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Contract - NovusAgenda - 2014-09-11Z Uj Q N 3 Meeting Management Solution Presented to District uzua=1manal Manufactured By: Costa Mesa Sanitary 1w00I2 71LI■ �1■ ale Mabry Hwy Suite 115 Tampa, FL 33618 Presented By: Andrew Albers amdrew@ecsimaging.com Cngecsimagnging.com 951- 202 -2184 Pricing Proposal Novu N TABLE OF CONTENTS Executive Summary 3 Installation 4 Deployment Services 4 90 day Pilot Program - 5 Pricing 6 NovusAGENDA Software Pricing 6 NovusAGENDA Training Pricing 7 Optional Training Services g Pricing Summary for NovusAGENDA a Video Streaming Services Considerations 9 Video Streaming Options 9 Indexing Options 0 Video Encoders 10 Archiving 10 Delivery 10 Video Streaming Hardware and Set Up Costs 10 Service Packages 11 Transferring Old Video to the New System 13 PROPOSAL TERMS AND CONDITIONS 13 Limitation of Liability 13 Ownership of Data 13 Payment Terms Insurance Otherterms How do I order? Approval Page Page 2 14 15 Pricing Proposal Notfu G EXECUTIVE SUMMARY Government organizations today are being forced to do more with less in regard to their public meeting documents. States are enforcing Open Meeting Laws to accommodate the changing technical environment of your area. Your public demands information and transparency relevant to their family and business. Your board demands meeting materials be up to date and easy to research previously discussed issues in order to be better prepared for your upcoming public meetings. How can government organizations meet all of these demands with the limited funding you have available? We recommend that integrated meeting and agenda management software be implemented across your organizatiorll NovusAGENDA is an electronic solution designed to create, approve and track items for upcoming and past board meetings. Whether your organization is adding an agenda item, like the approval for anew employee benefit offering or the construction of a baseball field, NovusAGENDA will provide the controlled, well- organized systematic solution to truly make your organization paperless. With the NovusAGENDA foundation in place internally, your board members and public can now access the information they need on demand at any time from any device] NovusAGENDA will reduce your internal staff labor of processing individual items and back up material by over 50% while eliminating all paper and copy costs your organization currently has budgeted for this part of your business. The savings does not stop there! If board members wish to go electronic, distribution and printing costs will also be eliminated as well as a reduction in research time bringing the full power of electronic data access to the fingertips of each board member. Tools for the board member include: • Logging in through a secure username and password on any device (i.e., Pads, etc) I • Viewing agendas and all materials well before the meeting • Viewing specific items along with support material including Closed Session items • Making secure personal private comments on any item for their own purposes • Researching past Agenda, Minutes and Personal Private Comments. • Real time ana lytics on spending patterns and goal tracking The savings continue during your meeting as NovusAG EN DA has all the tools to automate the creation of your minutes, track and record voting, motions, and much more, such as video streaming Indexed for you and your public. NovusAGENDA's unique reporting module empowers your administrators with the data from your meetings to make data - driven decisions for the organization and track your progress along the way. Novusolutions award winning staff brings over 13 years of experience working with hundreds of government NovusAGENDA clients across the country. Our support team will be an extension to your organization to offload all software management, training, and support, so you can focus on providing the public and board the transparency they demand. NovusAGENDA is the one comprehensive solution to make paperless meetings easy! Page 3 Pricing Proposal Noy GG INSTALLATION Our Cloud Computing partner is Amazon Cloud based Web Services, http: / /aws.amazon.com /. They offer world class cloud computing solutions with full 24 X 7 backup and reliable infrastructure designed for today's complex computing challenges. Amazon Hosting NovusAGENDA Application runs on EC2 servers. http://aws.amazon.com/ec2 / Backups are run daily and stored on Amazon S3 http://aws.amazon.com/sB 1 This option allows you to outsource the hosting of the software to Novusolutions This is by far the most Popular option in today's environment. Self Hosting is available if needed. Contact us for more information. r e Standard services are required for deployment and included in the pricing and support. Included Standard Deployment Services Configured Item Details This screen is configured to add fields to our standard from required by your organization. This form is used to create items and can vary based on meeting type. YOU can have one item details page for planning and another for council meetings. Configured Public Agendas The public agenda is configured to mimic your current layouts. Agenda layout can vary based on meeting type. Configured Minutes Page Set The page set includes draft and final minutes layout. Minutes layout can vary based on meeting type. Custom Workflows Workflows can be pre - configured allowing users to simply submit items to named workflows which are then built for them automatically. Workflows can vary based on meeting type. Page 4 Pricing Proposal Nvu N Solution Overview This session is with key staff including Board Clerk, IT staff assigned to support the software and key Board Clerk staff. The session involves a complete system overview and workflow building session. This session is delivered prior to any other training so key staff are very familiar with the solution and the workflows are correct prior to staff training. PDF converter Attachments and agenda packets are converted to one single PDF file. PDF layout mimics the lay out of the minutes and agenda.for that meeting type. We can also add page tamping to the PDF automatically. Video Services Do you already video record your meetings? If so, NovuSAGENDA will offer you two meetings per month to be uploaded and streamed to the public off our servers at no additional cost. You take your existing video and simply upload it to our servers. Once it is converted, you can link clients to that video stream off your meeting. If you are looking for indexing or are starting from scratch and would like to record your meetings, please see our Video Service Considerations Section. • i DAY Novusolutions has agreed to offer you a90 day pilot program of NovusAGENDA to confirm the cost and efficiency savings. Novusolutions is confident that NovusAGENDA will exceed expectations, eliminate paper, and improve the business process of agenda creation and meeting management. There will be no cost for the 90 day duration of this pilot. Upon successful implementation of the pilot, you will then agree to continue using NovusAG ENDA for the Pricing outlined below. However unlikely, if NovusAGENDA does not satisfy your needs, then no commitment is required and the service will be turned off. The Approval Page of this document will need to be signed prior to beginning this agreement. This will allow Novusolutions to dedicate the resources to begin the project. You provide us copies of Agenda, minutes and departments with staff listings within 5 days of project start. In addition we can discuss your item review process as well in that first 5 days. . We will fully deploy, train and test NovusAGENDA within 20 days of receiving your information. Page 5 Pricing Proposal Novu G You run for 60 days or up to a total of 90 days from project start to test the software in an actual meeting. • Pilot program covers one meeting body but you can add others once you agree to move forward. All pricing includes an unlimited use license enabling support for as many meeting types as you need at no added license costs. There are no user licenses either. "Unlimited use" means unlimited use with NovusAGENDA. NOVUSAGENDA SOFTWARE PRICING Item Pricing (Annually) NovusAGENDA $4,950 NovusMEETING Included NovusBOARDVIEW Included NovusREPORTING Included Board and Committee management (Term Tracking) Included Video Integration Included Video Services See Video Services Considerations Laserfiche integration Included. Contact us if integration required with other tools Total Annual Cost $4,950 Option In Meeting Tools (Voting, etc.) Additional $600 annually Page 6 Pricing Proposal Nova AG N NOVUSAGENDA TRAINING PRICING Standard training services are required for deployment. Standard Remote Training Services Description Administrator Training This is remote training to train one or two system administrators on managing user rights in NovusAGENDA. This class is delivered remotely using web meeting technology managed by Novusolutions. Board Clerk Training Training including meeting management, agenda preparation, minutes and system oversight. Delivered remotely using web meeting. User Training Training includes creating items, copying old items to new meeting and item submission and approval process. Delivered remotely using web meeting. Board Training Training includes viewing agendas, minutes, and all documentation for upcoming meetings, making private notes, researching past meeting information and notes, and analyzing reports and meeting data. Voting can be added if the voting module is in place. Web Based Training Web -based training videos for all staff to view on demand via Internet. Videos include: • User training • Board Clerk Training • Board Training • Admin Training Total One Time Cost Waived for Pilot Page 7 Pricing Proposal N®vusAG_EN OPTIONAL TRAINING SERVICES Additional remote training— Included for new releases and refresher training. If retraining is needed due to turnover or other issues we also include a Web -Based Training Portal and regularly scheduled Client Webinars. Optional Onsite training - $2,450 per day includes travel, 2 -day minimum. PRICING SUMMARY FOR NOVUSAGENDA One Time Fee Annual Fee TOTAL NovusAGENDA Waived for Pilot $4,950 $4,950 Add On Options In Meeting Tools $600 (Electronic Voting, Request to Speak, In Meeting Public Display, Item highlight for board) Laserfiche Integration $600 maintenance (Included Year 1. Billed beginning Year 2) Onsite Installation (Only $3,450 needed if Active Directory Integration is required) Onsite Training (Not $2,450 per day including required as unlimited travel.2 day Minimum. remote training options included) Page 8 — Pricing Proposal Novu G TOTAL INVESTMENT YEAR 1 NovusAGENDA Including: . Remote Training $4,950 TOTAL INVESTMENT YEAR 2 $4,950 NovusAGENDA TOTAL INVESTMENT YEAR 3 $4,950 Novu&AGENDA There are NO long term contracts to sign with NovusAGENDA. Payment Terms— Payment is due at the end of the successful pilot term. VIDEO STREAMING SERVICES CONSIDERATIONS The pricing above includes the option for clients to upload the existln2 video of their meetings to our servers and create a link to those videos on their agendas and minutes in NovusAGENDA (limit of 2 meetings a month). However, many clients require additional video services. NovusAGENDA provides state of the art video streaming technology and services completely hands -freel Contact us for pricing on hardware and the video streaming services that best fit your needs. These video services can be added at any time! VIDEO STREAMING OPTIONS NovusAGENDA has all the tools to automate the creation of your agendas and minutes, track and record voting, motions, and much more, such as video streaming indexed for you and your public built upon years of industry experience. INDEXING OPTIONS Unindexed video is available. Unindexed video is simply a video stream off your web site that will stream the meeting in its entirety. We offer clients the option of indexing their videos. Indexing means links are added to the video stream so the public can click on that one link and see the video from that point forward. If a person wants to review item 5 for example they simply click on item 5 and the video begins there. This function is referred to as indexed video. Page 9 Pricing Proposal Novu E We have two programs for indexed video. One program enables you to do your own indexing which does require staff time on your part. Staff time can vary based on the nature of your meeting but you can assume approximately 15 minutes per hour of meeting time to conduct self indexing. The other program has us doing the indexing for you which eliminates the need for staff training and effort to get indexed videos. The choice is yours and we are happy to discuss each option with you in detail. Our editors do indexing for a broad range of clients today and this option is often more cost effective for clients who simply do not have added staff time to allocate to video indexing. VIDEO ENCODERS Encoders record content according to your broadcast schedule and transfer the recorded audio /video to the NovusAGENDA Content Network via a secure Virtual Private Network (VPN) connection, making it available for live and /or on- demand streaming. Encoders are required for all live streaming and all indexing options. You can have non - indexed video, without a live stream, without an encoder. We provide encoders for all purposes and the cost can vary based on your needs. ARCHIVING Client audio /video can be stored securely on the NovusAGENDA Content Network indefinitely. Fault tolerance and high availability is assured through replication of audio /video content to multiple, geographically redundant, Storage Area Networks (SAN). DELIVERY In order to deliver on- demand content to end users in a format that is native to their computer's operating system, NovusAGENDA can deliver content in all major streaming video formats: Flash, Windows Media, QuickTime and Real, NovusAGENDA is proud to support Flash as its default format, which has proven itself as the format of choice from such vendors as YouTube, Google Video, ABC and NBC /Universal. Currently, Flash has a 99% ubiquity rate amongst all the platforms. NovusAGENDA can provide Windows Media format (70% ubiquity) however, using Windows Media format may exclude Apple users•. NovusAGENDA also streams in HTMLS providing content to mobile devices such as the Phone, iPad and other mobile devices. VIDEO STREAMING HARDWARE AND SET UP COSTS Many clients have already invested in various cameras and technology solutions for their video streaming needs. In most cases, NovusAGENDA's video solutions can integrate with these systems. If you need a camera quote, please contact us to discuss options. The next questions that need to be answered however are: Do I need to have alive stream of our meetings on our website? o If so, do they need to be in HD and do we need to support multiple outputs such as cable or ATT Uverse? Page 10 Pricing Proposal Novu G o Do you want to offload all video editing and indexing services so your staff can focus on creating minutes? If you answered No to both of these sections, you do not need encoder hardware below! Move on to the Video Services Section of this proposal. If you answered yes to either of the questions above, you need an enhanced encoder below. If you already own one, let's talk as we may be able to use your existing hardware. If not, here is the NovusAGENDA hardware option to consider. Contact your sales representative to find out about other hardware options such as Portable encoder solutions and other HD and multiple outlet options. Item Costs • IU Server, Encoder Software Installation, System Burn -In, Rackmount Kit (4 posts universal) Standard definition" _ _. $2,905 er Services required for setup e Branded Video Library Design, Branded Player Design • Remote Install (Typically 3 hours) • Licenses for Software /Tools (Flash Media, EASE, HTMLS, Microsoft OS) • Viewcast Osprey Video Capture Card 260 -e with Simulstream Software Total Upfront costs Hardware /Software /Provisioning +Viewcast *Contact us For High Definition broadcast We offer a variety of service packages ranging from non - indexed video with no live stream to fully outsourcing the indexing of video to us. Service Description Video Only Costs (Annual) Up To 25 Non - Indexed meetings per year (does not include LIVE Stream) FREE No Encoder required Not integrated with your agenda. Users go to a separate website to view Page 11 Pricing Proposal NovuN Page 12 video stream via an easy to use hyperlink option. -or- 24/7 SD video stream of meetings /events with unlimited on demand Package 2 $4,995 storage and indexing tools. You do your own indexing "post' meeting to an unlimited number of meetings. Encoder included Not integrated with your agenda. Users go to a separate website to view video stream via an easy to use hyperlink option. .or- Package 3 24/7 SD video stream of meetings /events with unlimited on demand $6,995 storage and indexing tools. You do your own indexing "live" in the meeting to an unlimited number of meetings. Encoder included Not integrated with your agenda. Users go to a separate website to view video stream via an easy to use hyperlink option. -or- Up to 25 meetings indexed by us for you and includes LIVE feed. Package 4 $8,995 We do indexing for you saving staff time. This option requires the advanced encoder listed above for $4,985 Fully integrated with your agenda and minutes Includes up to 120 hours per year of other non - indexed content -or- Page 12 Package 5 Pricing Proposal Novu E Up to 50 meetings indexed by us for you and includes LIVE feed. We do indexing for you saving staff time. This option requires the advanced encoder listed above for $4,985 Fully integrated with your agenda and minutes Includes up to 120 hours per year of other non - indexed content TRANSFERRING • r VIDEO TO THE NEW SYSTEM We can transfer up to 5 years of old video to our system for a one -time fee of $995. PROPOSAL TERMS AND CONDITIONS $11,995 IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER UNDER THIS LICENSE AGREEMENT FOR ANY CONSEQUENTIAL, INCIDENTAL, INDIRECr, PUNITIVE OR SPECIAL DAMAGES, LOSS OF DATA, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION OR LOSS OF BUSINESS INFORMATION ARISING OUT OF THE USE OF OR INABILITY TO USE THE NOVUSAGENDA SOFTWARE, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE MAXIMUM LIABILITY UNDER THIS AGREEMENT ISTHE TOTAL VALUE OF THE ANNUAL CONTRACT. OWNERSHIP OF DATA The client owns all data stored in their NovusAGENDA data base from the instant you touch the keyboard. In the event the client terminates service or NovusAGENDA ceases business operations the data will be sent to your organization along with database schema to make the data accessible. All data is stored in an MSSQL database and also can be accessible on demand anytime by using the included NovusAGENDA Reporting Module, PRICE TERMS The pricing in this proposal is set for three years. Even though there is no contract or commitment to sign with NovusAGENDA, we want our clients to have budget security on this project. If a price increase is needed for any reason, the client will be notified more than a budget year in advance of the increase and would be no more than the CPI (Consumer Price Index) for the period. Services are billed annually. All invoices are due within 30 days of issue date. PAYMENT TERMS Page 13 Pricing Proposal Novu N NovusAGENDA is proud of our client retention rates. Therefore we do not require clients to sign long term contracts. All projects are billed annually to eliminate the high cost of invoicing, processing, and collections from both the vendor and the clients end every month. If the client cancels at any time, any unused funds would be returned. A 30 day notice is required. If monthly billing is attractive to the client, there will be no charge if a credit or procurement card is used. Automatic electronic drafts or deposits are also fine. If traditional invoices and collections need to be instituted, a 5% fee will be added to cover this expense. INSURANCE Novusolutions carries full insurance and can offer certificate of insurance with your organization named on it at no cost. If your organization requires further insurance endorsements added costs may be charged to cover the cost of those documents because carriers charge added fees for those services. The COI we provide will cover General, Automotive and Umbrella Liability plus Workers Compensation coverage. OTHER TERMS NovusAGENDA is offered with a free pilot program so additional performance bonds or other such instruments are not needed to insure successful delivery. No payments are required until clients complete the pilot cycle. NovusAGENDA carries commercial general liability insurance of $1,000,000 that should be more than enough to cover risk for this SaaS solution. The cost for any additional insurance or bonds required by a client will be passed onto the client. In lieu of escrow accounts NovusAGENDA will agree to provide a full unlimited use licensed copy of the software to any client in the event NovusAGENDA ceases operations. All data is backed up in our Amazon cloud daily and kept in redundant locations. If clients require copies of data backups these can be provided quarterly at an additional fee. Contact NovusAGENDA sales team for costs. HOW DO I ORDER? We require your signature on the approval page listed below. Once that has been signed and sent back to Novusolutions we will assign your project manager. If you choose to issue a purchase order you may attach it to these documents or send it in under separate cover. You can email to sales0snovusolutions.com or: Mail to: Novusolutions, 10012 N Dale Mabry Hwy, Suite 115, Tampa, Florida 33618 -4425 Fax to: 954- 337 -0761 Attn: Sales Page 14 Pricing Proposal NdivusAGEN APPROVAL PAGE Costa Mesa Sanitary District hereby agrees to proceed with the project, initiating with the Pilot project described above and, following a successful Pilot cloud implementation, will move forward with NovusAGENDA. If the pilot is not successful, there is no cost or obligation. In order to proceed with the Pilot implementation, this Authorization must be signed, which will initiate assignment of personnel to begin the Pilot project. After the successful pilot, please choose which option you will prefer to deploy (not binding as you can change your mind(. OPTIONAL COMPONENTS: Please check any options to be included. Id NovusAGENDA In Meeting Tools (Voting, request to speak, etc.) ❑ NovusAGENDA Video (Hardware may need to be purchased based on Package chosen) The Pilot duration will be 60 days from beginning. The deployment, training, and consultation should typically take no more than 30 days. Your two meeting cycles as part of the pilot will typically be the following 30 days. Signature Printed Signature Sw"TT C � Purchase Order Number Invoice Account Phone E -mail Date ^ s'l N , (optional) 1-1y* @ MZ) cA My Page 15