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03/20/2013 AgreementAMY HEA VILIN CLERK OF THE CIRCUIT COURT DATE: April 11, 2013 TO: Michelle Grillo, Grants Analyst Office of Management & Budget FROM: Pamela G. Hanc ck, . C. At the March 20, 2013, Board of County Commissioner's meeting the Board granted approval and authorized execution of Item C19 a one year Contract with eCivis Grants Network to assist Monroe County with grants research. Attached is the electronic version of the above - mentioned for your handling. Should you have any questions, please feel free to contact my office. cc: County Attorney via e -mail Finance via e-mail File Page 1 of 7 •�.'I'\ eCIVIS pool Your tools lor grants success." ECIVIS MASTER SUBSCRIPTION AND SERVICE AGREEMENT Date 2/27/2013 Contract No. 6003 This Agreement is made by and between: eCivis, Inc.,a Delaware corporation("eCivis") and County of Monroe,FL("Customer") 418 N. Fair Oaks Ave.#301 1100 Simonton Street Pasadena, CA 91103 Key West, FL 33040 Fax: (626)628-3232 Phone:(305)292-4444 Sales Contact: Principal Contact and Master Access Holder: Stephanie Rodriguez Lisa Tennison,Grants Administrator This Agreement,and the Exhibits attached hereto, set forth the business relationship between the parties and the terms and conditions under which the following products are licensed and services are provided to Customer,and supersedes all previous agreements between eCivis and Customer. Please initial all pages of the terms and conditions of this contract. eCivis Products Description Units Avg Unit Price Total Price GN:Research-1 User License Federal,State(if available),8 Foundation 3 $3,000.00 $9,000.00 Product Sub-Total $9,000.00 Manager Discount ($950.00) Continuing Client Discount ($1,800.00) TOTAL PRICE $6.250.00 Subscription Period(s)and Payment Terms The Subscription Period of this Agreement will conclude 1/31/2014.Payment is due net 30 days from invoice date. Cycle 1: 2/01/2013 through 1/31/2014 for a price of$6,250 PRICE IS ONLY VALID IF AGREEMENT IS SIGNED ON OR BEFORE: April 22,2013. Renewal Terms—Additional extension of this agreement will occur as follows: This agreement will be eligible for renewal for extended periods through a mutually agreed upon purchasing vehicle executed before the expiration of the subscription period listed above. No guarantees are made as to rate, access, or included services within this agreement. Purchasing vehicles executed after the termination date of this agreement are subject to then-current retail rates for all services provided. Accepted By: Accepted By: County of Monroe, FL eCivis, Inc. z4 Y4.A.5ey; By: A_ (Authorized Signature) (Authorized Signature) Name: George R. Neugent Nam : James Ha (type or print) (type or print) Title: Mayor/Chairman T e: CEO Date: March 20, 2013 Date: 4/8/2013 O Send invoice to(if different than address above): Ls; of — d[O p COUNTY •R EY ,(4(SEAL) n MY H ILAN,CLE �0,�///��D AS /e D C. �, —PED O t� ' ; A T CO NTY ATTORNEY N Date 6003_130110160803 Page 2 of 7 eCivis Master Subscription and Service Agreement THIS MASTER SUBSCRIPTION AND SERVICE AGREEMENT ( "AGREEMENT') GOVERNS YOUR ACQUISITION AND USE OF ALL OUR SERVICES. BY ACCEPTING THIS AGREEMENT, EITHER BY CLICKING A BOX INDICATING YOUR ACCEPTANCE OR BY EXECUTING THIS AGREEMENT, YOU AGREE TO THE TERMS OF THIS AGREEMENT. IF YOU ARE ENTERING INTO THIS AGREEMENT ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, YOU REPRESENT THAT YOU HAVE THE AUTHORITY TO BIND SUCH ENTITY AND ITS AFFILIATES TO THESE TERMS AND CONDITIONS, IN WHICH CASE THE TERMS 'YOU" OR "YOUR" SHALL REFER TO SUCH ENTITY AND ITS AFFILIATES. IF YOU DO NOT HAVE SUCH AUTHORITY, OR IF YOU DO NOT AGREE WITH THESE TERMS AND CONDITIONS, YOU MUST NOT ACCEPT THIS AGREEMENT AND MAY NOT USE THE SERVICES. You may not access the Services if You are Our direct competitor, except with Our prior written consent. In addition, You may not access the Services for purposes of monitoring their availability, performance or functionality, or for any other benchmarking or competitive purposes. This Agreement was last updated on January 1, 2012. It is effective between You and Us as of the date of You accepting this Agreement. Table of Contents 1. Definitions 2. Purchased Services 3. Use of the Services 4. Professional Services, Cooperation: Delays 5. Fees and Payment for Purchased Services 6. Proprietary Rights 7. Confidentiality 8. Warranties and Disclaimers 9. Limitation of Liability 10. Term and Termination 11. Governing Law and Jurisdiction 12. General Provisions 13. Mutual Indemnification 1. DEFINITIONS "Affiliate" means any entity which directly or indirectly controls, is controlled by, or is under common control with the subject entity. "Control," for purposes of this definition, means direct or indirect ownership or control of more than 50% of the voting interests of the subject entity. "Malicious Code" means viruses, worms, time bombs, Trojan horses and other harmful or malicious code, files, scripts, agents or programs. "Professional Services" means work performed by Us for You by Our professional services division under this Agreement or any relevant Purchase Order. Such work may include, but not limited to, Grant Writing, Peer Review, Technical Assistance and/or Training services. "Purchased Services" means Services that You or Your Affiliates purchase under this Agreement for Grants NetworkTM, Professional Services or Nonprofit One- StopTM. "Services" means the products and services that are ordered by You and made available by Us online via the customer login link at http: /twww.ecivis.com and/or other web pages designated by Us. 'Users" means individuals who are authorized by You to use the Services, and who have been supplied user identifications and passwords by You (or by Us at Your request). Users are limited to Your employees. Non - employees such as Consultants, contractors and agents, and third parties with which You transact business may not be granted access. © 6003_130110160803 Page 3 of 7 "We; "Us" or "Our" means eCivis, a Delaware corporation described in Section 13 (Who You Are Contracting With, Notices, Governing Law and Jurisdiction). 'You" or "Your' means the company or other legal entity for which you are accepting this Agreement, and Affiliates of that company or entity. "Your Data" means all electronic data or information submitted by You to the Purchased Services. 2. PURCHASED SERVICES 2.1. Provision of Purchased Services. We shall make the Purchased Services available to You pursuant to this Agreement and any relevant Purchase Order during a subscription tern. You agree that Your purchases hereunder are neither contingent on the delivery of any future functionality or features nor dependent on any oral or written pudic comments made by Us regarding future functionality or features. 2.2. User Subscriptions. Unless otherwise specified in writing, (1) Services are purchased as User subscriptions and may be accessed by no more than the specified number of Users, (ii) additional User subscriptions may be added during the applicable subscription term at the some pricing as that for the pre- existing subscriptions thereunder, prorated for the remainder of the subscription term in effed at the time the additional User subscriptions are added, and (iii) the added User subscriptions shall terminate on the same date as the pre- existing subscriptions. User subscriptions are for designated Users only and cannot be shared or used by more than one User but may be reassigned to new Users replacing former Users who no longer require ongoing use of the Services. 3. USE OF THE SERVICES 3.1. Our Responsibilities. We shall: (i) provide Our basic support for the Purchased Services to You at no additional charge, and/or upgraded support if purchased separately, (ii) use commercially reasonable efforts to make the Purchased Services available 24 hours a day, 7 days a week, except for: (a) planned downtime (of which We shall give at least 8 hours notice via the Purchased Services and which We shall schedule to the extent practicable during the weekend hours from 6:00 p.m. Friday to 3:00 a.m. Monday Pacific Time), or (b) any unavailability caused by circumstances beyond Our reasonable control, including without limitation, ads of God, ads of government, floods, fires, earthquakes, civil unrest, ads of terror, strikes or other labor problems (other than those involving Our employees), Internet service provider failures or delays, or denial of service attacks, and (iii) provide the Purchased Services only in accordance with applicable laws and government regulations. 3.2. Our Protection of Your Data. We shall maintain appropriate administrable, physical, and technical safeguards for protection of the security, confidentiality and integrity of Your Data. We shall not (a) modify Your Data, (b) disclose Your Data except as compelled by law in accordance with Section 7.3 (Compelled Disclosure) or as expressly permitted in writing by You, or (c) access Your Data except to provide the Services and prevent or address service or technical problems, or at Your request in connection with customer support matters. 3.3. Your Responsibilities. You shall (1) be responsible for Users' compliance with this Agreement, (ii) be responsible for the accuracy, quality and legality of Your Data and of the means by which You acquired Your Data, (iii) use commercially reasonable efforts to prevent unauthor¢ed access to or use of the Services, and notify Us promptly of any such unauthorized access or use, and (N) use the Services only in accordance with the user guide and applicable laws and government regulations. You shall not (a) make the Services available to anyone other than Users, (b) sell, reseti, rent or lease the Services, (c) use the Services to store or transmit infringing, libel", or otherwise unlawful or tortious material, or to store or transmit material in violation of third -party privacy rights, (d) use the Services to store or transmit Malicious Code, (e) interfere with or disrupt the integrity or performance of the Services or third -party data contained therein, or (f) attempt to gain unauthorized access to the Services or their related systems or networks. 3.4. Usage Limitations. Services may be subject to other limitations, such as, for example, limits on the number of grants that can be managed in Our Grants NetworkTM Tracking 3 Reporting product, on the number of grant applications, peer reviews and /or trainings provided by Us. Any such limitations are specified in the signature page of this Agreement. 4. PROFESSIONAL SERVICES, COOPERATION: DELAYS 4.1. Should this Agreement include Professional Services as part of its User Subscriptions and each party agrees to cooperate reasonably and in good faith with the other in the performance of such Professional Services and acknowledges that delays may otherwise result. You agree to provide, or provide access to, the following as needed, and when applicable, for services that require Us to be at Your location: office workspace, telephone and other facilities, suitably configured computer equipment with Internet access, complete and accurate information and data from Your employees and agents, continuous administrative access to its ecivis.com account, coordination of onsite, online and telephonic meetings, and other resources as reasonably necessary for satisfactory and timely performance of the Professional Services. 4.2. Each party agrees its respective employees and agents will reasonably and in good faith cooperate with each other in a professional and courteous manner in the performance of their duties under this Agreement to complete such Professional Services. /� ✓"� 6003_130110160803 Page 4 of 7 4.3. It is understand by You that delays in providing material or information resulting in missed grant application deadlines does not constitute non delivery of grant writing services by Us. We shall provide a reasonable timeline to ensure the delivery of Our Professional Services. 5. FEES AND PAYMENT FOR PURCHASED SERVICES 5.1. Fees. You shall pay all fees specified under this Agreement. Except as otherwise specified herein, (1) fees are based on services purchased and not actual usage for Purchased Services, (ti) payment obligations are non-cancelable and fees paid are non - refundable and will not result in any refund or credit and (iii) the number of User subscriptions purchased cannot be decreased during the relevant subscription tern. 5.2. Invoicing and Payment. You shall pay upon receipt of invoice according to the Florida Local Government Prompt Paument Act. 5.3. Taxes. Unless otherwise stated, Our fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including but not limited to value - added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction (collectively, "Taxes "). You are responsible for paying all Taxes associated with Your purchases hereunder. If We have the legal obligation to pay or oollect Taxes for which You are responsible under this paragraph, the appropriate amount shall be invoiced to and paid by You, unless You provide Us with a valid tax exemption certificate authorized by the appropriate taxing authority. For clarity, We are solely responsible for taxes assessable against it based on Our income, property and employees. 6. PROPRIETARY RIGHTS 6.1. Reservation of Rights in Services. Subject to the limited rights expressly granted hereunder, We reserve all rights, titre and interest in and to the Services, including all related intellectual property rights. No rights are granted to You hereunder other than as expressly set forth herein. 6.2. Restrictions. You shall not (i) permit any third party to access the Services except as permitted herein or in an Order Form, (ii) create derivate works based on the Services except as authorized herein, (iii) copy, frame or mirror any part or content of the Services, other than copying or framing on Your own intranets or otherwise for Your own internal business purposes, (iv) reverse engineer the Services, or (v) access the Services In order to (a) build a competitive product or service, or (b) copy any features, functions or graphics of the Services. 6.3. Your Applications and Code. If You, a third party acting on Your behalf, or a User creates applications or program code using the Services, You authorize Us to host, copy, transmit, display and adapt such applications and program code, solely as necessary for Us to provide the Services in accordance with this Agreement. Subject to the above, We acquire no right, title or interest from You or Your licensors under this Agreement in or to such applications or program code, including any intellectual property rights therein. 6.4. Your Data. Subject to the limited rights granted by You hereunder, We acquire no right, title or interest from You or Your licensors under this Agreement in or to Your Data, including any intellectual property rights therein. 6.5. Suggestions. We shall have a royalty -free, worldwide, irrevocable, perpetual license to use and incorporate into the Services any suggestions, enhancement requests, recommendations or other feedback provided by You, including Users, relating to the operation of the Services. 7. CONFIDENTIALITY 7.1. Definition of Confidential Information. As used herein, "Confidential Information" means all confidential information disclosed by a party ( "Disclosing Party") to the other party ( "Receiving Party"), whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Your Confidential Information shall include Your Data; Our Confidential Information shall include the Services; and Confidential Information of each party shall include the terms and conditions /d 6003_130110160603 Page 5 of 7 of this Agreement, as well as business and marketing plans, technology and technical information, product plans and designs, and business processes disclosed by such party. However, Confidential Information (other than Your Data) shall not include any information that (1) is or becomes generally known to the public without breach of any obligation owed to the Disclosing Party, (ii) was known to the Receiving Party prior to its disclosure by the Disclosing Party without breach of any obligation owed to the Disclosing Party, (iii) is received from a third party without breach of any obligation owed to the Disclosing Party, or (iv) was independently developed by the Receiving Party. 7.2. Protection of Confidential Information. The Receiving Party shall use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) (i) not to use any Confidential Information of the Disclosing Party for any purpose outside the scope of this Agreement, and (ii) except as otherwise authorized by the Disclosing Party in writing, to limit access to Confidential Information of the Disclosing Party to those of its and its Affiliates' employees, contractors and agents who need such access for purposes consistent with this Agreement and who have signed oonfidentiality agreements with the Receiving Party containing protections no less stringent then those herein. Neither party shall disclose the terms of this Agreement other than its Affiliates and their legal counsel and accountants without the other party's prior written consent. 7.3. Compelled Disclosure. The Receiving Party may disclose Confidential Information of the Disclosing Party if it is compelled by law to do so, provided the Receiving Party gives the Disclosing Party prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the Disclosing Party's cost, if the Disclosing Party wishes to contest the disclosure. If the Receiving Party is compelled by law to disclose the Disclosing Party's Confidential Information as part of a civil proceeding to which the Disclosing Party is a party, and the Disclosing Party Is not contesting the disclosure, the Disclosing Party will reimburse the Receiving Party for its reasonable cost of compiling and providing secure access to such Confidential Information. 7.4 Florida Statutes Chapter 119. The provision of this section (7) do not apply to documents, papers letters or other materials subject to the Florida Public Records Act, Florida Statutes Chapter 119. 8. WARRANTIES AND DISCLAIMERS 8.1. Our Warranties. We warrant that (1) We have validly entered into this Agreement and have the legal power to do so, (ii) the Services shall perform materially in accordance with this Agreement, (iii) We will not transmit Malicious Code to You, provided it is not a breach of this subpart (iv) if You or a User uploads a file containing Malicious Code into the Services and later downloads that file containing Malicious Code. For any breach of a warranty above, Your exclusive remedy shall be as provided in Section 10.3 (Termination for Cause) below. 8.2. Your Warranties. You warrant that You have validly entered into this Agreement and have the legal power to do so. 8.3. Disclaimer. EXCEPT AS EXPRESSLY PROVIDED HEREIN, NEITHER PARTY MAKES ANY WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND EACH PARTY SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. 9. LIMITATION OF LIABILITY 9.1. Limitation of Liability. NEITHER PARTY'S LIABILITY WITH RESPECT TO ANY SINGLE INCIDENT ARISING OUT OF OR RELATED TO THIS AGREEMENT (WHETHER IN CONTRACT OR TORT OR UNDER ANY OTHER THEORY OF LIABILITY) SHALL EXCEED THE LESSER OF $500,000 OR THE AMOUNT PAID BY YOU HEREUNDER IN THE 12 MONTHS PRECEDING THE INCIDENT, PROVIDED THAT IN NO EVENT SHALL EITHER PARTY S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT (WHETHER IN CONTRACT OR TORT OR UNDER ANY OTHER THEORY OF LIABILITY) EXCEED THE TOTAL AMOUNT PAID BY YOU HEREUNDER. THE FOREGOING SHALL NOT LIMIT YOUR PAYMENT OBLIGATIONS UNDER SECTION 5 (FEES AND PAYMENT FOR PURCHASED SERVICES). YOUR LIABILITY IS GOVERNED BY SECTION 768.28 FLORIDA STATUTES. NOTHING CONTAINED IN THIS SECTION SHALL BE CONSTRUED TO BE A WAIVER BY EITHER PARTY OF ANY PROTECTIONS UNDER SOVEREIGN IMMUNITY, SECTION 768.28 FLORIDA STATUTES, OR ANY OTHER SIMILAR PROVISION OF LAW. 9.2. Exclusion of Consequential and Related Damages. IN NO EVENT SHALL EITHER PARTY HAVE ANY LIABILITY TO THE OTHER PARTY FOR ANY LOST PROFITS OR REVENUES OR FOR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, COVER OR PUNITIVE DAMAGES HOWEVER CAUSED, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY OF LIABILITY, AND WHETHER OR NOT THE PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE FOREGOING DISCLAIMER SHALL NOT APPLY TO THE EXTENT PROHIBITED BY APPLICABLE LAW. 10. TERM AND TERMINATION 10.1. Tenn of Agreement. This Agreement commences on the date You accept it and continues until all User subscriptions granted in accordance with this Agreement have expired or been terminated. n 6003_130110160803 Page 6 of 7 10.2. Tenn of Purchased User Subscriptions. User subscriptions purchased by You commence on the start date specified under this Agreement and continue for the subscription term specified herein. 10.3. Termination for Cause. A party may terminate this Agreement for cause: (I) upon 30 days written notice to the other party of a material breach if such breach remains uncured at the expiration of such period, or (ii) if the other party becomes the subject of a petition in bankruptcy or any other proceeding relating to insolvency, receivership, liquidation or assignment for the benefit of creditors. 10.4. Return of Your Data. Upon request by You made within 30 days after the effective date of termination of a Purchased Services subscription, We will make available to You for download a file of Your Data in comma separated value (.csv) format along with attachments in their native format. After such 30-day period, We shall have no obligation to maintain or provide any of Your Data and shall thereafter, unless legally prohibited, delete all of Your Data in Our systems or otherwise in Our possession or under Our control. 10.5. Surviving Provisions. Section 5 (Fees and Payment for Purchased Services), 6 (Proprietary Rights), 7 (Confidentiality), 8.3 (Disclaimer), 9 (Limitation of Liability), 10.4 (Return of Your Data), 11 (Governing Law and Jurisdiction), 12 (General Provisions) and 13 (Mutual Indemnification) shall survive any termination or expiration of this Agreement. 11. GOVERNING LAW AND JURISDICTION 11.1. Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Florida as it applies to a contract made and performed in such state. The venue shall lie in Monroe County, Florida. This Agreement is not subject to arbitration. 12. GENERAL PROVISIONS 12.1. Anti- Corruption. You have not received or been offered any Illegal or improper bribe, kickback, payment, gift, or thing of value from any of Our employees or agents in connection with this Agreement. Reasonable gifts and entertainment provided in the ordinary course of business do not violate the above restriction. If You learn of any violation of the above restriction, You will use reasonable efforts to promptly notify Our Legal Department (legal@edvis.com). 12.2. Relationship of the Parties. The parties are independent contractors. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or employment relationship between the parties. 12.3. No Third -Party Beneficiaries. There are no third -party beneficiaries to this Agreement. 12.4. Waiver. No failure or delay by either party in exercising any right under this Agreement shall constitute a waiver of that right. 12.5. Severability. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision shall be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement shall remain in effect. 12.6. Attorney Fees. If any action, suit, arbitration, litigation or other proceeding is instituted to remedy, prevent or obtain relief from a default in the performance by any party to this Agreement of its obligations under this Agreement, the prevailing party shall recover all of such party's reasonable attorneys fees incurred in each and every such action, suit, arbitration or other proceeding, including any and all appeals or petitions. 12.7. Assignment. Neither party may assign any of its rights or obligations hereunder, whether by operation of law or otherwise, without the prior written consent of the other party (not to be unreasonably withheld). Notwithstanding the foregoing, either party may assign this Agreement in its entirety (including all Order Forms), without consent of the other party, to its Affiliate or in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets not involving a direct competitor of the other party. A party's sole remedy for any purported assignment by the other party in breach of this paragraph shall be, at the non- assigning party's election, termination of this Agreement upon written notice to the assigning party. In the event of such a termination, We shall refund to You any prepaid fees covering the remainder of the term of all subscriptions after the effective date of termination. Subject to the foregoing, this Agreement shall bind and inure to the benefit of the parties, their respective successors and permitted assigns. 12.8. Entire Agreement. This Agreement, including all exhibits and addenda hereto constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement shall be effective unless in writing and either signed or accepted electronically by the party against whom the modification, amendment or waiver is to be asserted. 11 41, 6003_130110160803 Page 7 of 7 13. MUTUAL INDEMNIFICATION 13.1. Indemnification by Us. We shall defend You against any claim, demand, suit, or proceeding made or brought against You by a third party alleging that the use of the Services as permitted hereunder infringes or misappropriates the intellectual property rights of a third party (a "Claim Against You'), and shall indemnify You for any damages, attorney fees and costs finally awarded against You as a result of, and for amounts paid by You under a court- approved settlement of, a Claim Against You; provided that You (a) promptly give Us written notice of the Claim Against You; (b) give Us sole control of the defense and settlement of the Claim Against You (provided that We may not settle any Claim Against You unless the settlement unconditionally releases You of all liability); and (c) provide to Us all reasonable assistance, at Our expense. In the event of a Claim Against You, or if We reasonably believe the Services may infringe or misappropriate, We may in Our discretion and at no cast to You (i) modity the Services so that they no longer Infringe or misappropriate, without breaching Our warranties under "Our Warranties" above, (N) obtain a license for Your continued use of the Services in accordance with this Agreement, or (Iii) terminate Your User subscriptions for such Services upon 30 days' written notice and refund to You any prepaid fees covering the remainder of the term of such User subscriptions after the effective date of termination. 13.2. Defense of Claims. Both. parties agree to reasonably cooperate in the defense of claims or actions by third parties against the other as a result of this Agreement. [Remainder of page intentionally left blank, signature page is on the cover page to this Agreement] P��l 6003.130110160803