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HomeMy WebLinkAboutAgreement_General_06/08/2006~' Date Initiated: _5/22/06 CivicPlus License and Service Agreement for Village of Tequesta, FL Organization: Village of Tequesta Web Address: www.tequesta.org Contact Name: Gwen Cazlisle E-mail Address: gcazlisle@tequesta.org Street Address: 250 Tequesta Dr. Ste. 300 Address 2: P.O. Box 3273 City Tequesta State: FL Zip Code: 33469-0273 Phone: 561-575-6200 Ext: Fax: 561-575-6203 Billing Contact: Billing Address (if different) Billing Phone #: Fax: Information required on invoices, e.g. P.O. # or Job #: Tax ID #: Sales Tax Exempt #: Payment Terms: Annual Acct. Rep. April Hamilton Terms and Conditions: 1. Annual invoicing for this contract will take place 60 days after the contract is signed or an annual anniversary invoicing date may be established by the client. 2. Annual fees for CivicPlus services are invoiced prior to the year of service and are due by the first of the following month. 3. Either party may terminate the agreement at the end of the contract term by providing the other party with 60 days prior notice. 4. In the event that neither party gives such notice prior to the end of the initial or any subsequent term, this agreement will automatically be renewed for an additional contract term. 5. In the event of early termination of this agreement by the client, full payment of the remainder of the contract is required within 15 days of termination. 6. Annual rates will automatically increase by 3%. In the event of a rate increase that exceeds 3°/y CivicPlus will notify the client at least 6 months in advance of the annual renewal. 7. Upon completion of development, the Setup and Development Fees will be invoiced. 8. Modifications to the original "go-live" date by the client may result in additional fees if additional fees are incurred by CivicPlus for changing travel arrangements. 9. Payment is due on the date annotated on the invoice for that term's service. Service will be discontinued if payment is not made within 20 days after the due date. Payments received will be applied first to finance charges, then to the oldest outstanding invoice. 10. If the account exceeds 60 days past due, the web service will be removed and the data will be erased. 11. CivicPlus will support designated support contacts for the client. Support will include providing technical support and application support of the CivicPlus system. Following initial setup, additional page design, graphic design, word processing training, and custom programming may be contracted separately. Page 1 of 5 CivicPlus .317 Houston St., Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com Date Initiated: S/22/06 CivicPlus License and Service Agreement for Village ojTequesta, FL Project Summary Annual Fee One-Time Fee Establish Project Timeline and Overall Project Management $ $ Included i Analysis of Existing Website $ $ Included I~ Website Design $ $ Included Develop Navigation Architecture $ $ Included Site Development -Modules and Site Setup with approximately 1 GB $ 3,000.00 $ 1,900.00 ', Modules Total from below $ 1,559.40 $ 2,700.00 '' Custom Development $ $ n/a Site Development -Content - up to 20 pages $ $ 300.00 Review and Test $ $ Included Training: Up to 12 hours of online phone training for 1-2 employees $ $ 1,500.00 Go-live and project review $ $ Included Marketin $ $ Included Total $ 4,559.40 $ 6,250.00 Annual Fee One-time Annual Fee One-time Fee Fee O Archive Center $ $ D Online Job Application $ $ ® Banner Development 2 Additional $ Included $ Included ® Opinion Poll $ Included $ Included O Bid Posting $ $ ® RequestTracker for 5 users $ 1,200.00 $ 1,500.00 O Business Directory $ $ ® Staff Directory $ Included $ Included ® Document Center $ Included $ Included ® Other: Add. 5 hrs of Design Service $ n/a $ 250.00 ® Dynamic Breadcrumbs $ Included $ Included B Other: 1 GB Storage $ Included $ Included © Dynamic Sitemap $ Included $ Included Administrative Modules & Services ® E-Commerce $ 359.40 $ 800.00 O Additional Domains $ $ © Events Calendar $ Included $ Included B Links Redirect $ Included $ Included ® FAQ $ Included $ Included ® Online Web Statistics $ Included $ Included ® Forms Creation (1 form to email) $ Included $ Included ® Printer Friendly $ Included $ Included © Forms Development Tool $ Included $ Included ® Rotating Content $ Included $ Included ® Intranet $ Included $ Included ® Search Engine Registration $ Included $ Included O Job Posting $ $ B Site Search and Site Search Log $ Included $ Included ^D News Flash $ Included $ Included ® Website Administrative Log $ Included $ Included © Notify Me Email Subscription $ Included $ Included ® Other: $ $ Setup Notes: CivicPlus will develop a unique website for the client. Upon approval of the design, the selected services will be established with on-going review by the client. Upon completion of training, the client will be responsible for updating and maintaining their website. CivicPlus will continue providing updates to the software and maintain the content and data. NOTE: E-commerce fees will be billed directly to city's credit card account. Additional fees for transactions and merchant account will be charged directly to the clients (see attached E-commerce options). At the end of 6 months, the service will be evaluated and the payment options may be adjusted to best suit the client. Page 2 of 5 CivicPlus .317 Houston St., Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com Date Initiated: S/22/Ot5 CivicPlus License and Service Agreement jor Village of Tequesta, FL Additional Training: Training that involves billable time beyond the contracted amount will be documented and invoiced. Support: Page development and technical support provided free throughout the terms of the contract. Technical problems with the software are addressed throughout the contract period at no charge. Additional Projects: Projects that involve billable time beyond the contracted amount will be documented. Written approval by the client is necessary before billable time is incurred. Maintenance Upgrades: Maintenance upgrades to the CivicPlus service are provided at no extra charge. Additional modules may be purchased and activated at any time Indemnification and Liability Tequesta shall defend, indemnify and hold harmless CivicPlus, its partners, employees, and agents from and against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses including attorney's fees of any kind, without limitation, in connection with the operations of Tequesta and installation of software contemplated by this agreement, or otherwise arising out of or in any way connection with the CivicPlus' provision of service and performance under this agreement. This section shall not apply to the extent that any loss or damage is caused by the gross negligence or willful misconduct on the part of CivicPlus. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying carrier or other service provider whose facilities or services are used in furnishing any portion of the service received by the customer. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by customer or any entity other than CivicPlus that furnishes services, facilities or equipment used in connection with CivicPlus services or facilities. Except as expressly provided in this agreement, CivicPlus makes no expressed or implied representations, or warranties, including any warranties regarding merchantability or fitness for a particular cause. Development Specifications Additional development specifications and requirements will follow upon commencement of the project. Acceptance: We the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this contract. Name /t~ ,/ ~ ate Tequesta (/"' f'L Name Date CivicPlus Please fax the above contract as soon as possible to FAX Number: 785-587-8951 For any billing questions, Accounting can be reached at 888-228-2233, ext.215 Support can be reached at: 888-228-2233, ext. 307 785-587-1853, ext. 307 Page 3 of 5 CivicPlus .317 Houston St., Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com Low Cost Option for Teyuesta by April Hamilton ^ ^ Take Control of Your Website! Project Details One Time Fee v Phase 1: Analysis and Establish Timeline • Establish project timeline. Identify custom modules and integration projects. $1,200 - Phase 2: Website Design and Navigation Architecture • Creating a professional and attractive "look and feel" for • Determining site navigation. the entire Website. Standard placement of dynamic page components. • Modify design with input from Gient. - Phase 3: Site Development -Modules and Site setup • Content Management System and Menu Management. • *See Modules and services on next page. - Phase 4.: Content Development/Migration • Migrate existing Website content. • Approximately 20 pages and supporting files will be • Gather content worksheets from your departments and developed for initial Website. $300 contact departments as needed for addfional content. • Develop sitemap as pages are being developed. - Phase 5: Review and Test Included • Review new Website. Review ongoing responsibilities of department heads • Make final revisions to Website. and administrative staff. - Phase 6: Training $1,500 • Provide training to employees who will be responsible for Provide training to main web administrator who will be departmental updates. adding levels to the main page and assigning rights to • Provide training to main web administrator on the use of administer those pages. and interpretation of web statistics. • 12 hours of online phone training for 1-2 employees. - Phase 7: Go-live and project review Included • Launch site. • Gather feedback from staff involved in project. - Phase 8: Marketing Included • Registration of site with all major search engines. • Press Release to market new Website. Total One-time Fees $3,000 Recurring MorKhly Fee for Upgrades, Enhancements, Hosting, Service and Support 5175 Add-on Modules: One-Time Fee Monthly Fee Upgrade to include: Notify Me ,Dynamic Breadcrumbs, Dynamic Sitemap, FAQ, One Form, Print Friendly, Link Redirect, Search Engine Registration and Website Administrative Log FREE One-time Set $75 Add-on Modules Bonus Upgrade - 2 additional banners Free Free Total Basic System $3,000 $175 Proposed System for Tequesta, FL $3,000 $250 Future Add-on Modules: One-Time Fee Monthly Fee Additional Design Services up to 5 hrs --------------------------------------------- - -- $250 n/a - - ------------ Spam Filtering (.50-cents per account i.e. 75 user accounts = $37.50) --------------------------------------------- -- -------------- n/a ------------ $37.50 - -------------- E-commerce (setup 5 items) -see attached pricing information ----------------- -- -------------------- -- ----------------- -------------- $800 ---------- ------------ As low as $50 ~ p _ ~ E-mail Accounts $1 er account i.e. 75 user accounts - $75 -------- ------ ------ ----------- - ---------------------- ---- $150 -------------- ------------ $75 ------------ q q 9 9 ~ Re uest It - Re uest Mana ement and Trackin S tem for 5 users $1,500 $100 • ^ ^ Take Control of Your Website! E-commerce E-Commerce with off-line processing (up to 100 items). (Client enters the credit card information on their own swipe machine.) _ - -- -.. Option 1 $400 for setup of up to 3 items $29.95 1.75% $400 for 3 hours of training Option 2 $400 for setup of up to 3 items $59.95 1.00% $400 for 3 hours of training Option 3 $400 for setup of up to 3 items $89.95 '/z% $400 for 3 hours of training (Advanced Fraud Protection is available for an additional $25/month) Transaction Watch TransAction WatchT"' is a real-time, automated fraud-checking solution to protect your online business by minimizing the acceptance of fraudulent orders that are likely to result in bank chargebacks and processing fees. TransAction Watch is built into our software and performs a variety of Internet-specific checks that substantially reduce risk of fraud. *Merchant Account for Online Processing (Options above are also necessary) Accept Visa, MasterCard, American Express, Discover, ATM cards and checks with your own, bank direct, bank approved, and merchant account. Your customers can purchase via the Internet, mail order, phone order, or retail store. Our program is designed to allow you to accept credit cards at the lowest cost with the highest level of customer satisfaction. *Application and Setup Fee $100 to $600 Base Rate for Visa & Mastercard 2.50%-3.50% (approx.) Retail Transaction Fee 25 to 30 Cents Monthly Minimum/Base Fee $20 to $25/mo. Internet Gateway Setup $0 to $200 *NOTE: The above fees are an estimate and will vary based upon the selection of a merchant account and gateway. What is a Payment Gateway or Internet Gateway? The Payment Gateway does the same job as a card-swipe terminal. In other words it sends credit card information from your customer to the banking system so that ultimately money can be deposited into your merchant account. A payment gateway connects your eCommerce site to your merchant account. If you decide to use your own merchant account then other fees may apply. Note: CivicPlus uses athird-party product for E-commerce. CivicPlus provides setup and support of this service, but is not directly responsible or liable for this service. ---------=------------------------------------------------------------------------------------------------------------------------ ' ^ ^ Take Control of Your Website! Module Descriptions 8 Initial Development Options Archive Center- Pages may be easily archived with the latest page posted to the web site. Administrative Tools Monitor your site administrators with the Site History Log. Review what people are looking for with the Site Search Entry Log. Bad links (people using old identifiers) may be easily viewed. Site Redirects allows you to provide common names to places on your website. Banner Development- Banners may be developed for each department, season or special events. Bid Posting -Schedule the posting of Request for Proposals. Vendors can subscribe to be automatically notified of new bids in their area of expertise. Business Directory- Site visitors can search through a business directory by name, business type and zip code. Other information, such as brief description, address, phone, email, and a link to the business' web site are also provided. CivicPlus Website Management System--0n the front-end of the website, CivicPlus offers mouse-over menu structure, banners that may be randomly generated for a section of the website or assigned to a specific area of the website, and site structure options on initial development. On the Administrative side of the website, users may be established as Authors (able to create and edit pages) and Publishers (responsible for approving and posting pages to the website), Ability to establish Private-Access Sites with login access to specific areas of the website, multi-event calendar, page versions, and more! Custom Forms Development -Development of interactive online forms. Document Center -Store any kind of file for your visitors to access, pdf, video... Dynamic Breadcrumbs -Links to show path to page. E-Commerce -Take on-line payments for activities such as registering for Parks and Recreation Activities. E-Government Consulting - CivicPlus consultants will analyze your existing website, website statistics, site search requests and website content to determine effective site navigation, layout and content development. Meeting with decision-makers to discuss results and implementation recommendations. Events Calendar-The calendar allows for events to be categorized into multiple listings of activities. Mini-calendars may be used within areas of your website to further enhance a page. FAQ -Manage Frequently Asked Questions easily. Job Posting -Post jobs and forms related to employment opportunities. Job seekers can sign up to be automatically notified of new job announcements. News Flash - A special area on the home page to post "hot" information. This area could be utilized by any department and could contain information about a crisis, rainout information, announcement of a special meeting, etc. Notify Me -This module enables citizens to be notified concerning city or county activities, e.g. council meetings, recreational activities, etc. The end user can sign up to be on a number of mailing lists in order to obtain information about the activities. Online Form Development Tool -Build your own online forms that may tie submitted via a-mail. Online Job Application System -City staff can easily manage job seekers' applications. Opinion Poll -Government officials can find the pulse of the community concerning civic issues. Polls may be created, posted and data is accumulated. Portal Development- CivicPlus designer creates a custom portal. Portals are used to provide regional services or a graphic representation. Private Access /ntranet Module-Provides login-restricted pages for unlimited staff access or may be established for individuals outside of the city staff, e.g. member directory, special committees who need access to special information. Property Appraisal and Tax Value Search-Upload your county's appraisal and tax information. Site visitors can search the appraisals and property tax based upon your county's criteria. Login access may be delegated or "sold° to external organizations. Real Estate Locator- Provide a searchable listing of the building, sites and land available for economic development within a community. Properties may be updated by the property manager/owner. Request /t-Track complaints and requests throughout the processes to closing the request and generating reports. Site Search and Search Enfry Log -Site visitors can search the whole site quickly. Website administrators may easily track which items are being entered. Spam Blocker for E-mail - E-mail security services block unsolicited a-mail and e-mail-borne viruses and attacks before they reach your network. Staff Directory- Provide your citizens with many ways of searching a list of staff members. The end user can search by first name, last name, or department. Web Mail -Employees can check their email and calendar from anywhere! Confidentiality Statement: The information and work presented in this document is considered confidential and represents critical industry information, trade secrets, and proprietary knowledge. No part of this work covered by the copyright herein may be reproduced or used in any form or by any meansyraphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems-without the written permission of CivicPlus, 317 Houston St Manhattan. Kansas, 66502. 5 /1 812 0 0 6 Page 3 Page 1 of 1 Gwen, Here is the time line. Again, once a contract is signed the project manager will go over these with you and set dates. You will receive a copy of the schedule after the meeting as a confirmation. Have a great time in the Keys! April Pro'ect Details Timeline Phase 1: Analysis and Establish Timeline • Establish project timeline. Identify custom modules and integration 1 Week ro ects. Phase 2: Website Design and Navigation Architecture • Creating a professional and attractive "look and Determining site navigation. 2 Weeks feel° for the entire website. Standard placement of dynamic page • Modi desi n with in ut from client. com onents. Phase 3: Site Development -Modules and Site setup • Content Management System and Menu 'See Modules and services on next page. 2 Weeks Mana ement. Phase 4.: Content Development/Migration • Migrate existing website content. • Approximately 20 pages and supporting • Gather content worksheets from your files will be developed for initial website. 2 Weeks departments and contact departments as needed for • Develop sitemap as pages are being additional content. develo ed. Phase 5: Review and Test • Review new website. • Review on-going responsibilities of 1 Day • Make final revisions to website. department heads and administrative staff. Phase 6: Training • Provide training to employees who will be Provide training to main web administrator 1 Week responsible for departmental updates. who will be adding levels to the main page • Provide training to main web administrator on the and assigning rights to administer those use of and interpretation of web statistics. pages. • 12 hours of online phone training for 1-2 em to ees. Phase 7: Go-live and project review • Launch site. • Gather feedback from staff involved in 1 Day ro~ect. Phase 8: Marketing • Re istration of site with all ma'or search en fines. • Press Release to market new website. 1 Day al Time 9 Weeks http://64.18.198.40/horde/services/download/?module=imp&thismailbox=INBOX&index=... 5/22/2006 -F: ~. ~R. d Friday, June 09, 2006 Gwen Carlisle City of Tequesta 250 Tequesta Dr. Ste. 300 P.O. Box 3273 Tequesta, FL 33469-0273 Dear Gwen: CivicPlus Thank you for working with us on this project. It is a pleasure to provide service to your village. I have signed my copy of the contract and I have retained a copy for myself. I have enclosed a copy for your records. I have included contact information and business cards for our support services. If you ever have any questions or concerns, please give me a call at 888-228-2233, ext. 216 or via e-mail. Laura Munsch munsch@civicplus.com Enclosure CivicPlus 317 Houston St., Manhattan, KS 66502 www.civicplus.com