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HomeMy WebLinkAboutMunicode Original Contract plus Addendum for 2022 0 municode POWERED By CIVICRUS February 10, 2022 Mr. Chris Johnson City Clerk City of Meridian cjohnson@meridiancity.org Mr. Johnson Thank you for your continued loyalty and business! We are excited to offer a flat annual rate for supplementation services to the City of Meridian and we have included a discount of 20%for year one if this new billing model is adopted in 2022! The purpose of this amendment is to modify our current agreement to include pricing for an annual flat rate for supplementation services you are currently enrolled in. This fixed annual rate will simplify your budget process, empower you to update your code regularly, provide reassurance that there are no hidden fees and allow for a simplified way to explain the entire supplementation process to staff. If you elect the flat annual supplementation rate, then we have also included additional discounted offering for our CivicClerk or Meetings products. With over 70 years of experience, Municode is the oldest and most trusted codifier in the nation. We currently provide codification services to over 4,100 municipalities throughout the United States and host over 3,800 municipal codes online via our code hosting platform, MunicodeNEXT. We are extremely excited to have recently joined forces with CivicPlus, the nation's premier provider of integrated government technology solutions! CivicPlus shares our vision of strengthening democracy by connecting municipalities with their citizens in new, powerful, and meaningful ways. At the forefront of our development strategy is the integration of Municode's codification services with CivicPlus's website and agenda management solutions. Sylvana will be the official contact person for this addendum and is available to answer any questions you may have. Sylvana Satterfield—Account Manager Office: 800-262-2633 ext. 7039 Email sylvana(@civicplus.com Sincerely, Steffanie W. Rasmussen Vice President of Client Services- Municode Director of Legal/Services - CivicPlus Phone: 800-262-2633 ext. 1148 srasmussen(o)civicplus.com CONTRACT ADDENDUM TO SUPPLEMENT BILLING Supplement Service Historically supplementation has been invoiced per page in the code that is added/amended as outlined in adopted legislation. This billing model causes difficulties in establishing an annual budget and in approving costs for each scheduled supplement. Transitioning to a fixed annual supplement billing model can provide the following: 1. Easier Budgeting Process. With a flat, annual fee, you will be able to easily budget for your supplementation cost. No more guessing or estimating how many ordinances your council or commission will pass. 2. Increased Transparency. With this new model, you will not need to worry about how many ordinances you send to us for supplementation. With a few exceptions, such as full chapter replacements and/or the addition of new zoning codes, your annual fee is fixed, allowing you to send in as many ordinances as you would like. Over the years, we have found that many of our customers don't send all their ordinances so that they can save on the cost of supplementation. Our new approach will ensure that your code is always up to date for you and your residents. 3. Create billing efficiencies with less invoices to process annually. 4. Simplify. Training new team members and explaining supplementation to staff will be simplified. 5. First Year Discount. To ease the transition to a flat annual fee, we would like to work with you to reduce the cost of your first year of supplementation by 20%. 6. Discounts on Additional CivicPlus Products. If you can work with us in 2022 to make the shift, our team will also be empowered to offer you a 50% discount on the first-year hosting and support cost on a new subscription to our CivicClerk or Municode Meetings Agenda Management software solution. Annual Fees: Code of Ordinances Supplementation annual fee: $3,000 Online hosting fees: $1,350 (December) To provide full transparency, we have provided a historical breakdown of the costs associated with supplementation that will be built into the fixed annual fee. The recommended annual supplement fee is based on this historical breakdown of billing. Any one-time special projects have been excluded from this dataset. We will maintain the current elected supplement schedule in place. If desired, the supplement schedule can be adjusted to update more frequently for an additional fee as notated on the following page. Historical invoicing: Line Item — Code of Ordinances 2020 2021 Supplement charges ($18.00 per page) $1,620 $3,672 Images, Graphics, Tabular Matter($10 each) $190 $290 Supplement PDF $75 $150 Freight $10 $10 Totals $1,895 $4,122 2-year Average $3,008.50 All services under this addendum can be increased annually by 5%starting year 3 of service. Sales tax will be applied where applicable. The City is currently enrolled in a Quarterly supplement schedule (January, April, July and October) and thus falls under our Full Service annual billing model. If desired the supplement schedule can be increased to the Schedule Plus model at the additional rate listed below. ® CODE OF ORDINANCES: Full Service: $3,000 annually (each April starting 2023) Year 1 —20% discount-$2,400 invoiced April 2022. Schedule limited to Annual, Semi-Annual, Tri-Annual or Quarterly supplements. • Electronic supplements not available under this model • If the client elects to upgrade to the Schedule Plus model during the annual term, the annual rate will be pro-rated and then added in full to the current annual billing month. • Excluding legislation for current Title 12 - Subdivision ❑ UPGRADE: Full-Service Schedule Plus: Increase annual fee by$1,000 Schedule can be increased to Monthly, on demand or monthly electronic supplementation Annual rate includes: * Annual fee includes the supplementation of legislation permanent and general in nature. Omitted legislation is not included in annual fee. Acknowledgement of material Editorial work * Proofreading * Updating the index Updating online code upon completion of each supplement Printing2 up to 1 copy per"print' schedule enrolled in * Freight for supplements * Images, Graphics &tabular matter. Annual rate above excludes: ➢ Additional copies, reprints, binders and tab orders Legal work, creation of fee schedules, gender neutral review/implementation, external linking Codifying complete replacement of complex subject matter such as, but not limited to, Zoning (or equivalent). This work is subject to a one-time editorial conversion fee and an increase in the annual supplement rate and online hosting fee(s). Quote provided upon receipt of material. Codifying a newly adopted full Chapter/Title/Appendix. This may be subject to a one-time additional editorial fee and an increase in the annual supplement rate and online hosting fee(s). Material to be reviewed upon receipt. Codifying a newly adopted term change legislation. This may be subject to a one-time additional editorial fee. Material to be reviewed upon receipt. The addition of Manuals, Policies, Procedures, Comprehensive Plans, Land Use, Unified Codes, Zoning (or equivalent). Quotation upon request. Online Code hosting and online features, see the following page. Additional elections will be added to the annual Supplement Service fee: ❑ Adobe PDF of the complete code (sent via email download) $300 annually ❑ Code in WORD (sent via email download) $300 annually ❑ State Law Linking $350 annually o Initial one-time set up fee at$75/hour Invoices for Supplements will be submitted annually. Additional services added throughout the term will be pro-rated then added to the annual fee. The annual billing month will be established upon signing of the Addendum. 2 Color printing and an increase in the desired number of supplement hard copies will result in an increase in the annual fee. ONLINE CODE HOSTING (MunicodeNEXT) Online features currently enrolled in are listed below. Additional features can be added anytime. Services listed are in addition to the annual supplementation fee. CURRENT ONLINE CODE HOSTING SERVICES — $1,350 each December Online Code =MunicodeNEXT Mobile friendly site. Full functionality and optimal screen resolution on all devices. In-line images& scrolling tables&charts. Narrow, Pinpoint&Advanced (including Boolean)Searching. Previous and Next Hit buttons, Persistent breadcrumb trail. Print or Save as formatted WORD(DOCX). Google Translate supports over 90 languages. Social Media/Email. Share links to sections via email, Facebook, Twitter, etc. Post public notes, external links or documents within the contents of your online Code to keep your citizens informed of current issues pertinent to specific sections of your Code. OrdlBank annually Permanent online collection of ordinances with hyperlinks from history notes, supplement history table, and code comparative table to ordinances.This service applies to amendatory(included)ordinances only. OrdLink annually Provides hyperlinks from newly adopted amendatory legislation to sections of the code to be amended. Optional Services ❑ CodeBank, annually $150 Permanent online collection of previous versions of the code. ❑ CodeBank Compare + eNotify3 , annually $250 Compare any two versions of your online code (starting with the first Municode supplement). eNotify provides readers email updates each time the code is updated. ❑ Archival OrdBank4 per ordinance. For legislation already codified $10 ❑ MuniPRO Service annually (sample Ordinance Service) $295 Search nearly 3,800 codes/ordinances in our online library.Attach notes to codes and drafts of new legislation. ❑ Custom Banner one-time fee $250 Customize MunicodeNEXT to match the look of your website. ❑ MuniDocO annually, upgraded self-uploading capabilities $3506 Host any other municipal documents in a fully searchable format, including Minutes,Agendas, Resolutions, Budgets and more for self-uploading to the MuniDocs platform! 3 Enrollment in CodeBank is required in order to receive the CodeBank Compare/eNotify technology. 4 Post historical ordinances to your online OrdBank repository,filed in annual folders and linked in the Code's history notes. 5 Your MuniDocs files can also serve as storage for archived ordinances within the MuniDocs platform. Unlike our online OrdBank feature, these self-loaded archived ordinances will not be linked to the legislation within the online Code.All ordinances for codification and all ordinances for linking via our OrdBank feature can be emailed to us at ords(a)municode.com. 6 Includes up to 25GB data storage. Quote for additional document storage is available upon request. AMENDMENT TO THE AGREEMENT THIS AGREEMENT AMENDMENT (this "Amendment") is agreed to this 22ndday of February 2022 ("Effective Date") by and between Municode, LLC ("Municode") and [City of Meridian, Idaho] ("Client') Qointly, "Parties")and shall be effective as of the date set forth above. The Client understands that Municode is a wholly owned subsidiary of CivicPlus, LLC ("Parent Entity"). At any time during the Term of this Agreement, Municode may assign its rights and obligations under this Agreement to the Parent Entity, upon giving written notice to the Client. In the event of such assignment by Municode, the Parent Entity shall be the sole performing party under this Agreement to the same extent as Municode prior to making such assignment Term of Agreement. This Agreement shall begin upon execution of this Agreement and continue for a period of three years. Thereafter, the supplement service shall be automatically renewed from year to year provided that either party may cancel or change this agreement with sixty (60) days written notice. As evidenced by its signature below, Parent Entity hereby agrees to accept the obligations of this Agreement effective at the time of Assignment. Acceptance We, the undersigned, agreeing to the conditions specified in this Amendment, understand and authorize the provision of services outlined in this Amendment. Parent Entity: Uozlt- Signature: Date: 2/10/2022 CivicPlus Client: Chris Johnson, City Clerk Name: Signature: Date: 2/22/2022 municode CONNECTING YOU & YOUR COMMUNITY REPUBLICATION, SUPPLEMENTATION AND ONLINE CODE HOSTING SERVICES Meridian, Idaho May 29, 2020- Valid for 90 days Kimball Clark Legal Account Executive Office: 800-262-2633 ext. 7706 Direct: 801-458-0282 Email kimball@municode.com ` PO Box 2235 Tallahassee, FL 32316 ' ' .ch � . •• 11 • . . munic • • - 0 . LETTER OF INTEREST municode P.O.Box 2235 Tallahassee,FL 32316 May 29, 2020 municode.com • 800.262.2633 Mr. Chris Johnson City Clerk City of Meridian 33 East Broadway Avenue Meridian, ID 83642 via email: cjohnson .meridiancity.org cityclerk(o-)merid ia n city.o rg Mr. Johnson: Thank you for speaking with Legal Account Executive Kimball Clark regarding publication and updating options for your Code of Ordinances. This proposal will provide you with the scope of services and costs for converting your Code to Municode's database for republication in print and online (via MunicodeNEXT), followed by ongoing supplementation and online Code hosting services. With over 69 years of experience, Municode is the oldest and most trusted codifier in the nation. We serve over 4,000 municipalities nationwide and host over 3,700 Codes online. Whether it is through the legal codification process, full-service or self-service supplementation options, online legislative search tools, meeting management and agenda software, or custom government website design, we have the experience, resources and expertise to provide our local government clients with innovative products, superior technology and excellent customer service. We invite you to visit our corporate website at https://www.municode.com/to explore our full suite of government services. Our Supplement team includes 14 teams of Legal Editors and Proofreaders who provide the most accurate and efficient supplement process possible for the ongoing maintenance of your new code. Our code hosting platform, MunicodeNEXT, is the nation's most advanced, accessible and intuitive website for government codes —allowing your staff and citizens to have access to your current code and all archived versions of your code, every official copy of your ordinances, the power to compare versions of your code over time, the ability to be notified every time your code is updated and a powerful search engine capable of simultaneously searching your code, ordinances, minutes and more. Customers who trust Municode with their online codes, meetings software, and municipal website will enjoy a unified search engine and integration of the Meetings, Web, and Code Hosting platforms. From the Meetings platform, agendas and minutes will be automatically uploaded to the website and ordinances can be sent to Municode for codification with permanent links created within the code for the ordinances and the specific meeting from which the legislation was adopted if the city is enrolled in our OrdBank feature. Transitioning your Code to Municode is a simple and affordable process! Municode will convert the current WORD/Folio version of your Code to our database for publication, post the republished code in our online library, and provide printed copies and electronic downloads in WORD, PDF and/or FOLIO format. To start the republication process, simply make your selections on pages 2-4 of this proposal and fill in and sign the signature page on page 12. If you have any questions, please let us know. In addition to email Kimball can be reached at 801-458-0282. Thank you for the opportunity to submit this proposal. Sincerely, 09001, Bob Geiger Vice President of Sales Phone: 850-692-7132 bgeiger(a)municode.com GovTech ' GovTech Top 100 Innovators municode 2016!10 annually since REPUBLICATION QUOTATION SHEET Logic: Give your municipality a fresh start. Clean up the pagination, reprint all pages and replace binders and tabs, if needed. Transition your Code to the most advanced suite of web/mobile services available in the nation: MunicodeNEXT. Conversion and Republication No charge' * Conversion of Code to Municode database * Removal of supplement numbers * Updating of preliminary pages (title page, officials' page, and preface) * New page numbers * Creation of a consistent style * Incorporation of Graphics2 &tabular3 matter * 3 printed copies of the new Code with divider tabs * Inclusion of adopted legislation, per page added or amended $184 * Current Code can be posted online as a PDF during conversion & republication project Binder Options: 0©post expandable binder, $705 each, with stamping qty 1 $ 70 ❑ 3-ring vinyl binders, $20 each, stamping not available qty $ 0 Additional Tabs, $35 per set qty 1 $ 35 Binder Color: ❑ Semi-Bright Black ❑X Dark Blue ❑ Green ❑ Burgundy Binder Stamping Color: ❑x Gold ❑ Silver We will provide you with a Style Checklist and work with you to determine the desired font and format of the republished Code ' Provided Municode can rely upon the version of the Code furnished and it is in an editable, electronic format. Conversion will take approximately 12 to 16 weeks upon receipt of all required materials. 2 Includes printing all copies.Additional fees may apply if graphics are printed color. 3 Tabular matter is defined as tables, algebraic formulas, or other materials that require special programs or extra editorial time to modify and prepare for inclusion in an update. 4 Legislation added to the project must be approved and received prior to the established cutoff date. Following the delivery of the final code draft for client proofing, any extensive changes requested in the Code content, and/or any material added to the Code that was not previously contemplated, will be subject to an additional Proof Update fee. Proofs not returned within 45 days may be subject to a proof update fee, if applicable. 5 Price does not include shipping costs. 2 SUPPLEMENTATION QUOTATION SHEET Supplement Service Base Page Rate6 Page Format Base Page Rate Single Column $18 per page Base page rate above includes: * Acknowledgement of material * Data conversion, as necessary * Editorial work * Proofreading * Updating the index (if elected) * Schedule as selected by you' * Updating electronic versions$and online code * Printing 3 copies Base page rate above excludes: * Freight Actual * State sales tax If applicable * Images, Graphics9 &tabular10 matter, each $10 �t MyMunicode or online code Selections on page 4 Electronic media options for Code of Ordinances (sent via download)" ❑ Folio Bound Views $295 initially then $100 per update ❑ WORD (DOCX) $150 initially then $75 per update ❑x Adobe PDF of the code $150 initially then $75 per update ❑ Adobe PDF of each supplement $150 initially then $75 per update Invoices for Supplements and Additional Services will be submitted upon shipment of project(s). 6 All prices quoted in this section may be increased annually in accordance with the Consumer Price Index(CPI)for all Urban Consumers. Schedule for supplements can be weekly, bi-weekly, monthly, bi-monthly, quarterly,tri-annual,semi-annual, annual or upon authorization. Electronic updates can occur more frequently than printed supplements. 8 We do not charge a per page rate for updating the internet; however, a handling fee is charged for PDF, Word, Folio or additional electronic media items ordered. s Includes printing of all copies. 10 Tabular matter is defined as tables, algebraic formula, or other materials that require special programs or extra editorial time to modify and prepare for inclusion in an update. 11 "delivery" is defined as making updated electronic data available to you via download or FTP. Fee applies whenever content is delivered as PDF, Folio or Word, via one of the aforementioned mediums. 3 ONLINE CODE HOSTING QUOTATION SHEET (MunicodeNEXT) Online features can be purchased on an a la carte basis, or through our MyMunicode bundle for the best value. Please visit our online library of over 3,700 codes on MunicodeNEXT here. Please check the appropriate box (es)to indicate your selection: STANDARD ONLINE CODE HOSTING x❑ Online Code =MunicodeNEXT, annually Fee waived for first year of online service! $450 Mobile friendly site. Full functionality and optimal screen resolution on all devices. In-line images& scrolling tables&charts. Narrow, Pinpoint&Advanced (including Boolean)Searching. Previous and Hit buttons, Persistent breadcrumb trail. Print or Save as formatted WORD(DOCX). Google Translate supports over 90 languages. Social Media/Email. Share links to sections via email, Facebook,Twitter, etc. OPTIONAL SERVICES ❑ CodeBank annually N/A $150 Permanent online collection of previous versions of the code. ❑ OrdBank annually (or per ordinance) $600 Permanent online collection of ordinances with hyperlinks from history notes, supplement history table, ($35) and code comparative table to ordinances.Applies to amendatory(included)ordinances only. ❑ OrdBank+ OrdLink annually (or per ordinance) $700 Provides hyperlinks from newly adopted amendatory legislation to sections of the code that will be amended. ($60) ❑ CodeBank Compare + eNotify12 annually $250 Compare any two versions of your online code(starting with the first Municode supplement). Notify provides readers email updates each time the code is updated. ❑ MuniPRO Service annually $295 Search over 3,700 online codes/ordinances.Attach notes to codes and drafts of new legislation. ❑ Custom Banner one-time fee We may add this. Waiting on Webmaster to Consult $250 Customize MunicodeNEXT to match the look of your website. ❑ MuniDocs13 annually, upgraded self-loading capabilities—first 3 months of service no charge! $35014 Host any other municipal documents in a fully searchable format, including Minutes,Agendas, Resolutions, Budgets and more for self-loading to the MuniDocs platform! My Municode - Value Pricing! ❑ MyMunicode annually Fee waived for the first year of online service! $1,19515 Includes MunicodeNEXT (Online Code), OrdBank, CodeBank, CodeBank Compare + N/A eNotify, MuniPRO, and Custom Banner RECOMMENDED ADDITIONAL SERVICE (See pages 10&11 to review all additional services available) ❑ MunicodeMEETINGS Agenda Management Software, annually Quote Upon Request Cloud-based agenda meeting management system. Streamlines and automates agenda process. Increases agenda process visibility, easy agenda updates, approval workflow, live council voting& roll call, email notifications, a unified document search and automated approval routing. Subscribed 12 Enrollment in CodeBank is required in order to receive the CodeBank Compare/eNotify technology. "Your MuniDocs files can also serve as storage for archived ordinances within the MuniDocs platform. Unlike our online OrdBank feature, these self-loaded archived ordinances will not be linked to the legislation within the online Code.All ordinances for codification and all ordinances for linking via our OrdBank feature can be emailed to us at ords6dounicode.com. 14 Includes up to 25 GB storage. Quotation for additional storage is available upon request. 15 Total value if each item were to be purchased a la carte would be approximately$1,745 per year with participation in our OrdBank service. 4 SIGNATURE PAGE This proposal shall be valid for a period of ninety (90) days from the date appearing below unless signed and authorized by Municode and the City of Meridian, Idaho. Term of Agreement. This Agreement shall begin upon execution of this Agreement and continue for a period of three years. Thereafter, the supplement service shall be automatically renewed from year to year provided that either party may cancel or change this agreement with sixty (60)days written notice. Submitted by: MUNICIPAL CODE CORPORATION Municode Officer: S UV-- Title: Steffanie W. Rasmussen, Vice President of Client Services Date: May 29, 2020 Accepted by: CITY OF MERIDIAN, IDAHO Signature: Printed Name: Chris Johnson Title: City Clerk Date: September 11, 2020 WvTech 00 GovTech Top 100 2016!1 annually since