07/15/2015 AgreementAMY REAVILIN, CPA
CLERK OF CIRCUIT COURT &COMPTROLLER
MONROE COUNTY, FLORIDA
DATE: September 11, 2015
TO: Bob Shillinger,
County Attorney
ATTN: Kathy Peters
FROM. • Cheryl Robertson Executive Aide to the Clerk of Court & Comptroller C;! i
At the July 15, 2015, Board of County Commissioner's meeting the Board granted approval and
authorized execution of Item S 11 Ratification of contract with Accela for software, system
configuration, implementation and training to develop, implement and maintain an electronic, fully
integrated BOCC meeting agenda process.
Enclosed is a copy of the above - mentioned for your handling. Should you have any questions, please
feel free to contact my office.
cc: County Attorney
Finance (electronic copy)
File ,,
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305- 295 -3130 Fax: 305 - 295 -3663
3117 Overseas Highway, Marathon, FL 33050 Phone: 305 -289 -6027 Fax: 305- 289 -6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852 -7145 Fax: 305- 852 -7146
.Accela
Legislative Management
Government Meeting Management
Software
Monroe County, FL
Submitted By:
Kevin Strauss
Business ueveloprnent Executive
aooela
100 comas sweet
Ronkonkoma, NY 11779
(631)389-3691
6/25/2015
Accela
Accela - Legislative Management - Terms, Conditions and Pricing for
Monroe County, FL
1. IMPORTANT NOTICE TO USER: Accela, Inc. ("Accela) owns all intellectual property in the software
products Agendas & Minutes, Civic Streaming, Digital Boardroom, Boards & Commissions and Civic Voice
(collectively 'Software'). Customer shall not modify, adapt, translate, rent, lesee or otherwise attempt to discover
the Software source code. This Agreement will be governed by the laws in force In the State of Florida.
L Softwom Lk . The Software subscription services and the accompanying flies, software updates, lists and
documentation are licensed, not sold, to you. You may install and Use a copy of the Software on your compatible
computer for the purpose of connecting to the hosted service provided by Accela as long as you are a current
subscr ben and maintain your monthly or annual continued services for the applicable licenses. Except as expressly
set forth herein, Accela disclaims any and all express and implied warranties, including but not limited to
warranties of merchantability and fitness for a particular purpose.
3. Continued Services
3.1 Updates and Renewals. N the Software Is an Update to a previous version of the Software, you must possess a
valid license to the previous version in order to use the Update. Corrections of substantial defects M the Software
so tint the Software will operate as purported will be rectified by Accela. Customer ag, to Install all updates,
including any its, for the Software in accordance with the Inductions provided by Axxaele.
3.2 HosdM. Accela agrees to maintain Customer data in a Tier2 datat enter and is committed to providing 99.9%
uptime and availability. Accela will perform nightly backups of your hosted data to an alternate physical location.
3.3 Ownership of Data. All hosted data belongs to the Customer. At the request of the customer Accela will
provide a backup of all database information and flies through a downloadable backup or DVD. Accela agrees to
provide title service without charge at least once per year.
4. Payment Terms aft Fees
4.1 Term and Termination. Subscription terms are twelve (12) calendar months in duration. The initial Term of this
Agreement is effective as of the date of the Customer's signature ('Effective Date? and will continue for 12
months. At the end of the initial 12 month term, Customers subscription will renew for an additional term unless
terminated as provided herein. Accela reserves the night to increase the annual fees by 5% on the anniversary
date of each annual renewal term. This agreement can be terminated at any time with 30 days prior written
notice.
4.2 Payment Terms. Subscription Services of $1,920 par month billing Will eolnnum" on 9/1/2015. Each
subsequent payment will occur on the i't of each month. Payment Terms are NET 30 Days from the Invoice date.
4.3 On-Ske Support and ExpenseL Should on -site support requiring travel by Accela staff be requested by
Customer, Accela will provide on -site assistance at Aeoela's ttfern- current time- and - materials rates. In addition to
these charges, Customer wilt compensate Accela for associated airfare, lodging, rental transportation, meals, and
other incidental expenses as such expenses accrue and will be billed at cost and Invoiced separately.
4.4 Hardware. Hardware, 9 any, Is provided at no additional cost. Accele does not warrant any hardware. Should
Accela furnish encoder hardware as part of the Civic Sireaming (fka MedlaTraq) video sbeaming service, hardware
war army Is through awn ufacturer repair or replacement only. Any hardware Issues requiring new equipment not
covered by the warranty will be billed to the client at cost. Any upgrades, additional encoders, etc. will be billed to
client Any hardware furnished to client as part of Aooda'a services is to be returned to Accela upon termination of
associated services.
L Umitallon of LlabiNty. Accela will, at all times during the Agreement, maintain appropriate Insurance
coverage. To the extent not offset by Its insurance coverage and to the maximum extent permitted by applicable
laws, in no event will Accele's cumulative liability for any general, knddental, special, compensatory, or punlUve
damages whatsoever suffered by Customer or any other person or entity exceed the fees pail to Accela by
Customer during the twelve (12) calendar months immediately preceding the circumstances which give rise to such
clam(s) of liability, even If Accela or Its agents have been advised of the possibility of such damages.
M Acceta �� ".
a OPOWN a.cttrerric'aynlerrb Services can be w pald through credit Card. By subm" your
credit card Information here you agree bo allow Aoxls bo barge your monthly SaaS fee In aaoordanoe with our
regular payment berms.
�yue Card # Naine on Card
Billing Address (StreAt, City, State, Zip)
7. P Ick 9teuCbae:
rrpires
SecuntyCode
Description
Moom Seas Anelime
Agendas & Minutes - UnUmAnd
;360 / mp
CWk Sbmwn q - Unlimited
$720 / mo
Digital Boardroom - Unlimited
$720 / mo
System Configuration, Implementation & Training
waWed/Induded
Multiple Module Dbcount*
-$460 / mo
Total — Monthly Sams
;1,920/ mo
*The 20% dbcount vWll be applied to the nwna ft took K the agi mme - is signed and sent back to
Accele 'k On a 6/30 /2015
Monroe County, FL
Acceb, Inc.
Sheryl Graham, Director
PrltitedNeme we Social Services for:
ROMAN GASTESI, County Administrator
8wimcnmect Katherine Peters, C
Daryl Blowes. GM / SVP
PrinW Name, We
ma rie Ad ituL . County Attorney's Office, 1111 12th Street, Suite #408, Key West FL
33040
MDWOF CO'J' ' %IT Rwy
Appft !�