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11-18-2015 MuniCode Scope of Servicesr November 18, 2015 Ms. Debbie Hoppe Town Clerk Town of Avon 1 Lake Street Avon, CO 81620 Dear Ms. Hoppe: m nico Municipal Code Corporation • PO Box 2235 Tallahassee, FL 32316 info @municode.com • 800.262.2633 fax 850.575.8852 • www.municode.com Sent via email: dhoppe(&avon.ora Thank you for taking the time to meet with our Vice President of Sales, Dale Barstow. We are happy to provide our Scope of Services and pricing schedule for Supplementation of the Town's Code of Ordinances. We have also included a Web Hosting Quotation Sheet listing the current services enrolled and new options available to you. Municode is happy to provide the Town with our OrdBank, CodeBank and CodeBank compare online features at no charge for the first year. Municipal Code Corporation (Municode) will provide the Town of Avon (hereinafter referred to as the Town) and outside subscribers the highest level of service. It is our goal to focus on the details of each need and demonstrate that we are best suited to continue serving you and your citizens. We were founded in 1951 as a one man operation, for the sole purpose of codifying municipal laws and ordinances and publishing this material in loose -leaf form. The Municode Team is driven by the desire to serve you and your citizens. We believe that quality customer relationships and exceptional service are what have set us apart in the legal codification industry since 1951. Our commitment to service inspires us to: provide you with the highest quality legal codification services in the industry; set the standard for online and mobile services; ensure that you receive the most accurate and timely supplements possible and to work with you as a long term partner. Our desire to serve you is why we have chosen this profession. Why Municode? Integrity "Our word is our bond." We believe that long term relationships built on trust are built to stand the test of time. Our goal is to serve you and your citizens for the next 30 years or more. Experience With over 3,600 customers in all 50 states, and over 3,000 posted online, Municode is the most trusted and experienced codifier of local government Codes in the nation. Our team of Attorneys has an average of over 20 years of codification experience. With over 150 professionals committed to serving you, we have the depth of knowledge and experience that it takes to stay at the forefront of legal and technological developments. Relationships For over 60 years, we have earned the trust, loyalty and respect of our customers by focusing on what is most important to us: our customers. Municode has a team of 16 Customer Service Professionals dedicated to serving you, your team and your citizens. No matter what the challenge, we are here for you. Quality We are committed to excellence in every product that we create. Our team of over 40 Editors and Proofreaders, each averaging over eight years of service, is dedicated to providing you with the most accurate and timely product available in the nation. Technology Municode invests heavily in research and development technology that benefits our clients on an annual basis. This level of continued commitment to technology enables us to grow our capabilities each and every year. In just the past year, we have enhanced our Mobile site, launched our newest service, CodeBank, to over 3,000 customers, enhanced the online offering of over 460 customers with our OrdBank service, posted online accounts for more than 50 new customers, and are preparing to roll out the newest release of our hosted search application. In addition, we have an online products roadmap that stretches out to 2018 and is already fully funded with ample research and development resources. We consider technology a "core competency" and are committed to staying abreast of technological developments for your benefit. Online Stability Municode has invested hundreds of thousands of dollars in a robust Business Continuity and Disaster Recovery Plan. Internet Stability is crucial to cities and counties of every size. Municode houses its public facing websites in a secure, SAS70, PC] compliant data center owned and operated by Peak 10 in Atlanta, Georgia. This page outlines the features of Peak 10's datacenter, including redundant Internet providers, redundant power and cooling, and secure biometric access to the physical facility (http: / /www.peakl0.com /locations /atlanta #facilityl). All systems are backed up and synchronized between our Tallahassee, Florida and Atlanta, Georgia locations for full geographic redundancy should one of the sites become inaccessible. We truly value your business. If you have any questions or desire additional information, please call and speak with me or Dale anytime. You can also email us at info(cDmunicode.com, or we will gladly schedule a conference call or webinar with all interested parties. Sincerely, Steffanie Rasmussen Assistant Vice President - Sales SWR:nk Enc. info(cDmunicode.com 800 - 262 -2633 cc: Dale Barstow, Vice President of Sales dale(aDmunicode.com SCOPE OF WORK MUNICODE, a corporation duly organized and existing under the laws of the State of Florida, hereinafter referred to as Municode, hereby offers to perform supplementation services for the TOWN OF AVON, COLORADO, hereinafter referred to as Client. 1. Services Offered. Municode will research, edit, index and publish (both in print and electronically) the finally enacted legislation Client specifies for inclusion in the Code. 2. Material Included. All legislation of a general and permanent nature, passed in final form by the Client will be included in the Code. Municode prefers the material in an editable electronic format (such as WORD), and will rely upon the electronic media furnished by the Client. All material received by Municode will be acknowledged via e-mail. Ordinances contained within the text of minutes can be researched and extracted. 3. Omitted Material. The following legislation, which is not of a general and permanent nature, will be omitted from the Code unless Client instructs otherwise: Appropriations; Franchises; Bonds; Vacating Streets and Other Public Properties; Sales of Surplus Assets and Properties; Tax Levies; Special Elections; Contracts and Agreements; Rezoning; Personnel Regulations; Annexations and Disannexations; Tax Anticipated Notes and Issuances of Similar Debt Instruments; Appointments of Named Individuals to Positions within a Governmental Body; Comprehensive Master Plans and Traffic Schedules and Fee Schedules. 4. Additional Content. Client can include additional content (for example, charter, zoning, SmartCode or Form Based Code, land development regulations) in the Code. The native files (typically InDesign) will be required of any graphic - intensive content. Added content can be included in a Supplement or published separately. Additional divider tabs or binders will be provided as necessary. 5. Editorial Work. The Supplement editorial team, who is supervised by a licensed attorney and consists of a legal editor, proofreader and indexer, will review the legislation to determine proper placement within the Code. Municode will adhere to the structure and style contained in the ordinance unless changes are required to ensure consistency with other text in the Code. The team will also update the Table of Contents, catch lines, reference tables and index. Editorial notes will be appended to sections that require additional explanation. Municode has Supplement teams trained in the use of InDesign, and will editorially preserve the integrity of form of such files whether displayed on -line or in print. 6. Schedule. Amendments are provided on a schedule designed to meet the needs of the Client. The schedule can be weekly, biweekly, monthly, bi- monthly, quarterly, tri- annual, semi - annual, annual or upon authorization. Electronic Updates can occur on a more frequent schedule than Printed Supplements. In addition to establishing when Supplements will occur, the schedule determines how frequently Municode will request ordinances from Client. 7. Printed Supplements. Amendments to the printed Code occur in the form of printed Supplement pages that are issued as replacement pages on acid -free paper. Printed Supplements include: an updated Table of Contents; Code Comparative Table; index; an instruction sheet to advise holders of the book where to insert and remove pages; a Checklist of Up -To -Date pages that indicates the most recent source from which each page is derived; and a Supplement History Table that indicates the specific ordinances included in the Supplement. A copy of each Supplement for every printed Code is included in the base page rate. Our paper supplier is chain -of- custody certified with the Forest Stewardship Council (FSC), Sustainable Forest Initiative (SFI) and Program for Endorsement of Forest Certification schemes (PEFC). 8. Electronic (Interim) Updates. Amendments to the Internet version of the Code can be provided on a separate schedule from Printed Supplements. 9. Electronic Medium and Format. The Code will be furnished in any electronic medium and format selected by the Client. Most popular mediums are: Internet, download and FTP. Most popular formats are: HTML, WORD (DOCX), PDF, XML and integrated with search engine. 10. Support. Support for our electronic and online services is offered 8:00a to 8:00p (Eastern). Telephone requests are answered within 24 hours, and e-mail requested within one hour. 11. Delivery. Printed Supplements to the Code will be delivered in bulk to the Client, unless Client chooses to utilize Municode's Distribution Services. The website will be updated upon shipment of the printed supplement or as Electronic Updates are completed. CURRENT PRICING SHEET FOR TOWN OF AVON, COLORADO Supplement Service Base Page Rate' Supplement Page Rate Double Column $23 per page Printed fee Website Update fee $1 per page Base page rate above includes • Acknowledgement of Material • Data conversion, as necessary • Editorial Work • Proofreading • Updating the Index • Schedule as selected by Client2 • Updating Online Code • No Charge for Blank Pages • No Charge for the Instruction Sheet • Printing 29 copies Base page rate excludes • Freight, prebilled • State Sales Tax If applicable • WORD (DOCX), per supplement $65 • Graphics3 & Tabular matter, per graphic or table No Charge • Color printing fee $1 per physical page Payment for Supplements and Additional Services: Invoices will be submitted upon shipment of project(s). Additional information: Current Supplement Schedule: On Request— Municode begins work with the ordinances on hand only when the Town specifically requests a supplement. We can provide supplements (print or electronic) on any schedule: monthly, quarterly, annually and the Client can adjust the schedule anytime. Please let us know if the Town is interested in setting up a specific schedule, semi - annual for example. . Ordinance Submittal: Please send your legislation to ords6a.municode.com and include the ordinance number, adoption & effective dates. You can also mail the legislation to Steffanie Rasmussen - PO BOX 2235, Tallahassee, FL 32316. Customer Service: Steffanie Rasmussen, steff(@municode.com 800 - 262 -2633 ex. 1148 cell: 850 -321 -2532 Regional Representative: Dale Barstow, dale municode.com 800 - 262 -2633 ex. 1225 cell: 850 - 556 -9113 1 All prices quoted in this section may be increased annually in accordance with the Producer Price Index — Internet Publishing and web search portals (NAICS 519130) as reported by US Department of Labor — Bureau of Labor Statistics. 2 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. 3 Includes printing all copies. Additional fee if graphic includes color. 4 Tabular matter is defined as tables, Algebra formulae, or other materials that require special programs or extra editorial time to modify and prepare for inclusion in an update. WEB HOSTING QUOTATION SHEET FOR TOWN OF AVON, COLORADO ❑ MyMunicodes includes the following Year 1 = $795 annually6 (COI posting date thru 12/31/15) Year 2 = $1,065 annually (1/1/16 thru 12/31/16) L Code On Internet ($516) ii. CodeBank ($150) iii. OrdBank ($275) iv. CodeBank Compare ($250) v. MuniPRO ($295) vi. Custom Banner ($250) In lieu of purchasing the above package, the online services can be purchased a la carte per the following rates or additional services can be added to the bundled MyMunicode package listed above. Code on Internet, existing order invoiced annually each January (fee includes CodeBank, CodeBank Compare and OrdBank for one year only) ❑ CodeBank *, per year & billed in conjunction with Code on Internet fee ❑ CodeBank Compare8 (annually) ❑ MuniDocs, (annual fee includes quarterly updates; up to 25 documents per quarter) ❑ Custom Banner, onetime fee ❑ MuniPRO Service, per year ORDINANCES PENDING CODIFICATION (only select one option if selecting services a la carte) Option 1) OrdBank ❑ Per ordinance fee (10 ordinances per year x $35 = $350) ❑ Flat annual fee (recommended if MyMunicode is not selected) Option 2) OrdBank + OrdLink ❑ Per ordinance fee (10 ordinances per year x $60 = $600) ❑ Flat annual fee (recommended if MyMunicode is not selected) $5167 $150 $250 $750 $250 $295 $35 $275 $60 $375 5 Total value if each item purchased a la carte would be $1,486 per year with participation in the OrdBank flat annual fee. 6 Year one of the MyMunicode bundle option is prorated to include CodeBank, CodeBank Compare and OrdBank at no charge. 7 The code will be posted online once converted to the Municode database and the current fee will include CodeBank, CodeBank Compare and OrdBank for the first year. Starting in 2016, the Client will be invoiced for these additional services at the standard rates listed herein if elected to keep them active. 8 Enrollment in CodeBank is required in order to receive the CodeBank Compare technology. MUNICODE'S WEBSITE SERVICES DEFINED Code on Internet. Mobile Friendly Site: Automatically downloads to iOS, Blackberry, Android and Windows; Save as Word (DOCX); Saved Searching; Print and Email: Print, Save, email one or more Sections, Chapters and whole Titles; Internal Linking within the Code where cited; Mouseover Preview (or Pop ups); Static Linking: Copy links of any Section, Chapter or Title to share via email or social media; Pinpoint Searching: Ordinance searching included, search one or more Sections, Chapters & whole Titles; Scrolling Tables and Charts: Header stays fixed while you scroll through the table /chart; GIS - Municode can provide a permalink to any code section and assist staff to create a link from their GIS system to relevant code sections. << Collapsible TOC (Frameless Version); In -line Images and PDFs; << Current Location Status Banner (breadcrumb trail) present while searching Code; Server Stability and Disaster Recovery Plan; Co- Location in Atlanta, Georgia: only Codification Company to have geo- redundant servers in multiple states; Phone, email and Web support for Citizens and Staff: 24 hour email response; Phone support from 8:00 am to 8:00 pm Eastern Standard Time. OrdBank. Creates a permanent, online collection of all ordinances sent to Municode. Prior to incorporation into your Code via supplementation, all of your ordinances will be posted on your landing page for easy access. Once codified, each ordinance History Note is hyperlinked to the actual ordinance as enacted. OrdBank saves your municipality valuable time and money by enabling you, your staff and your citizens to gain instant access to your ordinances by simply clicking the history note. The cost of this service is per ordinance. OrdLink + OrdBank. Prior to incorporation into your Code via supplementation, OrdLink hyperlinks newly adopted ordinances to the section being amended. Linked sections are highlighted in the Table of Contents and links are created from the amended sections to the new ordinances. Once the linked ordinances are incorporated into the Code, they added to your OrdBank and hyperlinked to your History Notes. For the linked ordinances to be searchable, they must be sent in an editable format. Scanned documents can be included in the list and are viewable, but not searchable. No setup fee is required and the cost for this service is per ordinance. CodeBank. Creates a permanent, online collection of all past versions of your Code. CodeBank enables your online users to easily access previous versions of your Code. The historic version of your Code is fully searchable and printable, making the task of researching past versions of your Code more efficient. For your convenience, when a previous version of your Code is selected, users are alerted that they are looking at an older version of your Code. No set up fee is required. There is a per annum fee for this premium service. CodeBank Compare. This service provides the users the ability to select a past version of the online Code and compare it to any other version of the Code each time the Code is updated. The differences will be shown via Highlights (added material) or Strikethrough (deleted material). MuniDocs. Enables municipal users to send material of your choosing directly to Municode to upload documents to your online Code of Ordinances. Let Municode do all the work and upload the versions of Minutes, Resolutions, Budgets, and or any other non -code material online. Your collection of documents to be posted alongside your Code and will be fully searchable, filterable for ease of use. No set up fee is required. MuniPRO. MuniPro Searching allows you to search all of the Codes we host (the entire country, a single state, or individually selected Codes of your choosing). MuniPro Searches are ideal for researching local regulations of special interest, or to find out how other communities are dealing with similar issues. There is a per annum fee for this premium service; User Name and Password required. If the IP based model is selected, only Multiple Code Searching is available. MuniPRO provides subscribers with the following tools: Multiple Code Search. Search all codes within one state, multiple codes within one state, or search all codes in the entire U.S.! Search results are sorted by relevancy and indicate the source publication, showing excerpts and keyword highlighting. MuniPRO Favorites. Create a "favorites" list of frequently visited Codes or sections. This will save time by making navigation a one -click process from your Dashboard. MuniPRO Notes. Create a note and attach it to any document in any publication. Note icons will show in both the Table of Contents and search results page, alerting the user to a previously written note. Notes can be shown or hidden when browsing and searching a publication, and a global listing of notes can be accessed with a single click from your Dashboard. Q MuniPRO Drafts. Begin a new ordinance draft to keep track of pending legislation. Drafts icons will appear in the Table of Contents and search results, and can also be accessed from a single click. Custom Banner. Municode will customize the look and feel of your Code on municode.com to more closely match your municipality's web site. This is accomplished by posting a banner image (provided by the client) over the top portion of our site. Initial set up fee of $250 with no annual charge, unless you would like for us to change your banner. Mobile Friendly Site. The Municode.com Online Library includes a mobile friendly version of your Code. This is a frameless version that is accessible from your mobile device and is formatted for a better viewing experience on today's modern Smartphones. Our website recognizes when a visitor is viewing the content on a mobile device and automatically changes the view to maximize the capabilities of the hand -held device. This feature is included in your annual Internet fee. Email (from the Web). Chapters, Articles or individual Sections may be selected for emailing. The functionality is intuitive and included in your annual Internet fee. Print or Save. Similar to Emailing, Chapters, Articles or individual Sections may be selected for Printing or Saving. Save (as compared to "blocking & copying ") preserves the formatting when the document is edited using your word processing software. These features are offered to you as part of your annual Internet fee. Internal Cross Reference Linking. Cross references within the Code will be linked to their respective destination Article, Chapter, or Section. This feature is offered to you as part of your annual Internet fee. Mouseover (cluetips). Navigate to a code and any linked cross reference will display the pop -up after a 1 second delay. You'll need to clear your browser cache to enable them (Tools -> Internet Options -> Delete -> Temporary Internet Files). This feature is offered to you as part of your annual Internet fee. Static Linking to your Code. Each level of the code has a static link that will enable your users to easily create "Hot Links" to any section of the code. Simply click the permalink icon to the right of each heading level and paste the URL into the destination of your choice. This feature is offered to you as part of your annual Internet fee. Pinpoint Searching. Easily search any individual Code with our advanced search options: revisit previously conducted searches using the "Search History" button; or narrow the scope of your search to find more specific legislation. Once again these features are offered to you as part of your annual Internet fee. Scrolling Tables and Charts. The header stays fixed to the top of your browsing pane while you scroll through your tables and charts. GIS. Municode can provide a permalink to any code section and assist staff to create links from their GIS system to relevant code sections. Collapsible TOC. The Table of Contents collapses and is re- sizeable providing additional real estate with which you may view your code. Easily view your maps, graphs and charts by simply enlarging the item. This feature is included in your annual Internet fee. In -line Images & PDFs. Municode takes great care to ensure that your images match online and in print, and are captured at the highest quality possible. Our online graphics can be enlarged with a frameless view to maximize the image. Municode can also incorporate PDFs of certain portions of the Code that have very specific viewing and layout requirements. These PDFs are fully searchable within our search engine, and are typically utilized with form -based Land Development Codes. This service is included in your annual Code on the Internet fee. Internet Stability. Municode houses its public facing websites in a secure, SAS70, PCI compliant data center owned and operated by Peak 10 in Atlanta, Georgia. This page outlines the features of Peak 10's datacenter, including redundant Internet providers, redundant power and cooling, and secure biometric access to the physical facility (http: / /www.peak10.com /locations /atlanta#facilitv1). All systems are backed up and synchronized between our Tallahassee, Florida and Atlanta, Georgia locations for full geographic redundancy should one of the sites become inaccessible.