Loading...
HomeMy WebLinkAboutMUNICIPAL CODE CORPORATION (1999) 2 -1999 ,.., ., . ,- " ,- '-' 'wi N-1999- 129 Ii .,"~:' , , ~ f;~~_ . . . WORK MAY PROCEED CLERK OF COUNCIL DATE: y.I5"-'9 lIVED PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF SANTA ANA AND THE MUNICIPAL CODE CORPORATION o?--- (: {t,v The MUNICIPAL CODE CORPORATION, a corporation duly authorized and existing under the laws of the State of Florida, hereinafter referred to as "MCC," hereby offers to publish Supplements to the Code of Ordinances, hereinafter referred to as the "Code," for the CITY OF SANTA ANA, CALIFORNIA, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California, hereinafter referred to as "the City," according to the following terms and conditions: I. Ordinances To Be Furnished By City. The City shall forward to MCC copies of ordinances upon final enactment by the City. The ordinances may be furnished in hard copy, on diskettes or via e-mail (ordslaJmai1.municode.com). 2. Schedule. MCC will keep the Code up-to-date by the publication of Supplements which will contain the new ordinances of a general and permanent nature enacted by the governing body. The Supplements will be published on a schedule to meet the requirements of the City. A minimum of thirty (30) working days will be required for delivery of a printed Supplement. 3. Electronic Supplementation. MCC will provide the Supplements electronically on a schedule designed to meet the City's needs, e.g., monthly or bimonthly. The electronic media will reflect the entire Code as updated through the most recent Supplement. 4. Hard Copy Supplementation. The City may choose to have hard copy Supplements printed less frequently than the schedule proscribed for electronic supplementation. 5. Internet Connection. MCC shall place the City's Code on the Internet. The Code shall be included on MCC's home page (htto://www.municode.com). MCC shall also provide a link to the City's home page with this service, as well as updates of the Code on the Internet through the most recent electronic supplement. 6. Editorial Scrutiny. The new ordinances will be studied by a member of MCC'S editorial staff in conjunction with the existing provisions of the Code. The pages of the Code containing provisions that are specifically repealed or amended by ordinance will be changed to remove such repealed or amended provisions and to insert the new ordinances. Should MCC detect conflicts, inconsistencies or duplications in the Code as the new ordinances are included, the City will be notified so that remedial action may be taken. 7. Editorial Notes. Appropriate editorial notes will be prepared and appended to the new sections as deemed necessary by the editor. I :\MUNICODE\MCCContract.doc. 1 . "" > . "-' ....., 8. Tables. The existing tables will be updated for the Code. 9. Index. When the inclusion of new material necessitates changes in the Index, appropriate entries will be prepared and the necessary pages of the Index will be printed or reprinted to include the new entries. 10. Instruction Sheet. Each printed Supplement will contain a page of instructions for removal of the obsolete pages and insertion of the new pages. The latest ordinance included in the published Supplement will be noted in boldface type on the Instruction Sheet. II. Checklist. A checklist of up-to-date pages will be prepared and kept current for the benefit of the hard copy user. 12. Tabular Matter. Should the Supplement contain tables, drawings and the like for which special typesetting or other methods of reproduction are required, the costs will be charged as set forth in Exhibit A, a copy of which is attached hereto and incorporated herein by reference. 13. Shipment. The City's copies of the Supplements will be shipped to the City for in-house distribution. 14. MCC As Total Code Administrator. MCC will maintain an inventory of Codes and Supplements for sale to the public, over and above the number specified in this agreement for City use. MCC will be responsible for having available up-to-date copies of the City Code for purchase by current and future subscribers. MCC will be responsible for marketing the Code to existing or potential subscribers. All handling expenses and risk of future sales of the Code will be incurred by MCC who will set the sale price for the Code and future supplements, as approved by the City. Should the City need additional copies of the Code, MCC will provide the desired number of copies at a discounted price. 15. Compensation. Compensation by City to MCC for the provision of services described herein shall not exceed Ten Thousand Dollars ($10,000.00) annually. MCC shall provide written invoices to City for services rendered; payment by City shall be made within thirty days, subject to City accounting procedures. 16. Term & Termination. The Supplement Service as provided herein shall be in full force and effect for a period of one (I) year, with two one-year options for renewal. The City Manager, and/or his/her designee shall have the authority to exercise such options on behalf of the City. Either party may alter or cancel the terms of this Agreement upon 30 days' written notice. I\SACHlSACLERKIDA T A IMUNICODEIMCCContractdoc" 2 " ,. ""- ,." IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the I.>'J. day of SefT~t?1 MJ/ .1999. ATTEST: CITY OF SANTA ANA a municipal corporation of the State of California ~~ City Manager T'~77 . ice C. Guy I Clerk of the Council APPROVED AS TO FORM: ,J;;fLc' [ ,~ .:f>r Joseph W. Fletcher City Attorney RECOMMENDED FOR APPROVAL: MUNICIPAL CODE CORPORATION flc,c. GUy' Y ~7 Clerk of the Council \ l:\MUNICODE\MCCContract.doc. 3 " " '- EXHIBIT A QUOTATION SHEET Part One - Supplement Service I) Annual fee for Supplements 2) Number of Copies 3) Cost per page' 4) Tabular matter, additional per page 5) Updated Code in electronic media One set of disks or CD-ROM, per Supplement (cost in addition to regular Supplement per page charge) Part Two - Optional Services Available I) Sample Ordinances Service: a) Up to 100 pages, per annum b) Over 100 pages, per page 2) Reprints 3) Analysis of Code and drafting charges 4) Updating state law references 5) Information Retrieval Software: a) Data integrated with Folio Bound Views one license (includes handling) b) Each additional license c) One set of updated disks, per Supplement (cost in addition to regular Supplement per page charge) d) Additional sets of updated disks (license required), per set e) Code on the Internet (includes all updates), per year 6) Electronic Supplementation 7) Binders - per volume (6x9" page - 2," 2 1/2"and 3") (black leatherette with gold stamping, 3-post) 2 to 10 11 to 24 25 to 49 50 and over 8) Standard Tabs - per tab 9) Special Order Tabs ....,J None Not to exceed 150 $14.50 No charge $50.00 No charge $0.50 Quotation upon request Quotation upon request Quotation upon request $515.00 $100.00 $50.00 $50.00 $250.00 See page 5 $35.00 $30.00 $27.50 $25.00 $24.00 $0.25 Quotation upon request I A page is dermed as the area on one side of a sheet of paper. A sheet contains two (2) pages. I :\MUNICODE\MCCContract.doc. 4 .' \ow ""'" Frequency of Electronic Electronic Priuted Updates Supplements Supplements Bimonthly $12 per page Up to 150 copies $2.50 per page MontWy $17 per page Up to 150 copies $2.50 per page Electronic supplements per page rates above provide one set of updated electronic data. PAYMENT I) Payments will be due upon receipt of inVOiCe, subject to City accounting procedures. 2) Freight charges will be prepaid and invoiced at the time of final billing. 1:\MUNICODE\MCCContract.doc. 5 .... . ~.. '-' "-' DESCRIPTION OF OPTIONAL SERVICES I. Sample Ordinance Service. Sample provisions of specific subjects will be furnished upon request. A sample ordinance index will be furnished for use in requesting the desired sample provisions. 2. Reprints. Additional copies of specific chapters or any portion of the Code may be printed and bound in paper covers. 3. Analysis of Code With State Statutes. MCC offers, under the direction of the City Attorney, to review the entire Code on a chapter-by-chapter basis against current state statutes. The law editor will submit an editorial memorandum to the City Attorney outlining all recommendations for amending the Code to eliminate duplications, inconsistencies and obsolete provisions. MCC will work with the City Attorney in drafting proposed legislation, as deemed necessary. 4. Update State Law References. In the event the City does not choose the option for a complete analysis of the Code, MCC offers to update and add state law references as a part of the editorial work. 5. Information Retrieval Software. Folio Bound views offers a powerful, context-sensitive, on-line help system for immediate assistance to inquiries. The customized menus offer robust functionality and speedy start-up access to your information. Every word in an infobase is indexed. Type in a word, a phrase or a query and watch the Query Map display the search results. With a click of the mouse, users can jump to the points of information they need. Information retrieval capabilities include standard boolean search operators, phrase searching, proximity searching and word stemming to include word variations and synonyms in searches. Folio Bound VIEWS is available for Windows and Macintosh. 6. Support And Training. MCC offers a generous support and training policy. Telephone support is available during working hours by calling the toll free number,1-800-262-CODE. MCC's personnel can usually resolve problems in one phone call. Phone support is free of charge. While MCC does not physically install the software, our support personnel are available for consultation during the installation. On- site training is also available. 7. Internet Connection. Should the City desire to place the Code on the Internet, it may be included on MCC's home page (http://www.municode.com).This home page contains a growing collection of Codes of Ordinances, and is available to anyone with Internet access. A link to the City's home page can also be provided with this service. The fee includes updating the Code on the Internet with all Supplements completed. I:\MUNICODE\MCCContract.doc. 6 Municipal Code Corporation ...... '-' ~_, :1 ~ ..1:::r I J , <c"'l "j; ......,1 Pust Office Box 2235 1700 Capital Circle, S.W JaJhhassee, FL 32316.2235 (850i 576.3171 J .800.262.CODE Fax (850) 575.8852 Ms. Janice C. Guy, CMC Clerk of the Council City of Santa Ana P. O. Box 1988 Santa Ana, California 92702 Dear Ms. Guy: I .,I..Li'." ','. CITY OF S;~H '.' \ j', ~,.t I.... September 7, 1999 Thank you for your letter of September I, with the enclosed three originals of the Professional Services Contract. They have been signed are enclosed. We appreciate the opportunity to be of service to the City of Santa Ana. If we may be of assistance in any way, please let us know. Is ene, Sincerely, anet P. Stainer Sales Representative Municipal Code Corporation Post Office Box 2235 1700 Capital Circle, S.W Tallahassee, FL32316.2235 (850) 576.3171 1.800.262.CODE Fax (850) 575.8852 info@rn~il.municode.com , ~ ~. , " )'7~ --- rf? \ s ~d~ .~~ ~k'I .M\'': I",UV Clt.\\l'-- Vlf S~it.. t..l~t.. Cl'i''i 0 April 26, 2000 Ms. Patricia Healy Clerk of the Council City of Santa Ana P.O. Box 1988 Santa Ana, CA 92702 Dear Ms. Healy: Thank you for speaking with Dale Barstow, our Vice President-Sales, about our services and congratulations on your new position of Clerk of the Council for the City of Santa Ana. We look forward to working with you. The following information is to acquaint you with the services provided to the City by MCC. I. ABOUT MCC . . . The experience MCC has gained enables us to offer you the finest services avai]able. From preparing a Code to shipping a Supplement, MCC assures the highest quality and satisfaction available in the codification industry. We feel strongly the level of service MCC offers its clients is unsurpassed in every aspect. . We have published and supplemented over 2400 Codes in 49 states - over a period of 48 years. . We offer helpful suggestions and spend time working on solutions to problems. Since we assign one team of editors, indexers, typesetters, and proofreaders to your Code, the rapport which develops between you and the team assures a high degree of attention and professionalism in updating your Code. . Our 17 full-time staff attorneys are available to research and analyze your Code and Ordinances, as needed and desired. II. SUPPLEMENT SERVICE The looseleaf form in which your Code was published is designed for constant revision. In order to protect the Code's value and usability, it should be kept current by including general and permanent legislation regularly. Please forward and any ordinances enacted since Ordinance No. NS-2422, for possible inclusion in Supplement No. ]51. Prior to the publication of the supplement, we will gladly provide you with an estimated cost, if requested. . '-" '-' We request that a copy of each ordinance be forwarded upon final enactment. Upon receipt of the ordinances, we will record the material in a permanent file and hold for inclusion in the next Supplement. We begin the publication process upon receipt of sufficient legislation for inclusion in the Code, generally at least two ordinances. Many municipalities choose to proceed with the publication of Supplements: (A) In accordance with an established schedule; (B) Upon receipt of specific authorization to proceed; or (C) In accordance with specific criteria determined by the City. The MCC editor assigned to your Code will review and incorporate pertinent legislation, with pages ofthe Code printed or reprinted to replace pages affected by the new legislation. Historical citations are included following amended sections and the index and tables are updated. An instruction sheet is included with each Supplement, denoting proper removal of obsolete pages and insertion of new pages. The cost for publishing Supplements is on a straight per page basis with costs based upon the amount of legislation included in the Supplement, with no annual or minimum charge. Initially, the number of copies of Supplements corresponded with the number of Codes printed. As needs change, the number of copies of Supplements can be adjusted. Should the City choose to receive the Code electronically (see below), MCC can provide the Supplements electronically on a schedule designed to meet the City's needs, e.g., quarterly or bimonthly. Hard copy Supplements could be printed less frequently or on the same schedule. The electronic media will reflect the entire Code as updated through the most recent Supplement. Incoming Ordinances. MCC would like to receive your ordinances via e-mail (ords@mail.municode.com) or on disk rather than printed copy. Primary benefits for the City would be the avoidance of copying material and the expense of paper and mailing materials. If you send your ordinances via e-mail, you will get our confirmation of receipt back via e-mail. III. ELECTRONIC MEDIA MCC has many electronic services available to municipalities. We can provide the Code in Word, WordPerfect or HTML format; the Code can also be integrated with the information retrieval software program, Folio BoundVIEWS. Folio is available for your electronic minutes, as well as LaserFiche for your minutes and documents. We also provide an Internet service and list over 680 Codes, Minutes, and other publications on our home page (htto://www.municode.com). IV. REPRINTS OF SPECIFIC CHAPTERS Any portion of the Code can be reprinted in pamphlet form for separate sale and distribution. The looseleaf pamphlets are designed to be updated in the same manner as the Code when the chapters are affected in future supplements. The reprint pamphlets are billed in accordance with our current reprint rates. . '-" """ V. ADDITIONAL COPIES OF CODE MCC can provide additional copies ofthe Code, as needed, in accordance with a reduced reprint rate. The additional copies will be up-to-date through the latest printed Supplement. MCC prides itself on technology and is committed to providing the City of Santa Ana its form of choice for the Code, now and in the future. We hope this information will be helpful to you as you serve the City of Santa Ana. !fyou have any questions or desire additional information, please call ask to speak with Faye Creel, Quintealia Cato or me. A Sincer ly, L\ e.mail: II@rnunicode.com ALL/qfc ene.