.
5.1.7 Inform District when any action taken by MCESA results in the
modification of District data.
5.1.8 Protect District data against unauthorized access, following best practices
of data security.
5.1.9 Allow the contracted software vendor access to requested data for the
purpose of resolving technical issues in the course of providing support,
5.1.10 Maintain System's Active Directory and security.
5.1.11 Provide the District with necessary instructions, documentation and
licenses to ensure that the District users can connect to The System.
5,2 The School District Responsibilities:
5.2.1 Provide MCESA with proper authorization for all user account updates for
access to The System.
5.2.2 Inform MCESA of changes related to the termination of key personnel with
access to The System in a timely manner.
5.2.3 Maintain and manage Users and User Roles in the financial system as
applicable.
5.2.4 Maintain and manage all local security in the financial system as
applicable.
5.2.5 Maintaining accuracy and integrity of all data within their Districts
databases.
5,2.6 Comply with all requests from MCESA made in good faith, related to
processes or procedures to ensure data integrity and smooth operations.
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5.2.7 Provide Internet connectivity and compatible equipment for all District
users of The System.
5.2.8 Notify MCESA as soon as possible about any conflicts that might arise
due to scheduled system updates and discuss possible rescheduling,
6.0 TERMINATION
6.1 This IGA is subject to cancellation in accordance with the provisions of A.R.S. §
38-511.
6.2 In the event conflict arises, the Parties agree to make every effort to reconcile
conflicts and make reasonable provisions to ensure neither party will suffer as a
consequence of conflict,
6.3 Either party may terminate this IGA any time upon delivering a written notice of
termination to the other party two (2) months in advance of the requested date of
termination. Such notice shall be given by personal delivery or by Registered or
Certified mail.
6.4 This IGA may be terminated by mutual written agreement of the parties
specifying the termination date therein,
6.5 Noncompliance or breach by the District may also result in cancellation of the
agreement by MCESA when statutory duties cannot be satisfactorily performed
as required by set by law. Monetary losses incurred by MCESA or vendors due
to a breach or noncompliance by the District will be borne by the District
7.0 FUNDING
7.1.1 MCESA shall invoice and receive reimbursement from the District for the
costs attached, subject to change, on implementation decisions and
module choices. The expectation is it will not exceed the amounts listed in
the schedule attached.
8.0 AMENDMENTS:
8.1 Any changes to this agreement shall be carried out in accordance with the
following:
8.1.1 A written amendment, signed by both parties, to this agreement shall be
required for every standard purpose listed below and all other purposes;
8.1.2 For any other changes in terms and conditions of this agreement which
the parties deem substantial.
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9.0 CONFLICT WAIVER
9.1 The parties to this agreement acknowledge that they are aware that the Civil
Services Division of the Maricopa County Attorney's Office (Civil Division) may
be chose as the attorney for other parties to this agreement, and the signing
party acknowledges that it is aware of a potential conflict of interest, and it waives
any claim of conflict of interest, which may arise by virtue of Civil Division's
representation of other parties to this agreement.
10.0 NOTICES:
10.1 Communication and details concerning this IGA shall be directed to the following
contract representatives:
IVlaricopa County Education Service Agency: Murphy Elementary School District:
Marc Kuffner, Assistant Superintendent Joseph Cucinotta, Director of Business
Economic Management & Innovation Services
4041 N. Central Ave, Suite 1200 2615 W. Buckeye Road
Phoenix, Arizona 85012 Phoenix, AZ 85009
marc.kuffner@mcesa.maricopa.gov jcucinotta@msdaz.org
(602) 506-2068 - Office (602) 353-5006 - Office
11.0 EMPLOYMENT DISCLAIMER
11.1 This Agreement is not intended to constitute, create, give rise to, or otherwise
recognize a joint venture agreement, partnership or other formal business
association or organization of any kind, and the rights and obligations of the parties
shall be only those expressly set forth in this Agreement.
11,2 The Parties agree that there will be no discrimination as to race, sex, religion,
color, age, creed, or national origin in regard to obligations, work, and services
performed under the terms of any contract ensuing from this engagement. The
Parties will comply with Executive Order No. 11246, entitled "Equal Employment
Opportunity" and as amended by Executive Order No. 11375, as supplemented
by the Department of Labor Regulations (41 CFR, Part 60).
12,0 GENERAL INDEMNIFICATION
12.1 To the extent permitted by law, each party (as "Indemnitor") agrees to indemnify,
defend, and hold harmless the other party (as "Indernnitee") from and against
any and all claims, losses, liability, costs, or expenses (including reasonable
attorneys' fees) (hereinafter collectively referred to as "Claims") arising out of
bodily injury (including death) of any person or property damage, but only to the
extent that such Claims which result in vicarious/derivative liability to the
lndemnitee, are caused by the act, omission, negligence, misconduct, or other
fault of the indemnitor, its officers, officials, agents, employees, or volunteers,
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13.0 COMPLIANCE WITH APPLICABLE LAWS
13.1 Each party shall comply with all applicable laws, ordinances, Executive Orders,
rules, regulations, standards, and codes of the Federal, State, and Local
governments whether or not specifically referenced herein. Specifically, the
following apply:
132 Unless exempt under Federal law, both parties shall comply with Title VII of the
Civil Rights Act of 1964, as amended, the Age Discrimination in Employment Act,
and State Executive Order No. 75-5, as updated in State Executive Order No.
994, which mandates that all persons, regardless of race, color, religion, sex,
age, national origin, or political affiliation, shall have equal access to employment
opportunities. Both parties shall comply with the Rehabilitation Act of 1973, as
amended, which prohibits discrimination in the employment of qualified persons
because of physical or mental disability. Both parties shall comply with the
requirements of the Fair Labor Standards Act of 1938, as amended.
13,3 Both parties shall comply with Title VI of the Civil Rights Act of 1964, which
prohibits the denial of benefits of, or participation in, contract services on the
basis of race, color, or national origin. Both parties shall comply with the
requirements of Section 604 of the Rehabilitation Act of 1973, as amended,
which prohibits discrimination on the basis of disability, in delivering contract
services; and with Title II of the Americans with Disabilities Act, and the Arizona
Disability Act, which prohibits discrimination on the basis of physical or mental
disabilities in the provision of contract programs, services, and activities.
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FOR AND ON BEHALF OF MARICOPA FOR AND ON BEHALF OF SCHOOL DISTRICT:
COUNTY:
Chairman, Board of Supervisors
Date Date
Date
Attested to:
Fran McCarron, Clerk of the Board
Pursuant to A.R.S. § 11-952, the Marieopa County Attorney's Office has determined that this
Intergovernmental Agreement is within the powers and authority granted under the laws of the State
of Arizona.
Deputy County County Attorney for Attorney for School District
Maricopa County
1
Date Date
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Annuaf Support Est.) 4 6,701.70 4,881.78 1,464.54 1,025.18 660.02 1,464.54 390.55 3,301.30 676.70 438.45 4,051.69 25,056.44
(Year $ $ $ $ $ $ $ $ $ $
Est.) 6,382.57 4,649.31 1,394.80 976.36 628.59 1,394.80 371.95 3,144.10 644.48 417.57 3,858.75 23,863.28
Annual Support 3 (Year
$ $ $ $ $
Annual Support Est.) 2 6,078.64 4,427.92 1,328.38 929.86 598.66 1,328.38 354.24 2,994.38 613.79 397.69 3,675.00 22,726.93
(Year $ $ $ $
5,789.18 4,217.06 1,265.12 885.59 570.15 1,265.12 337.37 2,851.79 584.56 378.75 3,500.00 21,644.70
Annual Support (MCESA Reduction)
Is $
(one-time; including 7,500.00 7,500.01:1 A01.77
Visions support)
Initial not • $
Infinite AP Support
to Modules writing), Payroll and ifeqiiTie;
Migration checking, report invoicing), time/attendance, (DAC's) only) Software
AP Additional entries, receiving, Security. Centers (AID/GL
& GL and (budgeting, journal orders, deductions/benefits, schedules) Enrollment Consortium
for Personnel GL - manager, pay Accountability Inventory Reporting Visions Extractor Activities/Auxiliary Service Interface 3 Cost Total
Costs Accounting (requisitions/purchase data, control, Resources Assets Core Benefits Network
plus Modules: Core banking/deposit (employee position Distributed Human Fixed Warehouse State AZ Budget AZ Data AZ Student iVisions 'Visions InfoLink Basic Interfaces: Timecard Consortium
MCESA/Murphy Visions' Visions'
Infinite Infinite