HomeMy Public PortalAboutCaselle - Contract 1-9-20Caselle, Inc.
1656 5 East Bay Blvd
Suite 100
Provo, UT 84606
CASELLE, INC.
Software as a Service Agreement
TERMS OF SERVICE
City of Tybee Island
403 Butler Ave
Tybee Island, GA 31328
These Terms of Service constitute an agreement (this "Agreement") by and between Caselle, Inc., a Utah
Corporation, ("Provider") and the City of Tybee Island, GA, ("Recipient").
1. Definitions.
(a) "Account" refers to the Service plans and features selected by Recipient at the time of this
Agreement and accepted by Provider, as such plans and features may change by mutual consent
of the parties, as recorded by Provider.
(b) "AUP" refers to Provider's acceptable use policy as described in Schedule B.
(c) "Authorized Representative" refers to an individual who is authorized under applicable law to
bind and/or consent on behalf of the Provider or Recipient.
(d) "Data Policy" refers to Provider's standard data deletion policy as described in Schedule A of this
Agreement.
"Effective Date" refers to the date of this Agreement.
"Materials" refers to written and graphical content provided by or through the Service,
including, without limitation, text, photographs, illustrations, and designs, whether provided by
Provider, another customer of the Service, or any other third party.
"Recipient Data" refers to data in electronic form input or collected through the Service by or
from Recipient.
(h) "Service" refers to Provider's hosted version of the Caselle Connect software. The Service
includes such features as are set forth on Provider's website (www.caselle.com), as Provider
may change such features from time to time, in its sole discretion.
(1) "Service Failure" refers to an event during which Recipient is unable to access or use the Service
for more than four (4) hours.
(e)
(f)
(g)
2. Service & Payment.
(a) Service. Provider will provide the Service to Recipient pursuant to its standard policies and
procedures then in effect.
(b) Payment. Upon completion of data conversion and training, Recipient will pay Provider a
monthly Service fee of $5,871.00. The Service fee will be considered due five (5) days before the
start of the calendar month of Service.
3. Service Level Agreement.
In the event of any "Service Failure," as that term is defined above, Provider will issue Recipient a
credit. Credit will be 10% of the Recipient's monthly Service fee. Credits issued will apply to
outstanding or future payments only and are forfeited upon termination of this Agreement. Provider
is not required to issue refunds or to make payments against such credits under any circumstances,
including without limitation termination of this Agreement. Credits issued are the Recipient's sole
remedy for the Service Failure in question. Provider shall not be liable for service failures caused by
factors beyond the reasonable control of the Provider, such as, but not limited to, strikes,
insurrection, war, fire, lack of energy, acts of God, mechanical or electrical breakdown,
governmental acts or regulations, computer malfunction, quality of data from the customer's
software or acts of third parties.
4. Materials, Software, & IP.
(a) Materials. Recipient recognizes and agrees that: (i) the Materials are the property of Provider or
its licensors and are protected by copyright, trademark, and other intellectual property laws;
and (ii) Recipient does not acquire any right, title, or interest in or to the Materials except the
limited and temporary right to use them as necessary for Recipient's use of the Service.
(b) Intellectual Property in General. Provider retains all right, title, and interest in and to the Service,
including without limitation all software used to provide the Service and all logos and
trademarks reproduced through the Service, and this Agreement does not grant Recipient any
intellectual property rights in or to the Service or any of its components.
5. Online Policies.
(a)
AUP. Recipient will to comply with the AUP. In the event of Recipient's material breach of the
AUP, including without limitation any copyright infringement, Provider may suspend or
terminate Recipient's access to the Service, in addition to such other remedies as Provider may
have at law or pursuant to this Agreement. Neither this Agreement nor the AUP requires that
Provider take any action against Recipient or any other customer for violating the AUP, but
Provider is free to take any such action it sees fit.
(b) Privacy Policy. The Privacy Policy applies only to the Service and does not apply to any third
party site or service linked to the Service or recommended or referred to through the Service or
by Provider's employees.
6. Each Party's Warranties.
{a) Recipient's Identity. Recipient warrants: (i) that it has accurately identified itself through its
Account and will maintain the accuracy of such identification; and (ii) that it is a corporation or
other business entity authorized to do business pursuant to applicable law.
(b) Right to Do Business. Each party warrants that it has the full right and authority to enter into,
execute, and perform its obligations under this Agreement and that no pending or threatened
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claim or litigation known to it would have a material adverse impact on its ability to perform as
required by this Agreement.
(c) Disclaimers. Except for the express warranties specified in this section, THE SERVICE IS
PROVIDED "AS IS" AND AS AVAILABLE, AND PROVIDER MAKES NO WARRANTIES, EITHER
EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NONINFRINGEMENT OF
INTELLECTUAL PROPERTY RIGHTS. Without limiting the generality of the foregoing, (i) PROVIDER
HAS NO OBLIGATION TO INDEMNIFY OR DEFEND RECIPIENT AGAINST CLAIMS RELATED TO
INFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS; and (ii) Provider does not warrant that the
Service will perform without error or immaterial interruption.
7. Limitation of Liability.
IN NO EVENT: (a) WILL PROVIDER'S LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT
EXCEED THE AMOUNT PAID FOR 60 DAYS OF SERVICE; AND (b) WILL PROVIDER BE LIABLE FOR ANY
CONSEQUENTIAL, INDIRECT, SPECIAL, INCIDENTAL, OR PUNITIVE DAMAGES. THE LIABILITIES LIMITED
BY THIS SECTION 7 APPLY: (i) TO LIABILITY FOR NEGLIGENCE; (ii) REGARDLESS OF THE FORM OF
ACTION, WHETHER IN CONTRACT, TORT, STRICT PRODUCT LIABILITY, OR OTHERWISE; (iii) EVEN IF
PROVIDER IS ADVISED IN ADVANCE OF THE POSSIBILITY OF THE DAMAGES IN QUESTION AND EVEN
IF SUCH DAMAGES WERE FORESEEABLE; AND (iv) EVEN IF RECIPIENT'S REMEDIES FAIL OF THEIR
ESSENTIAL PURPOSE. If applicable law limits the application of the provisions of this Section 7,
Provider's liability will be limited to the maximum extent permissible.
8. Data Management.
(a) Access, Use, & Legal Compulsion. Unless it receives Recipient's prior written consent, Provider:
(i) will not access or use Recipient Data other than as necessary to facilitate the Service; and (11)
will not give any third party access to Recipient Data. Notwithstanding the foregoing, Provider
may disclose Recipient Data as required by applicable law or by proper legal or governmental
authority. Provider will give Recipient prompt notice of any such legal or governmental demand
and reasonably cooperate with Recipient in any effort to seek a protective order or otherwise to
contest such required disclosure, at Recipient's expense.
(b) Recipient's Rights. Recipient possesses and retains all right, title, and interest in and to Recipient
Data, and Provider's use and possession thereof is solely as Recipient's agent.
(c) Retention & Deletion. Provider will retain all Recipient Data until erased pursuant to the Data
Policy.
(d) Injunction. Provider agrees that violation of the provisions of this Section 8 might cause
Recipient irreparable injury, for which monetary damages would not provide adequate
compensation, and that in addition to any other remedy, Recipient will be entitled to injunctive
relief against such breach or threatened breach, without proving actual damage or posting a
bond or other security.
9. Term & Termination.
(a) Term. This Agreement will continue for ane (1) year following the Effective Date (a "Term").
Thereafter, this Agreement will renew for subsequent terms ("Terms") of thirty (30) days, unless
3
either party notifies the other of its intent not to renew thirty (30) or more days before the
beginning of the next Term.
(b) Termination for Cause. Either party may terminate this Agreement for material breach by
written notice, effective in 30 days, unless the other party first cures such breach.
(c) Effects of Termination. The following provisions will survive termination of this Agreement: (1)
any obligation of Recipient to pay for Service rendered before termination; (ii) Sections 4, 5(b),
6(c), and 7 of this Agreement; and (iii) any other provision of this Agreement that must survive
termination to fulfill its essential purpose.
10. Miscellaneous.
(a) Notices. Provider may send notices pursuant to this Agreement to Recipient's address at City of
Tybee Island, 403 Butler Ave, Tybee Island, GA 31328, and such notices will be deemed received
ten (10) days after they are sent. Recipient may send notices pursuant to this Agreement to
Caselle, Inc, 1656 S East Bay Blvd, Suite 100, Provo, UT 84606, and such notices will be deemed
received ten(10) days after they are sent.
(b) Amendment. Provider may amend this Agreement (including the SLA and Data Policy) from time
to time by posting an amended version at its website and sending Recipient written notice
thereof. Such amendment will be deemed accepted and become effective 30 days after such
notice (the "Proposed Amendment Date") unless Recipient first gives Provider written notice of
rejection of the amendment. In the event of such rejection, this Agreement will continue under
its original provisions, and the amendment will become effective at the start of Recipient's next
Term following the Proposed Amendment Date (unless Recipient first terminates this
Agreement pursuant to Section 9 above). Recipient's continued use of the Service following the
effective date of an amendment will confirm Recipient's consent thereto. This Agreement may
not be amended in any other way except through a written agreement executed by Authorized
Representatives of each party. Notwithstanding the foregoing, Provider may amend the AUP or
Privacy Policy at any time by posting a new version at its website and/or sending Recipient
notice thereof, and such amended version will become effective 30 business days after such
notice is sent.
(c) Independent Contractors. The parties are independent contractors and will so represent
themselves in all regards. Neither party is the agent of the other and neither may bind the other
in any way.
(d) No Waiver. Neither party will be deemed to have waived any of its rights under this Agreement
by lapse of time or by any statement or representation other than (i) by an Authorized
Representative and (ii) in an explicit written waiver. No waiver of a breach of this Agreement will
constitute a waiver of any prior or subsequent breach of this Agreement.
(e) Force Majeure. To the extent caused by force majeure, no delay, failure, or default will
constitute a breach of this Agreement.
Assignment & Successors. Neither party may assign this Agreement or any of its rights or
obligations hereunder without the other's express written consent, except that either party may
assign this Agreement to the surviving party in a merger of that party into another entity. Except
to the extent forbidden in the previous sentence, this Agreement will be binding upon and inure
to the benefit of the respective successors and assigns of the parties.
(f)
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(g)
Choice of Law & Jurisdiction. This Agreement will be governed and construed solely by the laws
of the State of Georgia, without reference to such State's principles of conflicts of law. The
parties consent to the personal and exclusive jurisdiction of the state courts of Georgia.
(h) Severability. To the extent permitted by applicable law, the parties hereby waive any provision
of law that would render any clause of this Agreement invalid or otherwise unenforceable in any
respect. In the event that a provision of this Agreement is held to be invalid or otherwise
unenforceable, such provision will be interpreted to fulfill its intended purpose to the maximum
extent permitted by applicable law, and the remaining provisions of this Agreement will
continue in full force and effect.
(1)
(j)
Certain Notices. Pursuant to 47 U.S.C. Section 230(d), Provider hereby notifies Recipient that
parental control protections (such as computer hardware, software, or filtering services) are
commercially available that may assist in limiting access to material that is harmful to minors.
Information regarding providers of such protections may be found on the Internet by searching
"parental control protection" or similar terms.
Conflicts among Attachments. In the event of any conflict between the terms of this main body
of this Agreement and those of any accompanying schedule, the terms of this main body will
govern. In the event of any conflict between this Agreement and any Provider policy posted
online, including without limitation the AUP and Privacy Policy, the terms of this Agreement will
govern.
(k) Entire Agreement. This Agreement sets forth the entire agreement of the parties and
supersedes all prior or contemporaneous writings, negotiations, and discussions with respect to
the subject matter hereof. Neither party has relied upon any such prior or contemporaneous
communications.
Note: The attached proposal is considered part of this Agreement.
The signatures below indicate each party's acceptance of the Agreement. Each party has caused this
Agreement to be executed by its duly Authorized Representative.
CASELLE, INC. CITY OF TYBEE ISLAND
By:�{�.
Name: Alan 5. Hutchings
Title: President
Date: January 8, 2020
By:
Name:
Title:
Date:
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Schedule A — Data Policy
(a) Access, Use, & Legal Compulsion. Unless it receives Recipient's prior written consent, Provider: (i)
will not access or use data in electronic form collected through the Services from Recipient's
customers or other third parties, or collected or accessible directly from Recipient, (collectively,
"Data") other than as necessary to facilitate the Services; and (ii) will not give any third party access
to Data. Notwithstanding the foregoing, Provider may disclose Data as required by applicable law or
by proper legal or governmental authority. Provider will give Recipient prompt notice of any such
legal or governmental demand and reasonably cooperate with Recipient in any effort to seek a
protective order or otherwise to contest such required disclosure, at Recipient's expense.
(b) Recipient's Rights. Recipient possesses and retains all right, title, and interest in and to Project Data,
and Provider's use and possession thereof is solely as Recipient's agent.
(c) Retention & Deletion. Provider will retain any Data in its possession until Erased. Provider will Erase.
(1) all copies of Data promptly after Recipient's written request; and (ii) all copies of Data no sooner
than 90 days after termination of this Agreement and no later than 120 days after such termination.
Promptly after Erasure pursuant to this Subsection (c), Provider will certify such Erasure in writing to
Recipient. ("Erase" and "Erasure" refer to the destruction of data so that no copy of the data
remains or can be accessed or restored in any way.)
(d) individuals' Access. Provider will not allow any of its employees to access Data, except to the extent
that an employee needs access in order to facilitate the Services and executes a written agreement
with Provider agreeing to comply with Provider's obligations set forth in this Section.
(e) Compliance with Low & Policy. Provider will comply with all applicable federal and state laws and
regulations governing the handling of Data.
Leaks. Provider will promptly notify Recipient of any actual or potential exposure or
misappropriation of Data (any "Leak") that comes to Provider's attention. Provider will cooperate
with Recipient and with law enforcement authorities in investigating any such Leak, at Provider's
expense. Provider will likewise cooperate with Recipient and with law enforcement agencies in any
effort to notify injured or potentially injured parties, and such cooperation will be at Provider's
expense, except to the extent that the Leak was caused by Recipient. The remedies and obligations
set forth in this Subsection (f) are in addition to any others Recipient may have.
(f)
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Schedule B — Acceptable Use Policy
A. Unacceptable Use
Provider requires that all customers and other users of Provider's service (the "Service") conduct
themselves with respect for others. In particular, please observe the following rules in your use of the
Service:
1) Privacy: Do not violate the privacy rights of any person. Do not collect or disclose any personal
address, social security number, or other personally identifiable information without each holder's
written permission. Do not cooperate in or facilitate identity theft.
2) intellectual Property: Do not infringe upon the copyrights, trademark rights, trade secret rights, or
other intellectual property rights of any person or entity. Do not reproduce, publish, or disseminate
software, audio recordings, video recordings, photographs, articles, or other works of authorship
without the written permission'of the copyright holder.
3) Hacking, Viruses, & Network Attacks: Do not access any computer or communications system
without authorization, including the computers used to provide the Service. Donot attempt to
penetrate or disable any security system. Do not intentionally distribute a computer virus, launch a
denial of service attack, or in any other way attempt to interfere with the functioning of any
computer, communications system, or website. Do not attempt to access or otherwise interfere
with the accounts of other users of the Service.
4) Fraud: Do not issue fraudulent offers to sell or buy products, services, or investments. Do not
mislead anyone about the details or nature of a commercial transaction. Do not commit fraud in any
other way.
5) Violations of Law: Do not violate any law.
B. Consequences of Violation
Violation of this Acceptable Use Policy (this "AUP") may lead to suspension or termination of the
Recipient's use of the Service or legal action. In addition, the Recipient may be required to pay for the
costs of investigation and remedial action related to AUP violations.
C. Reporting Unacceptable Use
Provider requests that anyone with information about a violation of this AUP report it to the following
address: Caselle, Inc. 1656 S East Bay Blvd, Suite 100, Provo, Utah 84606. Please provide the date and
time of the violation and any identifying information regarding the violator, including e-mail or IP
(internet protocol) address if available, as well as details of the violation.
D. Revision of AUP
Provider may change this AUP at any time by posting a new version on it's website (www.caselle.com) or
by sending the Recipient written notice thereof. The new version will become effective on the date of
such notice.
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CASELLE, INC.
1656 S. East Bay Blvd.
Suite 100
Provo, UT 84606
SOFTWARE USE AGREEMENT
CITY OF TYBEE ISLAND
403 Butler Ave
Tybee Island, GA 31328
"CaseIle") ("You" or "Your")
You agree to Use the Software and Purchase the services detailed below ("Items"), and Caselle, Inc. agrees
to provide them, subject to the terms and conditions on pages two and three of this Agreement.
Total Price $110,413.00 Balance Due $110,4I3.00
Items
License Type Hosted
Total Training $33,213.00
Total Setup 28,800.00
Total Conversion 48,400.00
Total Price $110,413.00
The attached Proposal is considered part of this Agreement.
The signatures below indicate each party's acceptance of this Agreement. Each party has caused this
Agreement to be executed by its duly authorized representative.
CASELLE, INC. CITY OF TYBEE ISLAND
By:
Name & Title: Alan S. Hutchings, President
BV: ---Nger".4
Name & Title:
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Date: January S. 2020 Date:
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CASELLE, INC.
SOFTWARE USE AGREEMENT
Grant of Right
Caselle, Inc. and its Licensors agrees to grant, and You agree to
accept a limited, non -transferable, non-exclusive right ("Right")
to use the computer programs, with the accompanying manuals,
literature and other materials ("Software") as detailed under
Items subject to the terms and conditions of this Software Use
Agreement and subject to termination as provided herein. The
term Software shall also include all revisions, updates,
enhancements and new modules or add-ons to the existing
Software as detailed under Items.
Payment
The Balance shall be paid by You upon execution of this Software
Use Agreement. Payment shall be in U.S. Dollars and shall not
be deemed to have been received by Caselle until Your check
clears the banking process. Any costs incurred in collecting Your
check, due to insufficient funds or any other reason, shall be
reimbursed by you. Late payments shall be subject to a FINANCE
CHARGE OF 1.5% PER MONTH, OR 18° o PER ANNUM.
Taxes
Prices and fees are exclusive of all federal, state, municipal, or
other government excise, duties, sales, use, occupational, or like
taxes now or hereafter in force, and are therefore subject to
increase in an amount equal to any tax Caselle may be required to
collect or pay upon licensing or delivery of any Items, other than
federal, state and local taxes based on Caselle's income. You also
agree to pay all personal property taxes which accrue to you by
reason of this Agreement.
Title and Confidentiality
Title and full ownership rights to the Software licensed under this
Agreement, including, without limitation, all intellectual property
rights therein and thereto, and any copies You make, remain with
Caselle. It is agreed the Software is the proprietary, confidential,
trade secret property of Casette, whether or not any portions
thereof are or may be copyrighted and You shall take all
reasonable steps necessary to protect the confidential nature of the
Software as You would take to protect Your own confidential and
trade secret information. You further agree that You shall not
make any disclosure of any or all such Software (including
methods or concepts utilized therein) to anyone, except to
employees, agents, or contractors working for You to whom such
disclosure is necessary to the use for which rights are granted
hereunder. You shall appropriately notify all employees, agents,
and contractors to whom any such disclosure is made that such
disclosure is made in confidence and shall be kept in confidence
by them, Upon Caselle's request, such employees, agents, and
contractors shall enter into an appropriate confidentiality
agreement for secrecy and nonuse of such information which by
its terms shall be enforceable by injunctive relief at the request of
Caselle. If Caselle makes such a request, it shall provide You
with the appropriate confidentiality agreements. The obligations
imposed by this section upon You, Your employees, agents, and
contractors, shall survive and continue after any termination of
rights under this Agreement. It shall not be a breach of this
Agreement if you are required to disclose or make the Software
available to a third party or to a court if the Software is
subpoenaed or otherwise ordered by an administrative agency or
court of competent jurisdiction to be produced or disclosed.
-2-
Rights
You may not:
a) Rent, lease, sublicense, assign, sell, loan or otherwise transfer
this Right, in whole or in part, except as expressly permitted
by this Agreement.
b) Inspect, disassemble. decompile. reverse engineer or in any
way attempt to determine the internal methods of the
Software.
c) Modify the Software or merge it into any other product
without the express written consent of Caselle.
d) Reproduce, prepare derivative works based upon, transmit or
distribute the Software, or any part of it, in any form or by
any means except as expressly permitted in this Agreement.
e) Transfer or assign the Software and the rights under this
agreement to another party without the express written
consent of Caselle.
Any attempt to do any of the above (a to e) shall void and
terminate this Agreement.
Term
This Software Use Agreement is and shall be effective from the
date of full execution and shall remain in force until terminated.
You may terminate this Agreement at any time by notifying
Caselle in writing at least 30 days prior to the date of termination
Your Right terminates automatically if you materially fail to
comply with any terms or conditions of this Agreement.
Warranty
Caselle warrants that it has sufficient right and title to the
Software to grant You this Right. For one (1) year from the date
of receipt of the Software ("Warranty Period"), Caselle also
warrants the Software media to be free from defects in materials
and workmanship under normal use, and Software operation will
substantially conform to the specification published by Caselle.
If an error or a defect in the Software or its media becomes
apparent within the Warranty Period You must promptly niiti
Caselle, in writing, describing the defect. Upon confirming the
error or defect Caselle will, at its exclusive option, repair or
replace the item or refund the price paid for the defective item.
Caselle does not warrant that the functions contained in the
Software will meet Your requirements or that the operation of the
Software will be uninterrupted or error free. The warranty does
not cover Software modified by anyone other than Caselle and
problems with, or caused by, computer hardware or non-Caselle
software. This limited warranty is VOID if failure of the licensed
Software has resulted from accident. abuse or misapplication_
Disclaimers and Limitations of Warranty and
Remedies
EXCEPT AS SPECIFICALLY STATED IN THE WARRANTY
SECTION OF THIS AGREEMENT, THE SOFTWARE IS
LICENSED "AS IS" WITHOUT ANY OTHER WARRANTY,
EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED
TO IMPLIED WARRANTIES OF MERCHANTABILITY AND
FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT
SHALL CASELLE BE LIABLE FOR ANY INDIRECT,
SPECIAL OR CONSEQUENTIAL DAMAGES, INCLUDING,
BUT NOT LIMITED TO, LOSS OF ANTICIPATED PROFITS,
REVENUE OR SAVINGS, BUSINESS INTERRUPTION OR
LOSS OF BUSINESS INFORMATION, ARISING FROM THE
USE OF OR INABILITY TO USE THE SOFTWARE OR
BREACH OF ANY EXPRESSED OR IMPLIED WARRANTY,
EVEN IF CASELLE OR ITS AGENT HAS BEEN ADVISED
OF THE POSSIBILITY OF SUCH DAMAGES. THESE
LIMITATIONS SHALL APPLY NOTWITHSTANDING THE
FAILURE OF AN ESSENTIAL PURPOSE OF ANY LIMITED
REMEDY. CASELLE'S AGGREGATE LIABILITY UNDER
THIS AGREEMENT FOR DAMAGE WILL NOT, IN ANY
EVENT, WHETHER BASED UPON CONTRACT,
NEGLIGENCE, STRICT LIABILITY IN TORT. WARRANTY,
OR ANY OTHER BASIS, EXCEED THE LICENSE FEES
PAID BY YOU FOR THE LICENSED SOFTWARE GIVING
RISE TO SUCH LIABILITY.
Returns
a) No returns will be accepted without a written request to
Caselle. To receive full credit, less the cancellation fee (set forth
below), such requests must be made in writing to and received by
Caselle's corporate office within thirty (30) days of this
agreement. No returns will be considered for credit until
appropriate notice has occurred within the time limits specified
and all related materials are returned to Caselle's corporate office
within ten (10) days of notice.
b) Pre -approved returns occurring after the thirty -day period has
lapsed will be allowed 75% credit, if such requests are made in
writing to and received by Caselle's corporate office within sixty
(60) days of this agreement. Any returns attempted after the
sixty-day period has lapsed will receive no credit.
c) A minimum cancellation fee of 10% will be assessed to all pre -
authorized returns.
d) In addition, You agree that You will return all written materials
received from Caselle, including program materials, instruction
manuals, and any and all training materials to Caselle.
Additional Services
Support, Training and Data Conversion for the Software will be
provided directly by Caselle, or its authorized support centers.
and are subject to separate agreements.
-3-
General
a) This Agreement shall be governed and construed in accordance
with the laws of the State of Georgia and You hereby consent to
the jurisdiction of State and Federal courts in Georgia. If any part
of this Agreement violates applicable law, that part shall be
deemed to be amended to the extent necessary to comply with the
law.
b) This Agreement constitutes the entire Agreement between
Caselle and You and supersedes any prior Agreement or
understanding, written or oral, relating to the subject matter of this
Agreement. Except as provided herein. this Agreement may not
be amended or supplemented except in writing and properly
executed by both parties.
c) If any provision of this Agreement shall be adjudged by a court
to be void or unenforceable, the same shall in no way affect any
other provision of this Agreement or the validity or the
enforceability of this Agreement.
d) All rights and remedies provided herein are cumulative and are
in addition to all other rights and remedies available at law or
equity.
e) In the event that either party successfully takes legal action to
enforce any provision of this Agreement the unsuccessful party
shall pay full costs and expenses of such action, including
reasonable attorney's fees.
f) Any notice required by this Agreement shall be deemed to have
been properly given if sent by registered or certified mail to the
address set forth in this Agreement.
g) The waiver of any breach or default of this Agreement shall
constitute a waiver only as to such particular breach or default and
shall not constitute a waiver of any other breach or default.
Failure to act by either party in exercising any right, power, or
remedy under this Agreement, except as specifically provided
herein, shall not operate as a waiver of any such right, power or
remedy, and will not affect the validity of the whole or any part
of this Agreement. or prejudice such party's right to take
subsequent action.
h) Neither party shall be held liable for delays in any of its
performance resulting from acts of God, war, civil disturbance,
court order, labor dispute or any other cause beyond its control.
i) The relationship of the Parties shall be solely that of
independent contractors. No partnership, joint venture,
employment, agency or other relationship is formed. intended or
to be inferred under this Agreement. Neither party to this
Agreement shall attempt to bind the other, incur Iiabilities on
behalf of the other, act as agent of the other. or authorize any
representation contrary to the foregoing.
(j) This Agreement is binding upon and shall inure to the benefit
of the parties, their successors and assigns. However, this
Agreement is not assignable by you. This Agreement is personal
to you and neither the Agreement, nor the rights nr duties
hereunder, may be voluntarily or involuntarily. directly or
indirectly, assigned or otherwise transferred without the prior
written consent of Casette. Any unauthorized assignment or
transfer shall constitute a breach hereof and shall be voidable by
Caselle.
663884 18/04
Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
From:
Wade Walker, Territory Manager
pww@caselle.com
CASELLE., Prucrnkwart- 'volunnmtor l ia!(iu■rmmint
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Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Proposal Summary
License Tpe Hosted
Total On -Site Training 33,213
Total Setup 28,800
Total Conversion 48,400
Total Investment $110,413
The total proposal price of $110,413 is required with order.
Hosted Maintenance & Support will be $5,871 per month for seventeen workstations.
I have read and agree to all terms & conditions proposed herein. I understand if the
City of Tybee Island is unable to provide data to Caselle in the requested format,
additional fees will apply.
Signature
6,(re , ce s5:0n
Printed Name &!Title
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2
Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Proposal Detail
Caselle® Application Software
License Type
On -Site
Training
Setup
Conversion
Total
General Ledger
Hosted
$2,475
$700
$16,000
$19,175
Budgeting
Hosted
Included
-
-
-
Bank Reconciliation
Hosted
Included
-
1,000
1,000
miExcel GL
Hosted
Included
1,000
-
1,000
Payroll/Direct Deposit
Hosted
3,713
1,750
3,400
8,863
Electronic W2/1099
Hosted
Included
-
-
-
Timekeeping
Hosted
1,238
500
-
1,738
Human Resources
Hosted
619
-
-
619
Online Pay Stubs/W2's
Hosted
-
3,000
-
3,000
Accounts Payable
Hosted
619
500
6,000
7,119
AP Direct Pay
Hosted
Included
-
-
-
Purchases & Requisitions
Hosted
619
-
-
619
Accounts Receivable
Hosted
1,238
500
200
1,938
Utility Management
Hosted
3,713
1,500
6,200
11,413
Utility Electronic Reading Interface
Hosted
Included
250
-
250
Utility Service Orders
Hosted
619
500
-
1,119
Online Mapping
Hosted
-
-
-
-
Utility Backflow Management
Hosted
825
1,500
300
2,625
Maintenance Orders
Hosted
619
500
1,119
Cash Receipting
Hosted
619
500
-
1,119
Online/Electronic Payments
Hosted
825
2,250
-
3,075
Check Conversion
Hosted
Included
1,350
-
1,350
Asset Management
Hosted
619
500
500
1,619
Business License
Hosted
619
500
300
1,419
Business Tax Collection
Hosted
619
1,500
-
2,119
Business Tax Online Filing/Payment
Hosted
Included
3,000
-
3,000
Business License/Tax Web Services
Hosted
-
-
-
-
Court Management
Hosted
3,713
1,500
-
5,213
Court Citation Import
Hosted
Included
-
-
-
Court Payment Import
Hosted
Included
-
-
-
Materials Management
Hosted
1,238
500
500
2,238
Caselle Document Management
Hosted
4,950
2,000
-
6,950
Community Development Suite
Hosted-
-
-
-
Permitting
Hosted
1,238
1,000
14,000
16,238
Online Mapping
Hosted-
..-
-
Planning & Zoning
Hosted
1,238
1,000
-
2,238
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3
Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Approvals & Notifications
Code Enforcement
Seventeen (17) Concurrent User
Licenses
Hosted
Hosted
Hosted
619
619
500
500
1,119
1,119
Included
Grand Total
Hosted $33,213
$28,800
$48,400
$110,413
Notes:
1. The monthly credit card and electronic payment transaction fees will be billed by Xpress Bill Pay.
2. Online Paystubs includes 200 employees paid bi-weekly and annual W2's. Software Assurance will
be adjusted if the number of employees exceeds this estimate.
3. The subscription based Caselle Document Management includes: Full Text Search, Encryption, Drag and
Drop, Role -Based Security, Versioning, Document Retention, Audit Trail, OCR (10,000 pages/month), four
(4) Concurrent User Licenses, four (4) Advanced Workflow Licenses and the Caselle Integration.
4. History Conversion is available on a per bid basis. Additional fees may apply upon review of existing legacy
data.
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4
Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
On-site Training
On-site Training - $33,213
Travel expenses will be invoiced when training is complete and include actual airfare, hotel, and car expenses, plus
Caselle's food per diem of $55.00. These are not included in the total proposal price.
On-site Training Requirements
In order to receive the full benefit and value of our software products, it is imperative that the on-site training
be conducted in an organized, professional and uninterrupted manner. To ensure this, Caselle Inc. requires the
following conditions:
• Training class size will be limited to the number of workstations available in the training area.
■ Each training area will have one workstation for each student and one workstation for the instructor or
data conversion specialist. Each training workstation must have access to a common network.
■ Each training room must have a dedicated printer networked to all the training workstations.
• Training rooms must be set up and completely functional before the first day of training.
• Training rooms should provide an education environment and be free from interruptions or distractions
for students. Equipment such as a whiteboard or easel, three -hole punch, and stapler should be available in
the training room.
• Key personnel must be available before and after normal working hours to discuss data conversion issues,
assist with implementation, or if a "live" run of Accounts Payable, Utility Billing or Payroll etc., is to be
done.
Caselle will be in contact with the customer prior to scheduling the training to ensure the above conditions can
be met. If delays result from the above conditions not being met during on-site training, additional training fees
may apply.
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5
Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Implementation Services
Data conversion is an involved, sometimes complicated procedure that must be completed with a high level of
accuracy and precision. To make this process run smoothly, Caselle requires your assistance in providing the
required materials for preliminary data conversion, offering clarification as needed during the conversion process,
and supplying updated materials for the final data conversion. Please read the following information carefully.
Gathering Preliminary Data
Assemble the following information and send it to Caselle.
• Complete the Information Worksheets during each phase of the conversion.
• Provide data to be converted.
- You may need to clarify the data, as needed, during the conversion process.
- Caselle will not convert the prior period detail during data conversion unless optional history
conversion is specified in the contract.
• Send printed or PDF reports to verify account balances at the time data is sent to Caselle for preliminary
conversion and again for final data conversion.
Submitting Conversion Data
You will be provided a file layout for each application that will have data conversion. The file layout details the
required and/or optional fields that Caselle will need to provide the conversion. The cost of conversion quoted
in this proposal is based on your submission of the necessary data in the requested formats. If data cannot be
supplied in this format, additional costs will be billed to get your existing data into the desired formats ready
for conversion, and could delay any proposed timeline. We may also need file layouts or descriptions of tables
and where all of the necessary information is located within your existing data to complete the conversion.
Data Conversion Timeline
The timeline begins when the requested data and all required preliminary information has been
received by Caselle. The timeline to complete an accurate data conversion can range from 120 - 180 days.
This is dependent upon the condition of the data and the client's willingness to review the preliminary
information for accuracy, including information requested in the discovery phase of the conversion.
Scheduling Training
Important! Training will only be scheduled after Caselle has completed the mock conversion and the customer
has reviewed and approved the conversion.
After training is scheduled, a representative from the Implementation team wilI review the remaining steps to
ensure a successful implementation, prior to going Live on Caselle.
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6
Caselle® Hosted Software & Services Proposal
City of Tybee island, GA
January 8, 2020
Software Setup & Data Conversion
This section contains the items, per directory, that will be setup and converted in each module. Since estimating
the exact quantity may be difficult, we will adjust the calculated conversion cost if the actual number of items
converted is greater than or less than 25% of the original estimate.
Data conversion requires that data be submitted in the required format. It is the responsibility of the customer
to provide data to Caselle. Conversion services to retrieve or modify your data to the required formats are
available at an additional cost. These services will be billed at Caselle's current hourly rate and are not included
in this proposal.
General Ledger Setup • Set up the control table in the General Ledger and Account Masks with the
appropriate segments for funds, departments, revenue sources, object codes,
and other account classifications.
• Modify the existing chart of accounts to utilize the advanced reporting features
available with Caselle, if needed.
• Format five standard financial statements:
— Balance Sheet with Revenue/Expenditures compared to budget
— Allocation Reconciliation
Income Statement (All Funds)
- Balance Sheet (All Funds)
- Fund Summary Income Statement
Note; Additional fees may be required to set up additional financial
statements.
• Establish all necessary journals for interfaced subsystems to allow the
subsystems to update transactions to the General Ledger.
• Create a custom Checklist to document your organization's daily, monthly, and
fiscal year-end steps; as well as budget procedures.
Data Conversion • The current year-to-date trial balance and budget will be entered and balanced
to your existing system. Caselle will provide supporting reports that document
the balance sheet accounts, revenues, and expenditure balance for auditing
purposes. A trial balance period will be established and all periods from that
period forward will contain detail transaction information, if provided.
8,000 accounts are included
Bank Reconciliation • Bank reconciliation for the desired cash accounts with outstanding deposits
Data Conversion and checks will be established. A bank reconciliation will be completed and
balanced to cash for the appropriate beginning period.
2 bank accounts are included
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Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Payroll/Direct Deposit • Set up necessary pay codes for gross pay, deductions, taxes, and benefits.
Setup • Set up check formats for the Employee Payroll Check and Vendor Remittance
for applicable deductions.
• Create a custom Checklist to document all necessary payroll procedures for
pay periods and year-end.
• Set up default reports for all necessary payroll reporting, including:
— Transmittals
- Standard State/Federal Reporting
• Set up header and batch information with the appropriate ACI-I/NACHA file
information.
• Set up bank file with all necessary employee bank routing information.
• Format one direct deposit voucher and one transmittal voucher.
• Additional form set up, such as timesheets will be billed at the rate of $100 per
form. Forms that have multiple pages will be billed $100 for each additional
page included in the form.
Data Conversion • Each employee's information will be converted. This information includes the
employee name, address, Social Security number, exemptions, and worker's
compensation status.
• Each employee's wage distribution for salary and benefits will be established.
• Employee pay codes for all wages, deductions, taxes, benefits, and
reimbursements will be converted.
• Payroll YTD information will be entered and reviewed to ensure W-2
information is accurate at year-end.
• Payroll processing to verify data conversion is accurate will be completed.
• Payroll YTD totals, leave time, hours, and benefits will be balanced to the
existing system if supporting reports are provided.
• Caselle will provide reports of the converted data for auditing purposes.
• Each employee file will be set up with the employee's bank routing account
information for full ACH compatibility. A pre -notification test file will be
generated and verified to ensure accuracy.
200 employees are included
Timekeeping Setup • Establish activity codes and appropriate payroll overrides.
• Set up and define task codes, including descriptions and General Ledger
override accounts, if necessary.
• Set up employee defaults for tasks, activities, and shifts.
• Set up applicable FLSA shifts with beginning dates, ending dates, and default
hours.
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Accounts Payable
Setup
Data Conversion
Caselle) Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
• Establish vendor defaults.
• Format one check form with requested stub detail.
• Create a Checklist to document Accounts Payable procedures, including the
printing of 1099's.
• Each vendor's information will be converted. This information includes the
vendor name, street address, mailing address, remittance addresses, city, state,
zip code, and 1099 status.
— Exception: 1099 balances can be established, if provided.
3,000 vendors are included
AP Direct Pay Setup • Set up header and batch information with the appropriate ACH/NACHA file
information.
• Set up vendors with necessary routing and account numbers.
• Format one direct pay voucher.
Purchases &
Requisitions Setup
• Format one purchase order form,
• Create a Checklist to document Purchase Order procedures.
• Additional custom purchase order form set up will be billed at the rate of $100
per form. Forms that have multiple pages will be billed $100 for each
additional page included in the form.
Accounts Receivable • Set up the appropriate billing categories and penalty rates.
Setup • Format standard reports for reporting and balancing of customer accounts.
• Format one of each of the following: statements, invoices, and delinquent
notices.
• Create a Checklist to document Accounts Receivable procedures.
• Additional form layouts for statements, invoices, and delinquent notices will
be billed at the rate of $100 per form. Forms that have multiple pages will be
billed $100 for each additional page included in the form.
Data Conversion • Each customer's account information will be converted. This information
includes the customer's name, street address, mailing address, bill to
information, city, state, and zip code.
• Customer balances will be converted.
100 accounts are included
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9
CaseIlea Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Utility Management • Set up services, taxes, rate tables, and other fees for billing.
Setup • Format one form for each of the following: utility bills, delinquent notices, and
shut-off notices.
• Set up default reports for billing, meter proofing, and reviewing customer
information.
• Create table lists to generate customer labels, reports for new connects,
terminated customers with credit balances, and terminated customers with a
zero balance.
• Create a Checklist to document daily, monthly, and billing procedures.
• Additional forms will be billed at the rate of $100 per form. Forms that have
multiple pages will be billed $100 for each additional page included in the
form.
Data Conversion • Each customer's information will be entered and verified. This information
depends on what is provided. Information will be converted as is and normally
includes the customer number, name, service address, mailing address, city,
state, zip code, telephone numbers, meter number, location, balances, and
previous reads.
• All appropriate transactions for balancing the billing will be converted.
• Balancing totals, billing totals, receivable by service totals, if provided, will be
balanced to the existing system using supporting reports.
• Caselle will provide reports of the converted data for auditing purposes.
3,100 meters or customers are included
Utility Electronic • Create the appropriate import/export formats and test with the interfaced
Reading Interface meter reading equipment.
Setup
Service Orders Setup • Set up the Service Order options (including user, department, and actions).
• Customize Service Order data entry screens.
• Format three Service Order form layouts.
• Set up the Utility Management interface.
• Additional form layouts will be billed at the rate of $100 per form. Forms that
have multiple pages will be billed $100 for each additional page included in the
form.
Backflow Management • Assembly types, approved assembly models, action codes, notification cycles,
Setup organization, testers, and a maximum of eight forms will be set up. Forms
include:
— Testers Certification Notice
— Testing Renewal Notifications
- Assembly Install Notifications
Assembly Failure Notices
Data Conversion • All active backflow assemblies will be attached to the utility location table
including all applicable information to start the tracking process.
300 assemblies are included
No historical assembly information will be included.
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Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Maintenance Orders • Set up the Maintenance Order options (including personnel, department, and
$etup actions).
• Customize Maintenance Order data entry screens.
• Format three Maintenance Order form layouts.
• Set up organization information.
• Additional form layouts will be billed at the rate of $100 per form. Forms that
have multiple pages will be billed $100 for each additional page included in the
form.
Cash Receipting Setup • Set up the General Ledger accounts for bank deposits and standard receipting
revenue.
• Set up category and distribution codes.
• Set up payment types, for example, check, cash, and credit card, and associated
reports for balancing.
• Create default reports to assist in daily operation.
• Create a Checklist to document procedures for daily cash receipting
transactions, updates, and posting of receipts.
Online/Electronic • Set up Online and Electronic Payment Processing (credit cards, electronic
Payments Setup funds transfer, and online bank bill pay consolidation).
• Set up Utility Direct Pay.
• Set up Xpress Bill Pay, Caseile's authorized electronic payment vendor,
including online bill presentation, online bill history, automatic recurring
payments, and payment wallets with full integration to Cash Receipting,
Asset Management • Establish the default depreciation frequency and method, with the asset
Setup number format.
• Set up departments, classifications, and asset types.
• Create a Checklist to document procedures, including the asset creation and
General Ledger updates.
Data Conversion • Asset number, description, department, classification, and type will be
converted. The depreciation start date, life, and method of depreciation will be
converted for each asset, if provided.
• Accumulated depreciation can be converted to ensure an accurate beginning
balance.
Business License Setup • Format one form layout for each of the following: business license, renewal
letter, delinquent notice, and application.
• Set up billing rates, billing frequencies, license types, and business activities.
• Additional forms or licenses will be billed at the rate of $100 per form. Forms
that have multiple pages will be billed $100 for each additional page included
in the form.
Data Conversion • All applicable business information and account balances will be converted.
• Business information includes the owner, manager, license type, and business
codes, if provided.
• All standard reports will be set up.
300 businesses are included
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Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Business Tax • Set up fees, frequencies, tax agencies, tax return types, and tax types.
Collection Setup • Format six business tax return forms,
• Format four other forms (delinquent notice, non -file notice, overpayment
notice, renewal notice, etc.)
• Create a Checklist to document Business Tax procedures.
• Additional forms will be billed at the rate of $100 per form. Forms that have
multiple pages will be billed $100 for each additional page included in the form.
Data Conversion • All applicable business information will be converted.
• Open returns.
Note: Balances are not converted; however, options can be discussed for a
particular situation.
Court Management • Use the court information you provide to structure all codes. Codes will cross -
Setup reference surcharge, state assessment and so on.
• Format up to six Follow-up letters. Docket information will accurately default
into all correspondence.
• Set cross-reference flags for witness letters, jury letters, pre-trial hearings,
failure to comply notices, change of trial dates and/or hearings, appeals, non-
appearance, bench warrants, etc.
• Set up special codes to handle collections, community service, jail time, jail
credits, DUI School, counseling, etc.
• Create a Checklist to document daily, monthly, and year-end procedures.
• Additional Follow-up letters will be billed at the rate of $100 per letter. Letters
that have multiple pages will be billed $100 for each additional page included
in the form.
Materials Management • Create the inventory number mask.
Setup • Set up the Department, Category, and Location files.
• Establish inventory levels, turnover, and valuation reports.
• Create a Checklist to document daily, monthly, and inventory procedures.
Data Conversion
• Inventory items will be converted. This includes the inventory number,
description, location, category, quantity, and unit cost for each item. Inventory
valuation will be balanced if available.
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12
Caselle® Hosted Software & Services Proposal
City of Tybee Island, GA
January 8, 2020
Community • Setup services will assist customers in initial software configuration such as
Development Setup codes, rates, permit types, fees, etc. A representative will provide consulting
and software setup via telephone and email prior to product shipping. All
parcel data and current owner information will be entered when submitted in
the requested format. Property Parcel Data does not include data export from
any other system or custom conversion. Property information will need to be
entered into the Caselle Load Table by the customer.
• If customer completes the Caselle Load Tables for Property and Owner,
Contractor and open Permits, there will be no conversion charges.
• If Caselle Load Tables are not used and data is submitted in another format,
there will be a $2.00 charge per property, contractor, open permit record, and
historical record in addition to the setup fee.
Data Conversion
• All property and owner parcel data will be entered when submitted in the
requested format.
• All Open Permits will be entered when submitted in the requested format.
• Contractor information will be entered when submitted in the requested
format.
• If historical data needs to he converted, data will be loaded into a Caselle
Archive History Table as read only and can be exported or viewed in Property
Inquiry and Table List reports. Historical data from existing system will not be
converted as Caselle transactions.
• Caselle Load Tables will need to be populated by the customer.
• All needed forms will be billed at the rate of $100 per form. Forms that have
multiple pages will be billed $100 for each additional page included in the
form.
7,000 properties are included
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