2020-12-15 Ex 05CITY OF OKEECHOBEE
Okeechobee City Council
55 SE THIRD AVENUE
Mayor Dowling R. Watford, Jr.
Wes Abney
OKEECHOBEE, FL 34974
Monica Clark
Phone: (863)763-3372
Bob Jarriel
www. cityofokeechobee. com
Bobby Keefe
MEMORANDUM
TO: Mayor Watford and City Council
FROM: Marcos Montes De Oca, P.E., City Administrat i
Re: eSCRIBE Implementation Services Fees
DATE: December 7, 2020
During our execution of the contract from Escribe, it was noted the setup and training for
the services were not included under the Annual Subscription Bundle or the Annual
Closed Captioning Fees as presented at the previous council meeting.
The contract requires configuration and training costs in the amount of $4,458 for
implementation, setup, and service. This fee is not recurring. The cost of the service as,
well as these additional configuration fees, will be sought through reimbursement from
CARES dollars for the City.
Total Contract for these services will be $16,668 (approved at previous council meeting)
and $4,458 for implementation services fees for a total contract in the amount of
$21,126.
Please note approved budget for this service was $17,000, however, a corresponding
budget amendment for the service, as well as any reimbursement, will be made upon
approval and be applied at the Mid -Year Budget Review.
U
Financial Proposal
eSCRIBE is pleased to offer, the following annual subscription fees and one-time setup
fees to meet the requirements as outlined. eSCRIBE leverages a detailed onboarding
approach developed over hundreds of successful customer implementations, allowing
us to provide a fixed price, including: activation of the solution on the cloud, customer
specific configuration of meeting types, content templates, and initial workflow
configuration, administrator, contributor, and participant training, in addition to one on
one workshop sessions and go live support for key initial meetings.
eSCRIBE Webcasting Bundle
$ 8,889
1
$ 8,889
eSCRIBE Webcasting Plus (encoder included)
INCL
eSCRIBE Automated Closed Captioning
$ 7,779
1
$ 7,779
Year 1 Subscription Fees
$ 16,668
Configuration and Training
2,229
1
2,229
Closed Captioning Setup
2,229
1
$ 2,229
Implementation Services Fees
$ 4,458
TOTAL FEES FOR YEAR 1 $ 21,126
1. All fees are in US Dollars (exclusive of taxes), based on a three (3) year term and
are valid until September 30, 2020.
2. Implementation fees are for remote support. Onsite personnel can be arranged.
Additional travel and living expenses would apply in addition to the
Implementation Fees.
3. Year 1 Subscription and Implementation Services Fees are invoiced upon
commencement of the project.
4. Subsequent year(s) Subscription Fees will be due on the anniversary date and will
increase from the previous years Subscription Fees by five percent (2.5%).
5. Payment Terms are Net 30 from date of invoice.
6. Fees do not include the migration of any existing meeting content. Should you wish
to migrate legacy data, eSCRIBE would be happy to provide a separate estimate
based on level of effort.
Summary
We look forward to further discussions, including a presentation to demonstrate our
software. If you have any questions regarding this proposal and/or wish to discuss next
steps, please contact eSCRIBE as per below.
Blair MacDonald
Territory Sales Manager
(416) 738-6366
Page 10 of 13
eSCRIBE Proposal - Intended for Okeechobee and is not to be shared with external parties.