2015-18 WICCi
ExperlenceExcellence
Municipal Code Corporation
PO Box 2235 •Tallahassee, Florida 32316
TELEPHONE(800)342-2633• FAX(850)564-7496
Scott Mursten,Account Executive•extension 1520•smursten@mccinnovations corn
February 2,2015
Ms.Tracy Ackroyd
City Clerk
City of Clermont
P.O. Box 120219
Clermont, FL 34712
Dear Ms Ackroyd:
I enjoyed speaking with you recently regarding our JustFOIA Open Records Request Tracking Solution.
Pursuant to our discussion,we are pleased to enclose our Professional Services Proposal. While reviewing
the proposal,please keep in mind the following benefits offered by JustFOIA:
Y.- Built by and for Government Users. The driving force behind JustFOlA's development was a large
customer focus group that helped MCC'prioritize the solution's feature set,as well as ease of use.
Ni Hosted Solution: JustFOIA is an affordable hosted solution. The application and associated data is
hosted in the same secure data centers Municode uses to house data for several thousand government
clients.
' Unlimited Users: No matter the number of people you have as part of your process,JustFOIA allows for
unlimited users at no additional charge.
'/ Enterprise Capability: JustFOlA offers options for managing a specific Department's Open Records
Requests,and can also be expanded to the Enterprise level.
"/ External Archive Options: While JustFOlA is a hosted solution,export options are provided for the
purpose of archiving processed records requests to an external data source
If you have any questions concerning our proposal or desire additional information, please do not hesitate to
contact me on our toll-free number We appreciate your interest and hope that we will have the pleasure of
working with you.
Sincerely,
Scott Mursten
Account Executive
Executive Summary
Company History
MCCi,a subsidiary of Municipal Code Corporation (The nation's leading codifier for local government),
has been providing Electronic Records Management Solutions to its clients since 1998. With a client
base of over 500 government agencies and satellite offices across the country,we are striving to be the
leading Electronic Records Management provider in the United States.
In 2013, MCCi put together a customer focus group and collaborative initiative to develop a better
method of recording,tracking,and fulfilling Open Records Requests The result was a user-friendly,
hosted,and affordable solution: JustFOIA
Proposed Solution
MCCi is proposing the JustFOIA solution your organization JustFOIA is a unified solution that manages
Open Records Requests, regardless of location or media. Please keep in mind some of the features of
JustFOIA:
Configurable web-based public portal for request submittal—JustFOIA provides one common
interface for logging Open Records Requests. Requests can be entered by users that are external to
the organization,or they can be entered by internal users if necessary(if the requestor chooses not
to make the request electronically).
'/ Notification upon submission,task assignment,escalation,etc. —JustFOIA includes robust email
notification options and is not dependent on any specific email application.
'Y Fulfillment status tracking—Transparency is provided in the process by allows knowing the status of
each request.
' Fee management and tracking—Many requests require charges for labor and materials. JustFOIA
allows users to enter apply fees on a per request basis,and to track the status of payment
throughout the process.
'Y Correspondence tracking—Correspondence(Emails, Phone Calls, Letters,etc.)can be linked to each
request,so that there is a history of all related internal and external communication.
Ni Detailed request history tracking—JustFOIA automatically tracks events related to each request,
and the history of each request can be viewed at any time.
' Granular and Enterprise-level reporting—Several preconfigured report types are provided,such as.
Fee Reports, Bottleneck Reports, Processing Time Reports, Pending Requests,etc.
'/ Tracking of Fulfillment Documents—As part of the final steps in the process,JustFOIA allows the
user to upload copies of the specific documents that were used to fulfill the request.
( Full Text Search—Full text search is available from any screen within the application.
JUSTFOIA STANDARD SERVICES& PRICING
To determine which services and products are included with your project,please refer to the Pricing Section below
Subscription Annual Expense
JustFOIA Population Tier 2 10k-30k-Existing Customer _ $3,420
Setup and Training One-Time Expense
Site Setup,Up to 2 Form/Process Configurations, User Setup, Up to 2 hours training $2,000
First Year Total $5,420
Ongoing Subscription/Support $3,420
PAYMENT&BILLING TERMS
MCCi will invoice one hundred percent (100%)of the subscription amount upon providing access to the
client Balance of total project will be invoiced upon completion of the proposed professional
services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice.
JustFOIA Implementation
Remote Configuration—Configuration services are provided remotely As part of the standard
configuration services MCCi will work with the client to configure up to two Records Request Intake
Form, 15 users,as well as the departments,and security rights. Unless additional form/process
configurations are purchased additional form/process configurations and users will be configured by the
client with assistance provided as needed in accordance with the support terms herein.
Remote Training—JustFOIA is a simple and easy to use solution,therefore all training is provided
remotely. One remote training session is included with the initial setup
JusrFO/ALICENSING AND FEATURES-JustFOIA is an Open Records Request Tracking Solution. It allows you
to record,track,fulfill,and report on the records request process. . Below are the feature sets offered:
( Unlimited Users—Client has unlimited number of users at no additional costs
'/ Public Facing Form Site—Online public request form accessible through client's website.
'( Email Notifications—Status and department updates as well as daily digest and alert
notifications.
Correspondence Tracking—Log and track email, phone or mail correspondence.
''/ Fee Tracking—Track fees,due dates,and payments.
Nr On-Premise Archival—Export capabilities for archiving record request data locally
Proactive Status Reporting—Dashboard interface allows for immediate status update
Ni Performance Metric Reports—Measure processing times by request type.
V Global Reporting—Measure performance for all departments and request types.
Configurable Intake Form—Client branded intake form that can be configured remotely or
locally.
N'i Mobile compatible—Compatible with most cellular devices.
HARDWARE/SOFTWARE REQUIREMENTS
JustFOIA is a hosted solution and therefore has no server-side hardware components. In addition,end-
user access is provided through a web interface,which means no client side software is required While
JustFOIA works with many Internet Browsers, Internet Explorer and Google Chrome are recommended.
Please pay attention to the following notes regarding browser solutions:
- Internet Explorer Version Requirement: IE Version 10 or higher
- MCCI SUPPORT
When you become a client of MCCI,you gain much more than just a new product You gain a
relationship between our staff and your organization to make your product implementation successful
and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both
Proactive and Technical Support.
PROACTIVE SUPPORT
MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team.
You will have already worked with your Account Executive in the pre-project phase and they will
continue to support you. Your Account Executive will provide a local presence and contact information
should local meetings be necessary. The Account Executive also assists in pre implementation
processes
Your Account Manager will assist in managing ongoing support through the life of the product. MCCi
believes in a proactive support methodology and it is the Account Managers' role to insure this ongoing
communication with clients Your Account Manager will be in touch throughout the year to discuss
optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited
to:
• Identify any needs that could easily be addressed with the current system.
• Provide resource for question and answer, best practices, how other customers are using the system
with use of documented case studies
• Provide continued education for existing and new users within the organization through the use of
webinars,seminars,workshops, users group, and more. ,
• Dedicated sales support staff for pricing inquiries and budgetary information
• Annual support renewal notification to ensure your renewal process is timely and accurate
TECHNICAL SUPPORT
You continued subscription to JustFOlA helps preserve your investment and extend the benefits of your
original purchase by providing you access to the assistance needed. You have access to a toll free line to
call for technical support or submit tickets online through our support center. You receive the following
benefits: _
• 100%upgrade credit for your existing subscription
• Free software updates for your current solution
• 24-hour FTP and website access which includes the MCC!Online Support Center
.• Technical bulletins and newsletters
MCCi does provide continued technical support for all MCCi applications. Technical support is provided
via email or telephone during normal business hours of 8:00 a.m.to 5:00 p.m. local time in the
Continental U.S. Clients can designate several individuals who are to be the technical support contacts.
Those individuals may contact MCC'at any time for technical support.There is no limit on the number of
technical support calls that can be made.Adjustments in annual support rates may be made to coincide
with current U.S. inflation rates.
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: February 2, 2015
By:
(Signature)
(Printed Name&Title)
Noted Items Accepted by: CITY OF CLERMONT, FL
Date: C. J
i
By:
' (S nature)
s. larrtt\ 5. GraCJ
(Printed Name& itle)
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: February 2,2015
004,1 ‘0,--,__ ----
Y:
(Signature)
Donny Barstow—President
(Printed Name&Title)
Noted Items Accepted by: CITY OF CLERMONT,FL
Date: n1G1 i 6.\ (.--)i 2 0 t
By.
(S ature)
JarrtA, 5- &ea CAI
Printed Name& itle Ory4 Y
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
MCG,hereby offers the JustFOIA solution according to the following terms and conditions
JustFOIA Subscription
MCCI is the developer and hosting provider for JustFOlA An active subscription is required to access the solution The official subscription date is established on the date MCG grants initial
access to lustFOlA Adjustments in annual subscription rates may be made to coincide with current U S inflation rates—any increase will not exceed the cumulative increase in the Consumer
Price Index(CPI)occurring since the last price increase
Customers may contact MCCi support via MCCi s Online Support Center,email(supportgamccinnovations com),or telephone 866-942-0464 Support is available Monday-Friday(excluding
major holidays)from 8 00 a m—6 00 p m EDT
ADDITIONAL SERVICES
As an additional service/product under this contract,MCC and MCCi can provide the following
• Enterprise Content Management Soulations(Laserfiche)MCCi offers Laserfiche Software
• Electronic Agenda and Legislative Management(Legistar) MCC!offers the Granicus Legislative Management Suite(Legistar)and related services which provides electronic automation and
creation of Agendas and Minutes Legistar is also integrated with Laserfiche
• Scanning and Digital Conversion Bureau MCCi offers scanning,indexing and integration of hard copy documents,microfilm/microfiche,with Laserfiche Software to provide the Client with
the most powerful index retrieval search engine available
• Contract Management Software(Contract Assistant) MCCi offers the Contract Assistant Software(developed by Blueridge Software)which is a solution designed to provide control and
automation of the contract management process,while also offering Laserfiche integration options
• 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)
• Utility Billing Services(MuniBills) MCCAdvantage offers billing,statement and remittance processing services as an additional benefit under this agreement MCCAdvantage,a subsidiary
of MCC,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
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS
MCC!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 MCG 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 shall incur no financial responsibility in connection with any purchase by another Government agency
LIMITED UABIUTY
In no event shall MCCi s total liability to the client exceed the project fees paid to MCG by the client Due to the intended use of lustFOlA being focused on"Open Records"Requests,MCC!assumes that
only public and non-confidential data will be uploaded to the solution
FORCE MAJEURE
Neither party shall be liable for any delay or failure in performance due to causes beyond its reasonable control
CLIENT FINANCIAL SOLVENCY/BANKRUPTCY
MCG may require payment in advance for products and services in response to learning of financial solvency or bankruptcy issues
NO HIRE CLAUSE
Client and MCCi agree that during the period that this agreement is in force,Including extensions or modifications thereto,and for an additional 12 months following this period,neither Client
nor the MCCI will actively recruit,or solicit employees or independent contractors of either company,or the employees of any of the other Subcontractors,who are on active payroll status and
are currently participating in this Program,without the prior written approval of the party whose employee or independent contractor is being considered for employment This does not
prohibit any employee from responding to or pursuing employment opportunities through normal media channels,i e newspapers,professional journals,etc so long as it is not related to this
particular program and that It is not an attempt to avoid the intent of the above restriction
If,during the term of,or within(12)months after the termination of the performance period of this agreement,client hires directly,or indirectly contracts with any of MCCl's personnel for the
performance of systems engineering and/or related services hereunder,client agrees to pay MCCi 125%of the fees paid to,or in favor of such personnel for one(1)year after such personnel
separates from service with MCCi
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