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CORRESPONDENCE RE DISTRIBUTION OF CODE , Municipal Code Corporation I cd(~ CONSENT DECEIVED FED 1 1 1993 February 8, 1993 COY a.EIK Dur.. #;t5 Ms. Cynthia E. Goudeau, CMC City Clerk City of Clearwater PO Box 4748 Clearwater, Florida 34618-4748 Dear Ms. Goudeau: It will be our pleasure to assist the City of Clearwater in the supplementation, sale and distribution of the new Code of Ordinances and Land Development Code pamphlet. In this regard, we are pleased to confirm the following: (a) LOOSELEAF SUPPLEMENT SERVICE. The Supplements to the Code and Land Development Code pamphlet will be provided as follows: (1) (2) Code of Ordinances, 150 copies $24.50 per printed page Land Development Code Pamphlet, 300 copies $ 8.75 per page Each Supplement invoice will include the cost of the Supplement (based on the number of pages at the applicable per page rate) and freight cost for the City's copies, plus the handling charges (Item (b)(5) below) for mailing the Supplement and copies of the Code or LDC pamphlet, if any, to new purchasers. Any applicable credits for sale of the Code and/or LDC pamphlet will also appear on the Supplement invoices. The billing and storage charges will be included on an invoice once a year. [,.." (, \' ,.., ",'.," .'j.....' ...,.',,;".~.;;,-~~~-, (4) (b) SALE, DISTRIBUTION, BILLING and STORAGE of Code and LDC pamphlet. (1) Sale. MCC will print a sales order form and announcement letter, which will be mailed to the potential outside purchasers of the new Code and Land Development Code pamphlet, per the mailing labels provided by the City. Post Office Box 2235 1700 Capital Circle, SW. Tallahassee, FL 32316 (904) 576-3171 1-800-262-CODE I I Ms. Cynthia E. Goudeau, CMC February 8, 1993 Page 2 If approved, the sale price for the Code and LDC pamphlet will be as set out below. Please note that the handling charges to the City, as set out under (5) below, have been included in these prices so that the outside subscriber payments will reimburse the City for these expenses. (i) Code of Ordinances Bound Code - $225.00 1 year Supplement Service - $100.00 7% Florida Sales Tax - $ 22.75 Total Cost - $347.75 (ii) Land Development Code Pamphlet Paper-bound LDC Pamphlet - $35.00 1 year Supplement Service - $25.00 7% Florida Sales Tax - $ 4.20 Total Cost - $64.20 As future Supplements are published, the sale price of the volumes will cover the volume (Code or LDC) and any Supplements published to date. When the costs are reviewed for the annual Supplement renewals (Item 4 below), if the City chooses to increase the one-year Supplement Service fee for the existing subscribers, we will also increase this charge to new purchasers. (2) Distribution. All purchasers of the Code and LDC pamphlet will forward their orders and payments directly to MCC. We will mail the appropriate volume to the paid outside subscribers and prepare two separate mailing lists (one for the Code and one for the LDC pamphlet) for distribution of the Code and LDC pamphlet Supplements. All moneys received will be credited to the City's account for the Looseleaf Supplement Service. Such credit will be reflected on the Supplement invoices, as discussed under (a) above. I I Ms. Cynthia E. Goudeau, CMC February 8, 1993 Page 3 To date, MCC has shipped to the City 70 copies of the Code and 60 copies of the LDC pamphlet. Additional copies will be forwarded as required by the City. As the Supplements are published, MCC will furnish the City with enough copies to accommodate all copies of the Code and LDC pamphlet held by the City. (3) Storage. Mter distribution of the Code, LDC pamphlet and future Supplements to the City and outside subscribers, all undistributed copies will be stored in our offices in Tallahassee. All risk of loss or damage to the volumes and Supplements so stored will be assumed by MCC. As orders for the Code and LDC pamphlet are received in the future, MCC will utilize the inventory volumes and Supplements to fill such orders. The first annual period for the storage service will run January 13, 1993 through January 12, 1994. (4) Billing. On an annual basis, MCC will submit invoices to tht: outside Looseleaf Supplement Service subscribers for both the Code and LDC pamphlet. We suggest that the subscription period for the Code and LDC pamphlet run from April 1 through March 31 of each year. If this is acceptable, in March 1994 I will review the City's Supplement costs for the previous twelve-month period and contact the City to discuss the renewal fee to be charged for the subscription period April 1, 1994 through March 31, 1995. All moneys received from such renewal statements will be credited to the City's account for publication of the Supplements, per (a) above. A listing of all current subscribers can be issued to the City within ninety days after the billing date. (5) Handling Costs. The handling charges to the City for the above services will be as follows: (i) Printing order forms and announcement letters no charge I I Ms. Cynthia E. Goudeau, CMC February 8, 1993 Page 4 (ii) Mailing order forms and announcement letters to potential purchasers (cost of postage and envelopes), approximately $110.00 ( iii) Mailing Codes, LDC pamphlets and future Supplements to both volumes to outside subscribers, per mailing $1.50, plus postage costs (iv) Annual billing of outside subscribers to Looseleaf Supplement Service for Code and LDC pamphlet, per subscriber $3.50 (v) Storage of Codes, LDC pamphlets and Supplements thereto, per annum $200.00 As explained under (a) above, the mailing charges will be included on each Supplement invoice submitted to the City for payment. The billing and storage costs will be invoiced annually. (c) MAGNETIC MEDIA. MCC will furnish the complete Code of Ordinances on disk to the City and outside subscribers, as set out below. MCC's read- only search and retrieval software SOCRATES could also be integrated on the disk. Updated disks of the entire Code will be furnished upon completion of each Code Supplement. (1) Magnetic Media for the City. Code available on 3-1/2 inch or 5-1/4 inch diameter disks. (i) WordPerfect 5.1 or ASCII $250.00 (per contract) (ii) Desired format (WordPerfect or ASCII) integrated with SOCRATES: - One license (1 set of disks) $515.00 - Additional licenses (for network system), per license $100.00 * * If the City anticipates purchasing 16 additional licenses for your network system, MCC offers to furnish same for $75 per license, in accordance with Dale Barstow's recent telephone discussion with Gwen Legters. I I Ms. Cynthia E. Goudeau, CMC February 8, 1993 Page 5 - Additional licenses (for stand- alone P.C. (additional sets of disks), per license (set) $150.00 (iii) Updated disks of entire Code upon completion of each Supplement (WordPerfect, ASCII or integrated with SOCRATES), in addition to regular Loose- leaf Supplement per page rate $2.00 per page (2) Magnetic Media for Outside Subscribers. Because they are more durable, hold more information and would expedite delivery of the initial disk and future updates, we would prefer to offer the Code to outside subscribers on 3-1/2 inch diameter disks, formatted for WordPerfect 5.1. The following chart compares the sale price of the hard copy Code with the suggested sale price to outside subscribers for the magnetic media. It also lists the portion of the sale price which would be credited to the City (full price or 10%) and the portion which would be retained by MCC to cover our support services. PORTION PORTION SALE CREDITED RETAINED ITEM PRICE TO CITY BY MCC Hard copy Code (per copy) $225.00 $225.00 0 Disk of Code (in WordPerfect) $225.00 to $22.50 to $25.00 $202.50 to $225.00 $250.00 Disk of Code (in WordPerfect) Integrated with SOCRATES (one license) $515.00 $51.50 $463.50 I I Ms. Cynthia E. Goudeau, CMC February 8, 1993 Page 6 PORTION PORTION SALE CREDITED RETAINED ITEM PRICE TO CITY BY MCC - Each additional SOCRATES license for network system $100.00 $10.00 $90.00 - Each additional SOCRATES license for Stand-alone P.c. $150.00 $15.00 $135.00 Hard copy Supplements (annual fee) $100.00 $100.00 0 Disks (Word- Perfect or SOCRATES) updated with Supple- ments - one license (annual fee) $250.00 $25.00 $225.00 * * * * * * If the above is acceptable to the City, please sign and return one copy of this letter for our files. I I Ms. Cynthia E. Goudeau, CMC February 8, 1993 Page 7 It is our desire to provide a total service to the City of Clearwater and we request that you feel free to telephone us on our toll free number whenever we may be of assistance. Sincerely, M~ Gayle White Distribution Services /gw enc. Services outlined above approved this I ~ day of 4~ , 1993 by the City of Clearwater, Florid~. signek Hichael J. City Hanage t (title) Attest: (\~1i~': L'~~ ~~:-GOUdeaU . Clt'YCle'rk'~ .