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C19-83MEETING & AGENDA MANAGEMENT Quote: Beaumont, California municode CONNECTING YOU & YOUR COMMUNITY ,CI"k Leon Rogers PO Box 2235 Tallahassee, FL 32316 360.778.9498 leon@municode.com INTRODUCTION LETTER October 30, 2019 Dear Selection Team: Thank you for the opportunity to present Beaumont with our quote for online 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 Beaumont on such an important initiative. Sincerely, Brian Gilday President, Website Division MEETING MANAGEMENT FEATURES Base Features © Unlimited Meetings © Unlimited Meeting Agenda Templates © Unlimited Users © Create Meetings © Submit/Add Agenda Items © Attach agenda item files © Create Agendas © Create Agenda Packets 4 Approve Items with Approval Workflow © Automatically Publishing to the Web — Agenda, Agenda Packet, Minutes © Create Meeting Minutes © Public In -Meeting Display (presentation screen to display current agenda item and voting results) 4 Voting Support (verbal vote, vote by show of hands, or legislator -initiated voting via tablet/iPad/laptop) 4 Roll Call © Self-service video time stamping — you can add timestamps of your meeting agenda items to your YouTube meeting videos © Integration with Municode Web website (meetings/calendar/search integration) © 99.95% up -time guarantee, telephone support 8AM-8PM Eastern © Email support with one-hour response time during working hours © Emergency 24x7 support © Up to 3 hours of webinar refresher training per year Service and Support gr 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. ▪ 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. 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: 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. PROJECT COSTS Annual Subscription One-time Project Setup • Configure Boards/Committees/Commissions • Configure Meeting Agenda Templates • Setup Users, Roles, and Permissions • Conduct initial training — web teleconference $6,400 per year no charge Additional Options 0 "Hands free" YouTube Video time stamping (up to 36 meetings) $1,800 per year PAYMENT SCHEDULE • Sign contract 50% of annual subscription fee • Configure system — ready for training (annual subscription begins) 50% of annual subscription fee Notes • 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 Beaumont, California ("CLIENT") and Municipal Code Corporation ("CONSULTANT"). 1. Term of AGREEMENT. This AGREEMENT shall commence effective the date signed by the CLIENT and shall terminate upon the earlier of three years from the date of execution or upon the CLIENT providing CONSULTANT with a sixty (60) days written termination 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 earlier of the CLIENT providing CONSULTANT with sixty (60) days written notice or three years from the date of execution. In the event the AGREEMENT is terminated by the CLIENT's issuance of a sixty (60) day written notice, 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/or terms of this AGREEMENT, the CLIENT shall have any remedy or right available at law and equity, including set-off. 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. (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. 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 is entered into and to be performed in Riverside County, California and shall be governed and construed in accordance with the laws of the State of California without resort to any jurisdiction's conflicts of law, rules or doctrines. Submitted by: Municipal Code Corporation By: Title: Brian Gilday - Preside p JJVebsite Division Accepted by: By: Title: C% y ae- Date: /6/54/7 ►'1