Item S11BOARD OF COUNTY COMMISSIONERS * REVISED
AGENDA ITEM SUMMARY
Meeting Date: July 15, 2015 Department: County Attorney
Bulk Item: Yes x No Staff Contact: Bob Shillinger 305-292-3470
AGENDA ITEM WORDING: 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; AND approval of an Amendment to the contract
requiring 60-day notification to the County of any price increase.
ITEM BACKGROUND: The current process used by the County for review, submission and
preparation of our agenda items, agenda, minutes and processing of agenda items following
BOCC approval is antiquated. While efforts were made ten years ago to go "paperless", the
current process is cumbersome and results in much duplication of effort. Other counties and
municipalities have successfully transitioned to electronic agenda programs, which eliminate the
physical routing of paper documents for review and approval by various departments.
County staff researched various companies which provide agenda and meeting software services
and consulted with other local governments in the state in an effort to find the product that best
suited the needs of Monroe County. Staff settled on Accela and executed an agreement that calls
for a monthly payment of $1,920. The agreement may be terminated for convenience with 30
days' notice. The contact is for software for three (3) modules: a) agendas & minutes; b) civic
streaming; and c) digital board room. System configuration, implementation, and training are
included in the monthly charge.
When fully operational, the entire agenda process will be handled electronically with agenda
items uploaded, reviewed and approved by staff (with built-in tracking), and automatically
uploaded to the agenda. The agenda will be generated electronically with links to all supporting
materials and integrated with the webcast of the meeting. The system can be configured to allow
for speakers to sign up electronically at a kiosk in the back of the meeting room (eliminating the
need for blue cards), to take and record votes electronically, and to generate minutes
instantaneously automatically assigning resolution and ordinance numbers. After a meeting,
anyone interested in an item will be- able to view the item, the supporting documentation, the
outcome, and the video of the discussion all from one page. Automation will preserve the
documentation of our entire BOCC meeting agenda process in one location and the data in the
system can also be used to generate various reports as needed. The package can be configured to
include agendas for other boards and committees as well.
PREVIOUS RELEVANT BOCC ACTION: None
CONTRACT/AGREEMENT CHANGES: Amendment requires a 60-day notification to the
County of any price increase.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $1,920 per month INDIRECT COST: n/a BUDGETED: Yes x No
DIFFERENTIAL OF LOCAL PEFERENCE: n/a
COST TO COUNTY: $1,920/mo. SOURCE OF FUNDS: ad valorem
REVENUE PRODUCING: Yes _ No x AMOUNT PER MONTH Year
APPROVED BY: County Atty x OMB/Purchasing Risk Management
DOCUMENTATION: Included x Not Required
DISPOSITION: AGENDA ITEM # S-11 REVISED
* Added approval of Amendment.
AMENDMENT
1. Parties ACCELA
Accela, Inc.
2633 Camino Ramon, Suite 500
San Ramon, California 94583
Attention: Contracts Administration
T: 925.659.3200
F: 925.407.2722
e-Mail: contractsadmin@accela.com
CUSTOMER
County of Monroe
1100 Simonton Street, Suite 205
Key West, Florida 33040
Attention: N/A
T: N/A
F: N/A
e-Mail: N/A
2. Effective Date Provided that Customer signs and returns this Amendment to Accela no later than July 17,
2015, this Amendment is effective as of the date of Customer's signature ("Effective Date").
3. Deliverables and Compensation The following is appended to the fourth sentence in Section 4.1 of the Accela
Legislative Management Agreement, dated June 25, 2015, between the Parties:
"The per -unit pricing during said additional term will be the same as the prior term's annual fees unless Accela
notifies Customer otherwise not less than sixty (60) calendar days prior to the end of said prior term. Any price
increase will be effective at the start of the renewal term. No such price increase will exceed five percent (5%)
of the prior term's annual pricing."
4. Terms and Conditions
4.1. Unless specifically amended, modified, or supplemented by this document, all terms and conditions of
prior written agreements between the parties shall remain unchanged and in full force and effect. The
parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase orders
issued by Customer.
4.2. If any particular provision of this document is determined to be invalid or unenforceable, that determination
shall not affect the other provisions which shall be construed in all respects as if the invalid or
unenforceable provision were omitted.
ACCELA CUSTOMER
By: By:
Signature Signature
Print Name Print Name
Its Its
Title Title
Dated: Dated:
Month, Day, Year Month, Day, Year
END OF DOCUMENT
Amendment Page 1 of 1
Legislative Management
M- EM, 1IT411
Monroe County, FL
Submitted By:
Kevin Strauss
Business Development Executive
Accela
100 Comac Street
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, lease or otherwise attempt: to discover
the Software source code. This Agreement will be governed by the laws in force In the State of Florida.
2. Software License. The Software subscription services and the accompanying files, 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
subscriber 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. If 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 In the Software
so that the Software will operate as purported will be rectified by Accela. Customer agrees to Install all updates,
Including any enhancements, for the Software in accordance with the instructions provided by Accela.
3.2 Hosting. Accela agrees to maintain Customer data in a Tier-2 datacenter 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 infornatlon and files through a downioadable backup or DVD. Accela agrees to
provide this service without charge at least once per year.
4. Payment Terms & Fees
4.1 Term and Termination. Subscription terms are twelve (12) calendar months In duration. The Initial Tern 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 tern, Customer's subscription willrenew for an additional term unless
terminated as provided herein. Accela reserves the right 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 per month billing will commence on 9/1/2015. Each
subsequent payment will occur on the 1't of each month. Payment Terms are NET 30 Days from the invoice date.
4.3 On -Site Support and Expenses. Should on -site support requiring travel by Accela staff be requested by
Customer, Accela will provide on -site assistance at Accela's then -current time -and -materials rates. In addition to
these charges, Customer will 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, if any, is provided at no additional cost. Accela does not warrant any hardware. Should
Accela furnish encoder hardware as part of the Civic Streaming (fka MediaTraq) video streaming service, hardware
warranty Is through manufacturer 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 Accela's services is to be returned to Accela upon termination of
associated services.
S. tlmftatlon of Liability. 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 Accela's cumulative liability for any general, Incidental, special, compensatory, or punitive
damages whatsoever suffered by Customer or any other person or entity exceed the fees paid to Accela by
Customer during the twelve (12) calendar months Immediately preceding the circumstances which give rise to such
claim(s) of liability, even if Accela or Its agents have been advised of the possibility of such damages.
MAcceta
G. Optional Electronic Payment: Services can be electronically paid through credit card. By submitting your
credit card Information here you agree to allow Accela to charge your monthly SaaS fee in accordance with our
regular payment terms.
_.-.._._.._T ..W....... ... ......._.._ � ..__.. _.___—.______...__ . .__ �_ __ ___. _-__._..._ _ __ ___ __ _,_.........__..�_.__..._
Type Card It Name on Card Upires
Address (Street, City, State,
Security Code
7. Pricing Structure:
Description
Agendas 6 Minutes - Unlimited
Monthly SaaS one Time
$960 / mo
Civic Streaming - Unlimited
$720 / mo
Digital Boardroom - Unlimited
$720 / mo
System Configuration, Implementation 6 Training
Waived/Included
Multiple Module Discount*
-$480 / mo_
_.........-..........-._
..............._.............._..._........ ............. ._.._._.... ,...... .............................. ............ _......_..._._.__......._....._........._.._........._......._..__.........._.....__....----............
Total — Monthly SaaS
.. _ _ _...........-...........---...-._......_._......_.._.........__
.... ..... _............_..... ... .....................
$1,920/ mo
...................._. ...................--------
*The 20% discount will be applied to the monthly. total, It the agreement Is signed and sent back to
Accela before 6/30/2015
Monroe County, FL
Accela, Inc.
r
Ar f/ ♦/�.
Sheryl Graham, Director
Printed Name, Title Social Services for:
ROMAN GASTESI, County Administrator
one:
8111InaC0atart: Katherine Peters, CP
Signature
Daryl Blowes, GM / SVP
Printed Name, Title
Date: 6/25/2015
allonaaddress: County Attorney's Office, 1111 12th Street, Suite #408, Key West, FL
33040
ZR
c�_T ._R, JR.
County of Monroe
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292-4441— Phone
(305) 292-4544 - Fax
MEMORANDUM
To: Amy Heavilin, Clerk of Courts
From: Roman Gastesi, County Administrator
Date: June 22, 2015
RE: Out of Office
BOARD OF COUNTY CQNMSSIONERS
Mayor Danny L. Kolhage, District 1
Mayor Pro Tern Heather Carruthers, District 3
George Neugent, District 2
David Rice, District 4
Sylvia I Murphy, District 5
I will be out of the office Monday, June 22, 2015 through Friday, June 26, 2015 on Vacation.
During my absence, Sheryl Graham, Director of Social Services, shall have full authority to act on
my behalf.
Roman Gastesi
Cc: County Commissioners and Aides
County Attorney
Division Directors
Payroll
Finance
BOARD OY C;OUINTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: July 15, 2015 Department: County Attorney
Bulk Item: Yes x No
Staff Contact: Bob Shillinger 305-292-3470
AGENDA ITEM WORDING: Ratification of contract with Accela for software, system
configuration, implementation and training to develop, implement and maintain apt electronic,
fully integrated BOCC meeting agenda process.
ITEM BACKGROUND: The current process used by the County for review, submission and
preparation of our agenda items, agenda, minutes and processing of agenda items following
BOCC approval is antiquated. While efforts were made ten years ago to go "paperless", the
current process is cumbersome and results in much duplication of effort. Other counties and
municipalities have successfully transitioned to electronic agenda programs, which eliminate the
physical routing of paper documents for review and approval by various departments.
County staff researched various companies which provide agenda and meeting software services
and consulted with other local governments in the state in an effort to find the product that best
suited the needs of Monroe County. Staff settled on Accela and executed an agreement that calls
for a monthly payment of $1,920. The agreement may be terminated for convenience with 30
days' notice. The contact is for software for three (3) modules: a) agendas & minutes; b) civic
streaming; and c) digital board room. System configuration, implementation, and training are
included in the monthly charge.
When fully operational, the entire agenda process will be handled electronically with agenda
items uploaded, reviewed and approved by staff (with built-in tracking), and automatically
uploaded to the agenda. The agenda will be generated electronically with links to all supporting
materials and integrated with the webcast of the meeting. The system can be configured to allow
for speakers to sign up electronically at a kiosk in the back of the meeting room (eliminating the
need for blue cards), to take and record votes electronically, and to generate minutes
instantaneously automatically assigning resolution and ordinance numbers. After a meeting,
anyone interested in an item will be able to view the item, the supporting documentation, the
outcome, and the video of the discussion all from one page. Automation will preserve the
documentation of our entire BOCC meeting agenda process in one location and the data in the
system can also be used to generate various reports as needed. The package can be configured to
include agendas for other boards and committees as well.
PREVIOUS RELEVANT BOCC ACTION: None
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $1,920 per month INDIRECT COST: n/a BUDGETED: Yes x No _
DIFFERENTIAL OF LOCAL PEFERENCE: n/a
COST TO COUNTY: $1,920/mo. SOURCE OF FUNDS: ad valorem
REVENUE PRODUCING: Yes il�
x AMOUNT PER MONTH YearAPPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included x Not Required
DISPOSITION: AGENDA ITEM #
Accela
Government Meeting Management
Software
Monroe County, FL
Submitted By:
Kevin Strauss
Business Development Executive
Accela
100 Comac Street
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, lease or otherwise attempt to discover
the Software source code. This Agreement will be governed by the laws in force in the State of Florida.
2. Software License. The Software subscription services and the accompanying files, 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
subscriber 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.
3.1 Updates and Renewals. If 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 In the Software
so that the Software will operate as purported will be rectified by Accela. Customer agrees to Install all updates,
Including any enhancements, for the Software In accordance with the instructions provided by Accela.
3.2 Hosting. Accela agrees to maintain Customer data In a Tler-2 datacenter 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 files through a downloadable backup or DVD. Accela agrees to
provide this service without charge at least once per year.
4. Payment Terms & Pees
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, Customer's subscription will renew for an additional term unless
terminated as provided herein. Accela reserves the right 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 per month billing will commence on 9/1/2015. Each
subsequent payment will occur on the 1" of each month. Payment Terms are NET 30 Days from the invoice date.
4.3 On -Site Support and Expenses. Should on -site support requiring travel by Accela staff be requested by
Customer, Accela will provide on -site assistance at Accela's then -current time -and -materials rates. In addition to
these charges, Customer will 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, if any, is provided at no additional cost. Accela does not warrant any hardware. Should
Accela furnish encoder hardware as part of the Civic Streaming (fka MediaTraq) video streaming service, hardware
warranty is through manufacturer 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 Accela's services is to be returned to Accela upon termination of
associated services.
5. Limitation of Liability. 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 Accela's cumulative liability for any general, incidental, special, compensatory, or punitive
damages whatsoever suffered by Customer or any other person or entity exceed the fees paid to Accela by
Customer during the twelve (12) calendar months Immediately preceding the circumstances which give rise to such
claims) of liability, even if Accela or its agents have been advised of the possibility of such damages.
Accela
f— Optional Electronic Payment: Services can be electronically paid through credit card. By submitting your
credit card lnfbrmation here you agree to allow Accela to charge your monthly SaaS fee In accordance with our
regular payment terms.
I Ypr, CaW Y
1101ing Addr,?�s (Strept, Ciry, State, Zkol
7. Pricing Structure:
, xPi rvq
sccul I? V Code
Agendas & Minutes - Unlimited $960 / mo
Civic Streaming - Unlimited
Digital Boardroom - Unlimited
Cystem Confiqur-ation, ImL)Iementation & Traininis
n0flum
9# • I
Multiple Module Discount* -$480 / mo
Total — Monthly SaaS mo
*The 20% discount will be applied to the monthly total, If the agreement Is signed and sent back to
Accela before 6/30/2015
Monroe County, Fl.
Signature
Sheryl Graham, Director
Printed Name, Title Social Services for:
ROMAN GASTESI, County Administrator
2113:
B1111ngContagt: Katherine Peters, CP
Signature
Daryl Blowes, GM / SVP
Printed Name, Title
Date: 6/25/2015
BillingAddren: County Attorney's Office, 1111 12th Street, Suite #408, Key West, FL
33040
County of Monroe
�Me Moji& Keys
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292-4441 —Phone
(305) 292-4544 - Fax
• ' 9WOMT1W•n M-A
From: Roman Gastesi, County Administrator
Date: June 22, 2015
BOARD OF COUNTY COMMISSIONERS
Mayor Danny L. Kolhage, District I
Mayor Pro Tern Heather Carruthers, District 3
George Neugent, District 2
David Rice, District 4
Sylvia I Murphy, District 5
I will be out of the office Monday, June 22, 2015 through Friday, June 26, 2015 on Vacation.
During my absence, Sheryl Graham, Director of Social Services, shall have full authority to act on
my behalf.
Roman Gastesi
Cc: County Commissioners and Aides
County Attorney
Division Directors
Payroll
Finance