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HomeMy WebLinkAboutAgreement_General_06/14/2018_JustFOIA Prepared For: Tequesta, FL Presented By: Brian Meseroll us Records Re uest Solution a Issued: May 17, 2018 �C C 1 � ' CCi CORPORATE OFFICE BRIAN MESEROLL Sales Depar[ment P.O.Box 2235.Tallahassee,Flonda 32316 Sales Associate (850)701•0725 exL 1521 Phone(800)342-2633•Fax(d50)564-749G bmeseroll�mccinnovations.com May 17,2018 Mr. Brad Gomberg City of Tequesta 345 Tequesta Drive Tequesta,FL 33469 Dear Mr.Gomberg; 1 enjoyed speaking with you recently regarding our justFOlA Open Records Request Tracking Solution. Pursuant to our discussion,we are pleased to enclose our Professional Services Proposal.While reviewing the proposal,please keep in mind the following features included with your)ustFOlA subscriptlon: • Hosted Solutian:JustFOlA is an affordable hosted solution.The applicatlon and associated data is hosted in the same secure data centers Municode uses to house data for several thousand government clients.This ensures a minlmal IT impact for our clienu. • Unlimlted Users:No matter the number of people you have as part of your process,JustFOlA allows for unllmited users at no additional charge. • Unlimited Deta:No database size limftations. • Trainins:MCQ offers user training along with administrat)ve training as part of your new JustF01A subscriptfon. • JustFOlA focus Group:All of our cllents are invited to particlpate in our ongoing JustFOlA Focus Group.A periodic meeting to review product development,solicit new ideas and share best demonstrated practices amongst other users from around the country. ■ Entorprl�a Capabllity:�ustF01A offers options for managing a specific Department's Open Records Requests and can also be expanded to the Enterprise level, Why invest in JustFOlA3 We are confldent that with the help of JustF�lA,you will experience: • Improved Citizan Engagement and Transparency:Online form,along with automated receipt verification improves the requester experience. • Improved Eftieiency:With enhanced communication,automated notiflcations and reminders,fee tracking and management,request searching,reporting and improved work flow.Your records request process will be more efficient than ever. ■ Mftlgeted Rlsk:Automated request tracking,activiry and deadline management will help mitigate the risk of non-complfance. If you have any questions concerning our proposal or desire additional information, piease 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. Sincerely, Brian Meseroll Sales Associate MCC( � Page 2 of 8 EXECUTIVE SUMMARY COMPANV HISTORY MCCi,a subsidfary of Municipal Code Corporation(The nation's leading codifler for local government), has been providing Electronic Records Management Solutions to its clfents since 1998,With a client base of over 740 government agencies and satellite offices across the country,we are striving to be the leading Electronic Records Management provider in the United States. In 2013,MCG put together a customer focus group and collaborative initiative to develop a better method of recording,tracking,and fulfilling Open Records Requests.The result was a hosted and affordable solution on the most user-friendly piatForm:JustFOlA, f USTFOIA PRIClNG To determine which services and produc[s ore included wifh your pr�jecG please refer to the Pricing Sectfon below. JustF01A Population Tier 1-Up to SOk $2,500 52,250 $2,250 Payment Portal $375 5338 S338 Laserfiche Inte ration $500 $450 $450 Basic`Up to 2 Business Processes,Security Conflguration for Up to 25 Staff Members,Up to 3 hours of Remote User and Administrative training,and Configuration of 1 email template $1,250 $1,125 $1,125 Online Payment Portal Setup,Configuring and testing of integration with Authorize.net $250 $225 $225 Laserflche Integration Conffguration,Installatfon and conflguratlon of JustF01A plug(n for Laserffche."Train the instal�er",up to 2 hours of remote assistance $500 $450 $450 Business Process Forms Configuration'Up to 3 Business Processes $750.00 $675 $675 One Time M�CI Discount 5675.00J . • . For 6udyetary purposes,fhe Client should include$3,038.00 in annual budget jor renewal o [he items quoted above. PAYMENT&BILLING TERMS MCCi wlll invoice one hundred percent(10096)of the subscription amount upon prov(ding the Cllent onlfne access to the JustFOlA service.Balance of total project will be invoiced upon completion of the proposed professional services.Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice.The ClienYs annual subscription renewal date is set based on 30 days after contract is received. MCCi � Page 3 of 8 JUSTFOIA ADD-ONS ADOBE ACROBAT PRO PLUGIN With the Adobe Acrobat Pro Piugin,you can easily upload documents you are working on in Adobe to a specific)ustFOlA request. Use Adobe to create and edit documents,as well as to apply redactions and other features available in the Adobe software.When you are ready,you simply click on the JustF01A button in the menu bar and uploading that document to�ustFOlA is as easy as picking the request number. In order to utilize this plugin,your organization wiil need to have Acrobat Pro available to the user. LASERFICHE INTEGRATION Our Laserfiche integration makes it easy to leverage the power of Laserfiche to help fulfill records requests.Do all of your searchfng,editing,and redactfon in Laserfiche.Then with a click of the JustF01A menu button send selected documents directly into the response documents of the specific JustF01A requestyou choose.This integration makes It more seamless to use Laserfiche and JustFOlA together to complete records requests, In order to utilize this integration,each user will need a full Laserfiche license. PAYMENT PORTAL This feature requires an account with Authorize,net,wh(ch ls the third-party payment processor for this integration.Authorize.net handles all monetary transactions and sensitive credit card data.JustFOlA integrates with Authorize.net to give you the abllity to collect payments from requestors online.The requestor goes to your site and enters in the request number/security key and is able to see any fees that they owe. If they owe fees,they are able to pay through a secure authorize.net site.Once they pay,you can make their request documents available for immediate download. MCCi � Page 4 of 8 JUSTFOIA IMPLEMENTATION Rennore�oNFi�uw►TioN-Configuration services are provided remotely.As part of the standard con�guration services MCCi will work with the client to conflgure up to two records request intake processes, unlimited users,as well as the departments,and security rights.The configuration of all forms and processes are to be completed as part of the initial project; if the client desires to take advantage of conflguring a second process,it must be done as part of the initial configuration services and prior to treining.Subsequent form/process configurations and users will be configured by the client, or the client may contract with MCCi for additional services. REnnoTE TRaiNiN�-JustFOlA is a simple and easy to use solution,therefore all trainfng is provided remotely. One remote user training session is included for each form process that is being configured. In addition, one administrative training is included for the organization.All training is conducted in a train the trainer format. Onsite live training can be conducted at a negotiated rate. JusrFOlA LiceNsiN�nN�FearuRes-JustFOlA Is an open records request tracking solution. It allows you to record,track,fulfill,and report on the records request process. Below are the feature sets offered: ■ Public Facing Form Site-Onllne public request form accessible through cllenYs website. • Email Notificatfons-Status and department updates,automated reminders as well as daily dlgest and alert notffications. ■ Correspondence-Emails can be generated within the system and tracked under the specific request. Emails can be custom created or through pre-conflgured templates. In addition,other forms of correspondence related to a request can be tracked(phone calls,letters or in person conversations). • Fee Tracking-Track fees,due dates,and payments. • On-Premise Archival-Export capabilities for archiving record request data locally. • Proactive Status Reporting-Dashboard interface allows for immediate status update. • Performance Metric Reports- Measure processing times by request type,department or user. � Global Reporting-Measure performance for all departments and request types. ■ Configurable Intake Form-Cllent branded intake form that can be configured remotely or locally. ■ Mobile compatible-Compatible with most cellular devices. . ■ Public Porcal-Requesters can track their request through a secured private portal. Status updates, invoices and request documents can all be provided for the requester. • Payment Portal(Optional)-Requestors can view or print the invoice and make partial or whole payments.This feature requires an account with Authorize.net,which is the third-party payment processor for this Integration.Authorize.net handles all monetary transact(ons and sensitive credit card data. HARDWARf/SOFTWARE REQUTAEMENTS JustFOlA is a completely web-based hosted solution and therefore has no server-side hardware components.End-user access is provided through a web interface,which means no client-side software is required.We test and support the following browsers;Mlcrosoft�Internet Explorer�version 10 or higher; Google ChromeTM,most recent stable version; Mozilla�Flrefox�,most recent stable version;Apple� Safari�most recent stable version. MCC( � Page S of 8 MCCI SUPPORT 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. PROACTIVESUPPORT You will have already worked with your Account Executive in the pre-project phase and they will continue to support you.They will assist in pre-implementation processes and be a resource for you for questions and answer and be in touch throughout the year to discuss optimal system usage and ensure client satisfaction. TECHNICAL SUPPORT Your continued subscription to JustFOlA helps preserve your investment and extend the benefits ofyour original purchase by providing you access to the assistance needed.You have access to a toll-free Ifne to call for technical support or submit tickets onlfne through our support center.You recelve the following beneflts: ■ Free software updates for your current solution • Periodic User webinars ■ Embedded System Help Files • Technical bulletins and newsletters • Email/Phone Support(see below) 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 8:00 p.m. Eastern Time.Ciients can designate several individuals who are to be the technical support contacts.There is no limit on the number of technical support calls that can be made.Customers rnay contact MCCi support via the online support center,email(support@mccinnovations.com),or telephone(866-942-0464). MC�) � Page 6 of 8 MCd,��muW W6Nhy Compuiy.wAid�Is duly oqamtW ind exislin�under Me laws ol tM Stat�d Florlda,hve6ahv rdured[o x MCC1,heie6y oM�rs tM l�nfOlA�olutlon�ccordM�to Mt foNowlry ternu and corditlons IUSTfOM SU6ftp►TpN MCG k tM developn md hostln�pmvMe�fo�lustFO1A.M rttl�e�ubscrbtlon Is nauktd to�aeu IM sduUon.The oflicl�l wbcc�iptlon d�te Is esdbllch�d on tN Aate MCCI pan[slntlal uasllolustf0l�.Ad�u�tmentl m annwl fubfcrlpnon ntq m�y be ma0e ro mincltle wRA cwrenl U.S.MMuon rxee-my Ircrcast wlll not e�cee0tne aimulatke ncrcu�M Ihe Cantumer Prlca Ind�R ICPoI aGcwlM�sfnct M�laf�Pnc�mtlNse WSTFOIA IS AVAIWLE'Af�6• ThpKh we waot lo O�ovWe�pert arvke,tMm arc prtaui tMn�i about tAe urvin we nnnot promisa For ex�mple,N�swlas�nd sohwre arc provid�d'os b',at your own Nsk,wRhout eMprefs a Implled vmm�q or condMlon ol�mr tlntl.We also dlublm any warnirtlo d merchurt�bMlry or Ikness lara O�rticulx purpose.lus[FOIAwII hove ro iesyonslbYhylor�nY�+�to yow computer syftem.bss or mrtuptlon ol d�d,a mAer harm tMt results hom yaur attess eo a use of the Swvicef a Sohrare.Some shtas do not albw tAe rypes of dlsd�Yn�rs in Ihls ptrynph.so thry m�y not apply to you. UMIi[O IWILRY ' NotwMlrtsnding anythl�{In Nb A{ieem�nt tc Ihe mnvary,MCCY�totil WbAlry to tha cNe�t for airy md ap tl�Ym,d�mKes,w I�bllky�rWr�out d w�eletM m aMM'+Y mthb+yn�ment or Ihe podu[ts or xnl�Efler pfpyldM py M[C7[p pknt sMM he alktly Mmtftl lo UM ptcMQ M�pald tp MCG by Iha CWnt Iof11N p�ndN(1I-monU parbd immedlN�ly p�pd4y Ih�Mnl pMy rbe to tln cWm by Me C4nt,�nE fNN alw b�IImMW to tM Na pald lo MCGI lw the pankv4r prvke/yrodu�t tM Ne OkM's tWmwas oused by w uo�e out d. Dw ro�he MttenMd w of luuF01A Eeno locus�d on'Open Recordi'Rpuesn.MCO asurnn thit Wy pubfic md non�fidMtial dsb w1A Oe uPb�ded lo the solutWn,andthe full lermt of Use art xia�bk ai Nie home p�{!af the luNFqA sdullm. INOEMNFIfATION 11 MCq a ar eMlans(mVnen u putnenl,a anr d ar or thek raspectNe emqvyw.yenu.a suppNen Itlm 9ndemMoea'1 b fx�d wi[A a kpl cqFn by a thlydy�rty�a[d your xtu�l a aMqW poe nKll�ence.rilW mkmduct,vioYllan d hw,hJix�to mM ihe uarlty oblatlo'p nquind py tlr Ape�rtyn4 wvldWon d ypur�raemeM wrth yourcuttpnnrs or end urrt,tMnyou r11 pay tMmst M d�hndMy tM dNm(lncludry nasorobb atlomry Ms)antl�M ymKa aw�M,ane a ah�r amnxn eh�t s Im�»ted m Me IndemnMes as s rnuk of IAe Whn vour obl��tlms und�r MB abuetbn In�4M�ISYn�rkYy out ol tM xu a omlakn W yaw�mibW�*o��Hn4,��y a1Mr Wnm to whomyou Mw�iwn aaes b tM favicet,and+nY Pe�who�alnt aceau ta tM SaMw at��auk d yeur bNun�o uia nroroble muriry prnautlons,�ven M tlr r.ts aranWloro d wch persoro wen nm�uthor'ved by you.You mat alw pry nsan�bk ntom�y fees aW aMr ewpenrs we incur in connectbn wkl�prydifpule betwwn penons AMti�confYctin�dNm to cartrd your accnuM whh w or a�lYn ivm M�awl a all�ed 6nd�d your otliptlars to 1hem. fO110ENWNpE NeNhr PMY ihN�bf IrhN fw mY MUy or bNun n p�rFormmn Aw lo puns D�yWM 4s�easqwbl�coMrd 0.1EM FpVAMCULL tOLVENCY/6ANIfIIUViCY MCCf msy rtquire p�ymant M�dwnce Iw O�oducts and serWcn in responu to le�min�ol Rronclal solvency or bank'up�cy issues. No�wec cuusE Clienf�M MCU apee M�t durlry Ihe peAoA Ih�t Mk a�n�m�N h In lorte,Mdudiry nbmbnt or moMkation�M�na,and br an addklonal 12 months k1lowYy the penod,neltAer dierit nor MCCI wNl Mively ncrult,or sal�ck�mploy���or Ind�qnNM mnttaqon ol�Mhv com0�ny,m Ih�employW o1 any of Me oth�r SubmMnttors;who an on actlw yayrol sqfut�ntl are amMly Darticlp�tin�N MIs Vro�nm.without th�P�o�wdtUn�PP�M o/the parly�vhosa�mpby��or InAeqndum m�toav Is b�ln�tonsidved for empbymmL This dwe not prohlbn �rry employee Irom npondn�toa punulry�mqoym�at opportunities�hrou�A mrmN mW4 cMnnW,L�.mwtO�P�n,Prot�s�bml pum�b,�tc.so lon���k u na r�lued ro Mn p�rtkular pm�rsm�nd tMt k If not an aMempt to�voW the Intent of tMe�bov�rertrlctbn. If,dy(1�(�M(�T1 d,p WINM(11)Tonihf ili�f tllf[sm11nN10n Dlth!peA0lm�ntf plfbtl ol tlIb 7(Rf11fe11L[IIl11T MR{011lqIY.Of IntlIRC[ly COIR�icU WM a11y Of MCCi S pMollfill IO/th! pertormanct ol iy+tems�ryY�eerin�md/or ielneA servkes Mreuntler,cllent��raas to pay MCCI 125%of the hes DaM to,or in tavor ol such personnel for on�(1�yeu aker such p�nonnN sap�ntn Irom servin wlth MCG. TEItl�lrillTlON fie teiMwf prwWad M thk a{reemant wYl W in fu1 force�IM aHeR br�penod ol three 13)ve+rs hom Ne date of shlomenl W the compinM oroduct to the orpmxfon.Thenoher,this a�rcm�nt wIN Ee automatk�h renewM liom yex to W�r.prwWM that erther p�rty m�Y alt�r or oMd Me termt of Ihl�ap�em�nt upon zivty(60)days'wrrttm notke UfI OF tK[C11Mi TAf0Y�I11I10 CWlfG OIUII!QIOJftt�MCG mry clpp�t�p�Hp[�(M thlld-party eervi«B�feomp(h(ro i!www ouecumo com)fo�O�oJett TlnqfineM�nd tnm[ollWoratloe.Oxum�nbtlon �M carresponMnce acMn�ed 6etWeen MCCI md TAe CIkM m�y Ea�tared in Baeump.The CU�nt acknowied�es thN Msec�mp b refppplWa Por uwre�taa(e of thb docum�nbtlon, and qrtes Ih�t Euecamp's s�cuMy�uld�Mes butM al nuus.//baucamo c«nhewntv are ucaptabN lor�ht Nory�of Tha tlNnt's Gu arM wnespontlance eacMn{e0 wNA MCCI, �RO{6fI0►NL Sf11VIC[f NFSCMFODUIYQ/C/1NClLLATION! Trnel EMpenses:HtM dMnt nncels or rpcAedWes�n linctlpqon aRer MCQ has m�de tnvel ertin{�ments,tovol�rpenus m�y 6e incurree tlue to epcumsnnces such as non-relundabk alrtlne tkkets,ho[el ie�erntbm,rantal urs,etc. Ske Pap�wNon:ihe C6nt ske shoukl be roady/ar wnWl�tlon�ccordm`tosp�clfkniom outlined wkhin�M Hardw�ro s�Rion.tl sHa Is na preparetl md msuks u�wecdbtlon,delays,or weMdulky ol sn fmpN�tlon�h�r MCCI h�s m�de tnvN amnpm�nb,the cNant miy incur nOMtes due ro drwmsbnces wch u nonrdunMble akl(ne tkbb.traldn�/InsUll ch�ryts. hotd rwrv�tlons,ra�l un,etc. Frokn Deqvs:Requesis made by IM clknl to n�cN/reycheduk delHery ol servkes wnll quse a del�y n ddNery d tAe servlcas anA tAe orenli pro�ect T�e clfem und�nlands that MCCI rill Mve b resped the tHndNes d dher�chedu4d proKcn wnen rexfi�duYna urvk�s due ro a nqw�t m�da by Ih�c11an1. OTNiI1CONTiNT The S�rviur may comNn Yn4f ro tMrd•p�ny websHes or resarces.h�tFOp doe�'w[andorse�nd Is not responslMe or 4We for ehlrtl�p�rty weEsne av�llabl4ty,accuracy,the relaed contmt. poducu,or senkrs.You�n wkl�respo�IbM lor ywr use d�ny such we0sl�n or resources. MAl11I[iM6 i IIEi[RENCR . 4i�M i{rees to allow MCfi to pu61hA�nd puWkiee tesHmoniab�nd cae stud�inforte�tlon pertainin{to MCCi'�worl with tM Gient iNs informatbn lacludln{t�e Cpem's oryan@�tbn n�me,lop,�nd contact Inlotm�tfm wlll M uied In all madp rypes. MCCI SOFTMME CONFIBURAiION SERV�CFS The custamer may eMn to contrm wlth MCG lo co�ure lM wllw�ro.�he cuslom�r is respon�ible for testry�II soltware conll�urNbns compkted by MCCI.By acknowkd{IM this test�n� nquir�m�nR the artomar waMs o�ry md sll Il�bllity to M[G for anY�ees,d�m��es,etc,th�t coultl be rrhted to soMr�re cmfKuntions MCCI � Page 7 of 8 The terms of this agreement shall remain in force and effect for a period of ninety(90)days from the date appearing below,unless accepted by the Client. Submitted by: MCCi,a Limited Liability Company Date: May 17,2018 By: (Signature) (Printed Name&Title) Noted Items Accepted by: TEQUESTA,FL Date: J1� / �� BV� (Si atur �o YN / (Printed Name&T ) MCCI � Page 8 of 8 PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are assocfated with the performance of the work described in the Proposal or Bid. Upon request � from the Village's custodian of public records,CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A CONTRACTOR who fails to provide the public records to the Village,or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, F/orida Statutes,and other penalties under Sec, 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid a�e not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confldential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements fo� retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLIG4TION OF CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS REU►TING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VfLLAGE, AT (561) 768-0685, OR AT Imcwilliams@teauesta.ora. OR AT 345 TEQUESTA DRIVE,TEQUESTA, FLORIDA 33469.