Common use of Cost Allocation Methodology Clause in Contracts

Cost Allocation Methodology. KCFC Technology Services uses the following guidelines when allocating costs to Kenton County Clerk: To buffer for personnel changes and to accommodate cost of living wage increases, personnel costs will be allocated with a 2% increase per year. This increase will be reflected in the annual allocation matrix.  Software Maintenance and Development o 50% of the salary costs of the KCFC Technology Services Software Developers are allocated in 2 equal parts to the Kenton County Sheriff, and Kenton County Property Valuation Administrator  Network & Desktop Support o 20% of the salary costs of both the KCFC Technology Services Network Administrator and Technology Administrator are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Attorney, Northern Kentucky Drug Strike Force, and Kenton County Fiscal Court o 75% of the salary and benefits costs of the KCFC Technology Services Network Administrator and Technology Administrator are allocated to the Kenton County Dispatch – 911 Center  Management & Administration o 15% of the salary costs of the KCFC Technology Services Director and Network Engineer are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Dispatch – 911 Center , Kenton County Attorney, and Northern Kentucky Drug Strike Force  Costs based upon number of servers per Kenton County Clerk as a percentage of total servers multiplied by annual costs for the following: o Managed Backup and Disaster Recovery  Costs based upon number of end users per Kenton County Clerk as a percentage of the total end users on the network multiplied by annual costs for the following: o Anti-Virus, Anti-Spam, Anti-Malware Systems and Licensing o Network Performance Monitoring and Updates o Data Communications and Internet  Costs based upon use of specific software applications o Annual COBOL licensing - divided equally between three agencies (PVA, Sheriff, Fiscal Court) o Software used solely by a single agency but managed, installed, and supported by Kenton County Fiscal Court – fully allocated to single agency (Kenton County Dispatch – 911 Center) The Total annual budget for the KCFC Technology Services Department is approximately $1.6 million dollars. The data presented in the following matrix includes salaries (and in some cases, benefits) for individuals in the department who interact most often with agencies supported by the KCFC Technology Services department. The matrix also includes costs associated with non-personnel items including network-wide disaster recovery, anti-virus, anti-spam, anti-malware, network performance and updates, data communications, and software licensing. Credits are included for contracts paid by an agency where the Kenton County Fiscal Court bears financial responsibility per KRS. There are costs in the KCFC Technology Services annual budget that are not allocated to supported agencies. These costs include additional KCFC Technology Services personnel Kenton County Clerk, software maintenance renewals for KCFC specific applications, project costs specific to KCFC, miscellaneous supplies and KCFC cell phone charges. Costs used in the matrix are based upon the FY2022 Fiscal Court budget. The number of servers and number of users in the matrix are based upon extracts from the KCFC Networking environment as performed annually and validated by the Kenton County Clerk elected or appointed official.

Cost Allocation Methodology. KCFC Technology Services uses the following guidelines when allocating costs to Kenton County Clerkeach agency: To buffer for personnel changes and to accommodate cost of living wage increases, personnel costs will be allocated with a 2minimum 3% increase per year. This increase will be reflected in the annual allocation matrix. Personnel costs not charged to partner agencies as outlined below are fully paid by Kenton County Fiscal Court.  Software Maintenance and Development o 50% of the loaded (salary costs and benefits) cost of the KCFC Technology Services Software Developers Developer(s) are allocated in 2 equal parts to the Kenton County Sheriff, and Kenton County Property Valuation Administrator  Network & Desktop Support o 20% of the salary costs of both the KCFC Technology Services Network Administrator and Technology Administrator are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Attorney, Northern Kentucky Drug Strike Force, and Kenton County Fiscal Court o 7580% of the salary and benefits costs of the KCFC Technology Services Network Administrator and Technology Administrator are allocated to the Kenton County Dispatch – 911 Center  Management & Administration o 15% of the salary costs of the KCFC Technology Services Director and Network Engineer are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Dispatch – 911 Center , Kenton County Attorney, and Northern Kentucky Drug Strike Force  Costs based upon number of servers servers1 per Kenton County Clerk agency as a percentage of total servers servers, multiplied by annual costs for the followingfollowing services: o Managed Backup and Disaster Recovery  Costs based upon number of ▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ email addresses utilized by agency as a percentage of total number of ▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ email accounts, multiplied by annual costs for the following services: o Email Anti-Spam & Phishing Protection  Costs based upon number of end users users2 per Kenton County Clerk agency as a percentage of the total number of end users on the network network, multiplied by annual costs for the following: o Anti-Virus, Anti-Spam, Anti-Malware Systems and Licensing o Network Performance Monitoring and Updates o Data Communications and Internet  Costs based upon use of specific software applications or services not shared across all agencies o Annual COBOL licensing - divided equally between three agencies (PVA, Sheriff, Fiscal Court) o Site specific communications improvements and leased equipment o Software used solely by a single agency Agencies, but managed, installed, centrally managed (and supported paid) by Kenton County Fiscal Court – fully allocated to single agency (Kenton County Dispatch – 911 Center) The Total annual budget for the KCFC Technology Services Department is approximately $1.6 million dollars. The data presented in the following matrix includes salaries (and in some cases, benefits) for individuals in the department who interact most often with agencies supported by the KCFC Technology Services department. The matrix also includes costs associated with non-personnel items including network-wide disaster recovery, anti-virus, anti-spam, anti-malware, network performance and updates, data communications, and software licensing. Credits are included for contracts paid by an agency where the Kenton County Fiscal Court bears financial responsibility per KRS. There are costs in the KCFC Technology Services annual budget that are not allocated to supported agencies. These costs include additional KCFC Technology Services personnel Kenton County Clerk, software maintenance renewals for KCFC specific applications, project costs specific to KCFC, miscellaneous supplies and KCFC cell phone charges. Costs used in the matrix are based upon the FY2022 Fiscal Court budget. 1 The number of servers attributed to each agency includes any server solely used by that agency, and number an estimated usage portion of users any shared server in the matrix are based upon extracts from the KCFC Networking environment as performed annually and validated by the Kenton County Clerk elected or appointed officialNetworking environment.

Cost Allocation Methodology. KCFC Technology Services uses the following guidelines when allocating costs to Kenton County Clerkeach agency: To buffer for personnel changes and to accommodate cost of living wage increases, personnel costs will be allocated with a minimum 2% increase per year. This increase will be reflected in the annual allocation matrix.  Personnel costs not charged to partner agencies as outlined below are fully paid by Kenton County Fiscal Court. • Software Maintenance and Development o 50% of the salary costs of the KCFC Technology Services Software Developers are allocated in 2 equal parts to the Kenton County Sheriff, and Kenton County Property Valuation Administrator  • Network & Desktop Support o 20% of the salary costs of both the KCFC Technology Services Network Administrator and Technology Administrator are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Attorney, Northern Kentucky Drug Strike Force, and Kenton County Fiscal Court o 75% of the salary and benefits costs of the KCFC Technology Services Network Administrator and Technology Administrator are allocated to the Kenton County Dispatch – 911 Center  • Management & Administration o 15% of the salary costs of the KCFC Technology Services Director and Network Engineer are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Dispatch – 911 Center , Kenton County Attorney, and Northern Kentucky Drug Strike Force  • Costs based upon number of servers servers1 per Kenton County Clerk agency as a percentage of total servers servers, multiplied by annual costs for the following services: o Managed Backup and Disaster Recovery • Costs based upon number of ▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ email addresses utilized by agency as a percentage of total number of ▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ email accounts, multiplied by annual costs for the following services: o Email Anti-Spam & Phishing Protection • Costs based upon number of end users2 per agency as a percentage of the total number of end users on the network, multiplied by annual costs for the following: o Managed Backup and Disaster Recovery  Costs based upon number of end users per Kenton County Clerk as a percentage of the total end users on the network multiplied by annual costs for the following: o Anti-Virus, Anti-Spam, Anti-Malware Systems and Licensing o Network Performance Monitoring and Updates o Data Communications and Internet  • Costs based upon use of specific software applications or services not shared across all agencies o Annual COBOL licensing - divided equally between three agencies (PVA, Sheriff, Fiscal Court) o Site specific communications improvements and leased equipment o Software used solely by a single agency but managed, installed, and and/or supported by Kenton County Fiscal Court – fully allocated to single agency (Kenton County Dispatch – 911 Center) The Total annual budget for the KCFC Technology Services Department is approximately $1.6 million dollars. The data presented in the following matrix includes salaries (and in some cases, benefits) for individuals in the department who interact most often with agencies supported by the KCFC Technology Services department. The matrix also includes costs associated with non-personnel items including network-wide disaster recovery, anti-virus, anti-spam, anti-malware, network performance and updates, data communications, and software licensing. Credits are included for contracts paid by an agency where the Kenton County Fiscal Court bears financial responsibility per KRS. There are costs in the KCFC Technology Services annual budget that are not allocated to supported agencies. These costs include additional KCFC Technology Services personnel Kenton County Clerk, software maintenance renewals for KCFC specific applications, project costs specific to KCFC, miscellaneous supplies and KCFC cell phone charges. Costs used in the matrix are based upon the FY2022 Fiscal Court budget. 1 The number of servers attributed to each agency includes any server solely used by that agency, and number an estimated usage portion of users any shared server in the matrix are based upon extracts from the KCFC Networking environment as performed annually and validated by the Kenton County Clerk elected or appointed officialNetworking environment.

Cost Allocation Methodology. ‌ KCFC Technology Services uses the following guidelines when allocating costs to Kenton County Clerkeach agency: To buffer for personnel changes and to accommodate cost of living wage increases, personnel costs will be allocated with a minimum 2% increase per year. This increase will be reflected in the annual allocation matrix.  Personnel costs not charged to partner agencies as outlined below are fully paid by Kenton County Fiscal Court. • Software Maintenance and Development o 50% of the salary costs of the KCFC Technology Services Software Developers are allocated in 2 equal parts to the Kenton County Sheriff, and Kenton County Property Valuation Administrator  • Network & Desktop Support o 20% of the salary costs of both the KCFC Technology Services Network Administrator and Technology Administrator are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Attorney, Northern Kentucky Drug Strike Force, and Kenton County Fiscal Court o 75% of the salary and benefits costs of the KCFC Technology Services Network Administrator and Technology Administrator are allocated to the Kenton County Dispatch – 911 Center  • Management & Administration o 15% of the salary costs of the KCFC Technology Services Director and Network Engineer are allocated in 7 equal parts to the Kenton County Clerk, Kenton County Sheriff, Kenton County Property Valuation Administrator, Kenton County Detention Center, Kenton County Dispatch – 911 Center , Kenton County Attorney, and Northern Kentucky Drug Strike Force  • Costs based upon number of servers servers1 per Kenton County Clerk agency as a percentage of total servers servers, multiplied by annual costs for the following services: o Managed Backup and Disaster Recovery • Costs based upon number of ▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ email addresses utilized by agency as a percentage of total number of ▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ email accounts, multiplied by annual costs for the following services: o Email Anti-Spam & Phishing Protection • Costs based upon number of end users2 per agency as a percentage of the total number of end users on the network, multiplied by annual costs for the following: o Managed Backup and Disaster Recovery  Costs based upon number of end users per Kenton County Clerk as a percentage of the total end users on the network multiplied by annual costs for the following: o Anti-Virus, Anti-Spam, Anti-Malware Systems and Licensing o Network Performance Monitoring and Updates o Data Communications and Internet  • Costs based upon use of specific software applications or services not shared across all agencies o Annual COBOL licensing - divided equally between three agencies (PVA, Sheriff, Fiscal Court) o Site specific communications improvements and leased equipment o Software used solely by a single agency but managed, installed, and supported by Kenton County Fiscal Court – fully allocated to single agency (Kenton County Dispatch – 911 Center) The Total annual budget for the KCFC Technology Services Department is approximately $1.6 million dollars. The data presented in the following matrix includes salaries (and in some cases, benefits) for individuals in the department who interact most often with agencies supported by the KCFC Technology Services department. The matrix also includes costs associated with non-personnel items including network-wide disaster recovery, anti-virus, anti-spam, anti-malware, network performance and updates, data communications, and software licensing. Credits are included for contracts paid by an agency where the Kenton County Fiscal Court bears financial responsibility per KRS. There are costs in the KCFC Technology Services annual budget that are not allocated to supported agencies. These costs include additional KCFC Technology Services personnel Kenton County Clerk, software maintenance renewals for KCFC specific applications, project costs specific to KCFC, miscellaneous supplies and KCFC cell phone charges. Costs used in the matrix are based upon the FY2022 Fiscal Court budget. 1 The number of servers attributed to each agency includes any server solely used by that agency, and number an estimated usage portion of users any shared server in the matrix are based upon extracts from the KCFC Networking environment as performed annually and validated by the Kenton County Clerk elected or appointed officialNetworking environment.