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HomeMy WebLinkAboutAgreement_General_11/04/2014 LEGISLATIVE MANAGEMENT SOFTWARE AGREEMENT BETWEEN THE VILLAGE OF TEQUESTA AND MCCi, LLC THIS AGREEMENT, entered into on the 4 day of November 2014, effective upon execution by both parties, by and between the Village of Tequesta, a municipal corporation with offices located at 345 Tequesta Drive, Tequesta, Florida 33469, organized in accordance with the laws of Florida, hereinafter referred to as the "VILLAGE "; and MCCi, a Florida limited liability company with offices located at 1700 Capital Circle, SW, Tallahassee, Florida 3 23 10, hereinafter referred to as "MCCi ". WHEREAS, the VILLAGE is in need of legislative management software; and WHEREAS, MCCi provides legislative management software suitable for the VILLAGE'S needs, and is willing and able to provide such software to the VILLAGE pursuant to the terms and conditions of this Agreement; and WHEREAS, MCCi is a subsidiary of Municipal Code Corporation, a Florida corporation from which the VILLAGE utilizes legislative codification services; and WHEREAS, the VILLAGE desires to enter into this Agreement with MCCi for legislative management software, in the best interest of the VILLAGE NOW, THEREFORE, in consideration of the mutual promises contained herein and other good and valuable consideration of which the parties hereto acknowledge, the parties agree as follows: 1. Recitals: The above recitals are true and correct and are incorporated herein by reference. 2. Scope of Services: MCCi shall provide legislative management software for use by the VILLAGE as specified in the proposal dated October 8, 2014, attached hereto and incorporated herein as Exhibit A. The specific software product and service package being provided to the VILLAGE is named "Granicus Legislative Management" which includes the "Granicus Management Product Suite "; the "Granicus LM Suite - Laserfiche Connector"; up to 10 hours of "First Year Managed Services and Support"; One meeting body (with up to three meeting types) for "Granicus Legislative Base Configuration'; "MCCi Project Management Service ' and up to three days of on -site training. Granicus "Open Platform" and described in Exhibit A, are also included in the products and services being provided to the VILLAGE. Although listed and described in Exhibit A, MCCi is not providing the VILLAGE with "Government Transparency Suite" or "Meeting Efficiency Suite" or "Electronic Voting and Public Displays" or "Granicus Legislative Management Suite Post - Implementation Advanced Training." Page 1 of 5 MCCi agrees, warrants, covenants, and represents that all products, work, and services that it shall perform pursuant to this Agreement shall be fine from all defects and done in a workmanlike manner. The parties hereto agree that time is of the essence, and MCCi agrees to provide the services that are provided for in this agreement in a timely fashion. 3. Compensation: The total compensation to be paid by the VILLAGE for all products and services contemplated by this Agreement shall not exceed Sixteen Thousand and Nine Dollars, and Twenty Cents ($16,000.00) (the "Contract Amount'). In addition to the Contract Amount, annual subscription renewals in an amount not to exceed Seven Thousand Eight Hundred Seventeen Dollars and Twenty Cents ($7,728.00) will be required for each year that the VILLAGE desires to renew these services with MCCL and continue to have access to the solution. However, nothing contained herein shall be construed as obligating the VILLAGE to pay for any annual subscription renewal. The VILLAGE agrees to pay 50% of the Contract Amount upon receipt of an invoice for same from MCCi, which will be sent upon MCCi's receipt of this executed Agreement The VILLAGE agrees to pay 30% of the Contract Amount upon MCCi's completion of the initial configuration, and the remaining balance of the Contract Amount upon completion of all installation and training. This payment schedule is pursuant to Exhibit A. MCCi travel expenses shall be paid pursuant to Exhibit A. 4. Term / Termination: The term of this Agreement shall be for three years. Thereafter, this Agreement shall automatically renew each year that the VILAGE renews its annual subscription as set forth in Paragraph 3. Should the VILLAGE decide not to renew its annual subscription in any year, including any year during the initial three year term, this Agreement shall automatically terminate at the conclusion of the last paid subscription renewal year. 5. Waiver. A waiver by either the VILLAGE or MCCi of any breach of this Agreement shall not be binding upon the waiving party unless such waiver is in writing. In the event of a written waiver, such a waiver shall not affect the waiving party's rights with respect to any other or further breach. The making or acceptance of a payment by either party with knowledge of the existence of a default or breach shall not operate or be construed to operate as a waiver of any subsequent default or breach. Further, a written waiver in part shall not constitute a waiver of any other part of this Agreement. 6. Severability: The invalidity, illegality, unenforceability of any provision of this Agreement, or the occurrence of any event rending any portion or provision of this Agreement void shall in no way Page 2 of 5 affect the validity or enforceability of any other portion or provision of the Agreement. Any void provision shall be deemed severed from the Agreement, and the balance of the agreement shall be construed and enforced as if the agreement did not contain the particular portion or provision held to be void. The parties further agree to reform the Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent the entire Agreement from being void should a provision, which is of the essence of the Agreement, be determined to be void. 7. Applicable Law / Venue: This Agreement shall be construed in accordance with the laws of the State of Florida. Should any dispute arise from this agreement, venue shall lie in Palm Beach County, Florida. 8. Notice: Any notice, demand, communication, or request required or permitted hereunder shall be in writing and delivered in person or sent by certified mail, postage prepaid as follows: To the VILLAGE: Village of Tequesta, 345 Tequesta Drive, Tequesta, Florida 33469; Attn: Michael Couzzo, Village Manager To MCCi: MCCL P.O. Box 2235, Tallahassee, Florida 32316, Attn: Donny Barstow, President. Notices shall be effective when sent to the addresses as specified above and as provided here in. Changes in the respective addresses to which such notice is to be directed may be made from time to time by either party by written notice to the other party. 9. Miscellaneous: Matters of site preparation, technical assistance, software updates, procurement piggybacking, limited liability, force majeure, financial solvency, no-hire, and the provision of additional services shall be as specified in Exhibit A. 10. Binding Effect: This Agreement is binding upon the parties hereto, their heirs, successors, and assigns. 11. Agreement Drafting: This Agreement shall not be construed against the party who drafted the same as all parties to this Agreement have had legal and business experts review the adequacy of the same. 12. Amendments: This Agreement may not be modified or amended unless such modifications or amendments are evidenced in writing, signed by both the VILLAGE and MCCi. Such modifications shall Page 3 of 5 be in the form of a written amendment executed by both parties with the same formality as this Agreement is executed 13. Office of Inspector General: Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews or investigations. All parties doing business with the VILLAGE shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority and power. The inspector general has the power to take sworn statements, require the production of records and to audit, monitor, investigate and inspect the activities of the VILLAGE, as well as contractors and lobbyists of the VILLAGE in order to detect, deter, prevent and eradicate fraud, waste, *nicmanag misconduct and abuses. 14. Public Records: In accordance with Sec. 119.0701, Florida Statutes, MCCi must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Scope of Services. Upon request, MCCi must provide the public with access to such records in accordance with access and cost requirements of Chapter 119, Florida Statutes. Further, MCCi shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Scope of Services are not disclosed except as authorized by law. Finally, MM shall retain the records described in this paragraph throughout the performance of the work described in the Scope of Services, and at the conclusion of said work and upon request, transfer to the VILLAGE, at no cost to the VILLAGE, all such records in the possession of MCCi and destroy any duplicates thereof. Records that are stored electronically must be transferred to the VILLAGE in a format that is compatible with the VILLAGE'S information technology systems. 15. Conflicts of Interest: This Agreement is subject to any and all applicable conflict of interest provisions found in the policies or Code of Ordinances of the VILLAGE, the Palm Beach County Code of Ethics and Ch. 112, Part Ill, Florida Statutes. During the term of this Agreement and any renewals or extensions thereof, MCCi shall continue to disclose to the VILLAGE any possible conflicts of interests. MCCi's duty to disclose is of a continuing nature and any conflict of interest shall be immediately brought to the attention of the VILLAGE. Page 4 of 5 16. Entire Agreement: the VILLAGE and MCCi agree that this Agreement sets forth the entire agreement between the parties, and that there are no promises or understandings other than those stated herein. This Agreement supersedes all prior agreements, contracts, proposals, representations, negotiations, letters, or other communications between the VILLAGE and MCCi pertaining to this Agreement, whether written or oral. IN WITNESS WHEREOF, the VILLAGE and MCCi have executed this agreement all as of the day and year first above written. TNES ES (MCCi) M Ci 1 P Donny Aarstow, President 2 - T)b f"N, l P2.0 , u-y Printed Ame Date i ( t v 1 WITNESS (VILLAGE) VILLAGE OF TEQUESTA Michael Couzzo, Manager ATTEST: Lori McWilliams, MMC, Vile Ca `��fiN Date �,A L I N C O RPORATE D °0 °eeas oseaua�s� Page 5 of 5 ADDENDUM Public Recce In accordance with Sec. 119.0701, Florida Statutes, the Contractor must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Scope of Services. Upon request, the Contractor must provide the public with access to such records in accordance with access and cost requirements of Chapter 119, Florida Statutes. Further, the Contractor shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Scope of Services are not disclosed except as authorized by law. Finally, the Contractor shall retain the records described in this paragraph throughout the performance of the work described in the Scope of Services, and at the conclusion of said work, transfer to the Village, at no cost to the Village, all such records in the possession of the Contractor and destroy any duplicates thereof Records that are stored electronically must be transferred to the Village in a format that is compatible with the Village's information technology systems. 1 ICCi ExperienceExcellence Municipal Code Corporation SALES DEPARTMENT PO Box 2235 • Tallahassee, Florida 32316 TELEPHONE (800) 342 -2633 • FAX (850) 701 -0715 Logan Di Liello, Senior Account Executive • extension 1725 • Logan@mccinnovations.com November 7, 2014 Exhibit A Ms. Lori McWilliams Village Clerk Village of Tequesta P.O. Box 3273 Tequesta, FL 33469 Dear Ms. McWilliams: I enjoyed speaking with you recently regarding the Granicus Legislative Management product suite. Pursuant to our discussion we are pleased to enclose our Professional Services Proposal. While reviewing the proposal please keep in mind the following advantages of being a MCCi customer: Stability— Municipal Code Corporation has been in business for over 60 years and works with over 3,000 government agencies across the United States. MCCi (a subsidiary of Municipal Code) has been in business for over 10 years and provides software and services to more than 400 cities and counties. Focus — MCCi specializes in working with government entities and focuses our products on solutions specifically for governments. In working with governments over the past ten years, MCCi has had the opportunity to gain an in depth look into their business processes on a day -to- day basis. This thorough understanding gives MCCi the edge needed to provide our clients with a tailored solution that will meet each individual organization's needs. Support and Services — MCCi utilizes a multi - layered support team geared towards offering each client multiple contacts to enhance the usage of every product implemented. Our Project Managers are specialized in Granicus Legislative Management implementations and have advanced professional certifications to assist in providing you with a great experience. On -going technical support is easily obtained from our support technicians by contacting us through our help desk, email, and toll free number or online support center. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll -free number. We appreciate your interest and hope that we will have the pleasure of working with you and continuing to serve the Village of Tequesta. Sincerely, Logan Di Liello Senior Account Executive Executive Summary MCCi has extensive experience in the implementation, training, and support of Legislative Management and Automated Agenda solutions. Offering the most robust and configurable Legislative Management solution on the market, MCCi is proud to be partnered with Granicus. Together we are the market leaders providing solutions that offer the following: Customer Service A Great Vendor Experience — Municipal Code has been in business for over 50 years, and the Granicus Legislative Management solution has been in use for over 25 years. Together, we have more than 3,000 existing government relationships, and the government focus and experience required to ensure a successful implementation. Satisfied Customers — 97%+ client retention rating Cloud Infrastructure Unlimited Storage —Truly unlimited storage and distribution for all meeting and non - meeting content. - Y� Granicus Data Center Requirements — Secure SSAE -156 Accreditation, Reliable Network, Data Availability- 99.98% Uptime, Redundant Backups, and Detailed Disaster Recovery Plans. Hosting facilities also meet or exceed Tier III standards that are engineered to ensure application and data availability and security. Diversified Server Locations — Granicus manages multiple infrastructure centers throughout the United States and Canada to ensure no single point of geography failure. Solution Features All -in -One Solution —To further enhance the functionality of your Granicus Legislative Management solution, there are options available for Video Hosting, Video Indexing, Live Meeting Management, Voting Systems, and Citizen Collaboration Portals. Granicus is the leading provider of Cloud -based Civic Technology solutions. J Mad Application — Native iPad application allows users to review agendas and supporting materials, bookmark and take notes on items, as well as stream archived videos. Enterprise Solution — Generate, maintain, and distribute agenda documentation for use by all boards, commissions, and committees, and allow for workflow and legislative item tracking between meeting types. � Agenda/ Legislative Item Drafting, Approval, and Workflow Tracking — Users will be able to draft, route for approval, and track all agenda / legislative items electronically. ,' Agenda & Minutes Creation — Automatically create your agendas and accurately track each minute's annotations, summaries, meeting actions, motions, votes, and attendance. v Legislative Tracking — From drafting through assignment to various committees, offices and meeting bodies, to final disposition, Granicus Legislative Management tracks every action, along with dates, free -form notation, and individual votes. Search & Retrieval — Allow internal departments and the public to search via specific index data and full -text, while allowing them to narrow down search parameters to specific items, meeting bodies, date ranges, etc. -;/ Report Generation — Automatically produce agendas, minutes, cover memos, public hearing notices, certified copies, signature copies, and other legislative reports while eliminating all data entry redundancy or the need to copy and paste file information. Commitment to Innovation in Government We Listen — Granicus and MCCi listen to customers and continue to innovate based on the needs of our customers. This is evident with the new modules being offered, such as a Citizen Participation module, an automated Voting solution, Wad integration, etc. All of these developments have been the result of listening to customers and helping them create /provide innovative solutions. J Out of the Box Configuration — Most systems on the market have to be "customized" to meet customer needs. Granicus Legislative Management is different in that it offers over 300 system settings that allow even the largest of government agencies to "configure" rather than customize the system to meet their needs. For the past 25 years and longer than any competitor, Granicus Legislative Management has added to the system's configurability based on customer feedback and has been focused on prohibiting the need for software customizations that are typically costly and difficult to maintain. STATENILM OF NVORK GRANICUS SUBSCRIPTION & SERVICES Q Granicus Legislative Management $16,000.00' Includes: Granicus Legislative Management Suite Granicus LM Suite - Laserfiche Connector First Year Managed Services (up to 5 hours) and Support Granicus Legislative Management Base Configuration Up to 1 meeting body (with up to 3 meeting types) MCCi Project Management Services Onsite Training (up to 3 days) PAYMENT & BILLING TERMS MCCi will invoice fifty percent (50 %) of the total contract amount upon receipt of signed contract, 30% upon completion of initial configuration, and the remaining balance will be invoiced upon completion of installation and training. Please note that Post Implementation Advanced level training (if part of the statement of work) is invoiced separately, upon completion. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice. ' For budgetary purposes, the Client should include $7,728.00 in the annual budget for subscription renewal of Granicus Legislative Management and Managed Services of the above quoted solution. MCCI SERVICE OFFERINGS MCCI BASE SERVICE OFFERINGS MCCI PROJECT MANAGEMENT SERVICES - GRANICUS LEGISLATIVE MANAGEMENT SUITE MCCI Project Management services include certified MCCI professionals. MCCI administers these services and concentrates on defining business requirements and the deliverables that follow. Our project management services not only serve the consulting needs of a project, but can also mitigate many risks that are inherent in a new project. Risks such as scope creep, unforeseen needs (people, conversions, integrations, equipment), and unknown stakeholders, can be identified and cleared up in the very beginning of the project. ,/ Project management challenges: There are several challenges facing customers in deploying an enterprise solution. • Project risk — a large percentage of failed projects are due to poor planning • Competition for internal resources • Project backlogs and timelines • Excessive maintenance /costs — if proper planning is not done • Ineffective communication between end users and technical lead Project management promise: The effective use of this time will directly address these challenges and will allow the client to: • Make informed decisions on system implementation issues • Use MCCI as the internal resource required to lead the session • Reduce project backlogs and time to implementation • Actively address the communication between end users and technical lead • Improve the probability of a successful project MCCI includes these services to ensure project success. Proper planning requires a leader, dedicated time, feedback, and rapid execution by everyone involved. MCCI TRAINING SERVICES- GRANICUS LEGISLATIVE MANAGEMENT SUITE Granicus Legislative Management Training is delivered in a combination of formal training classes and free -form assistance or 'help-desk' sessions. The exact combination and schedule is based on the number of users, their skill and task level, determined during the Project Planning Phase. Typically, a general user course will include three to four morning hours of classroom training followed by several afternoon hours of general technical assistance as the students apply what they learned. Typically training groups consist of 6 to 8 individuals with similar responsibilities and training requirements. In addition, MCCI provides system administration training to 2 to 4 staff members who are assigned the overall administrative tasks of the system. MCCI SERVICE OFFERINGS Below is an example of the modular training sessions: Group Type Participants Type of Training - Course Descri View Only All Departments The View Only training shows the user how to search in Legislative Files, Agendas and Minutes and how to access and produce reports. Legislative File Entry Selected Department Gives the user all the detailed information to Users create a Legislative File, including drafting the text, adding sponsors, attachments, etc. Agenda Creation Individuals who Training on how to create and maintain an maintain the Calendar Agenda, by generation or by moving adding or deleting items. Also, how to produce an Agenda report and post to Internet. Minutes Processing Individuals who process Minutes Module training on how to process the Minutes or Journal minutes, taking action on files, voting, vote types, consent and reporting and post to Internet. Administration Primary user and /or Training on maintaining system administration System Administrators tables, data, security, will review all tables with the System Administrator. This training is completed before any user training. MCCI SERVICE OFFERINGS MCCI OPTIONAL PROFESSIONAL SERVICE OFFERINGS Please review the Statement of Work to determine if any of the following services are included. GRANICUS LEGISLATIVE MANAGEMENT SUITE POST - IMPLEMENTATION ADVANCED TRAINING $7,500 Many of MCCi's customers who have the internal resources available desire to attain the knowledge and experience necessary to configure Granicus Legislative Management for other Meeting Bodies, as well as be able to adjust current configurations to meet their ever changing environments. The Advanced Level Training offered is a post - implementation service offering and includes up to 3 days of onsite training. The training uses a hands -on method, which includes best practice advice, practicing the configuration of a meeting body together, and the student configuring a meeting body from start to finish on their own based on a set of criteria /scope provided by MCCi's trainer. Client Deliverables Appointment of up to 3 Granicus Legislative Management Administrators Meeting Body documentation required for configuration practice sessions • Sample Agendas • Sample Minutes • Documented Approval Workflows IT resources necessary to facilitate training MCCI Deliverables J MCCi project manager to facilitate the training s , ' Review of reports generated from configuration training sessions -/ Final day re -cap of training and configuration settings *Please check the Statement of Work to see if this service is included. *Billing for this item will occur once the service is delivered. GRANICUS LEGISLATIVE MANAGEMENT SUITE ARCHIVE SERVICES This service is designed to populate a client's Granicus Legislative Management Suite solution with a subset of back -file Minutes records, which will improve public access by providing one location for all past and future Legislation. The year range covered will be based on volume, budget, and client feedback, and should be described in the Statement of Work (pricing section) The back -file of minutes documents are scanned /converted (if electronic) to a searchable PDF format, and will index and link the records to the client's Granicus Legislative Management database and InSite Public Portal for public access. The scope of this service is limited to the Boards /Meeting Bodies that have been configured within the Granicus Legislative Management Suite solution. Once documents are received, the following process will occur: • Document Preparation —The process of document preparation begins with removing any materials that may prohibit the document from being fed through the scanner (i.e. Removal of documents from file folders, Removal of staples, paperclips, tape, clips, etc.) and is described as Document Preparation. Upon completion of scanning, documents are organized into their original order as received from the Client. Re- prepping documents will be limited to re- inserting pages in the appropriate order in the Minute books /file folders in which they were received. Not included; re- attaching staples, tape, sticky notes, paperclips, etc. MCCI SERVICE OFFERINGS • Document Organization & Indexing — Minutes documents will be indexed based on the following criteria if made available and apparent by the client: File Number, File Title, File Type (Example: Archived Minutes), Date, Status, and Meeting Body Name. • Document Quality Control — A thorough quality control process occurs after the job has been completed. Each image is inspected for quality, legibility, and accuracy. Steps are taken to ensure each document has been captured, the quality of the image is comparable to the original, and all manual indexing errors have been corrected. Only those discrepancies reported within 90 days after delivery of hard copy materials will be corrected. • Document Transportation — The client is required to package all materials per instruction prior to delivery of materials to conversion facilities. The client is responsible for all shipping costs, which are additional and can be estimated in advance. *Please check the Statement of Work to see if this service is included. If this service is desired post - implementation pricing can be provided at the time of need. GRANICUS LEGISLATIVE MANAGEMENT SUITE - MEETING BODY CONFIGURATION SERVICES MCCI will configure Granicus Legislative Management based on the number of meeting bodies and Meeting Types defined in the pricing section of the proposal /contract. For clarification, a "Meeting Body" is a meeting group such as a City Council. Additional meeting bodies might include groups such as the Planning and Zoning Committee, Finance Committee, Redevelopment Agency, etc. For each contracted meeting body, MCCI configures a unique set of Meeting Types. For example, a meeting body such as City Council may have multiple Meeting Types (Regular, Workshop, Emergency, Special, etc.). As a standard, MCG's base level configuration for the primary legislative body includes configuration of up to 3 Meeting Types. All Meeting Types under a specified Meeting Body share the same report design. Additional Meeting Body configurations may include P &Z, a Redevelopment Agency, or another committee /agency. While the initial implementation focus is typically the main Legislative Body (City Council, County Commission, etc.), customers can choose to have MCCI configure Granicus Legislative Management for other meeting bodies. *If these configurations are intended to be part of the initial implementation, the Statement of Work (pricing section) must reflect the additional Meeting body configurations. If this service is required post - implementation, pricing will be dependent on the extent of configuration and training needed. Alternatively, clients can purchase our post - implementation Advanced Training and configure and modify Granicus Legislative Management themselves. SOFTWARE DESCRIPTIONS GRANICUS SOLUTIONS Granicus Legislative Management is a comprehensive, agenda workflow management and information retrieval system designed specifically to support the Legislative process. Granicus Open Platform is a pre- requisite for utilizing the Granicus Legislative Management Suite. GRANICUS OPEN PLATFORM The Granicus® Open Platform is the cloud -based foundation for all Granicus applications. It allows government organizations to manage and store an unlimited amount government public meeting data. It is the core of our content management, administration and distribution tools and includes free access to our APIs and SDKs, helping you seamlessly connect your Granicus solution to systems in place. The Granicus Platform includes the ability to upload and publish content including videos and documents. • Unlimited content storage and distribution • Open architecture and SDK • Archived video editing and indexing • Citizen web portal • On- demand streaming to mobile devices* * Available for on- demand playback only GRANICUS" LEGISLATIVE MANAGEMENT SUITE The Legislative Management Suite offers a complete and automated agenda workflow solution. Create agenda items and assign them to the appropriate agenda, making agenda creation seamless. Item approvals are done automatically — approvers are notified when it's their turn to review. Seamlessly connect agenda data to the iPad to review agendas and support documents, take notes and more through the iLegislate application. Capture all meeting actions after the meeting into the public record. Plus, you can organize and store electronic documents of any file format in one repository. All documents are automatically tagged and indexed, making search and retrieval easy. This Suite also allows you to track legislation from inception through approvals and actions taken.` Agenda item drafting Electronic approval process f Agenda packet generation and 77 publication ,, „ „„, F;,4,�:,,, n.ms Ln:.-,men: Organize, store and retrieve documents Continuous legislative workflow Track and search legislative data K 1—k LejKla[ - vc P t.11W. 1. W” H Rory OPTIONAL GRANICUS MODULES SOFTWARE DESCRIPTIONS Please reference the Statement of Work (price proposal) to determine if any of the following modules have been included. GOVERNMENT TRANSPARENCY SUITE The Government Transparency Suite gives your citizens _ greater access to public meetings and records online. - -- - Take the next step towards transparency and stream meetings and events live, link related documents to_x1sv °kK_.,�. your video and provide advanced searching of archives._ -, The Government Transparency Suite gives you -_ -- - unlimited cloud bandwidth and storage as well as local live and on- demand streaming for up to 50 concurrent viewers. This Suite also allows you to connect agenda '= data to the iPad to review agendas and supporting documents, take notes and more through the iLegislate application. • Stream unlimited meeting bodies and events live • Intelligent media routing • Index video in real -time and link to relevant materials • Build reports and analytics on visitor trends • Paperless agenda for the iPad • Offer downloadable media formats MEETING EFFICIENCY SUITE The Meeting Efficiency Suite is a live meeting workflow solution that combines minutes with a CITY OFNIMPORT _ meeting's recording. Capture and publish minutes, e, [ NI PORr�Y _ saving staff time and cutting administrative costs. `-' - :: Record roll -call, agenda items, speakers, motions, votes, and notes through a simple interface. After the meeting, finalize minutes quickly and easily in W - Microsoft Word'"". With VoteLog, allow the public to -- ~ a track legislation, ordinances and even voting member records through your website. This Suite also allows you to seamlessly integrate with agenda solutions already in place. • Meeting preparation tools • Live minutes automation • Quick notes and text expansion • Minutes editing and publishing • Generate linked minutes SOFTWARE DESCRIPTIWv, ELECTRONIC VOTING AND PUBLIC DISPLAYS (SUITE ADD -ONS) This addition to the Meeting Efficiency Suite gives elected officials a new way to participate in public meetings using touch - screen displays to record motions and votes as well as request to speak. View full agendas, supporting materials, the current item, speakers and vote results all from the touch - screen display. Record actions directly from elected members and ensure greater accuracy. Help your audience follow fast -paced meetings with a public display that shows current item, vote results and more. • Touch - screen displays • Digital speaker queue • Vote and roll call automation • Review paperless agenda packets GRANICUS LEGISLATIVE MANAGEMENT SUITE - LASERFICHE CONNECTOR The integration services between Granicus Legislative Management and Laserfiche allow documents residing within a specific Laserfiche repository, to be attached directly to a legislative item, from within the Granicus Legislative Management interface. In addition, a user can easily archive Granicus Legislative Management reports into a specific Laserfiche repository. TFAIINICAI. St PPORT When you become a client of MCCi, you gain much more than just a new product. You gain a relationship between our staff and your organization to make your product implementation successful and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both Proactive and Technical Support. PROACTIVE SUPPORT MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team. You will have already worked with your Account Executive in the pre - project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCi believes in a proactive support methodology and it is the Account Managers' role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited to: Identify any needs that could easily be addressed with the current system. Provide resource for question and answer, best practices, how other customers are using the system. Annual review of current system configuration Dedicated sales support staff for pricing inquiries and budgetary information Annual support renewal notification to ensure your renewal process is timely and accurate TECHNICAL SUPPORT The Granicus Legislative Management Suite Subscription Assurance Plan (Granicus Legislative Management Suite SAP) helps preserve your investment and extend the benefits of your original purchase by providing access to the assistance needed. You have access to a toll free line to call for technical support and /or have the option to submit tickets via email, or online through our support center. With your Granicus Legislative Management Suite subscription, you receive the following benefits: Access to MCCi Technical Support Perpetual Software Upgrades 'v Technical Bulletins and Newsletters Unlimited Bandwidth Unlimited Storage Proactive Monitoring Service Managed Services (described below) MANAGED SERVICES MCCi Managed Services are required with your subscriptions renewal and provides the client with a discounted hourly rate by purchasing an advanced block of services per year based on the products purchased. Managed Services can be used for the following professional services: Additional Training — additional training, via web conferencing, can be conducted to train new users on the use of the system or as refresher training for existing users. , V' Additional System Set Up Consultation — MCCi offers additional consultation that includes recommendations on best practices for adding additional departments, processes, additional types of document etc. to your current solution. TECHNICAL SUPPORT Annual System Review & Analysis — Upon request, MCCi will access your system to review and analyze how your organization is using the system, identify discovered potential problem areas and make recommendations for better use of the system. This analysis is designed to be implemented 6 months after the initial implementation, and should be performed annually after that date. This is an optional service that will be completed only if requested by the Client. Remote Access Support — Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays in resolving issues without costly on -site visits. Expiration & Additional Services —MCCi Managed Services is an annual package and will expire on the same date as your SAP plan. MCCi does provide continued technical support for all MCCi applications. Technical support is provided via email or telephone during normal business hours of 8:00 a.m. to 6:00 p.m. EST. After -hours support for Granicus solutions is available directly through Granicus. Clients can designate several individuals who are to be the technical support contacts. Those individuals may contact MCCi at any time for technical support. There is no limit on the number of technical support calls that can be made. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates. RECOMMENDED MINIMUM HARDWARE REQUIREMENTS GRANICUS LEGISLATIVE MANAGEMENT SUITE TECHNICAL REQUIREMENTS Smart Client Requirements The Granicus Legislative Management software is developed using .Net Framework, and combines the benefits of both Web and desktop application by adopting the Smart Client Architecture. The end user can run Granicus Legislative Management, in Windows XP /2000 /Vista /7 (any edition —Home, Professional, Media Center or Tablet PC), with the NET Framework 3.5 with service pack 1 for .net Framework 2.0 installed and functioning. Adobe Professional is required for the Agenda Clerk(s) machine. Granicus Legislative Management Server Requirements Granicus Legislative Management is a hosted solution; therefore there are no server -side requirements. TECHNICAL REQUIREMENTS FOR ALL OTHER GRANICUS MODULES MCCi can provide technical requirements for optional Granicus modules upon request. MCCI, a Limited Liability Comps , and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the State of Florida, hereinafter • Code Supplementation and Codification Services (MuniCode). Municipal Code Corporation offers supplementation of existing Codes, Codification of Ordinances and referred to as MCCi, hereby offers the Granicus Legislative Management Solution to the client, according to the following terms and conditions. Recod'fiication of existing Codes. Our optional services include legal review, republishing, editorial and Index work and electronic options (CD, Internet(. • Utility Billing Services (MUniellls). MCCAdvantage offers billing, statement and remittance processing services as an additional benefit under this agreement MCC Granicus Legislatye M anageme nt Sutncr iQtbo& Support Advantage, a subsidiary of MCC, can provide the client with design, printing and mailing services for customer billing/statements of all types. These services also include Granicus Legislative Management Subscription Assurance Plan (Granicus Legislative Management SAP) is offered by MCC and is designed to provide your organization remittance payment options, software and other billing solutions. continued access to technical support as well as solution updates as they are released. Granicus Legislative Management SAP is designed to be renewed each year on the anniversary date, when subscription axess was first provided. Adjustments ',n annual support rates may be made to coincide with current U.S. inflation rates — any increase will not exceed the cumulative increase in the Consumer Price Index (CPI) occurring since the last price increase. MCC recommends the client designate a support contact m Termination channel requests through, but clients can designate several individuals who are to be the technical support contacts if necessary. The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of shipment of the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year, provided that either party may alter or cancel the terms of this agreement. Granicus Legislative Management Subscription Assurance Plan (Granicus Legislative Management SAP) provides support and all updates as released. Support for the Granicus Legislative Management Suite is handled directly through MCC and is provided via email or telephone during normal business hours of g:00 AM to 6:00 PM W. All support times are Monday through Friday excluding holidays. After hours support and /or support for other Granicus modules is available by contacting Granicus directly. Site Preparation The Client site should be ready for Installation according to specifications outlined within the Hardware sectlon. If site is not prepared or any other Client action results in cancellation, delays, or rescheduling of an installation after MCC has made travel arrangements, the client may Incur expenses due m circumstances such as non - refundable airline tickets, training/Install charges, hotel reservations, rental cars, etc. Client Information Technolow Assist— In order for MCC! to excel in customer service, the client must provide timely access to technical resources. The client must provide adequate technical support for all MCCI installation and support services. If the client does not have "in- house' technical support, It is the client's responsibility to make available the appropriate Information Technology resources /consultant when needed. Granicus Leakdatlre Management Suite Software Updates Granicus Legislative Management Suite Subscription Service: Subscriberwlll always be using the current version of the software. Updates, newversions, new releases, patches, fixes, etc. are applied to the hosted version of the software as they become available, and customers are given advanced notification. Granicus Legislative Management Suite Archive Services DOCUMENT STORAGE. Facilities contain secure rooms for hardcopy "work in progress' document storage, are designed to prevent damage from natural disasters. Hardcopy documents are returned to the client after completion of scanning — no long -term storage /archival is available through this service. • PROJECT TIMELINE The project will be competed and delivered within 90 days after receipt of documents Should additional time be required, the Client will be notified immediately. • PRICING. Charges apply on a per project basis and are dependent upon size, indexing requirements, type, and volume of documents. The entire project is required in bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and additional charges per image may apply. A sample may be required prior to confirming large volume job pricing. • UNANTICIPATED DOCUMENT TYPES & SIZES. The prices quoted are made with the expectation that customer will properly prepare and annotate materials and that documents are consistent with the description provided in the scope of services. If documents are not as initially represented, additional charges will apply. • CERTIFIED PARTNERS. Partnerships are maintained for the purpose of additional capacity and flexibility in meeting client expectations. Agreement Extended to other Ge vemmental Units MCCI agrees to allow any other Government agency to purchase Items, at the same terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terns and conditions may be negotiated by MCC! and participating Government agencies. Any orders issued against this agreement shall be the sole responsibilityof the Government agency placing the order. it is understood that the Cient shall incur no financial responsibility in connection with any purchase by another Government agency. Travel Expenses If the client cancels or reschedules an installation after MCC has made travel arrangements, travel expenses may be incurred due to circumstances such as non-refundable airline tickets, hotel reservations, rental cars, etc. Limited Liabil In no event shall MCC's total liability to the diem exceed the project fees paid to MCC by the client. Force Maleurc Neither parry shall be liable for arty delay or failure in performance due to causes beyond romamnable control. Client lj S oWenry/ Ban kruptcy MCC may require payment in advance for products and services in response to learning of financial solvency or bankruptcy issues. No Hire Clause Client and MCC agree that during the period that this agreement is in force, Including extensions or modifications thereto, and for an additional 12 months following this period, neither Client nor the MCC will actively recruit, or solicit employees or independent contractors of either company, or the employees of any of the other Subcontractors; who are on active payroll status and are currently participating in this Program, without the prior written approval of the parry whose employee or independent contractor is being considered for employment. This does not prohibit any employee from responding to or pursuing employment opportunities through normal media channels, Le. newspapers, professional journals, etc. so long as it is not related to this particular program and that it Is not an attempt to avoid the intent of the above restriction. If, during the term of, or within (12) months after the termination of the performance period of this agreement, client hires directly, a indirectly contracts with any of MCCI s personnel for the performance of systems engineering and /or related services hereunder, client agrees to pay MCC 125% of the fees paid to, or in favor of such personnel for one (1) year after such personnel separates from service with MCCI. Additional Services As an additional service /product under this contract, MCC and MCCI can provide the following: • Enterprise Content Management Solutions (Laserflche). MCC offers Laserflche Software and related services • Document Scanning Services (DDI). MCC', offers scanning, Indexing and integration of hard copy documents with Laserfiche Software to provide the Client with the most powerful Index retrieval search engine available with the following features: intuitive browse window, Index cards, and fuzzy logic. • Contract Management Software (Contract Assistant). MCCI offers the Contract Assistant Software (developed by Blueridge Software) which Is a web based solution designed to provide control and automation of the contract management process.