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Home My WebLink About2020-30381 MEETING & AGENDA MANAGEMENT Quote: The City of Columbia Heights, Minnesota municode ------*------CONNECTING YOU & YOUR COMMUNITY Gregg Huggins PO Box 2235 Tallahassee, FL 32316 850-692-7068 ghuggins@municode.com Contract # 2020-3038 INTRODUCTION LETTER August 19, 2020 Dear Selection Team: Thank you for the opportunity to present Columbia Heights with our quote for on line meeting and agenda management services. Our Municode Meetings solution will streamline your process to create, approve and post meeting agendas and minutes. Municode has developed a portfolio of online services that are tailored for local government agencies. We have worked with cities, towns, villages, counties, and other local government agencies for over sixty-five years continually striving to make your job easier. When it comes to the meeting management process, our solution is simple and straight-forward, yet robust enough to satisfy the needs of our largest municipalities. We are also working on an exciting product roadmap to seamlessly integrate Municode Meetings with our suite of online municipal solutions. The first of these integrations that is now complete is between our Municode Meetings solution and Municode Web. Meetings created in Municode Meetings auto-post to your Municode Web website calendar. This integration also includes unified search -your meeting agendas and minutes are searchable directly from the website. We are also building a powerful integration that will enable you to mark ordinance agenda items as 'approved' within Municode Meetings and have them auto scheduled for supplementation and publishing to your Municode NEXT Online Code of Ordinances. These are just a few of the innovative integrations and features on our product roadmap. We are thrilled at the opportunity to partner with you on such an important initiative. Sincerely, �� Brian Gilday d President, Website/Meetings Division 2 MUNICODE MEETINGS FEATURES Base 0 Unlimited Meetings 0 Voting Support (verbal vote, vote by show 0 Unlimited Meeting Agenda Templates of hands, or legislator-initiated voting via 0 Unlimited Users ta blet/i Pad/laptop) 0 Create Meetings 0 Roll Call 0 Submit/Add Agenda Items 0 Self-service video time stamping-you can add timestamps of your meeting agenda 0 Attach agenda item files items to your meeting videos 0 Create Agendas 0 Integration with Municode Web website 0 Create Agenda Packets (meetings/calendar/search integration) 0 Approve Items with Approval Workflow 0 99.95% up-time guarantee, telephone 0 Automatically Publishing to the Web -support 8AM-8PM Eastern Agenda, Agenda Packet, Minutes 0 Email support with one-hour response time 0 Create Meeting Minutes during working hours 0 Public In-Meeting Display (presentation 0 Emergency 24x7 support screen to display current agenda item and 0 Up to 3 hours of webinar refresher training voting results) per year Optional 0 Video Time Stamping Service 0 Municode Portal 0 Board Management SERVICE AND SUPPORT 'f' Guaranteed Uptime We will guarantee service uptime of 99.95%. In the event this service level is not met within a given month, you will receive a credit for that month's service. A 24x7 Customer support: We will provide you contact numbers to reach us 24x7x365 for catastrophic site issues. We will also be available from Monday to Friday 8AM-8PM EST via email and phone to handle routine questions from staff. i Security upgrades: We will perform security upgrades and other optimizations during off-hours, typically between the hours of 12-3AM PST, if such work requires your meetings to be off-line. We will provide at least 14 days' notice for any non-emergency maintenance that requires down-time. •Site Monitoring and Site Recovery: 3 Our auto-monitoring software continually monitors performance and instantly alerts us when problems occur. We act as soon as possible and no later than two hours after problems are detected. PORTAL FEATURES (OPTIONAL) Base 0 Public Meetings Portal 0 ADA Compliant HTML/CSS (WCAG 2.1 AA) 0 Custom header with logo, choice of colors, and customizable menu links 0 Best-in-class Search Engine (indexes the contents of PDF agendas and minutes) 0 Meeting calendar 0 Video integrations (Vimeo, YouTube, Suite One Media, Cablecast, custom 3rd party video providers) 0 Ability to create meetings and upload PDF agendas/minutes Optional 0 Auto-import historical Meeting files (Agendas, Minutes) and search indexing 0 Circle of Governance integrations (Municode Meetings, Municode Next) 0 99.95% up-time guarantee, telephone support 8AM-8PM Eastern 0 Email support with one-hour response time during working hours 0 Emergency 24x7 support 0 Email Notifications 0 Board Management BOARD MANAGEMENT FEATURES (OPTIONAL)* Base 0 Unlimited boards and committees 0 Term Expiration Email Notifications 0 Manage term start/stop dates 0 Auto-expiration option for expiring terms 0 Export member data Public web page for each board/committee 0 Online board application form 0 Create custom links/buttons on each board 0 Board member approvals page Custom web header (logo/colors) 0 Term Expiration Report 0 Free integration with Municode Meetings *Note: Board Management requires a Municode Website or the Municode Portal 4 PRICING Municode Meetings Annual Subscription $5,000 per year One-time Project Setup no charge •Configure Boards/Committees/Commissions •Configure Meeting Agenda Templates•Setup Users, Roles, and Permissions•Conduct initial training -web teleconference Additional Options D Video Time Stamping Service •Municode will bookmark/timestamp up to 36 meetings per year � Portal •Includes all Portal base features •Additional optionsD Board Management $1,000 per year � Email notifications (on demand+ weekly digest) $600 per yearD Import historical PDF agendas/minutes (up to 10 years) $1,500 one-time PAYMENT SCHEDULE $2,520 per year $1,000 per year •Sign contract•Configure system -ready for training (annual subscription begins) 50% of annual subscription fee 50% of annual subscription fee Notes 5 •No long-term commitments required. We will earn your trust. You may cancel service at any time.•Guaranteed pricing. Hosting and Support fees will not increase for first three years. •Annual hosting and support fees starting year four will increase according to the previous year-ending Consumer Price Index (CPI} for All Urban Consumers. •Payment schedule will be adjusted accordingly based on selected optional features. SERVICES AGREEMENT This agreement ("AGREEMENT") is entered between Columbia Heights, Minnesota ("CLIENT") and Municipal Code Corporation ("CONSULTANT"). 1.Term of AGREEMENT. This AGREEMENT shall commence effective the date signed by the CLIENT. It shall automatically renew annually. This AGREEMENT shall terminate upon the CLIENT's providing CONSULTANT with sixty (60) days' advance written notice. 2.Compensation. It is understood and agreed by and between the parties hereto, that the CLIENT shall pay the CONSULTANT for services based on the payment schedule provided as set forth in the section marked "Payment Schedule". Payment will be made to CONSULTANT within thirty (30) days of the receipt of approved invoices for services rendered. 3.Scope of Services. CONSULTANT's services under this AGREEMENT shall consist of services as detailed in the attached proposal including appendices ("SERVICES"). SERVICES may be amended or modified upon the mutual written AGREEMENT of the parties. 4.Integration. This AGREEMENT, along with the SERVICES to be performed contain the entire agreement between and among the parties, integrate all the terms and conditions mentioned herein or incidental hereto, and supersede all prior written or oral discussions or agreements between the parties or their predecessors-in interest with respect to all or any part of the subject matter hereof. 5.Warranty. CONSULTANT warrants that any services provided hereunder will be performed in a professional and workmanlike manner and the functionality of the services will not be materially decreased during the term. 6.Liability. CONSULTANT's total liability arising out of any acts, omissions, errors, events, or default of CONSULTANT and/or any of its employees or contractors shall be limited by the provisions of the AGREEMENT and further limited to a maximum amount equal to the fees received by CONSULTANT from CLIENT under this AGREEMENT. 7.Termination. This AGREEMENT shall terminate upon the CLIENT's providing CONSULTANT with sixty (60) days' advance written notice. In the event the AGREEMENT is terminated by the CLIENT's issuance of said written notice of intent to terminate, the CONSULTANT shall pay CLIENT a pro-rated refund of any prepaid service fees (for the period from the date of the termination through to the end of the term). If, however, CONSULTANT has substantially or materially breached the standards and terms of this AGREEMENT, the CLIENT shall have any remedy or right of set-off available at law and equity. 8.Independent Contractor. CONSULTANT is an independent contractor. Notwithstanding any provision appearing in this AGREEMENT, all personnel assigned by CONSULTANT to perform services under the terms of this AGREEMENT shall be employees or agents of CONSULTANT for all purposes. CONSULTANT shall make no representation that it is the employee of the CLIENT for any purposes. 9.Confidentiality. (a) Confidential Information. For purposes of this AGREEMENT, the term "Confidential Information" means all information that is not generally known by the public and that: is obtained by CONSULTANT from CLIENT, or that is learned, discovered, developed, conceived, originated, or prepared by CONSULTANT during the process of performing this AGREEMENT, and relates directly to the business or assets of CLIENT. The term "Confidential Information" shall include, but shall not be limited to: inventions, discoveries, trade secrets, and know-how; computer software code, designs, routines, algorithms, and structures; product information; research and development information; lists of clients and other information relating thereto; financial data and information; business plans and processes; and any other information of CLIENT that CLIENT informs CONSULTANT, or that CONSULTANT should know by virtue of its position, is to be kept confidential. 6 (b)Obligation of Confidentiality. During the term of this AGREEMENT, and always thereafter, CONSULTANT agrees that it will not disclose to others, use for its own benefit or for the benefit of anyone other than CLIENT, or otherwise appropriate or copy, any Confidential Information except as required in the performance of its obligations to CLIENT hereunder. The obligations of CONSULTANT under this paragraph shall not apply to any information that becomes public knowledge through no fault of CONSULTANT. 10.Assignment. Neither party may assign or subcontract its rights or obligations under this AGREEMENT without prior written consent of the other party, which shall not be unreasonably withheld. Notwithstanding the foregoing, either party may assign this AGREEMENT in its entirety, without consent of the other party, in connection with a merger, acquisition, corporate reorganization, or sale of its assets. 11.Cooperative Purchasing. CONSULTANT and CLIENT agree that other public agencies may purchase goods and services under this solicitation or contract at their own cost and without CONSULTANT or CLIENT incurring any financial or legal liability for such purchases. 12.Governing Law. This AGREEMENT shall be governed and construed in accordance with the laws of the State of Minnesota without resort to any jurisdiction's conflicts of law, rules, or doctrines. Submitted by: Municipal Code Corporation By: Title: Brian Gilday -Preside Accepted by: By: Title: Date: 7 ebsite Division