Loading...
MUNIAGENDA SOFTWARE PROFESSIONAL SERVICES PROPOSAL . MCCI Municipal Code Corporation SALES DEPARTMENT PO Box 2235 . Tallahassee, Florida 32316 TELEPHONE (800) 342-2633. FAX (850) 701-0715 Donny Barstow, General Manager. Extension 599. dwb@mccinnovations.com August 15, 2005 Mr. John Feit Admin Support Manager City of Clearwater 100 South Myrtle Avenue Clearwater, Florida 33756 Dear Mr. Feit: I enjoyed speaking with you recently regarding the MuniAgenda Software. Pursuant to our discussion, I am pleased to enclose our Professional Services Proposal for this software. While reviewing the proposal please keep in mind the advantages that MuniAgenda offers: ~ 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. ~ MuniAgenda is the only product that tackles the process from the beginning. Users log into MuniAgenda to create an Agenda item from the very beginning. This means paperwork is eliminated at the very source. . Reduced paperwork . Automated workflow and approval process . Consistent formats are used by everyone . Consistent naming conventions are used by everyone . Electronically capture legislative action (voting) and meeting minutes . Electronically distribute agendas to constituents. ~ MuniAgenda offers the flexibility to customize the look and layout of your Agenda. If you have any questions concerning this proposal or desire additional information, please do not hesitate to contact me at the number provided above. We appreciate your interest and hope that we will have the pleasure of working with you and serving the City of Clearwater. Sincerely, Donny Barstow General Manager DWB/kgc * Please check all boxes below for options desired. MUNIAGENDA SOFTWARE o MuniAgenda Professional Edition $20,500 MUNIAGENDA SOFTWARE SUPPORT o MuniAgenda Professional Edition Annual Support $4,000 REQUIRED IMPLEMENTATION SERVICES: o 2 Custom Item Details Screen @ $1,000 each o 4 Custom Public Agenda @ $1,000 each o 1 Custom Public Minutes @ 1,000 each o Up to 20 Custom Workflow Configurations o 1 day, Admin Training @ $1,200 per day *includes travel o 2 days, Onsite End User Training - @ $1,200 per day *includes travel Any training hours not used in the implementation will be converted to PSP hours. All training costs are per day (based on an 8 hour day) and per MCCi Technician. Total Required Implementation Services $2,000 $4,000 $1,000 $2,000 $1,200 $2,400 $12,600 OPTIONAL IMPLEMENT A TION SERVICES: o Custom Training Manuals - provided in PDF or Word format o Customized Flash Training Videos o Developer Training (conducted at Novus Corporate, up to three trainees, 1 day) o Future Customization hours ** Some MuniAgenda clients choose to build a package of hours into the initial contract to be used as a "Hand Holding" package for the first year, and some will include a package of hours on an annual basis with their support. This is mainly for budgetary purposes. o Travel Expenses- per day of travel includes car, hotel, per diem and estimated airfare ** Travel expenses are included in our day rates, but not in our hourly rates. Clients may wish to have MCCi staff onsite during the planning process, in which case additional travel expenses would apply to the hourly rate line items. Please note that the planning process is normally conducted offsite. $2,000 $2,500 $1,500 $120 per hour $300 PAYMENT & BILLING TERMS MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of signed contract. Balance will be invoiced and billed upon completion of installation. Payment will be due within 30 days of receipt of invoice. Total Cost (excluding optional implementation services) $38,600 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: Date: By: Witness: Noted Items Accepted by: Date: By: Witness: ATTEST: Countersigned: Approved as to Form: MCCi, a Limited Liability Company August 15, 2005 Lawton Langford - Managing Director (Printed Name & Title) \)U \l-tV'\. cJl12u i ~~ (Signature) CITY OF CLEARWATER, FLORIDA ~ {f;Jl '::J... ~ 'LOO$"" E~ (Signature) William B. Horne II, City Manager (Printed Name & Title) -Cr~ t ::}ds-' O,,~ (Sigmlture) Cynt a E. Goudeau, City Clerk ~~','Y..~ ~ - (Printed Name & Title) Frank V. Hibbard, Mayor City Attorney 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, FLORIDA, a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions. MUNIAGENDA SOFTWARE & SERVICES MUNIAGENDA SOFTWARE. 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: Standard Edition: MuniAgenda Standard Edition includes the core code for managing your Agenda process for multiple meetings within your organization. A feature overview follows below: . Create Agenda Items- Authorized users can create items for your upcoming meetings. . Add Attachments - Users can add multiple attachments to nay item. . Configured workflow - Workflow can be set to vary by item type as required by your eXlstlllg processes. Workflows are defined in the services area of the deployment and set by a Novusolutions developer prior to shipment. . Customized Public Agenda - The agenda viewed by public can be customized to meet your specific need. The cost of development for the customized agenda is covered in the services area of deployment but the ability to use custom agendas is included in all versions. . Multiple Meeting Types - Clients have the ability to manage an unlimited number of meeting types. Commission or board meetings, Committee meetings and more can all be managed at no additional cost. . Clerk Meeting Manager - The board clerk can manage meetings dates and types in a simple to use interface. . Custom Item Categories - Clients can define the categories for items being created. . Custom Item Details Page - The item details page used to create an Agenda item is customized for each client. Clients may have more than one layout for Agenda item details if they vary by item type. The cost of developing the details page itself is covered in the services area of deployment but the ability to use custom details pages is included in all versions. . 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. . Create Minutes Module - Clerk can record meeting meetings during the meeting or after. . Customized Minutes Page - A custom web page can be created to display your meeting minutes to the public. You define the layout. The cost of developing the minutes page itself is covered in the services area of deployment but the ability to use custom minutes pages is included in all versions. . Convert Attachments to PDF -Automatically convert all attachments to PDF for presentation to the public. MuniAgenda 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 Agenda - Users can print an entire AGENDA packet with one click from one single PDF file. (Page numbering is not available in this feature). The Agenda along with all the attachments are "stitched" into one single PDF file. Professional Edition: MuniAgenda Professional Edition includes the Standard Edition plus the features listed here: . External Public Item Search - This is a custom web page that allows the public to search past items for research purposes. Users can search on item descriptions including attachments. The cost of developing the search page itself is covered in the services area of deployment but the ability to use a custom search page is included in the professional version. · Active Directory Authentication - Users are authenticated against your Active Directory. · Export Items with attachments to a defined directory - Clients may wish to hand a CD to their board members of all the items on an upcoming meeting. This is useful if board members do not care to navigate to MuniAgenda using the web to prepare for meetings. Once the export is complete a CD can be made of the file directory. . The directory will contain an HTML page with relative links to all file attachments. Enterprise Edition: MuniAgenda Enterprise Edition includes all the features above plus those listed here: · Public Notification- The public can sign up to be notified via e-mail when a new meeting agenda is published. · MuniMEETING - Allows Board Members to vote online during a meeting. 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. . 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 contact 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. . Hardware Requirements: Web Server and Database Server MuniAgenda DOES NOT require a dedicated server for optimal performance. The server should have the following hardware specifications: Pentium N 2.0 or higher GHZ 512MB of RAM 100 megabit network card Hard drive storage 40 GB Microsoft Dot Net Frame work must be installed CD-Rom drive . Software Requirements: Web Server Windows 2000 Server or higher IIS 5.0 or higher SMTP service running Standard installation Database Server Windows 2000 Server or higher Microsoft SQL 2000 or higher Standard Installation 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. 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 who this person will be. 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. . Mockups - Each client has their own format for board meeting agendas. One of the many benefits of MuniAgenda is that a unique agenda layout can be created for each client. Your MCCi Project Manager will work with you to create an online Agenda that meets 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 exact needs are met. . Development - Once you approve the mockups, 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 development time frame can vary based on current workload and the complexity of your web site, however most projects are shipped within one month of mockup approval. Once complete, your software is bundled and burned to a CD. The CD is shipped to you via private carrier service. Upon receipt of the software, your team should schedule a day and time for the installation to take place. This schedule should be made available to your MCCi Project Manager at least three days ahead to insure proper technical support is on standby to answer your questions. The CD includes complete installation instructions for our software. It does not include installation instructions for the Operating Systems or Databases on your server. Those are provided by your other software vendor. MCCi does not provide technical support for setup or configuration of any software other than MCCi solutions. Questions regarding Database setup or Operation System installation should be referred to those vendors. . Project Timeline Example: 1 Mockup Project Project Manager planning for team Agenda 4 hours 2 Mockup design None Designer for Agenda 3 Mockup Project Designer/Project approval and team manager redesign based 4 hours on feedback 4 Development of None Developers code to match your specifications 5 Installation of IT/DBA Tech Support code 3-5 hours 6 Code testing IT Tech support 2 hours 7 Admin Training Admin Trainer Staff 3 hours 8 End User Trainers Trainer Training 3 hours per class 15 days 25 days 35 days 65 days 70 days 72 days 75 days 85 days MUNIAGENDA SOFTWARE SUPPORT. MCCi includes the first year of support in the initial implementation cost. MCCi offers all clients MuniAgenda Software Assurance Plan (MSAP). The MSAP is designed to be renewed each year on the anniversary date of the initial installation. The cost of the program is listed in the pricing section. MSAP offers your organization continued access to technical support as well as solution upgrades as they are released. While this is an optional program, it is strongly recommended due to its low cost and high value to our clients. Benefits of the program: . All upgrades are sent at no charge as they are released. · Your technical staff continues to receive technical support with answers to their questions on the product. MCCi does provide continued technical support for all MCCi applications. Ongoing questions about how to use the software or related technical issues can be referred to your project manager at any time in the first year of use at no charge. Technical support is provided via --email or telephone during normal business hours of 8:00 AM to 5:00 PM EST. MCCi provides level one technical support within 4 to 8 business hours. If level one support cannot handle a question, they will escalate it to level 2 support. Level 2 support will respond within 24 to 36 business hours. Clients can designate several individuals who are to be the technical support contacts. Those individuals may contact MCCi at any time for technical support. There is no limit on the number of technical support calls that can be made, within reason. PROFESSIONAL SERVICES. Certain deployment services must be provided to insure a successful deployment of MuniAgenda. These services can be delivered by your own internal staff or with the use of MCCi staff. 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. If you do not, you should consider using MCCi to deliver some or all of these services. Keep in mind, you may purchase some or all of these services from MCCi. You are free to pick and choose the services you want to handle on your own. There is no obligation to purchase services from MCCi except those provided only by MCCi. These are the services required for a successful roll out. Standard Services . Item details screen - These are typically customized for each client. This screen has many names, Salmon sheet, Executive summary, Management overview and more. We have run into an endless variety of layouts 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 different layout than an ordinance. MuniAgenda is designed to accommodate these variables by making these screens easy to customize during deployment. . Public Agendas - Each client has a unique layout for their public agenda. Your logos, your boilerplate and your layout are all included in the public agenda we create for you. . Workflow - Items take different workflows. The workflow model in MuniAgenda allows for the creation of form specific workflows. Resolutions can take one workflow and ordinances can take another. Finance may have a unique workflow compared to human resources. . 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 V2 hours so two classes per day is 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 V2 hours per day for training and they 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 only need to provide the trainer and classroom. You will be required to provide copies of the training manuals in paper or electronic format to each student. 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. . 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 Board 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. . 1st year MCCi "Hand Holding" package - Once you sign off on all of the customizations and start using the application everyday, you may want additional changes made. 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 pursue this package, any additional customizations after acceptance would be billed out at MCCi Developer hourly rates. MCCi normally provides this service, with exceptions under special circumstances. If you have an experienced IT staff (programming capabilities), it is possible that they could make any changes needed in the future. Optional Services · Process Analysis - Your current process must be reviewed in order to help establish the workflow patterns and requirements in the automated solution. MuniAgenda has the capability for two types of workflow. One is a push through workflow, defined by users and the other is a preset workflow set up by Admins. Analysis is required to coordinate how these workflow options are set up in your code. Once the process analysis is complete the workflows must be set up in your software. This task involves the analysis and the resulting setup. This process typically takes 40 hours of work. The resource required for this service is a person who can understand your process flow and then translate that into workflow solutions that will meet the needs or your team. This person should be an experienced project manager who is capable of communicating with department heads and others within your organization to carefully define their current needs. Process analysis is normally conducted by an internal person, with MCCi's guidance. However, if the client chooses to for MCCi to be the driving force in these sessions, MCCi does offer this as an optional service. . Project. Management for On Site 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. We have found clients preferring an outside entity for this task because they come into an organization with no existing barriers to overcome. Sometimes people respond better to an outside authority on site for a defined period than they do to existing staff. This is not always the case but if it is, a MCCi project manager on site may help with your deployment. 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 optional. . Board Member Training - Board Members will want to be trained on how to access Agenda using the web. They will have questions about the technology and how it will affect the meetings they will be preparing for and voting in. Board Member training is delivered on an executive level. The atmosphere in this session focuses on the higher view and less on the details of the day to day item processing. . Custom Training Manuals - MCCi training manuals are complete training and teaching aides that will help your users manage their way around this application. We make extensive use of screen shots to portray tasks to make the manuals visually oriented. You may want to customize these manuals to reflect the look and feel of your custom screens as well as your Agenda policies. The process of manual customization can be done by MCCi or your own staff. This task can be completed in about 25 hours. The resource required for this service is a person well versed in the use of Microsoft Word. They should keenly aware of your Agenda polices and procedures and have experience creating training aides. . Hosting - This solution can be provided by you or MCCi. The technical specifications are listed in your proposal for internal hosting. You may decide not to host your own Agenda solution. If this is the case, you can outsource hosting to MCCi or another qualified hosting company. Any qualified hosting provider can offer this service in addition to MCCi. If you are hosting with another vendor, you may bring the hosting in house at any time with a relatively small effort. Contact your MCCi project manager for details on this task. The costs offered here are subject to change annually based on the consumer price index and may be adjusted to accommodate unexpected consumption of bandwidth and memory. PAYMENT & BILLING TERMS. MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of signed contract. Balance will be invoiced and billed upon completion of installation. Payment will be due within 30 days of receipt of invoice.