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ECivis - Grants Management System 16MEMORANDUM TO: Frank J. Spevacek, City Manager FROM: Ted Shove, Business Analyst DATE: December 1, 2015 RE: eCivis Service Agreement Attached for your signature is the agreement with eCivis for cloud -based grants management software. Please sign the attached agreement(s) and return it to the City Clerk for processing and distribution. Requesting department shall check and attach the items below as appropriate: _X_ Contract payments will be charged to account number: 502-0000-60421. N/A A Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) is attached with no reportable interests in LQ or reportable interests N/A A Conflict of Interest Form 700 Statement of Economic Interests is not required because this Consultant does not meet the definition in FPPC regulation 18701(2). Authority to execute this agreement is based upon: N/A Approved by the City Council on (date) _ _X_ City Manager's signature authority provided under Resolution No. 2015-045 for budgeted expenditures of $50,000 or less N/A Initial to certify that 3 written informal bids or proposals were received and considered in selection The following required documents are attached to the agreement: N/A N/A N/A N/A Insurance certificates as required by the agreement (initialed by Risk Manager on Performance bonds as required by the agreement (originals) City of La Quinta Business License (copy or note number & expiration date here Purchase Order number date) Page 1 of 6 I' "� e0vi s 1 1 1 1 Vcur loins largrsnts success.'" 1 i This Agreement is made by and between: eCivis, Inc., a Delaware corporation ("eCivis") 418 N. Fair Oaks Ave. #301 Pasadena, CA 91103 Fax: (626) 628-3232 Sales Contact: Robert Jones ECIVIS MASTER SUBSCRIPTION AND SERVICE AGREEMENT Date 11 /16/2015 Contract No. 10123 and City of La Quinta, CA ("Customer') 78-495 Calle Tampico La Quinta, CA 92247-1504 Phone: 760 777 7131 Principal Contact and Master Access Holder: Ted Shove, This Agreement, and the Exhibits attached hereto, set forth the business relationship between the parties and the terms and conditions under which the following products are licensed and Services are provided to Customer, and supersedes all previous agreements between eCivis and Customer. GN: Recurring Annual S4jbscription Fee UN: Pre -Award AND Post -Award - 1 User License Description Un1s Avg Unit Price Pre -Award AND Post -Award Grants Management 1 $2,454.00 System ToW Pric�, $2,450.00 GN: Recurring Annual Subscription Fee Sub -Total $2,450.00 Multi -year Discount ($367.50) Incentive Discount ($182.50) TOTAL PRICE $1,900.00 Subscription Period(s) and Payment Terms The Subscription Period of this Agreement will conclude 12/31/2018. Payment is due net 30 days from Invoice date. Cycle 1: 1/01/2016 through 12/31/2016 fora price of $1,900 Cycle 2: 1/01/2017 through 12/31/2017 fora price of $1,900 Cycle 3: 1 /01/2018 through 12/31/2018 for a price of $1,900 PRICE IS ONLY VALID IF AGREEMENT IS SIGNED ON OR BEFORE: 12:OOAM PST, December 31, 2015. IN WITNESS WHEREOF, the parties hereto have caused to be executed or executed this Agreement as of the day and year first above written. Accepted By: City of La Ouinta_ CA Dig itally signed br Frank J. Spevacek DN: serialNumbe=1 n615nh.I2M mj, c=US, st=California, I=La Quinta, o=Frank J. Spevacek,—Frank 1. Spevacek Y Bele.3 ii r1-3 i6 48 N (Hurnorrzea ,signature) Name: (type or print) Title: Date: • Send invoice to (if different than address above): Accepted By: eCivis, Inc. By: 6/ltx i4ti ✓1 0 (Authorized Sign tore) Name: VtyE.royn , dxMiswi& (type or print) Title:y � r) Via t1 cc & A ifl l it Date: [Z- (- I 'S 10123_151027144854 Page 2 of 6 eCivis Master Subscription and Service Agreement THIS MASTER SUBSCRIPTION AND SERVICE AGREEMENT ("AGREEMENT") GOVERNS YOUR ACQUISITION AND USE OF ALL OUR SERVICES. BY ACCEPTING THIS AGREEMENT, EITHER BY CLICKING A BOX INDICATING YOUR ACCEPTANCE OR BY EXECUTING THIS AGREEMENT, YOU AGREE TO THE TERMS OF THIS AGREEMENT. IF YOU ARE ENTERING INTO THIS AGREEMENT ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, YOU REPRESENT THAT YOU HAVE THE AUTHORITY TO BIND SUCH ENTITY AND ITS AFFILIATES TO THESE TERMS AND CONDITIONS, IN WHICH CASE THE TERMS "YOU' OR 'YOUR" SHALL REFER TO SUCH ENTITY AND ITS AFFILIATES. IF YOU DO NOT HAVE SUCH AUTHORITY, OR IF YOU DO NOT AGREE WITH THESE TERMS AND CONDITIONS, YOU MUST NOT ACCEPT THIS AGREEMENT AND MAY NOT USE THE SERVICES. You may not access the Services if You are Our direct competitor, except with Our prior written consent. In addition, You may not access the Services for purposes of monitoring their availability, performance or functionality, or for any other benchmarking or competitive purposes. This Agreement was last updated on July 31, 2015. It is effective between You and Us as of the date of You accepting this Agreement. Table of Contents 1. Definitions 2. Purchased Services 3. Use of the Services 4. Professional Services, Cooperation: Delays 5. Fees and Payment for Purchased Services 6. Proprietary Rights 7. Confidentiality 8. Warranties and Disclaimers 9. Indemnification 10. Tenn and Termination 11. Governing Law and Jurisdiction 12. General Provisions 13. Reserved. 1. DEFINITIONS "Affiliate" means any entity which directly or indirectly controls, is controlled by, or is under common control with the subject entity. "Control,' for purposes of this definition, means direct or indirect ownership or control of more than 50% of the voting interests of the subject entity. "Malicious Code" means viruses, worms, time bombs, Trojan horses and other harmful or malicious code, files, scripts, agents or programs. "Professional Services" means work performed by Us for You by Our professional services division under this Agreement or any relevant purchase order. Such work may include, but not limited to, Grant Writing, Peer Review, Technical Assistance and/or Training services. 'Purchased Services" means Services that You or Your Affiliates purchase under this Agreement for Grants NetworkTM products and Professional Services. "Services" means the products and services that are ordered by You and made available by Us online via the customer login link at http://www.ecivis.com and/or other web pages designated by Us. 'Users" means individuals who are authorized by You to use the Services, and who have been supplied user identifications and passwords by You (or by Us at Your request). Users are limited to Your employees. Non -employees such as Consultants, contractors and agents, and third parties with which You transact business may not be granted access. "We," "Us' or "Our' means eCivis, a Delaware corporation. 'You" or'Your" means the company or other legal entity for which you are accepting this Agreement, and Affiliates of that company or entity. 'Your Data' means all electronic data or information submitted by You to the Purchased Services. 2. PURCHASED SERVICES 10123_151027144854 Page 3 of 6 2.1. Provision of Purchased Services. We shall make the Purchased Services available to You pursuant to this Agreement and any relevant Purchase Order during a subscription tens. You agree that Your purchases hereunder are neither contingent on the delivery of any future functionality or features nor dependent on any oral or written public comments made by Us regarding future functionality or features. 2.2. User Subscriptions. Unless otherwise specified in writing, (i) Services are purchased as User subscriptions and may be accessed by no more than the specified number of Users, (ii) additional User subscriptions may be added during the applicable subscription term at the same pricing as that for the pre-existing subscriptions thereunder, prorated for the remainder of the subscription term in effect at the time the additional User subscriptions are added, and (ii) the added User subscriptions shall terminate on the same date as the pre-existing subscriptions. User subscriptions are for designated Users only and cannot be shared or used by more than one User but may be reassigned to new Users replacing former Users who no longer require ongoing use of the Services. 3. USE OF THE SERVICES 3.1. Our Responsibilities. We shall: (i) provide Our basic support for the Purchased Services to You at no additional charge, and/or upgraded support if purchased separately, (ii) use commercially reasonable efforts to make the Purchased Services available 24 hours a day, 7 days a week, except for: (a) planned downtime (of which We shall give at least 8 hours notice via the Purchased Services and which We shall schedule to the extent practicable during the weekend hours from 6:00 p.m. Friday to 3:00 a.m. Monday Pacific Time), or (b) any unavailability caused by circumstances beyond Our reasonable control, including without limitation, acts of God, acts of government, floods, fires, earthquakes, civil unrest, acts of terror, strikes or other labor problems (other than those involving Our employees), Internet service provider failures or delays, or denial of service attacks, and (III) provide the Purchased Services only in accordance with applicable laws and government regulations. 3.2. Our Protection of Your Data. We shall maintain appropriate administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of Your Data. We shall not (a) modify Your Data, (b) disclose Your Data except as compelled by law in accordance with Section 7.3 (Compelled Disclosure) or as expressly permitted in writing by You, or (c) access Your Data except to provide the Services and prevent or address service or technical problems, or at Your request in connection with customer support matters. 3.3. Your Responsibilities. You shall (i) be responsible for Users' compliance with this Agreement, (ii) be responsible for the accuracy, quality and legality of Your Data and of the means by which You acquired Your Data, (III) use commercially reasonable efforts to prevent unauthorized access to or use of the Services, and notify Us promptly of any such unauthorized access or use, and (iv) use the Services only in accordance with the User guide and applicable laws and government regulations. You shall not (a) make the Services available to anyone other than Users, (b) sell, resell, rent or lease the Services, (c) use the Services to store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of third -party privacy rights, (d) use the Services to store or transmit Malicious Code, (a) interfere with or disrupt the integrity or performance of the Services or third -party data contained therein, or (f) attempt to gain unauthorized access to the Services or their related systems or networks. 3.4. Usage Limitations. Services may be subject to other limitations, such as, for example, limits on the number of grants that can be managed in Our Grants Network"" Tracking 8 Reporting product, on the number of grant applications, peer reviews and/or trainings provided by Us. Any such limitations are specified in the signature page of this Agreement. 3.5. Third Party Data. We do not own data or files submitted to Grants Network by third parties. You assume all risks that may occurfrom downloading third -party data or files. 4. Reserved. 4.1. Reserved. 4.2. Reserved. 4.3. Reserved. 4.4 Reserved. 4.5 Reserved. 5. FEES AND PAYMENT FOR PURCHASED SERVICES 5.1. Fees. You shall pay all fees specified under this Agreement. Except as otherwise specified herein, (i) fees are based on Services purchased and not actual usage for Purchased Services, (ii) payment obligations are non -cancelable and fees paid are non-refundable and will not result in any refund or credit and (iii) the number of User subscriptions purchased cannot be decreased during the relevant subscription term. You shall have no obligation to make a payment in excess of $1,900 per Cycle for any and all Purchased Services, as set forth on the first page of this Agreement, under the Subscription Period(s) and Payment Terms. 5.2. Invoicing and Payment. You will provide Us with valid and updated credit card information, or pay by check. If You provide credit card information to Us, You authorize Us to charge such credit card for all Services listed under this Agreement for the initial subscription tern and any renewal subscription term(s) as set forth in Section 10.2 (Term of Purchased User Subscriptions). Such charges shall be made in advance, either annually or in accordance with any different billing frequency stated under this Agreement. Unless otherwise stated in this Agreement, invoice charge(s) are due net 30 days from the invoice date. You are responsible for providing complete and accurate billing and contact information to Us and notifying Us of any changes to such information. 5.3. Overdue Charges. If any charges are not received from You by the due date, then at Our discretion, (a) such charges may accrue late interest at the rate of 1.5% of the outstanding balance per month, or the maximum rate permitted by law, whichever is lower, from the date such payment was due until the date paid, and/or (b) We may condition future subscription renewals on payment terms shorter than those specified in Section 5.2 (Invoicing and Payment). 5.4. Suspension of Service and Acceleration. If any amount owing by You under this or any other agreement for Our Services is 30 or more days overdue (or 10 or more days overdue in the case of amounts You have authorized Us to charge to Your credit card), We may, without limiting Our other rights and remedies, suspend Our Services to You until such amounts are paid in full. We will give You at least 7 days' prior notice that Your account is overdue. 10123_151027144654 Page 4 of 6 5.5. Taxes. Unless otherwise stated, Our fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including but not limited to value-added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction (collectively, "Taxes"). You are responsible for paying all Taxes associated with Your purchases hereunder. If We have the legal obligation to pay or collect Taxes for which You are responsible under this paragraph, the appropriate amount shall be invoiced to and paid by You, unless You provide Us with a valid tax exemption certificate authorized by the appropriate taxing authority. For clarity, We are solely responsible for taxes assessable against it based on Our income, property and employees. 6. PROPRIETARY RIGHTS 6.1. Reservation of Rights in Services. Subject to the limited rights expressly granted hereunder, We reserve all rights, title and interest in and to the Services, including all related intellectual property rights. No rights are granted to You hereunder other than as expressly set forth herein. 6.2. Restrictions. You shall not (1) permit any third party to access the Services except as permitted herein or in an Order Form, (ii) create derivate works based on the Services except as authorized herein, (Ili) copy, frame or mirror any part or content of the Services, other than copying or framing on Your own intranets or otherwise for Your own internal business purposes, (iv) reverse engineer the Services, or (v) access the Services in order to (a) build a competitive product or service, or (b) copy any features, functions or graphics of the Services. 6.3. Your Applications and Code. If You, a third party acting on Your behalf, or a User creates applications or program code using the Services, You authorize Us to host, copy, transmit, display and adapt such applications and program code, solely as necessary for Us to provide the Services in accordance with this Agreement. Subject to the above, We acquire no right, title or interest from You or Your licensors under this Agreement in or to such applications or program code, including any intellectual property rights therein. 6.4. Your Data. Subject to the limited rights granted by You hereunder, We acquire no right, title or interest from You or Your licensors under this Agreement in or to Your Data, including any intellectual property rights therein. 6.5. Suggestions. We shall have a royalty -free, worldwide, irrevocable, perpetual license to use and incorporate into the Services any suggestions, enhancement requests, recommendations or other feedback provided by You, including Users, relating to the operation of the Services. 7. CONFIDENTIALITY 7.1. Definition of Confidential Information. As used herein, "Confidential Information" means all confidential information disclosed by a party ("Disclosing Parry") to the other party ("Receiving Party"), whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information is subject to open records requirements defined by state or federal statute. Your Confidential Information shall include Your Data (to the extent it is exempt from disclosure under state or federal law); Our Confidential Information shall include the Services (to the extent it is exempt from disclosure under state or federal statute; and Confidential Information of each party shall include business and marketing plans, technology and technical information, product plans and designs, and business processes disclosed by such party (to the extent it is exempt from disclosure under state or federal law). However, Confidential Information (other than Your Data) shall not include any information that (i) is or becomes generally known to the public without breach of any obligation owed to the Disclosing Party, (ii) was known to the Receiving Parry prior to its disclosure by the Disclosing Party without breach of any obligation owed to the Disclosing Party, (Ili) is received from a third party without breach of any obligation owed to the Disclosing Party, or (iv) was independently developed by the Receiving Party. 7.2. Protection of Confidential Information. The Receiving Party shall use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) (i) not to use any Confidential Information of the Disclosing Party for any purpose outside the scope of this Agreement, and (ii) except as otherwise authorized by the Disclosing Party in writing, to limit access to Confidential Information of the Disclosing Party to those of its and its Affiliates' employees, contractors and agents who need such access for purposes consistent with this Agreement and who have signed confidentiality agreements with the Receiving Party containing protections no less stringent than those herein. Neither party shall disclose the terms of this Agreement other than its Affiliates and their legal counsel and accountants without the other party's prior written consent. Notwithstanding any provisions in this paragraph to the contrary, Confidential Information that is in Your custody or control is subject to open records requirements as defined by state or federal law, unless exempt under state or federal law. 7.3. Reserved. 8. WARRANTIES AND DISCLAIMERS 8.1. Our Warranties. We warrant that (i) We have validly entered into this Agreement and have the legal power to do so, (ii) the Services shall perform materially in accordance with this Agreement, (Ili) We will not transmit Malicious Code to You, provided it is not a breach of this subpart (iv) if You or a User uploads a file containing Malicious Code into the Services and later downloads that file containing Malicious Code. For any breach of a warranty above, Your exclusive remedy shall be as provided in Section 10.3 (Termination for Cause) below. 8.2. Your Warranties. You warrant that You have validly entered into this Agreement and have the legal power to do so. 8.3. Disclaimer. EXCEPT AS EXPRESSLY PROVIDED HEREIN, NEITHER PARTY MAKES ANY WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND EACH PARTY SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. 9. INDEMNIFICATION 9.1. General Obligation. To the fullest extent permitted by law, We shall indemnify, protect, defend and hold harmless You and any and all of Your officials, employees and agents ("Indemnified Parties") from and against any and all liability, claims, suits, actions, arbitrations, proceedings, administrative proceedings, regulatory proceedings, losses, expenses orcosts of any kind, whether actual, alleged, or threatened, reasonable attorney fees incurred by You, court costs, interest, defense costs, including fees of expert witnesses incurred in connection therewith and any other costs or expenses of any kind whatsoever incurred in relation to, as a consequence of, or arising out of or in any way attributable in whole or in part to the performance of this Agreement. 9.2. Exception to Obligation. Without affecting Your rights under any provision of this Agreement or this section, We shall not be required to indemnify, protect, defend and hold harmless You as set forth above for liability attributable to the sole fault of You, provided such sole fault is determined by 10123_151027144854 Page 5 of 6 agreement between the parties or by the findings of a court of competent jurisdiction. This exception will apply only in instances where You are shown to have been solely at fault and not in instances where We are solely or partially at fault or in instances where Your fault accounts for only a percentage of the liability involved. In those instances, the obligation of Us will be all-inclusive and You will be indemnified for all liability incurred, even though a percentage of liability is attributable to conduct of the City. 9.3 Indemnity Provisions for Subcontractors. We agree to obtain executed indemnity agreements with provisions identical to those set forth in this Agreement from each and every subcontractor, sub tier contractor, or any other person or entity involved by, for, with or on behalf of Us in the performance of this Agreement. in the event We fail to obtain such indemnity obligations from others as required here, We agree to be fully responsible according to the terms of this Agreement. 9.4. No Waiver; Survival. Your failure to monitor compliance with the requirements of this Section 9 imposes no additional obligations on You and will in no way act as a waiver of any rights hereunder. Our obligation to indemnify and defend You as a set forth herein is binding on the successors, assigns, or heirs of Us and shall survive the termination of this Agreement. 10. TERM AND TERMINATION 10.1. Term of Agreement. This Agreement commences on the date You accept it and continues until all User subscriptions granted in accordance with this Agreement have expired or been terminated. 10.2. Term of Purchased User Subscriptions. User subscriptions purchased by You commence on the start date specified under this Agreement and continue for the subscription term specified herein. 10.3. Termination for Cause. A party may terminate this Agreement for cause: (i) upon 30 days written notice to the other party of a material breach if such breach remains uncured at the expiration of such period, or (ii) if the other party becomes the subject of a petition in bankruptcy or any other proceeding relating to insolvency, receivership, liquidation or assignment for the benefit of creditors. 10.4. Return of Your Data. Upon request by You made within 30 days after the effective date of termination of a Purchased Services subscription, We will make available to You for download a file of Your Data in comma separated value (.csv) format along with attachments in their native format. After such 30-day period, We shall have no obligation to maintain or provide any of Your Data and shall thereafter, unless legally prohibited, delete all of Your Data in Our systems or otherwise in Our possession or under Our control. 10.5. Surviving Provisions. Section 5 (Fees and Payment for Purchased Services), 6 (Proprietary Rights), 7 (Confidentiality), 8.3 (Disclaimer), 9 (Reserved), 10.4 (Return of Your Data), 11 (Governing Law and Jurisdiction), 12 (General Provisions) and 13 (Reserved) shall survive any termination or expiration of this Agreement. 10.6. Opt -Out Termination After First Year's Subscription Cycle. Upon written notice, postmarked no later than 30 days before the end of each subscription cycle, You may choose to "opt -out" of this Agreement without penalty. No refunds will be given for any payment given for the current year's cycle, and all payment obligations for the current year's cycle remain due and payable. A year's cycle means calendar years that correspond to Cycle 1, Cycle 2, and Cycle 3 set forth on the first page of this Agreement, under the Subscription Period(s) and Payment Terms. 11. GOVERNING LAW AND JURISDICTION 11.1. Agreement shall be governed by and construed and enforced in accordance with the laws of the State of California as it applies to a contract made and performed in such state, without regard to conflict of law principles. 11.2. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and We agree to submit to the personal jurisdiction of such court in the event of such action. 11.3. If their party to this Agreement commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and costs of suit from the liable party. 12. GENERAL PROVISIONS 12.1. Anti -Corruption. You have not received or been offered any illegal or improper bribe, kickback, payment, gift, or thing of value from any of Our employees or agents in connection with this Agreement. Reasonable gifts and entertainment provided in the ordinary course of business do not violate the above restriction. If You learn of any violation of the above restriction, You will use reasonable efforts to promptly notify Our Legal Department (legal @ecivis.00m). 12.2. Relationship of the Parties. The parties are independent contractors. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or employment relationship between the parties. 12.3. No Third -Party Beneficiaries. There are no third -party beneficiaries to this Agreement. 12.4. Waiver. No failure or delay by either party in exercising any right under this Agreement shall constitute a waiver of that right. 12.5. Severability. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision shall be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement shall remain in effect. 12.6. Non -Liability of City Officers and Employees. No officer or employee of You shall be personally liable to Us, or any successor in interest, in the event or any default or breach by You or for any amount which may become due to Us or Our successor, or for breach of any obligation of the terms of this Agreement. 12.7. Assignment. Neither party may assign any of its rights or obligations hereunder, whether by operation of law or otherwise, without the prior written consent of the other party (not to be unreasonably withheld). Notwithstanding the foregoing, either party may assign this Agreement in its entirety (including all Order Forms), without consent of the other party, to its Affiliate or in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets not involving a direct competitor of the other party. A party's sole remedy for any purported assignment by the other party in breach of this paragraph shall be, at the non -assigning party's election, termination of this Agreement upon written notice to the assigning party. In the event of such a termination, We shall refund to You any prepaid fees covering the remainder of the term of all 10123_151027144854 Page 6 of 6 subscriptions after the effective date of termination. Subject to the foregoing, this Agreement shall bind and inure to the benefit of the parties, their respective successors and permitted assigns. 12.8. Entire Agreement. This Agreement, including all exhibits and addenda hereto constitutes the entire Agreement between the parties and supersedes all prior and contemporaneous agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement shall be effective unless in writing and either signed or accepted electronically by the party against whom the modification, amendment or waiver is to be asserted. 13. Reserved. 13.1. Reserved. 13.2. Reserved. 13.3. Reserved. [Remainder of page intentionally left blank, signature page is on the cover page to this Agreement] 10123_151027144854