PROFESSIONAL SERVICES PROPOSAL
C\
.
granlcus@
568 Howard Street, Ste 300
San Francisco, California 94105
415-357-3618 www.granicus.com
Proposed Solution Pricing
Software Modules
Item
Cost
MinutesMaker (1 Meeting Body)
$3,250.00
Sales Tax
0.00 %
$0.00
$3,250.00
Software Subtotal
Professional Services
Item
Cost
Software Installation and Configuration
On-Site Training (2 Days)
$3,705.00
$3,700.00
Sales Tax
0.00 %
$0.00
$7,405.00
Professional Services Subtotal
Tot~1 5318s T~xt
0.00 %
$25.00
Total Up-Front Software, Professional Services &
Hardware
$10,608.08
-#/ ()) IP !56. O(J
Total Monthly Managed Services:f
$268.00
:!:The invoice for the first month's Managed Service Fees will be sent upon the execution of
the services agreement. Regularly scheduled invoicing for the Managed Service Fees will
begin upon the successful completion of client training. ~.eiefJ!l are 8l!18 Ri'i 1<J.: If you
would prefer to schedule your Managed Service Fees on a quarterly, bi-annual, or annual
basis, please contact your sales representative. Client shall pay the invoice in
accordance with the Florida Prompt Payment Act, F.S. Sees. 255.0705-255.078.
This Proposal was generated by Chris Rynders of Granicus, Inc. on 7/15/2008
and it expires on 1/15/2009.
*Price and hardware model are subject to change after 90 days without prior notice.
tAdditional sales tax may apply depending on your organization's tax status and the tax laws
unique to your state, county and/or municipality.
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By signing below, both parties have accepted the attached proposal.
City OfCIe~
Signature: 'l., }/ r"'"' -. _00 _
Name: CYNrf/IA E (;/)[)/)FIUJ
GraniCUs',I~ ~
~8n.tur.: ~ ~
Name: Tom SDemder
Title: CITY Ct.EI!.. K....
9-1 i~() g
Title:
CEO
Date:
Date:
9/16/08
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Your Granicus Product
& Service Overview
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Granicus Managed Services
Granicus has crafted the Managed Services program to compliment each individual
solution and ensure its success, regardless of your network environment or
technical expertise. Implementing this program provides each client expert
attention and support. The Granicus Managed Services program is based on four
comprehensive components: storage and distribution management, proactive
systems management, continuous software upgrades and unlimited customer
advocacy.
Storage and Distribution Management:
Most organizations are drawn toward the public accessibility that streaming offers;
however, Granicus recognizes that many organizations are not in a position to
make the costly labor and network infrastructure changes necessary to provide
this service. Granicus resolves network concerns by hosting your data and
software at the Granicus MediaCenter.
. Extensive Archive Library. Your solution includes customized retention
schedules for each of your meeting bodies. Your solution also includes 200
hours of storage for non-meeting related content. Regardless of the number
of times each meeting body convenes, or how long they convene for, your
twelve months of meeting-related storage is guaranteed. The 200 hours
dedicated to non-meeting content generally accommodates a large number
of internal trainings, emergency preparedness and public service
announcements. Options to extend your archive library beyond the standard
package are also available
. Unlimited Bandwidth. Through the hosted model, Granicus offers every
client unlimited bandwidth. No matter how many simultaneous requests for
audio/video content Granicus fulfills, bandwidth expenses remain the same.
Unlimited bandwidth facilitates reliable, consistent streaming, even in
governments and public agencies with limited IT resources.
Proactive Systems Management:
Granicus goes above and beyond traditional support models by using systems
management software to constantly monitor every component of your solution.
Our systems management software sends us immediate notification to if an error
occurs. Our support professionals work diligently to troubleshoot and resolve these
issues remotely, so you are continually running with minimal downtime. While
clients are responsible for maintaining their own networks, operating systems,
video signal and client-procured hardware, our support team will notify and
collaborate with proper client personnel when malfunctions are affecting the
integrity of your Granicus solution.
Continuous Software Upgrades:
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Your Grilnicus
Service Overview
Granicus Managed Services ensures that your Granicus software is up-to-date
with the latest available security fixes, recommended updates and feature
releases. Our feature release process alerts clients when new software versions
become available and guarantees that each client experiences a successful update.
Many of our new features are in response to the needs expressed by our client
family. As a result, we offer a simple, online method of submitting feature requests
through our Customer Service Portal.
Unlimited Customer Support:
The foundation of our customer philosophy is demonstrated by our dedication to
immediate support and unlimited access to the Granicus Customer Advocacy Team.
Comprised of four specialty groups, this team ensures each client the highest level
of success with their Granicus solution. The team combines Outside and Inside
Advocates, who are expert trainers and client-relationship managers, with skilled
Technical Support Representatives and Web Designers, who go behind the scenes
to resolve outstanding issues. Personalized attention, incident response, and
on-demand solutions drive our Customer Advocacy philosophy, which is committed
to maintaining the technical integrity of every Granicus solution throughout its
lifecycle.
. Personalized Attention. Granicus Customer Advocacy philosophy dictates
that each client is ensured an Outside Advocate as part of their Managed
Services. Outside Advocates not only prepare clients to go live with our
solution, they also proactively monitor their client's progress. This is
accomplished using a sophisticated customer success matrix that helps
Advocates determine if their client needs additional training and/or services.
As a client's main point of contact for the longevity of the relationship,
Advocates develop a unique understanding of the client's processes,
technical requirements and training needs. Advocates communicate this
knowledge to the rest of the team to ensure smooth and accurate resolutions
that meet the client's satisfaction.
. Rapid Incident Response: When issues arise, the Customer Advocacy team
is standing by ready to deliver proactive advisory and responsive services.
Outside Advocates, Inside Advocates and Technical Support Representatives
are all available by phone and email to provide technical and strategic
incident management during regular business hours: Sam-7pm PST.
Granicus Customer Advocacy provides complete support for incident
diagnosis and resolution. If a system problem involves complex support
procedures, a Case (or help ticket) is created and sent to our support
professionals for assessment. Throughout the resolution process, clients are
updated with their Case status to guarantee timely and effective progress.
Our dedicated support team devotes their complete attention and expertise
to the Case until it is resolved and closed. We also provide 24-hour
emergency phone support to safeguard our clients from any irregularities
during evening meetings.
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Overview
. Customer Service Portal. Granicus Managed Services means a proprietary
knowledgebase is just a few mouse clicks away. The Customer Service Portal
(CSP) provides all clients with 24/7 access to on-demand support and
mentorship. The CSP allows users to access documentation, research
solutions to commonly encountered issues or post questions or comments in
the User Forum. Additionally, clients may report problems by logging into
our secure Portal and opening a Case online. Such Cases are instantaneously
entered into the Granicus support queue for quick and efficient problem
isolation and response by our Technical Support Representatives.
Additionally, clients may continue to expand their knowledge base by
attending online classes offered through Granicus UniversityTM. These free,
online training sessions are held weekly by our professional Advocates. Upon
request, online classes may be specially customized to fit your organization's
needs. Furthermore, Granicus offers an annual User Conference filled with
innovative classes, collaborative learning and one-on-one training
assistance.
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Granicus Professional Services
Granicus takes a proactive approach to every product implementation. Our
professionals lay a foundation for success by analyzing your business
requirements and developing a deployment plan that speaks to your unique
needs. The Professional Services model includes a dedicated team to manage
each step of the process, from design and configuration to testing and
implementation. Granicus exceeds traditional deployment services with
personalized project planning and staff transitioning plans. All components of
our personalized service model coalesce to smoothly integrate your Granicus
solution into your current network environment and day-to-day operations.
Training. Granicus Professional Services offers a training program that is
unparallel in quality. Our Customer Advocacy department exceeds premier
service organizations by extending a personalized Customer Advocate to
maximize the value of your newly installed and configured system. Through
pre-training consultations, your Customer Advocate defines your
organization's training needs and creates a transition plan that migrates staff
members and workflows into your Granicus environment. Advocates take a
leading role in project management by serving as the primary contact and
working with our Deployment Engineers and Web Designers to confirm system
installation, configuration and validation. Next, your Customer Advocate
travels to your location to educate individual staff members about their unique
role in the Granicus solution. User training is designed to offer comprehensive
instruction on how to utilize the Granicus system in the before, during and
after-meeting stages. From streaming a live event to capturing motions and
votes, our skilled Advocates provide hands-on instruction in the comfort of
your meeting and legislative environment.
Workflow Configuration. Every organization's live meeting process varies
slightly, from common phrases utilized to the amount of speaker time allotted.
These existing workflows dictate specialized MinutesMaker and VotingSystem
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configurations. Granicus engineers work closely with your staff to assess such
specifications and design a solution that seamlessly integrates your existing
public meeting and legislative operations.
Agenda Management Integration - Granicus MinutesMaker™ allows for the
integration of the Granicus Streaming media solution with a document
management or agenda management solutions in order to create the most
complete and accessible archive of your public meetings and legislative
history. Granicus and its partners are working together to produce a system
that will archive and manage all aspects of your public meeting records. This
includes meeting agendas, minutes, documents and audio/video recordings. All
of these media types are automatically synchronized and cross-linked allowing
for intuitive web based search and retrieval of information. In addition, the
document and agenda management integration will allow the two systems to
automatically share information and streamlining your agenda and minutes
workflow.
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Product
Granicus MediaCenterlM
Comprised of two world-class data centers, the Granicus MediaCenter is at the
core of our hosted service model. MediaCenter servers store and distribute the
audio/video streaming files, applications and deployment services that complete
each Granicus solution. This design alleviates your organization of unwanted
network congestion while meeting and exceeding the highest industry standards
and compliance requirements with 24/7/365 power, cooling, connectivity and
security capabilities.
. Storage and Distribution. Granicus facilitates the creation of a robust
archive library without the costly purchase of memory. The large files
contained in your archive library, such as videos, agendas, minutes and
supporting legislative documents sit on our servers outside your network.
Staff and constituent requests for content are sent directly to our
MediaCenter. The MediaCenter fulfills all requests at optimum speeds
through our unlimited bandwidth model.
. Application Performance. At the heart of each Granicus solution is
MediaManager™, a web-based application that drives your live and
on-demand streaming and legislative operations from our MediaCenter. By
placing this critical application into the hands of our MediaCenter, it is
secured around the clock by onsite engineers who ensure optimum network
and power availability. MediaCenter houses a number of other integral
applications, such as Audio-Video Podcasting, RSS Feeds and our Video
Search Engine.
. Deployment Services. Granicus MediaCenter facilitates the centralization
of our deployment process. As a result, we offer flexible options that
minimize the complications of Enterprise-wide software integrations. Beyond
deployment, the MediaCenter augments the effectiveness of your solution
with on-going updates and new versions.
. Data Redundancy and Security. In the event of a national disaster,
hardware malfunction, or application failure, Granicus MediaCenter delivers
business continuity by ensuring the availability of your day-to-day
streaming operations. The Granicus defense strategy mandates automatic
data replication between world-class data centers in San Francisco, CA and
Ashburn, VA. This collocation strategy ensures security while delivering
mission critical content to clients across the nation.
World-Class MediaCenter
. Hosted environment for consistent service
. 2 locations for optimum redundancy
. 24 hour engineers onsite
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. Redundant Power capacity on an Independent Power Grid
. Biometrically secured 24 hours a day, 7 days a week, 365 days a year
. Climate Controlled
. Superior, redundant bandwidth providers
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MinutesMakerlM Advantages
Working with government Clerks and Secretaries from across the country,
Granicus found many were frustrated by the time commitment needed to take
detailed minutes. Yet they were equally unsatisfied with the amount of information
offered to the public through action minutes. This long-standing dilemma is now
re-evaluated as technology advances are challenging the old assumption that you
can not get more with less. Instead of trying to reshape the old, the Granicus
MinutesMaker Module steps outside the box and introduces a new form of minutes:
LinkedMinutes™-the most comprehensive minutes format in the government
sphere today.
Integrated Public Record
The MinutesMaker Module uses cutting-edge technology to deliver a complete,
integrated public record to your constituents. The Granicus vision for an integrated
public record dictates that all relevant meeting information is conveniently
accessible online. The end result is a dynamic archive showcasing your agendas,
minutes, supporting documents, and audio/video recordings, all cross-linked and
keyword searchable.
linkedMinutes
LinkedMinutes takes a leading roll toward achieving this all encompassing archive.
This minutes format refers to an online document that is embedded with HTML
links to your audio/video recording. By simply clicking on an item, viewers are
taken directly to the relevant portion of the audio/video. This method makes
obsolete the time-consuming task of rewinding and fast-forwarding through VHS
tapes in search of just a few minutes of content. Furthermore, public availability of
video, integrated into your minutes, alleviates the necessity for clerks or
secretaries to take detailed written minutes. LinkedMinutes, which are action
minutes in combination with audio/video clips, meet and exceed the detail found in
traditional minutes formats. This is due to the fact that most clerks, elected
officials and residents feel that viewing the actual proceedings is more accurate
and desirable, both internally and externally, than reading a written
i nterpretati on.
Process Automation
MinutesMaker does much more for time and cost savings than merely changing the
need for a lengthy minutes format. The module is unique in its ability to automate
much of the annotation process. This simple-to-use software enables you to
record meeting attendance, motions, votes, speakers and discussion summaries in
real-time; plus, a number of unique, time-saving features have been worked into
the product at the request of clerks across the country. Thus, the entire public
record is easily created through a single workflow that streamlines the legislative
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Overview
process.
The MinutesMaker Workflow
Pre-Meeting Action: Maximizing Efficiency
. Load Agenda. Before your live meeting, avoid any necessity for re-typing
your agenda items by uploading your meeting agenda into the Granicus
system. Later, use these agenda items to embed time-stamps in the digital
recording. For clients with an existing Agenda Management system, Granicus
may seamlessly integrate with such software to import your agenda
automatically
. Preload Motions. For agenda items that call for motions and votes during
the meeting, the Granicus system allows you to pre-load motions, saving
you time during your live meeting.
. Preload Attendees. Load attendees for indefinite storage and quick
selection to assemble motions, votes, and roll call. Meeting attendee settings
may be adjusted as your meeting members alter with elections.
. Preload Speakers. Associate speakers to specific agenda items before the
meeting.
. Publish Agenda. Before the meeting, publish your agenda to your website
with a click of a button. As part of Granicus Professional Services, we create
a template that allows your HTML agenda to either closely or exactly match
your existing agenda format. Supporting documents, such as agenda
packets, may be linked into the published agenda, offering comprehensive
availability of your meeting documents over the web.
. Schedule Live Webcast. Schedule your meeting to automatically broadcast
live over your website.
Live-Meeting Action: Building Minutes
Every action of your meeting is recorded with a few clicks of a mouse. This natural
process of building your minutes will automatically embed your video stream with
time-stamps and result in the LinkedMinutes format.
. Roll Call. Quickly mark meeting attendees as Present, Absent, or Excused.
For quick minutes creation, roll call settings may be configured to default as
absent or present. Furthermore, attendance may be changed while the
meeting is in session; a member's departure and arrival will appear in your
LinkedMinutes in accordance with your current minutes format.
. Record Agenda Items. As the meeting progresses, record agenda items as
they are discussed by activating the items you imported during your
pre-meeting process. Recording the item can be accomplished by simply
highlighting and pressing return or by dragging and dropping the item to its
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Overview
appropriate location. This drag and drop feature may also be used to adjust
the order in which the meeting items are discussed
. Speaker Management. In addition to pre-loading speakers, you may add
and call individuals to speak on any item during the meeting. Activate the
speaker timer by clicking on a button or manually entering the desired
amount of time. Speaker timer buttons may be configured to suit your
existing meeting process.
. Record Motions & Votes. A few keystrokes in MinutesMaker generate the
complete motion and vote text traditionally found in your minutes document.
Our highly configurable software guides users through the motion and vote
process by prompting the user to select a Mover, Seconder, and Action from
pre-loaded drop-down menus. For unanimous yea votes, one button
completes the process and even remembers to note which members are
absent. Depending on your configuration choices, the text represented in
your minutes document is automatically retrieved from your current agenda
item or suggested action from staff. The result is a complete text record of
the item that is automatically indexed against the audio/video recording.
. Quick Notes. Use the Quick Note panel to add notes to selected agenda
items and automatically index them against the digital recording. A feature
called Text Expansion makes the note-taking process even quicker. This
useful feature allows the user to build a library of shortcuts that expand on
command. The user can create abbreviations for commonly typed names or
phrases and expand them into form with just two easy keystrokes.
. Spell Check. Notes are automatically spell-checked. Misspelled words are
quickly identified with a red underline and corrected by right-clicking and
selecting from alternate spelling suggestions.
. Manage Video Stream. Regardless of when the meeting is scheduled to
start and stop, you may start, stop, and pause your video stream on the fly.
The pause feature prevents unsolicited recordings that occur during long
breaks or closed sessions
. Toggle between Meetings. Occasionally, a clerk or secretary must switch
back and forth between separate meetings. MinutesMaker functionality
supports this process by allowing you to toggle between meetings with
separate agendas on your command. Furthermore, this process will
seamlessly create two separate audio/video archives.
Post-Meeting
. Publish AudioNideo Archive. Your video recording may be automatically
published to your website after your meeting. A manual option that requires
approval before publishing is also available. This on-demand archive is now
indexed against the agenda, linked to associated documents, searchable by
keyword and available to staff and residents on-demand.
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. Modify Minutes. Granicus provides clerks and secretaries with a
user-friendly interface and associated management tools designed
specifically to finalize their records before publishing to the web. Within this
interface, specific portions of video may be quickly accessed to review and
easily modify notes, votes, items and time-stamps to ensure an accurate
public record.
. Publish LinkedMinuteslM. Easily publish meeting minutes with a click of the
mouse within seconds of approval through our post-meeting interface.
LinkedMinutes have become the premier choice for recording meeting
actions. Replacing traditional minutes methods with an audio/video record
eliminates the possibility of transcription error and drastically reduces call-in
requests for information from both staff and residents.
Complementary Products
. Mobile Encoder (Video or Audio)
. Agenda Management Integration
. Granicus VotingSystem
. Foot Pedal
. MediaVault
. Speaker Timer
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GRANICUS INTEGRATION
[{1 Granicus Connector
* * Please contact your Granicus representative for their fees associated with this integration
[{1 Granicus Connector ISAP
[{1 Remote installation & training - up to 5 hours
$3,000
$600
$550
PAYMENT & BILLING TERMS
MCCi will invoice 100% of the total contract amount upon completion of installation. Payment will be
due upon receipt of an invoice.
Total Cost
$4,150
~770q 7"2-
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:
July 2, 2008
By:
(Signature)
(Printed Name & Title)
Witness:
(Signature)
Noted Items Accepted by:
CITY OF CLEARWATER, FL
Date:
Cj- / g-~g
By:
('~z. )jQ...Goc<.
(SIgnature)
(!.Yfi1Fl1A. E. GOUDEAU) C,ryC!.uz,e.1(.
(Printed Name & Title)
Witness:
~.
.~
(Signature)
HA J!. '/ J!. ___1) ! IJ iv A ) A:5b I ~ 711t{ i(!, 77 &t.1(
(Printed Name & Title)
.
MCCI
Municipal Code Corporation
SALES DEPARTMENT
PO Box 2235 . Tallahassee, Florida 32316
TELEPHONE (800) 342-2633 . FAX (850) 701-0715
Bob Kinsey, Account Executive. extension 721 . bkinsey@mccinnovations.com
July 2, 2008
Sue Diana
Assistant City Clerk
City of Clearwater
P.O. Box 4748
Clearwater, FL 33758
Dear Ms. Diana:
I enjoyed speaking with you recently regarding further customization of the MuniAgenda Software.
Pursuant to our discussion, I am pleased to enclose our Professional Services Proposal for this project.
If you have any questions concerning the proposal or desire additional information, please do not hesitate
to contact me at the number provided above. We appreciate the opportunity to be of continued service to
you and the City of Clearwater.
Sincerely,
Bob Kinsey
Account Executive
BKled
Enclosures:
Exhibit A - MuniAgenda Proposal
Executive Summary
MuniAgenda is designed to automate the agenda process by giving you the ability to create, approve and
track items for upcoming and past Council or Commission meetings with a fully customizable, web-based
interface. We focus on customization because we know that every city and county approaches the agenda
process differently. With MuniAgenda you can:
~ Eliminate Paper- MuniAgenda is the only product that tackles the agenda process from the
beginning. This means paperwork is eliminated at the source.
~ Publish your agenda automatically- Once everything has been approved, simply "make the
agenda public" and it will be published to your website. End Users or the public can access
individual sections, or the entire Agenda in PDF format.
~ Customize your Agenda Layout- MuniAgenda offers the flexibility of customizing the look and
layout of your Agenda. Your constituency is accustomed to seeing Agendas in a familiar layout.
Users and the public will see the same Agenda they saw in the old system.
~ Customize & Automate Item Requests- MuniAgenda offers the flexibility of customizing the
look and layout of your Item Request page. The Item Request captures key attributes of each
item. Names, Description, Type, Category and more are all captured on the item request page.
Focused on user-friendliness, MuniAgenda can be customized to replicate your existing paper
electronic form.
~ Customize & Automate Approval Process- MuniAgenda allows you to have Custom Workflow
for your items. Workflow can vary by item type. An ordinance may have one workflow while a
contract may have another. Custom workflows combined with the option of allowing user
defined workflows helps insure your complex process needs will be met.
~ Board Member Access - MuniBOARDVIEW offers board members electronic access to agenda, draft
and final minutes and full research capability. Members can easily view upcoming agendas and make
private comments as part of their meeting preparation. These meeting comments can be used during the
meeting to remind the member of comments they want to make or present. Viewing draft minutes prior to
the next meeting is easy using MuniBOARDVIEW and comments can be made on draft minutes as well if
there is discussion required prior to approval of minutes. The online research option offers members the
opportunity to quickly research past items with a few mouse clicks. This feature reduces the strain on staff
who often receive calls from members for research.
~ Minutes Creation - MuniAgenda offers "MuniMeeting" as a module, which allows you to
publish both your "action" minutes, and your complete set of minutes when you are ready.
MuniAgenda is also integrated with other Minutes creation tools for your convenience.
~ AudioNideo Integration - AudiolVideo integration is a future option for the MuniMeeting
module. MuniAgenda is also integrated with Granicus for audio/video and web streaming.
Keeping all of this in mind, you can see how MuniAgenda focuses on customization. We realize that
every city and county has different processes, needs, and complex approval processes that must be
addressed. MuniAgenda is a web-based solution designed specifically for Government organizations.
MuniAgenda will save time and money by streamlining the process of Agenda item creation. Whether
big or small, MCCi will package and customize MuniAgenda to meet your technical and budgetary needs.
MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly
organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the
MuniAgenda Software & Services to the City of CLEARWATER, FL, a corporation duly organized and existing
under state law, hereinafter referred to as the Client, according to the following terms and conditions.
1. MUNIAGENDA SOFTWARE
1.1. MuniAgenda Editions. MCCi will provide the client with the MuniAgenda Software (developed by
Novusolutions) which is a web based solution designed specifically for Government organizations.
MuniAgenda will save time and money by streamlining the process of Agenda item creation. MuniAgenda
Editions are listed below:
a. Standard. MuniAgenda Standard Edition includes the core code for managing your Agenda process for
multiple meetings within your organization. A feature overview follows below:
. Meeting Bodies -For example City Council, Planning & Zoning, Finance Committee, etc... Each of
these may have multiple meeting types.
. Create Agenda Items- Authorized users can create items for your upcoming meetings.
. Add Attachments - Users can add multiple attachments to any item.
. Workflow - Users can "send" items for approval to users who are part of the review and approval
process for that item. As an option, MCCi can configure "predefined" workflows with email
notification.
. Item Details Page - The item details page used to create an Agenda item can be customized as an
option in the standard edition. Clients can choose to go with the standard item details page at no
additional cost.
. Public Agenda - The agenda viewed by the public can be customized to meet your specific need.
Clients can choose to go with the standard agenda layout at no additional cost.
. Clerk Meeting Manager - The board clerk can manage meetings dates and types in a simple to use
interface.
. Item Categories - Clients can define the categories of items being created.
. Independent User Management - You can mange your users within MuniAgenda without
interaction with active directory or other services.
. Internal Item Search - Internal users can search for items in the database for research purposes.
. Convert Attachments to PDF -Automatically convert all attachments to POF for presentation to
the public. MuniAgenda uses a conversion tool that will convert most attachments to POF on
upload. The tool takes advantage of a print driver to handle the conversion. This feature requires a
single copy of the client application the file was created to be loaded on the serVer. For example, in
order to convert office documents you must add a single license of Microsoft Office to the server.
. One Click Printing of Agenda - Users can print an entire AGENDA packet with one click from
one single POF file. The Agenda along with all the attachments are "stitched" into one single POF
file.
. Internal departmental access to agendas - MuniAgenda can be configured to allow internal users
access to your agendas at specific points. For example, you may choose to have departments view
agendas that are still in draft mode. This will allow staff to see what's coming up knowing it is not
finalized. You may prefer to restrict staff to view agenda that are finalized. Finally you may want to
offer both options. MuniAgenda is easily configured to support all options at no additional costs.
. Board Member Access - MuniBOARDVIEW offers board members electronic access to agenda, draft
and final minutes and full research capability. Members can easily view upcoming agendas and make private
comments as part of their meeting preparation. These meeting comments can be used during the meeting to
remind the member of comments they want to make or present. Viewing draft minutes prior to the next
meeting is easy using MuniBOARDVIEW and comments can be made on draft minutes as well if there is
discussion required prior to approval of minutes. The online research option offers members the opportunity to
quickly research past items with a few mouse clicks. This feature reduces the strain on staff who often receive
calls from members for research.
MuniAgenda Standard edition is shipped with a standard agenda layout at no added cost. Your logo can
be added to the standard layout at no cost. Some clients desire customization so the agenda layout matches
the one they use today. This is an option with MuniAgenda standard edition. See the pricing section for
costs. MuniAgenda Standard edition is shipped with a standard item creation page at no added cost.
Some clients desire customization so the item creation page. This is an option with MuniAgenda standard
edition. See the pricing section for costs.
b. Enterprise. MuniAgenda Enterprise Edition includes the Standard Edition plus the features listed here:
. Active Directory Authentication - Users are authenticated against your Active Directory.
. Workflow Support Utility - This utility allows your administrators to create and deploy pre-
configured workflows. The workflow engine can support unique workflows for each department as
well as multiple organizational workflows. Users simply submit an item to a pre-configured
workflow and all the steps in the preset workflow will be added to that item.
1.2. MuniAgenda Optional Software & Integration Services:
a. MuniMeeting Standard
MuniAgenda and MuniMeeting are fully integrated solutions designed to work together to offer a
complete solution to your Legislative/Policy process. MuniAgenda can be purchased by itself if you prefer
to tackle one stage of this process at a time. MuniMeeting can be added later.
. Create Minutes Module - Clerk can record meeting minutes during the meeting or after.
. Record Motions - Motions for each item are recorded.
. Manually Record Votes - Board members vote and clerk records their votes for each motion.
. Minutes Draft and Final- A web page is created to display your meeting minutes to the public.
There is one layout for draft minutes which provides summary information without commentary or
votes as well ad final minutes which display votes and commentary. MCCi can customize the
minutes layout, or the client can choose the standard layout at no additional cost.
. Public Search Page- Public can search for meeting and view the minutes both draft and final.
. Convert Attachments to PDF -Automatically convert all attachments to PDF for presentation to
the public. MuniMeeting uses a conversion tool that will convert most attachments to PDF on
upload. The tool takes advantage of a print driver to handle the conversion. This feature does require
a single copy of the client application the file was created in on the server. For example, in order to
convert office documents you must add a single license of Microsoft Office to the server.
. One Click Printing of Minutes - Users can print the entire minutes packet with one click.
. Optional Custom In Meeting Public Display - The public display can be customized to match your
needs for layout and design. This is an additional cost that would be reflected in the pricing section.
MuniMeeting Standard edition is shipped with a standard minute's layout at no added cost. Your logo
can be added to the standard layout at no cost. Some clients desire customization so the minute's layout
matches the one they use today. This is an option with MuniMeeting standard edition. See the pricing
section for custom minute's layout costs.
b. Document Management Connector. MCCi's Document Management Connector gives you the ability
to attach attachments to agenda items directly from your Document Management System. Once your
agenda is complete this connector also allows you to archive your final agenda packet (and minutes if
utilizing the MuniMeeeting module) back into your document management system. Please contact MCCi
regarding the type/brand of document management you are using to ensure the connector is compatible.
c. Granicus Integration (3rd party minutes & audio video solution). MCCi takes great pride in its
partnership and integration with Granicus. Granicus MinutesMaker is the leading minutes annotation tool
that integrates streaming video with meeting minutes and automates the publishing to your organizations
Internet Website. MuniAgenda represents the best in breed of agenda management solutions for local
government. The two combined gives you the most comprehensive end-to-end legislative document
workflow solution, creating a powerful and intuitive public access tool for your staff and citizens.
. MediaManager Software Developer's Kit - MCCi utilizes Granicus' MediaManager Software
Developer's Kit (SDK) to create the interface between MuniAgenda and Granicus
. Automated Agenda To Minutes Workflow - With a click of a button, your agenda and supporting
documents that encompass your agenda packets are transferred from MuniAgenda to Granicus to be
utilized to create your public meeting minutes with Granicus MinutesMaker.
. Integrated Pubic Web site - The Granicus and MuniAgenda Integration includes a content
management feature for your public website. All scheduled meetings, agendas, minutes, staff reports
and search features are managed by Granicus MediaManager, eliminating any manual website updates
for your meeting agenda and minutes information. Plus, it is easily accessible for your citizens!
1.3. Project Overview. Once a purchase order or signed contract has been received, a MCCi project manager will
be assigned to your project. It is the responsibility of your organization to assign a single point of contact for
this project. While more than one person can be involved in the process, a single point of contact for key
issues is important. Notify your MCCi account representative or project manager of the name of the point of
contact. This contact will be handled via conference calls and web conferencing. Your MCCi project
manager will contact your coordinator to run through the mockup and deployment process.
a. Pre-consultation. MCCi's Project Manager will send the client our professional services document
requesting information pertaining to your implementation. This will include copies of your agenda item
request forms, agendas, minutes and any exiting documentation of your workflow/approval process.
This documentation will aid MCCi's Project Manager during the mock up phase and customization
phases.
. JAD Session. This is a service and is highly recommended. Description of lAD is included in the
standard services section (2.1a).
b. Mockups. Each client has their own format for board meeting agendas and minutes. Your MCCi Project
Manager will work with you to create mockups that meet your unique needs. This process is handled via
teleconference calls. Meetings will focus on the layout of your current Agenda and then any changes you
wish to make to it. Once your needs are understood, MCCi will mock-up a sample Agenda for your
review. We will go through this mockup process until your needs are met and mock ups are approved.
c. Customization. Once Mockups and Workflows are approved by you, they will be turned over to MCCi
developers to create your specific layout. One developer will be assigned to build your layout to insure
continuity on the project. The customization time frame can vary based on current workload and the
complexity of your project, but typically within one month of mockup approval.
d. Demonstration & Pre-testing. Once customization is complete MCCi's project manager will take the
client through a complete demonstration of the product functionality and customizations.
e. Installation. Installation and testing should take no longer than 1 day. The client will have the option of
installing MuniAgenda in their live environment prior to training, or allowing MCCi to temporarily host
during training and make necessary changes identified during mock agenda sessions.
Remote Installation: When circumstances allow, installation may be handled "remotely".
f. Training. Training is conducted onsite and includes training the administrator and end-users. MCCi also
offers Train-the-trainer training if that is city/county protocol. In most deployments, training can be
accomplished within 2-3 days. MCCi also provides the client with admin and user training manuals as
part of the software purchase for future reference.
Remote Training: When circumstances allow, training may be handled "remotely".
g. Parallel Testing. Client agrees to run a parallel testing environment prior to attempting a "live"
MuniAgenda environment. Parallel testing is defined as running the current agenda process concurrently
with the new MuniAgenda process, until the client project team is comfortable moving forward into a
live environment. MCCi has seen the most success with clients who take the time to apply the parallel
concept prior to attempting a live MuniAgenda environment. Final Billing will occur prior to parallel
testing, but MCCi support is active and fully available during this period.
1.4. Sample Implementation Timeline. The following steps in the implementation process are based on MCCi
experiences and best practices. The overall timeframe may vary depending on the client's responsiveness.
Days below are calendar days.
" "
:Pbase Description Your Team Our Team Complete:
days after PO
receipt
1 Pre-consultation Project team Project Manager 15 days
2 JAD Session Project team Project Manager 45 days
3 Mockups None Project Manager 55 days
4 Mockup approval and redesign Project team Project Manager 65 days
5 Customization None Project Manager 85 days
6 Demonstration & Pre - testing ITlProject team Project Manager 87 days
7 Installation IT Project Manager 88 days
8 Admin & end user training ITlProject teamlEnd users Project Manager 100 days
9 Parallel Testing Staff 110 days
1.5. Technical Overview. MCCi will provide necessary consultation as to the compatibility of current hardware
with the MuniAgenda Software. Changes and recommendations will be made at the time of consultation.
MuniAgenda is a solution written in C# Dot NET. The application resides on a web server and stores data in a
Microsoft SQL 2000 database. The SQL database can be on the same server or another server in the same
domain.
a. Installation. Upon shipment, MCCi provides complete installation instructions. The software and the
installation instructions are shipped to clients on a CD. Client can install the solution without technical
support however, remote technical support is made available as part of a standard deployment with no
additional cost. Client can schedule time for remote technical support by contacting their MCCi project
manager. This should be done with at least three days notice to insure proper support is available. There
are certain circumstances when MCCi may be required to be onsite for software installation, and the
appropriate charges will apply.
b. Site Preparation. The Client site should be ready for installation according to specifications outlined
within the Hardware section listed below. If site is not prepared and results in cancellation, delays, or
rescheduling of an installation after MCCi has made travel arrangements, the client may incur expenses
due to circumstances such as non-refundable airline tickets, training/install charges, hotel reservations,
rental cars, etc.
c. Recommended Hardware & Software Specifications
Web Server
Hardware
. Intel Xeon 667MHz Processor (or equivalent)
. I gigabyte RAM
. 20 gigabytes of available hard disk space
. 100 mbs Network Controller
. CD-ROM Drive
. Server backup/redundancy system (RAID, Tape Backup, SAN, etc.)
Software
. Microsoft Windows Server 2003-Standard Edition (or higher)
. Microsoft Internet Information Server (lIS) v6.0
. Microsoft .NET Framework vI.I
. Virus Protection Software
. Optional MuniAgenda Replication engine in a fire walled deployment only
Database Server
Hardware
. Intel Xeon 667MHz Processor (or equivalent)
. 2 gigabytes RAM
. 80 gigabytes of available hard disk space
. 100 mbs Network Controller
. CD-ROM Drive
. Server backup/redundancy system (RAID, Tape Backup, SAN, etc.)
Software
. Microsoft Windows Server 2003-Standard Edition (or higher)
. Microsoft SQL Server 2000-Standard Edition (or higher)
. Print-enabled applications (Le. Microsoft Office, CAD/CAM printing application) for all types of
documents that will need to be converted to PDF (not required is using a separate converter server)
. Microsoft .NET Framework vI.I
. Virus Protection Software
Software
. Microsoft Windows Server 2003-Standard Edition (or higher)
. License for Microsoft SQL Server 2000-Standard Edition (or higher)
. Microsoft Reporting Services for the installed version of SQL Server
. Microsoft .NET Framework vl.1
. Virus Protection Software
Standard Converter Server (Optional)
The Converter server specs can be reduced if needed to leverage existing hardware. Contact MCCi with
questions.
Hardware
. Intel Xeon 667MHz Processor (or equivalent)
. 2 gigabytes RAM
. 80 gigabytes of available hard disk space
. 100 mbs Network Controller
. CD-ROM Drive
. Server backup/redundancy system (RAID, Tape Backup, SAN, etc.)
Software
. Microsoft Windows Server 2003-Standard Edition (or higher)
. Print-enabled applications (Le. Microsoft Office, CAD/CAM printing application) for all types of
documents that will need to be converted to PDF
. Virus Protection Software
Client Machines
Client computers accessing MuniAgenda can do so using a web browser. No other client-side software is
required. Clients can be PC or MAC.
d. MCCi Software Customizations. The customer may elect to contract with MCCi to customize the
standard software. As the basic (MuniAgenda) software is upgraded, any customizations performed will
require support in the form of updating through our Integration Support Assurance Program (ISAP). ISAP
must be current to receive updates to the integration at no additional charge. Software controls may not be
used independently from MuniAgenda.
e. Other programs and Effects. Upgrades to existing programs, or the acquisition of new programs from
vendors other than MCCi, may have an effect on customizations made to the software by MCCL MCCi
will not be held responsible if upgrades or changes made by the customer or another vendor or application
preclude the operation of MCCi' s customizations.
f. Client Software Customizations. The client may also choose to customize their software internally,
without MCCi's help. MCCi is not responsible for any damages caused by the user's customization of the
software. MCCi will not be held responsible for correcting any problems that may occur from these
customizations. Routine updates to the software may affect any customizations made by the user. If
MCCi's help is required to correct/update any customizations made by the client, appropriate charges will
apply. Software controls may not be used independently from MuniAgenda.
2. MUNIAGENDA PROFESSIONAL SERVICES
Certain deployment services must be provided to insure a successful deployment of MuniAgenda. In the section
below we describe the services required for a successful rollout and the skill set needed to deliver each of the
services. If you have the proper skill set on staff and the staff has time to allocate to this project, you can deliver
some of these services yourself or under the supervision of MCCi staff.
2.1. Standard Services
a. MCCi JAD Session. A Joint Application Development (JAD) session is a scheduled, formal workshop to
create deliverables to the desired level of completeness in the shortest reasonable time. MCCi leads these
sessions and concentrates on defining business requirements and the actual system design that follows.
Project challenges: There are several challenges facing customers in deploying a customized solution.
. Project risk - a large percentage of failed projects are due to poor planning
. Competition for internal resources
. Project backlogs and time lines
. Excessive maintenance/costs - if proper planning is not done
. Ineffective communication between end users and technical lead
JAD promise: The effective use of a JAD session will directly address these challenges and will allow the
client to:
. Make informed decisions on system implementation issues
. A void quick and dirty solutions
. 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
Proper planning requires a leader, and dedicated time, feedback, and rapid execution by everyone
involved. This is option is strongly recommended by MCCi to insure project success.
b. Customized Items Details Screen. This screen has many names (Agenda Request Form, Executive
Summary, Memo and more). We have run into an endless variety oflayouts for the primary cover sheet
for an item. In addition we have seen layouts change based on the nature of the item. For example, a
resolution may have a layout different from an ordinance. MuniAgenda is designed to accommodate these
variables by making these screens easy to customize during deployment. This is a packaged service not to
exceed 15 hours of customization work per item details screen.
c. Customized Agenda Layout. Each client has a unique layout for their agendas. Your logos, your
boilerplate and your layout are all included in the agendas we create for you. It should be noted that MCCi
also provides a Customized Internal (Draft) Agenda. This is a packaged service not to exceed 15 hours of
customization work per agenda layout.
d. Customized Workflow. Items take different workflows. The workflow model in MuniAgenda allows for
the creation of form specific predefined workflows. Resolutions can take one workflow and ordinances
can take another. Finance may have a unique workflow compared to human resources. MCCi will work
with the client to configure predefined workflows mirroring, or streamlining current approval processes.
e. End User Training. You will require someone to train your end users. We suggest classes with a
maximum of 15 students. Each class lasts about 2 Y2 hours so two classes per day are easy to deliver. Each
classroom should have a projector attached to the trainer machine and all students should be working on
their own computers in order to maximize the classroom time. A white board in the room will be useful.
Trainers will require 7 Y2 hours per day for training and can deliver two classes per day. This includes their
preparation time for each class. You should estimate the total student count to be 25 students per day of
training. Although classes can accommodate 30 students, our experience indicates some students will miss
their scheduled training event for one reason or another so estimate your training days using 25 students
per trainer day. MCCi provides training manuals as part of your software purchase so you need to provide
only the trainer and classroom. The manuals are provided to you in Microsoft Word format. The resource
required for this service is a person who has a good understanding of computers and has at least one year
of experience training students on the use of software. MCCi normally provides this service, with
exceptions under special circumstances.
f. Administrator Training. You will require at least one or a small team of central administrators to
oversee your MuniAgenda solution. The Administrators will be managing user rights, creating global
groups, overseeing site structure and a number of key centralized tasks related to site appearance and
workflows. It is strongly recommended that you have MCCi train your central administrators and your
Agenda Clerk. A single day of training will save these administrators valuable time managing the solution.
The administrator class lasts 7 hours and should have no more than 8 students in attendance.
Administrators should have a solid understand of your Agenda policies and procedures. They should be at
or near the decision making level in the department overseeing this project. They do not have to have
extensive technical experience but they should be at the power user level. A key criterion for
administrators is a firm understanding of the primary goals for your Agenda project. The resource
required for this service is a MCCi trainer.
g. Professional Services Package (PSP). PSP hours are included with every implementation and the
majority are utilized during the Pre-installation consultation/solution development phase. For budgetary
purposes, it is best to include a package of hours for any additional changes (customizations) that are
needed after initial acceptance testing. If you decide not to renew this package on an annual basis any
additional customizations performed by MCCi would be billed out at MCCi Developer hourly rates.
Annual PSP hours can be utilized for the following professional services.
. Additional Training - additional training, via web conferencing, can be conducted to train new users
on the use of MuniAgenda or as refresher training for existing users. On-site training can also be
conducted, however PSP hours do not include travel costs for on-site visits.
. Additional System Set Up Consultation - MCCi offers additional consultation that would include
recommendations on best practices for adding additional departments, additional types of document
etc. to your current MuniAgenda System.
. Remote implementation of software updates - While the standard MSAP plan covers free updates
for MuniAgenda software, implementation of those updates is sometimes overlooked. With the
addition of a PSP plan, MCCi is at your service to directly assist in implementing software updates.
. Annual System Review & Analysis - MCCi will access your system to review and analyze how your
organization is using the MuniAgenda System, identify any potential problem areas and make
recommendations for better use of the system. This analysis is designed to be implemented 6 months
after the initial MuniAgenda Software installation, and would be performed annually after that date, if
annual PSP hours have been renewed. This is an optional service that will be completed only if
requested by the Client.
. Remote Access Support - Remote Access Support allows our help desk 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 software issues without costly on-site visits.
. Expiration & Additional Hours - MCCi's Professional Service Package is an annual package and
any unused hours will expire on the same date as your MuniAgenda System MSAP plan. The Client
may elect to renew or purchase additional hours as needed and can be provided with an additional
proposal for this upon request.
2.2. Optional Services
a. Project Management for Onsite Rollout. You will require an experienced project manager to help roll
this application out within your organization. MuniAgenda touches every major department in your
organization and the rollout and deployment plan can be challenging to execute. The resource required for
this service is an experienced project manager who can communicate with senior managers, department
heads, board clerk and staff in a firm but friendly manner. If your project manager does not have the time
to devote to the roll out of the system, MCCi offers our resources for this service as an option.
b. Additional Workflows. If our standard offering of work flows is not enough, additional workflows can be
purchased.
c. Developer Course. Should the client prefer to have internal staff make further changes to their
customized agenda layouts and workflows, MCCi does offer a 3 day Developer Course. This course is
periodically hosted on site at the MCCi Campus in Tallahassee, Florida. Although some basic
programming concepts will be taught during the course, as a prerequisite, the developer should have a
working knowledge of Visual Studio .Net 2003, XML and XSL T. Course materials and reference guides
will be provided by MCCi as well as a certification exam. Transportation, meals and lodging are the
client's responsibility;
Hosting. You may decide to have MCCi host your agenda solution. If you are hosting with MCCi, you
may bring the hosting in house at any time with relatively small effort. MCCi hosted sites include the
necessary Microsoft licensing, and PDF conversion software. If the client has a need to convert files
outside the standard Microsoft Office Family of products, the client must provide the appropriate licenses
and software for those file types, and must confirm compatibility with their MCCi project manager. Costs
offered here are subject to change annually based on U.S. inflation rates and may be adjusted to
accommodate unexpected consumption of bandwidth and memory.
d. Optional Custom Minutes Page (MuniMeeting) - A custom web page can be created to display your
meeting minutes to the public. You define the layouts and format. This is an additional cost that would be
reflected in the pricing section.
3. MUNIAGENDA SUPPORT SERVICES
3.1. MuniAgenda Software Assurance Plan (MSAP) is offered by MCCi and is designed to provide your
organization continued access to technical support as well as solution updates as they are released. MSAP is
designed to be renewed each year on the anniversary date of the initial installation. Adjustments in annual
support rates may be made to coincide with current U.S. inflation rates. MCCi recommends the client
designate a support contact to channel requests through, but clients can designate several individuals who are
to be the technical support contacts if necessary. While this is an optional program, it is strongly
recommended due to its low cost and high value to our clients.
MSAP Basic. MuniAgenda Software Assurance Plan (MSAP) Basic provides support and all software
updates as released. Support is handled directly through MCCi and is provided via email or telephone during
normal business hours of8:00 AM to 5:00 PM EST. Emergency Support is available from 5:00 PM to 8:00
PM at a minimum rate of $110 per call. Calls lasting longer than one hour will be billed at the standard rate
of $11 O/hour, and in one hour increments.
MSAP Premium. MuniAgenda Software Assurance Plan (MSAP) Premium includes all features described
in the above MSAP Basic. Due to the nature of the agenda process and the fact that official meetings are
typically held after hours, MSAP Premium extends support to after hours to be from 8AM - 8PM EST.
4. MUNIAGENDA UPGRADE PATH
4.1. MuniAgenda offers a 100% upgrade credit on the product price, when upgrading from MuniAgenda Standard
to Enterprise.
5. GENERAL TERMS AND CONDITIONS
5.1. Travel Expenses. If the client cancels or reschedules an installation after travel arrangements have been
made by MCCi, travel expenses may be incurred due to circumstances such as non-refundable airline tickets,
hotel reservations, rental cars, etc.
5.2. Agreement Extended to Other Governmental 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 terms and conditions may be negotiated by MCCi and participating
Government agencies. Any orders issued against this agreement shall be the sole responsibility of the
Government agency placing the order. It is understood that the Client bound by the contract shall incur no
financial responsibility in connection with any purchase by another Government agency.
5.3. Additional Services. As an additional service/product under this contact MCC and MCCi can provide the
following:
a. Document Imaging and Records Management Software (Laserfiche & MuniDocs). MCCi offers
Laserfiche (LF) Software and related services which provides a records repository allowing storage,
retrieval and imaging of all documents. Capabilities include an intuitive browse window, index cards,
full-text indexing, keyword template search, fuzzy word search, and virtually unlimited folders, giving
users access to any document instantly.
b. Document Scanning Services (MuniScan). MCCi offers scanning, indexing and integration of hard copy
documents with MuniAgenda 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.
c. 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.
d. Code Supplementation and Codification Services (MuniCode). Municipal Code Corporation offers
supplementation of existing Codes, Codification of Ordinances and Recodification of existing Codes. Our
optional services include legal review, republishing, editorial and index work and electronic options (CD,
Internet).
e. Utility Billing Services (MuniBills). MCCAdvantage offers billing, statement and remittance processing
services as an additional benefit under this agreement. MCCAdvantage, a subsidiary ofMCC, can provide
the client with design, printing and mailing services for customer billing/statements of all types. These
services also include remittance payment options, software and other billing solutions.
Pricing information for any of the above services can be supplied upon request.
5.4. Payment and Billing. MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of
signed contract, 30% upon completion and sign off of the Mock Up phase, and the remaining balance will be
invoiced upon completion of installation and training. Client shall pay the invoice in accordance with the
Florida Prompt Payment Act, F.S. Sees. 255.0705-255.078.
5.5. LIMITED LIABILITY. In no event shall MCCi's total liability to the client, exceed the project fees paid to MCCi by
the client.
5.6. Termination. 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 upon sixty (60) days' written notice.