CapturepointCITY OF SOUTH MIAMI
INVITATION TO QUOTE
- southo iami ITQ #PR2014 -07 •'
I'll H., LUMP SUM PROPOSAL
SUBMITTED TO: City Clerk PROJECT:
NAME:
Maria Menendez, CIVIC
ADDRESS:
ADDRESS:
6130 Sunset Drive
CITY /STATE:
CITY /STATE:
Miami, Florida 33134
ISSUE DATE:
PHONE:
305- 663 -6339
E -MAIL:
MANDATORY PRE -QUOTE MEETING: NIA
DUE DATE:
QUOTE SUBMISSION REQUIREMENTS:
Recreation Operations Management
Software
6130 Sunset Drive
South Miami, Fl 33143
Wednesday, April 23, 2014
skulick(d)southmiamifl.xov.
Thursday, May 8, 2014
Quotes submitted after 10 AM on the due date will not be accepted unless otherwise specified in the quote document
of a time change. All quotes will be submitted to the City Clerks Office in a sealed envelope. The label on the on the
envelope needs to read as follows:
City of South Miami
Maria M. Menendez, CIVIC
6130 Sunset Drive
South Miami, Fl. 33143
Project Name: Recreation Operations Management Software
Must input project name. If label does not have all information above your quote will not be accepted.
INSURANCE REQUIREMENTS:
The CITY'S insurance requirements are attached (Exhibit 1). As a condition of award, the awarded vendor must provide a
certificate of insurance naming the city as additional insured.
AFFIDAVITS REQUIRED WITH SUBMITTAL: (Exhibit 21
Respondents must complete and submit with your quote affidavits provided in Exhibit 2.
QUESTIONS:
Any Requests for additional information or questions must be in writing, emailed by 10 AM local time on May 6, 2014 to the
attention of Mr. Steven Kulick, Purchasing Manager at skulick @southmiamifl.gov.
SCOPE OF WORK DESCRIPTION (TO BE COMPLETED BY CITY):
REFER TO "SCOPE OF SERVICES," COPY ATTACHED
DESCRIPTION OF WORK TO BE PERFORMED BY CONTRACTOR:
Item Number
Item Description
Unit
Qty
Amount
Refer to "Scope of Services," Copy Attached
LUMP SUM TOTAL
Contractor shall Furnish all materials and equipment necessary to secure completion of the work. Contractor shall be
compensated according to the quote submitted. Contractor may choose to submit a quote on company letterhead but must be
attached to this form. No Mandatory Pre -Quote Meeting is scheduled. Deadline to submit is: May 8, 2014 at 10 AM.
Print/Type Name:
Signature:
E -mail:
Firm Name:
Address:
Phone: $,c�l Z
Date: .6J</,&Z3 ICA
Fax: 46 1'- (09.e.9 - 2-1
2�
F.E.I.N. No.: ,�. -l�1�1 fllfl
City: State: J,3'3'-
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED ABOVE BY AN
AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL NON - RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT
WHICH UNEQUIVOCALLY BINDS THE PROPOSER TO THE TERMS OF ITS OFFER. THE CITY'S REQUEST FOR QUOTES IS FOR THE LOWEST AND MOST RESPONSIVE PRICE. THE CITY RESERVES THE RIGHT TO AWARD
THE PROJECT TO THE FIRM CONSIDERED THE BEST TO SERVE THE CITY's INTEREST.
EXHIBIT 2
AFFIDAVITS AND FORMS
SUBMISSION REQUIREMENTS
I. Respondent's Sworn Statement Under Section 287.133(3)(A), Florida Statutes, on
Attachment #1 "Public Entity Crimes and Conflicts of Interest Affidavit,"
shall be completed and provided with the proposal submittal.
2. Neither the individual(s) /firm, nor any of his /her /its employees shall be permitted
to represent any client before the Commission or any Committee, department or
agency of the City, and shall agree not to undertake any other private
representation which might create a conflict of interest with the City. The
individual(s) /firm may not represent any Commission member, individually, or, any
member of their family or any business in which the Commission member of their
family has an interest.
3. All proposals received will be considered public records. The City will consider all
quotations using such criteria as the Commission or City Manager may adopt at
either of their sole discretion. The individuals) /firm selected will be required to
enter into a formal agreement with the City in a form satisfactory to the City, prior
to the execution of which the City shall reserve all rights, including the right to
change its selection.
4. Respondent's Attachment #2 "Drug Free Workplace" form shall be
completed and provided with the proposal submittal.
S. Respondent's Attachment #3 "No Conflict of Interest/Non Collusion
Affidavit," shall be completed and provided with the proposal submittal.
6. Respondent's Attachment #4 "Acknowledgement and Conformance with
OSHA Standards," shall be completed and provided with the proposal submittal.
7. Respondent's Attachment #5 "Related Party Transaction Verification
Form" shall be completed and provided with the proposal submittal.
Page 1 of 10
ATTACHMENT## I PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST
Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State Statutes — "A
person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a Bid on a Contract to provide any goods or services to a
public entity, may not submit a Bid on a Contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded to perform work as a Contractor, supplier, Subcontractor,
or Consultant under a Contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount Category Two of Section 287.017, Florida
Statutes, for thirty six (36) months from the date of being placed on the convicted vendor list ".
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State
Statutes. BIDDERS must disclose with their Bids, the name of any officer, director, partner,
associate or agent who is also an officer or employee of the City of South Miami or its agencies.
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(a),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY
PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. ,
I . This sworn statement is submitted to e— Q W ChM 1
[print name of public entity]
by S� C) 9.t '
[print individual's name and
for
[print name of entity submitting sworn statement]
whose business address is 2, VS . 9\ac gi.= g. �IQ
and (if applicable) its Federal Employer Identification Number (FEIN) is 2- 2 -:56[���C4�t
(If the entity has no FEIN, include the Social Security Number of the individual signing this
sworn statement: )
2. 1 understand that a "public entity crime" as defined in Paragraph 287.133 (1)(g), Florida
Statutes, means a violation of any state or federal law by a person with respect to and
directly related to the transaction of business with any public entity or with an agency
or political subdivision of any other state or of the United States, including, but not
limited to , any bid or contract for goods or services to be provided to any public entity
or an agency or political subdivision of any other state or of the United States and
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133 (1)(b),
Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or
Page 2 of 10
without an adjudication of guilt, in any federal or state trial court of record relating to
charges brought by indictment or information after July I, 1989, as a result of a jury
verdict, non -jury trial, or entry of a plea of guilty or nolo contender.
4. 1 understand that an "affiliate" as defined in Paragraph 287.133 (1)(a), Florida Statutes,
means:
(a) A predecessor or successor of a person convicted of a public entity crime; or
(b) An entity under the control of any natural person who is active in the
management of the entity and who has been convicted of a public entity crime. The
term "affiliate" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in the management of an affiliate. The
ownership by one person of shares constituting a controlling interest in any person, or a
pooling of equipment or income among persons when not for fair market value under
an arm's length agreement, shall be a prima facie case that one person controls another
person. A person who knowingly enters into a joint venture with a person who has
been convicted of a public entity crime in Florida during the preceding 36 months shall
be considered an affiliate.
5. 1 understand that a "person" as defined in Paragraph 287.133 (1)(e), Florida Statutes,
means any natural person or entity organized under the laws of any state or of the
United States with the legal power to enter into a binding contract and which bids or
applies to bid on contracts for the provision of goods or services led by a public entity,
or which otherwise transacts or applies to transact business with a public entity. The
term "person" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of an entity.
6. Based on information and belief, the statement which I have marked below is true in
relation to the entity submitting this sworn statement. [Indicate which statement
applies.]
Neither the entity submitting this sworn statement, nor any of its officers,
directors, executives, partners, shareholders, employees, members, or agents who are
active in the management of the entity, nor any affiliate of the entity has been charged
with and convicted of a public entity crime subsequent to July I, 1989.
The entity submitting this sworn statement, or one or more of its officers,
directors, executives, partners, shareholders, employees, members, or agents who are
active in the management of the entity, or an affiliate of the entity has been charged with
and convicted of a public entity crime subsequent to July I, 1989.
The entity submitting this sworn statement, or one or more of its officers,
directors, executives, partners, shareholders, employees, members, or agents who are
active in the management of the entity, or an affiliate of the entity has been charged with
and convicted of a public entity crime subsequent of July I, 1989. However, there has
been a subsequent proceeding before a Hearing Officer of the State of Florida, Division
of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this
sworn statement on the convicted vendor list. {attach a copy of the final order.]
Page 3 of 10
Continuation of Attachment #2 Public Entity Crimes and Conflicts
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING
OFFICER FOR THE PUBLIC ENTITY INDENTIFIED IN PARAGRAPH I (ONE) ABOVE IS
FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID THROUGH
DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND
THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A
CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT—PROVIDED IN SECTION
287.017, FLORIDA STATUTES, FOR CATEGORY TWO F 1 CHANGE IN THE
INFORMATION CONTAINED IN THIS FORM. J j
Sworn to and subscribed before me this 54S
X Personally known or
Produced identification
[signature]
day of M Q y , 20 y
Notary Public — State of New 3?.( Se _-
My commission expires 6 //1110 ks
(Type of identification)
(Printed, typed or stamped commissioned name of notary public)
Form PU R 7068 (Rev.06/ 1 1 /92)
JOYCE E. SPONHOLZ
NOTARY PUBLIC OF NEW JERSEY
My Commission Expires 611112015
Page 4 of 10
ATTACHMENT #2 "DRUG FREE WORKPLACE"
Whenever two or more Bids which are equal with respect to price, quality and service are
received by the State or by any political subdivisions for the procurement of commodities or
contractual services, a Bid received from a business that certifies that it has implemented a
drug -free workplace program shall be given preference in the award process. Established
procedures for processing tie Bids will be followed if none of the tied vendors have a drug -free
workplace program. In order to have a drug -free workplace program, a business shall:
I. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace
and specifying the actions that will be taken against employees for violations of such
prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business'
policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation,
and employee assistance programs, and the penalties that may be imposed upon
employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that
are under Bid a copy of the statement specified in Subsection (1).
4. In the statement specified in Subsection (1), notify the employees, that, as a condition of
working on the commodities or contractual services that are under Bid, the employee
will abide by the terms of the statement and will notify the employer of any conviction
of, or plea of guilty or nolo contender to, any violation of Chapter 893 or of any
controlled substance law of the United States or any state, for a violation occurring in
the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program, if such is available in the employee's community, by any
employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements. -
PROPOSER's
Signature:
Print Name: 0-se-
Date: _�CJ
Page 5 of 10
ATTACHMENT #3 "NO CONFLICT OF INTEREST /NON COLLUSION AFFIDAVIT"
Submitted this -444 of 0- 24
The undersigned, as Bidder /Proposer, declares that the only persons interested in this RFP are named
herein; that no other person has any interest in this RFP or in the Contract to which this RFP pertains;
that this response is made without connection or arrangement with any other person; and that this
response is in every respect fair and made in good faith, without collusion or fraud.
The Bidder /Proposer agrees if this response /submission is accepted, to execute an appropriate CITY
document for the purpose of establishing a formal contractual relationship between the Bidder /Proposer
and the CITY, for the performance of all requirements to which the response /submission pertains.
The Bidder /Proposer states that this response is based upon the documents identified by the following
number: Bid /RFP
The full -names and residences of persons and firms interested in the foregoing bid /proposal, as
principals, are as follows:
The Bidder /Proposer further certifies that this response /submission complies with section 4(c) of the
Charter of the City of Miami, Florida, that, to the best o ' knowledge and belief, no Commissioner,
Mayor, or other officer or employee of the CITY a terest directly or indirectly in the profits or
emoluments of the Contract, job, work or service to i the response/submission pertains.
Signature: «il
Printed Name: JO C,2 9 h 0( P�
Title: Ta S j C.Ii1/l'I
Telephone: Z Of ~ (0 S°1 — 2 32,3
Company Name �% V
Continuation of Attachment #3No Conflict of inter /Non- Collusion Certification
Page 6of10
NOTARY PUBLIC:
STATE OF N QW J-er5f
COUNTY OF e o
The foregoing instrument was acknowledged before me this S day of
Air i I , 20 1 � by 30se4 1. ❑><�t,, (name of
person whose signature is being notarized) who is
Personally known to me, or
Personal identification:
Type of Identification Produced
Did take an oath, or
Did Not take an oath.
SEAL
D �7N �plZ
(Name of Notary Public: Print, Stamp
or type as commissioned.)
Page 7 of 10
ATTACHMENT #4 "ACKNOWLEDGEMENT AND CONFORMANCE WITH OSHA
STANDARDS"
TO THE CITY OF SOUTH MIAMI
We, / k j24- 6 PD(A -r , (Name of Contractor), hereby acknowledge and agree that
as C no [ractors for this Solicitation, as specified have the sole responsibility for compliance with all the
requirements of the Federal Occupational Safety and Health Act of 1970, and all State and local safety
and health regulations, and agree to indemnify and hold harmless the City of South Miami against any
and all liability, claims, damages, losses and expenses they may incur due to the failure of
(subcontractor's names):
to comply with such,ag(or regulation.
44ness
BY:
Name
Title
FAILURE TO COMPLETE, SIGN & RETURN THIS FORM MAY DISQUALIFY YO R ESPONSE
Page 8 of 10
ATTACHMENT #5 "RELATED PARTY TRANSACTION VERIFICATION FORM"
I T(')S U l (310— I eAt(C- individually and on behalf of ToapQ i a-F'
( "Firm ")have Name of Representative Company /Vendor /Entity read the City of South Miami ( "City ")'s Code of Ethics,
Section 8A -I of the City's Code of Ordinances and I hereby certify, under penalty of perjury that to the best of my
knowledge, information and belief:
(1) neither I nor the Firm have any conflict of interest (as defined in section 8A -1) with regard to the contract or
business that I, and /or the Firm, am(are) about to perform for, or to transact with, the
City, and
(2) neither I nor any employees, officers, directors of the Firm, nor anyone who has a financial interest greater
than 5% in the Firm, has any relative(s), as defined in section 8A -1, who is an employee of the City or who is(are)
an appointed or elected official of the City, or who is(are) a member of any public body created by the City
Commission, i.e., a board or committee of the City[See Note #1 below], and
(3) neither I nor the Firm, nor anyone who has a financial interest greater than 5% in the Firm, nor any member of
those persons' immediate family (i.e., spouse, parents, children, brothers and sisters) has transacted or entered
into any contract(s) with the City or has a financial interest, direct or indirect, in any business being transacted
with the city, or with any person or agency acting for the city, other than as follows:
(if
necessary use a separate sheet to supply additional information that will not fit on this line but make reference on
the line above to the separate sheet, i.e., "see attached additional information" and make reference to this
document and this paragraph on to the additional sheet which additional sheet must be signed under oath). [See
Note #I below]; and
(4) no elected and /or appointed official or employee of the City of South Miami, or any of their immediate family
members (i.e., spouse, parents, children, brothers and sisters) has a financial interest, directly or indirectly, in the
contract between you and /or your Firm and the City other than the following individuals whose interest is set
forth following their use a separate names:
(if necessary use a separate
sheet to supply additional information that will not fit on this line but make reference on the line above to the
separate sheet, i.e., "see attached additional information" and make reference to this document and this paragraph
on to the additional sheet which additional sheet must be signed under oath). The names of all City employees and
that of all elected and /or appointed city officials or board members, who own, directly or indirectly, an interest of
five percent (5%) or more of the total assets of capital stock in the firm are as follows:
(if
necessary use a separate sheet to supply additional information that will not fit on this line but make reference on
the line above to the separate sheet, i.e., "see attached additional information" and make reference to this
document and this paragraph on to the additional sheet which additional sheet must be signed under oath). [See
Note #I below]
(5) 1 and the Firm further agree not to use or attempt to use any knowledge, property or resource which may
come to us through our position of trust, or through our performance of our duties under the terms of the
contract with the City, to secure a special privilege, benefit, or exemption for ourselves, or others. We agree that
we may not disclose or use information, not available to members of the general public, for our personal gain or
Note # 1: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and /or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
benefit or for the personal gain or benefit of any other person or business entity, outside of the normal gain or
benefit anticipated through the performance of the contract.
(6) 1 and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or
any person or agency acting for the City, and that we have not appeared in representation of any third party
before any
board, commission or agency of the City within the past two years other than as follows:
(if necessary use a separate sheet to supply
additional information that will not fit on this line but make reference on the line above to the separate sheet, i.e.,
"see attached additional information" and make reference to this document and this paragraph on to the additional
sheet which additional sheet must be signed under oath).
(7) Neither I nor any employees, officers, or directors of the Firm, nor any of their immediate family (i.e., as a
spouse, son, daughter, parent, brother or sister) is related by blood or marriage to: (i) any member of the City
Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows:
(if necessary use a separate sheet to supply additional
information that will not fit on this line but make reference on the line above to the separate sheet, i.e., "see
attached additional information" and make reference to this document and this paragraph on to the additional
sheet which additional sheet must be signed under oath). [See Note #I below]; and.
(8) No Other Firm, nor any officers or directors of that Other Firm or anyone who has a financial interest greater
than 5% in that Other Firm, nor any member of those persons' immediate family (i.e., spouse, parents, children,
brothers and sisters) nor any of my immediate family members (hereinafter referred to as "Related Parties ") has
responded to a solicitation by the City in which I or the Firm that I represent or anyone who has a financial
interest greater than 5% in the Firm, or any member of those persons' immediate family (i.e. spouse, parents,
children, brothers and sisters) have also responded, other than the following:
(if necessary use a separate sheet to supply additional
information that will not fit on this line but make reference on the line above to the separate sheet, i.e., "see
attached additional information" and make reference to this document and this paragraph on to the additional
sheet which additional sheet must be signed under oath). [while the ethics code still applies, if the person executing
this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (8) shall be
based solely on the signatory's personal knowledge and he /she is not required to make an independent
investigation into the Other Firm, or the Firm he /she represents, as to their officers, directors or anyone having a
financial interest in those Firms or any of their any member of those persons' immediate family.]
(9) 1 and the Firm agree that we are obligated to supplement this Verification Form and inform the City of any
change in circumstances that would change our answers to this document. Specifically, after the opening of any
responses to a solicitation, I and the Firm have an obligation to supplement this Verification Form with the name of
all Related Parties who have also responded to the same solicitation and to disclose the relationship of those
parties to me and the Firm.
(10) A violation of the City's Ethics Code, the giving of any false information or the failure to supplement this
Verification Form, may subject me or the Firm to immediate termination of any agreement with the City, and the
imposition of the maximum fine and /or any penalties allowed by law. Additionally, violations may be considered by
and subject to action by the Miami -Dade County Commission on Ethics. Under penalty of perjury, I declare that I
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
have made a diligt�Oor to investigate the matters to which I am attesting hereinabove and that the statements
made hereinaho� tru and •ect to the best of my knowledge, information and belief.
Signature: `\ a
Print Name & Ile: _-I-oSP 0h og eak ?Y eSi 0 nt
7
,r
Date: M �-u /J 2-o ±'T _
ATTACHED:
Sec. 8A -I - Conflict of interest and code of ethics ordinance.
Municode Page IOM
Sec. 8A -1. - Conflict of interest and code of ethics ordinance.
(a) Designation.
This section shall be designated and known as the "City of South Miami Conflict of Interest and Code of Ethics
Ordinance." This section shall be applicable to all city personnel as defined below, and shall also constitute a
standard of ethical conduct and behavior for all autonomous personnel, quasi - judicial personnel, advisory
personnel and departmental personnel. The provisions of this section shall be applied in a cumulative manner. By
way of example, and not as a limitation, subsections (c) and (d) may be applied to the same contract or transaction.
(b) Definitions. For the purposes of this section the following definitions shall be effective:
(1) The term "commission members" shall refer to the mayor and the members of the city commission.
(2) The term "autonomous personnel" shall refer to the members of autonomous authorities, boards and agencies,
such as the city community redevelopment agency and the health facilities authority.
(3) The term "quasi- judicial personnel" shall refer to the members of the planning board, the environmental review
and preservation board, the code enforcement board and such other individuals, boards and agencies of the city as
perform quasi - judicial functions.
(4) The term "advisory personnel" shall refer to the members of those city advisory boards and agencies whose
sole or primary responsibility is to recommend legislation or give advice to the city commission.
(5) The term "departmental personnel" shall refer to the city clerk, the city manager, department heads, the city
attorney, and all assistants to the city clerk, city manager and city attorney, however titled.
(6) The term "employees" shall refer to all other personnel employed by the city.
(7) The term "compensation" shall refer to any money, gift, favor, thing of value or financial benefit conferred, or
to be conferred, in return for services rendered or to be rendered.
(8) The term "controlling financial interest" shall refer to ownership, directly or indirectly, of ten percent or more
of the outstanding capital stock in any corporation or a direct or indirect interest of ten percent or more in a firm,
partnership, or other business entity at the time of transacting business with the city.
(9) The term "immediate family" shall refer to the spouse, parents, children, brothers and sisters of the person
involved.
(10) The term "transact any business" shall refer to the purchase or sale by the city of specific goods or services
for consideration and to submitting a bid, a proposal in response to a RFP, a statement of qualifications in response
to a request by the city, or entering into contract negotiations for the provision on any goods or services,
whichever first occurs.
(c) Prohibition on transacting business with the city.
Note # 1: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and /or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
No person included in the terms defined in paragraphs (b)(1) through (6) and in paragraph (b)(9) shall enter into
any contract or transact any business in which that person or a member of the immediate family has a financial
interest, direct or indirect with the city or any person or agency acting for the city, and any such contract,
agreement or business engagement entered in violation of this subsection shall render the transaction voidable.
Willful violation of this subsection shall constitute malfeasance in office and shall affect forfeiture of office or
position. Nothing in this subsection shall prohibit or make illegal:
(1) The payment of taxes, special assessments or fees for services provided by the city government;
(2) The purchase of bonds, anticipation notes or other securities that may be issued by the city through
underwriters or directly from time to time.
Waiver of prohibition. The requirements of this subsection may be waived for a particular transaction only by four
affirmative votes of the city commission after public hearing upon finding that:
(1) An open -to -all sealed competitive proposal has been submitted by a city person as defined in paragraphs (b)(2),
(3) and (4);
(2) The proposal has been submitted by a person or firm offering services within the scope of the practice of
architecture, professional engineering, or registered land surveying, as defined by the laws of the state and
pursuant to the provisions of the Consultants' Competitive Negotiation Act, and when the proposal has been
submitted by a city person defined in paragraphs (b)(2), (3) and (4);
(3) The property or services to be involved in the proposed transaction are unique and the city cannot avail itself
of such property or services without entering a transaction which would violate this subsection but
for waiver of its requirements; and
(4) That the proposed transaction will be in the best interest of the city.
This subsection shall be applicable only to prospective transactions, and the city commission may in no case ratify a
transaction entered in violation of this subsection.
Provisions cumulative. This subsection shall be taken to be cumulative and shall not be construed to amend or repeal
any other law pertaining to the same subject matter.
(d) Further prohibition on transacting business with the city.
No person included in the terms defined in paragraphs (b)(1) through (6) and in paragraph (b)(9) shall enter into
any contract or transact any business through a firm, corporation, partnership or business entity in which that
person or any member of the immediate family has a controlling financial interest, direct or indirect, with the city
or any person or agency acting for the city, and any such contract, agreement or business engagement entered in
violation of this subsection shall render the transaction voidable. The remaining provisions of subsection (c) will
also be applicable to this subsection as though incorporated by recitation.
Additionally, no person included in the term defined in paragraph (b)(1) shall vote on or participate in any way in
any matter presented to the city commission if that person has any of the following relationships with any of the
persons or entities which would be or might be directly or indirectly affected by any action of the city commission:
(1) Officer, director, partner, of counsel, consultant, employee, fiduciary or beneficiary; or
(2) Stockholder, bondholder, debtor, or creditor, if in any instance the transaction or matter would affect the
person defined in paragraph (b)(1) in a manner distinct from the manner in which it would affect the public
generally. Any person included in the term defined in paragraph (b)( 1) who has any of the specified relationships
or who would or might, directly or indirectly, realize a profit by the action of the city commission shall not vote on
or participate in any way in the matter.
(E) Gifts.
(1)Definition. The term "gift" shall refer to the transfer of anything of economic value, whether in the form of
money, service, loan, travel, entertainment, hospitality, item or promise, or in any other form, without
adequate and lawful consideration.
(2)Exceptions. The provisions of paragraph (e)(1) shall not apply to:
a. Political contributions specifically authorized by state law;
Note # 1: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
b. Gifts from relatives or members of one's household, unless the person is a conduit on behalf of a third party to
the delivery of a gift that is prohibited under paragraph(3);
c. Awards for professional or civic achievement;
d. Material such as books, reports, periodicals or pamphlets which are solely informational or of an advertising
nature.
(3) Prohibitions. A person described in paragraphs (b)(1) through (6) shall neither solicit nor demand any gift. It is
also unlawful for any person or entity to offer, give or agree to give to any person included in the terms defined in
paragraphs (b)(1) through (6), or for any person included in the terms defined in paragraphs (b)(1) through (6) to
accept or agree to accept from another person or entity, any gift for or because of:
a. An official public action taken, or to be taken, or which could be taken, or an omission or failure to take a public
action;
b. A legal duty performed or to be performed, or which could be performed, or an omission or failure to perform
a legal duty;
c. A legal duty violated or to be violated, or which could be violated by any person included in the term defined in
paragraph (b)(1); or
d. Attendance or absence from a public meeting at which official action is to be taken.
(4) Disclosure. Any person included in the term defined in paragraphs (b)(1) through (6) shall disclose any gift, or
series of gifts from anyone person or entity, having a value in excess of $25.00. The disclosure shall be made by
filing a copy of the disclosure form required by chapter 112, Florida Statutes, for "local
officers" with the city clerk simultaneously with the filing of the form with the clerk of the county and with the
Florida Secretary of State.
(f) Compulsory disclosure by employees of firms doing business with the city.
Should any person included in the terms defined in paragraphs (b)(1) through (6) be employed by a corporation,
firm, partnership or business entity in which that person or the immediate family does not have a controlling
financial interest, and should the corporation, firm, partnership or business entity have substantial business
commitments to or from the city or any city agency, or be subject to direct regulation by the city or a city agency,
then the person shall file a sworn statement disclosing such employment and interest with the clerk of the city.
(g) Exploitation of official f icial -position prohibited.
No person included in the terms defined in paragraphs (b )(1) through (6) shall corruptly use or attempt to use an
official position to secure special privileges or exemptions for that person or others.
(h) Prohibition on use of confidential information.
No person included in the terms defined in paragraphs (b)(1) through (6) shall accept employment or engage in
any business or professional activity which one might
reasonably expect would require or induce one to disclose confidential information acquired by reason of an
official position, nor shall that person in fact ever disclose confidential information garnered or gained through an
official position with the city, nor shall that person ever use such information, directly or indirectly, for personal
gain or benefit.
(i) Conflicting employment prohibited.
No person included in the terms defined in paragraphs (b)(1) through (6) shall accept other employment which
would impair independence of judgment in the performance of any public duties.
(j) Prohibition on outside employment.
(1) No person included in the terms defined in paragraphs (b)(6) shall receive any compensation for services as an
officer or employee of the city from any source other than the city, except as may be permitted as follows:
a. Generally prohibited. No full -time city employee shall accept outside employment, either incidental, occasional or
otherwise, where city time, equipment or material is to be used or where such employment or any part thereof is
to be performed on city time.
Note # 1: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and /or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
b. When permitted. A full -time city employee may accept incidental or occasional outside employment so long as
such employment is not contrary, detrimental or adverse to the interest of the city or any of its departments and
the approval required in subparagraph c. is obtained.
c. Approval of department head required. Any outside employment by any full -time city employee must first be
approved in writing by the employee's department head who shall maintain a complete record of such
employment.
d. Penalty. Any person convicted of violating any provision of this subsection shall be punished as provided in
section I - I I of the Code of Miami -Dade County and, in addition shall be subject to dismissal by the appointing
authority. The city may also assess against a violator a fine not to exceed $500.00 and the costs of investigation
incurred by the city.
(2) All full -time city employees engaged in any outside employment for any person, firm, corporation or entity
other than the city, or any of its agencies or instrumentalities, shall file, under oath, an annual report indicating the
source of the outside employment, the nature of the work being done and any amount of money or other
consideration received by the employee from the outside employment. City employee reports shall be filed with
the city clerk. The reports shall be available at a reasonable time and place for inspection by the public. The city
manager may require monthly reports from individual employees or groups of employees for good cause. .
(k) Prohibited investments.
No person included in the terms defined in paragraphs (b)(1) through (6) or a member of the immediate family
shall have personal investments in any enterprise which will create a substantial conflict between private interests
and the public interest.
(1) Certain appearances and payment prohibited.
(1) No person included in the terms defined in paragraphs (b)(1), (5) and (6) shall appear before any city board or
agency and make a presentation on behalf of a third person with respect to any matter, license, contract,
certificate, ruling, decision, opinion, rate schedule, franchise, or other benefit sought by the third person. Nor shall
the person receive any compensation or gift, directly or indirectly, for services rendered to a third person, who
has applied for or is seeking some benefit from the city or a city agency, in connection with the particular benefit
sought by the third person. Nor shall the person appear in any court or before any administrative tribunal as
counselor legal advisor to a party who seeks legal relief from the city or a city agency through the suit in question.
(2) No person included in the terms defined in paragraphs (b)(2), (3) and (4) shall appear before the city
commission or agency on which the person serves, either directly or through an associate, and make a
presentation on behalf of a third person with respect to any matter, license, contract, certificate, ruling, decision,
opinion, rate schedule, franchise, or other benefit sought by the third person. Nor shall such person receive any
compensation or gift, directly or indirectly, for services rendered to a third party who has applied for or is seeking
some benefit from the city commission or agency on which the person serves in connection with the particular
benefit sought by the third party. Nor shall the person appear in any court or before any administrative tribunal as
counselor legal advisor to a third party who seeks legal relief from the city commission or agency on which such
person serves through the suit in question.
(m) Actions prohibited when financial interests involved.
No person included in the terms defined in paragraphs (b) (1) through (6) shall participate in any official action
directly or indirectly affecting a business in which that person or any member of the immediate family has a
financial interest. A financial interest is defined in this subsection to include, but not be limited to, any direct or
indirect interest in any investment, equity, or debt.
(n) Acquiring financial interests.
No person included in the terms defined in paragraphs (b)(I ) through (6) shall acquire a financial interest in a
project, business entity or property at a time when the person believes or has reason to believe that the financial
interest may be directly affected by official actions or by official actions by the city or city agency of which the
person is an official, officer or employee.
(0) Recommending professional services.
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and /or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
No person included in the terms defined in paragraphs (b)(1) through (4) may recommend the services of any
lawyer or law firm, architect or architectural firm, public relations firm, or any other person or firm, professional
or otherwise, to assist in any transaction involving the city or any of its agencies, provided that a recommendation
may properly be made when required to be made by the duties of
office and in advance at a public meeting attended by other city officials, officers or employees.
(p) Continuing application after city service.
(1) No person included in the terms defined in paragraphs (b)(1), (5) and (6) shall, for a period of two years after
his or her city service or employment has ceased, lobby any city official [as defined in paragraphs
(b)(1) through (6)] in connection with any judicial or other proceeding, application, RFP, RFQ, bid, request for
ruling or other determination, contract, claim, controversy, charge, accusation, arrest or other particular subject
matter in which the city or one of its agencies is a party or has any interest whatever, whether direct or indirect.
Nothing contained in this subsection shall prohibit any individual from submitting a routine administrative request
or application to a city department or agency during the two -year period after his or her service has ceased.
(2) The provisions of the subsection shall not apply to persons who become employed by governmental entities,
501(c)(3) non - profit entities or educational institutions or entities, and who lobby on behalf of those entities in
their official capacities.
(3) The provisions of this subsection shall apply to all persons described in paragraph (p)(1) whose city service or
employment ceased after the effective date of the ordinance from which this section derives.
(4) No person described in paragraph (p)(1) whose city service or employment ceased within two years prior to
the effective date of this ordinance shall for a period of two years after his or her service or employment enter
into a lobbying contract to lobby any city official in connection with any subject described in paragraph (p)(1) in
which the city or one of its agencies is a party or has any direct and substantial interest; and in which he or she
participated directly or indirectly through decision, approval, disapproval, recommendation, the rendering of
advice, investigation, or otherwise, during his or her city service or employment. A person participated "directly"
where he or she was substantially involved in the particular subject matter through decision, approval, disapproval,
recommendation, the rendering of advice, investigation, or otherwise, during his or her city service or
employment. A person participated "indirectly" where he or she knowingly participated in any way in the particular
subject matter through decision, approval, disapproval, recommendation, the rendering of advice, investigation, or
otherwise, during his or her city service or employment. All persons covered by this paragraph shall execute an
affidavit on a form approved by the city attorney prior to lobbying any city official attesting that the
requirements of this subsection do not preclude the person from lobbying city officials.
(5) Any person who violates this subsection shall be subject to the penalties provided in section 8A -2(p).
(q) City attorney to render opinions on request.
Whenever any person included in the terms defined in paragraphs (b)(1) through (6) and paragraph (b)(9) is in
doubt as to the proper interpretation or application of this conflict of interest and code of ethics ordinance, or
whenever any person who renders services to the city is in doubt as to the applicability of the ordinance that
person, may submit to the city attorney a full written statement of the facts and questions. The city attorney shall
then render an opinion to such person and shall publish these opinions without use of the name of the person
advised unless the person permits the use of a name.
(Ord. No. 6 -99 -1680, § 2, 3 -2 -99)
Editor's note- Ord. No. 6 -99 -1680, § 1, adopted 3 -2 -99, repealed §§ 8A- I and 8A -2 in their entirety and replaced
them with new §§
8A -I and 8A -2. Former §§ 8A -I and 8A -2 pertained to declaration of policy and definitions, respectively, and
derived from Ord. No. 634, §§ I (I A -1), 1 (1 A -2) adopted Jan ...l 1, 1969.
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he /she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and /or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
Capturepoint
CommunityPoss Registration
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software that makes your life easy again
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RFP Response - Price Quote, & Agreement for Services
The City of South Miami - Recreation Operations Management Software
ITQ # PR2014 -07
Submitted May 8, 2014
Submitted to:
City of South Miami
Maria M. Menedez, CMC
6130 Sunset Drive
South Miami, FL 33134
Phone: 305 - 663 -6339
Email: skulick @southmaimifl,aov
Submitted by:
Capturepoint
215 East Ridgewood Avenue
Suite 205
Ridgewood, NJ 07450
Phone: 201 - 689 -2323
Fax: 201 - 689 -2123
www,capturer)oint.com
Capturepoint Confidential Page 1 5/5/2014
Table of Contents
INTRODUCTIONLETTER ........................................................................................................... ..............................3
I. SCOPE OF SERVICES ......................................................................................................... ............................... 4
a. List of Deliverables ........................................................................................................... ..............................4
II. REQUIREMENTS ................................................................................................................ ..............................5
1. QUALIFICATIONS AND RELEVANT EXPERIENCE ........................................................................... ..............................5
a. Experience ...... ............. ................................................................................................................. ................. 5
b. Management Team & Staff ............................................................................................. ..............................8
C. Licensing Models .............................................................................................................. ..............................9
d. References ....................................................................................................................... .............................10
2. SUPPORT & SERVICES .......................................................................................................... .............................11
a. Training ................................................... ............................... ............11
b. Maintenance ................................................................................................................... .............................12
c. Support ........................................................................................................................... .............................14
3. METHODOLOGY & APPROACH .............................................................................................. .............................16
a. Implementation Timeframe ............................................................................................ .............................16
b. Process ............................................................................................................................ .............................16
4. PRICE QUOTE ..................................................................................................................... .............................18
III. SUPPORTING DOCUMENTATION ................................................................................... ............................... 22
APPENDIX A — AGREEMENT OF SERVICES ...................................................................................... .............................22
APPENDIX B—CAPTUREPOINT SUPPORT ....................................................................................... .............................28
APPENDIXC — PRICE LIST ........................................................................................................... .............................30
APPENDIX D — COMMUNITYPASS & ADD ON MODULES DESCRIPTIONS ............................................. .............................33
APPENDIXE — TECHNICAL FAQs .................................................................................................. .............................40
APPENDIX F —STATE OF NEW JERSEY BUSINESS REGISTRATION CERTIFICATE ....................................... .............................43
Capturepoint Confidential Page 2 5/5/2014
Capturepoint
215 E. Ridgewood Ave
Ridgewood, NJ 07450
Phone: 201- 689 -2323
Fax: 201-689-2123
www.caoturer)oint.com
Introduction Letter
Thank you for considering Capturepoint as a provider for the City of South Miami. The requirements, as
listed within the RFP, align well with Capturepoint's capabilities as, well as the requirements of many
other recreation departments that have implemented and are currently using Capturepoint services.
Capturepoint priced this RFP based on the requirements requested by the City.
However, if the City elects to implement some of the modules in the future,
Capturepoint can easily revise the pricing of both the implementation and
subscription fees to better align with the City's time frames and needs.
Our company provides a carefully constructed, comprehensive combination of products and professional
services that can be expanded to cover not only the recreation needs for program, membership, facilities
and Point of Sale, but also those of municipal, educational, independent sports club and non - profit
organizations for additional services, such as fundraising, permit and tuition management.
Our community -based approach allows an unlimited amount of organizations within a community to
participate in a single, shared data platform, while ensuring each organization can operate and manage
payment collection autonomously. Residents enjoy the simplicity of conducting all their community
transactions via a single login and password, whether it is registering for town soccer, joining the local
pool, or signing up for facility permits. Administers benefit from reduced paperwork, easy payment
collection, and increased productivity.
Our business model, which is based in part on an annual usage and part on software subscription,
requires us to pay attention not just to our Client's initial needs, but to their ongoing needs as our
profitability is based on maintaining a high rate of renewals. The result is a strong, personal investment in
our Clients' ongoing success. We have a great track record and are looking forward to the opportunity to
share our success with you.
The information contained in this document follows the format specified by the City of South Miami's
Request for Proposal. We are confident that our response to this RFP will meet the needs of the City of
South Miami, as well as the entire needs of the community.
Joe Oriente
Founder and President
Capturepoint
201 - 689 -2323 x208
ioriente@cai)turepoint.com
Capturepoint Confidential Page 3 5/6/2014
I. Scope of Services
The following tables outline the requirements of the City of South Miami and Capturepoint's capabilities.
a. List of Deliverables
Capturepoint will deliver a cloud -based software registration and payment solution specifically built for
municipal recreation organizations. Moreover, Capturepoint will provide the implementation services and
training to make ensure the organization is able to use and manage the administration console from the
beginning of service.
The following is a list of services that we specifically recommend for the City of South Miami:
• Account Setup
• E- Commerce Integration
• Implementation Management
• Training
The following is a list of our products that we specifically recommend.
• CommunityPass — A comprehensive, easy -to -use online registration and payment management
system that provides data management and reporting to cover all aspects of administration for
schools, recreation departments, community centers, affiliated clubs and associations such as
PTOs, PTAs and HSAs. CommunityPass simplifies registering for activities, classes, events and
trips.
• Gate Check — Helps reduce fraudulent use of member services and increase accuracy and
timeliness of usage and financial reporting through real -time validation, instant activity metrics,
assisting in emergency response, and recognizing usage trends.
• Membership Manager — Provides administrators with an easy -to -use, on -line system to manage
and facilitate New Member Sign -up, Membership Renewals, and Member program
administration. It streamlines administration and increases membership activity by expanding
member base and membership renewals, establishing financial accountability, increasing
convenience and accessibility, and protecting private information.
• POS — Allows organizations to replace their current method of performing cash transaction by
allowing them to accept credit cards, check and cash transactions. Organization can take
advantage of the reporting for their POS transactions replacing what are usually handwritten
reposts. With POS you can get started quickly with an easy -to -use solution, have a full - service
solution, automate transaction processing from start to finish, and deliver professional,
personalized service.
• Reservation Manager — Enables facility administrators to manage availability and reservation
schedules that are easy to build and keep updated, mobile and informative. With Reservation
Manager you can get the most out of your facilities, view updated and current schedules at any
time and from any location, make informed decision, and make sure the right people know about
schedule changes and closures.
For full product details refer to lll. Supporting Documentation, Appendix D, CommunityPass & Add On
Modules Descriptions.
Capturepoint Confidential Page 4 5/5/2014
U. Requirements
1. Qualifications and Relevant Experience
a. Experience
Incorporated in 1999, Capturepoint's software makes it easy for residents to participate within their
communities and affordable for organizations to operate. We design, deploy and support cloud -based
recreation management systems that provide online access to municipal, educational, independent sports
clubs and non - profit organizations.
Item
Response
Vendor Name
Capturepoint
Proposed Role
Prime (no subcontractors)
Legal Status of Business
Corporation
Number of Employees
12 FTE, 7 part -time permanent staff
Number of Locations
2
Ownership
Capturepoint is a self- funded, private organization incorporated in the State of
Delaware.
Length of Time in Business
Since 1999
Providing Cloud Computing
Since 2003
Dun & Bradstreet Number
876831202
Philosophy
There are many wonderful opportunities and experiences awaiting our children as they grow up. Whether
it's a memorable school trip, a good friend from summer camp, a particular day at the town pool with the
family or a big win with the local soccer club, these events create memories that last a lifetime.
We all want this for our children. There's no question.
The challenge is how to continue ensuring these positive experiences are available in an environment
where the cost of providing these services increases each year. Where rules and regulations intended to
keep our children safe and sound also creates mounds of additional paperwork. Where the expectations
of instant results increases the pressure to perform for staff and management. Where the liability of
making a mistake can be so high that it may not be worth the risk to offer a service at all.
These are the some of the challenges our community leaders face every day. The cost of not addressing
them is paid in the future memories of our children. Hardly tangible, but worth more than anything money
can buy.
So how can we help?
One option is to adjust how we communicate - the methods we use to share information and ideas.
Communication requires a call and a response. A question and an answer. A comment and some
feedback. Otherwise, we're just talking, not communicating.
Capturepoint has built a software platform that aids administrators in reducing paperwork, data
processing, filing, copying, printing and reporting.
Capturepoint CommunityPassTm extends the capabilities of our platform by enabling residents to be able
to interact with any participating organization within the community, without having to fill out paperwork
twice. By presenting a CommunityPassTM ID card or by entering a CommunityPassTM login and password,
Capturepoint Confidential Page 5 5/5/2014
the user can securely retrieve their common registration information, so that it can be re -used at any
registration or sign -up event without having to fill out a form or re -key the information. Essentially, it
makes information portable.
We have incorporated into this platform a portal that enables parents and other residents of your
community with the ability to register and submit payments online.
Products
Our cloud -based software products offer administrators a comprehensive and integrated set of tools that
includes program, membership and reservation data - management combined with online registration, in-
depth reports, data export, e- commerce, and powerful e- marketing. Products are easy -to -use and most
clients can be up and running within one to three months of purchase. All Clients purchase our flagship
product CommunityPass, used for managing programs and activities. Additional modules are available
for more functionality.
Services
All Capturepoint clients engage in and find immeasurable value in the broad range of services, custom
solutions and capabilities that we offer. Service categories include Catalog & Data Uploads, Consulting,
Customization, Maintenance and Training services. Outside of our standard product suite, custom
application development and prototyping are also available.
People
In our world, data is everything, yet it is the people that work to develop our technologies and products to
support our clients and to support our employees that make the difference. Capturepoint employs 12 full -
time staff, 7 part -time, permanent staff and a strong contingent of consultants and freelancers. We pride
ourselves in our low attrition, which enables us to provide our Clients with a knowledgeable, experienced
staff.
Best Practices
Capturepoint strives to follow industry best practices. Our solutions were designed by members of the
Ridgewood Community to facilitate collaboration between government, schools and independent
community organizations. Enabling separate groups within a community to present a common online
presence fosters a higher level of confidence in the services being offered and provides opportunities for
tremendous administrative cost savings that extend beyond government into many other aspects of
community life. Oh, we're nice people to work with too.
Reputation
Capturepoint has over thirteen years' experience developing cloud -based applications and managing
data. We have over ten years' experience in product development, e- commerce and implementation
services for our cloud -based registration management software that includes online registration, program,
membership and reservation products. We provide our clients with a project plan and expect to complete
most implementations within 30 -90 days. The goals are to provide:
Efficiency. Reduce walk -in registration volume and eliminate need for data entry and filing
cabinets filled with registration forms, copies and other paperwork.
Accountability. Automate financial reporting and provide electronic fulfillment of audit requests.
♦ Accessibility. Enable staff to access information from any Internet - enabled location, at any time.
♦ Convenience. Increase participation by offering online registration and additional payment
options.
♦ Privacy. Ensure that resident information is protected and secure to reduce liability of identity theft
or illicit use.
Number and types of Clients with comparable services
- 200+ organizations using the software
Capturepoint Confidential Page 6 5/5/2014
53% are municipal organizations
24% are private, not for profit, or individual sports organizations
20% are school districts, community schools, or parent- teacher organizations
3% are other corporate or municipal services
Capturepoint is the best candidate to provide the City of South Miami with services
Capturepoint is the only provider that offers a fully integrated, community -wide system. CommunityPass,
the suite of cloud -based registration management products, becomes part of community life, offering
residents an easy way to leverage community activities and programs. It serves as a community's 24-
hour online hub, communicating important information, developing social bonds between residents, and
creating greater community awareness.
CommunityPass is designed to support any combination of organizations, activities and programs, and to
accommodate multiple accounts, registration processes and merchant accounts. The software provides
organizations with the ability to implement an easy -to -use, web delivered, community- based, online
registration system and share common information about registrants across authorized agencies, while
providing a high degree of autonomy, privacy and confidentiality. Since the system is 100% cloud- based,
neither administrators nor end users need to purchase hardware or install software.
The software, suitable for many types of organizations within the same community, captures and sorts
client data, connects relevant content and registers individuals in the appropriate activities.
CommunityPass simplifies registration administration by automating the setup, data entry and follow -up
processes, while providing an intuitive and user - friendly registration experience.
Software Built for Parks & Recreation Organizations
Capturepoint solutions were designed specifically for parks and recreation departments and independent
sports groups. The software is season based for the administrators and family based for the residents,
meaning all family information is safeguarded in one family account.
The system address specific needs of the industry including features, such as eligibility requirements, in
town /out of town registration, walk in or phone in registrations, discounts, vouchers, and membership
types, to name a few.
Capturepoint Confidential Page 7 5/5/2014
b. Management Team & Staff
Jay Baney Mary Coyle
Head of Marketing Head of Product Management
Management Team
Joe Oriente
President & Founder
Alla Oriente Phil Rogers Lisa Sands
Head of Finance Head of Client Services Head of Operations
Qualifications of the management team, as well as other employees who will be managing and
performing the services under this contract. The management team does not typically split time between
roles. Developers are trained to complete both new development initiatives and customer support.
Typically, developers are assigned one role, but may switch between development and support, if
necessary.
♦ Joseph Oriente, President. Founder & Owner. Joe established Capturepoint in 1999 after serving as Senior Vice
President of Database Operations at Draft Worldwide. Prior to that, Joe managed the development of Simon &
Schuster's first sales and marketing data warehouse. Joe brings over fifteen years of experience designing and
developing successful large -scale marketing databases for clients like Pearson Education, IBM, United
HealthCare, Avis Rent -A -Car and Astra Pharmaceuticals. Joe holds a business degree from Valley Forge Military
College and a Computer Science degree from Ithaca College.
Jay Baney. Head of Marketing. After receiving his BA from Middlebury College, Jay began his career as a
concert producer and business development manager with the Los Angeles -based New American Orchestra.
He later received his Masters Degree from NYU and co- founded Twinbrook Music, an independent compact disc
distributor. Jay ran Twinbrook for 13 years into the age of digital music when he partnered with Ban Dai to
launch MY- CD.com, one of the first web sites to offer pre- recorded music online. Jay moved on to build the E-
commerce subsidiary of Haband Company, a large family -owned direct mail firm and served as President of
Haband Online for 10 years.
♦ Mary Coyle. Head of Product Management. With 15 years experience from Dun & Bradstreet, Draft Worldwide
and Arthur Anderson, Mary has held senior level roles in Program Management and Marketing Operations. She
has an MBA from University of Texas at Austin and a Finance degree from University of Illinois.
♦ Alla Oriente, Head of Finance. With over 20 years of financial and operational experience, Alla served as the
CFO for Prentice Hall School Division. Currently she manages several large acquisitions for Pearson US School
companies. Prior to Pearson, Alla was a Senior Auditor at Ernst & Whiney and a Controller for Exquisite Form
Industries. She holds an Accounting degree from St. Johns University and is a CPA.
♦ Phil Rogers. Head of Client Services. Phil joined Capturepoint in 1999 with over 15 years experience in
production, creative direction, systems architecture, and web systems development. He began his career by
developing digital imaging capabilities for American Color, one of the North America's premier pre -press service
providers. Phil also helped create Simon & Schuster's corporate digital archive system. He holds an Economics
degree from Pace University.
♦ Lisa Sands. Head of Operations & Business Development. Lisa has over 15 years experience in the Media,
Software and Financial Services industries. She started her career as a commodities and equities option market
specialist at Merrill Lynch. As a Business Development & Strategy Director at Reuters Media, she helped
relaunch Reuters.com as a global news /information site and developed the global media strategy. She earned an
MBA from NYU Stern School of Business, an MA from NYU Arthur L. Carter Journalism Institute, and a Finance
degree from Lehigh University.
Capturepoint Confidential Page 8 5/5/2014
Staff Team
Phil Rogers
Head of Client Services
Mike Feeney i Joe Lechuga Joyce Sponholz Pat Waters
Trainer Director Technical Services Customer Service Rep Programmer /Developer
♦ Mike Feeney, Trainer. With over 15 years experience in customer service and fraud management, Mike held
multiple positions at AT &T, including Supervisor of Fraud Management. Mike attended Rutgers University and
obtained a degree in Sociology and Criminal Justice. Mike will provide the initial training for your team.
♦ Joe Lechuga, Director of Technical Services. Joe has over 15 years experience in software and e- commerce
development and 10 years experience in mechanical contracting. Prior to Capturepoint, Joe spent several years
overseeing the development of Office Depot online. He holds a Mechanical Engineering degree from Kean
University and a Computer Science degree from Dover Business School.
♦ Joyce &onho/z Client Services Representative. Joyce's experience in Administration and Human Resources
makes her an invaluable asset to the Capturepoint family. She is responsible for assisting clients with new
account setup and providing ongoing support for existing clients. Joyce determines when client requests require
technical support and ensures that those requests are processed through the Capturepoint ticketing system and
deliver results that are in -line with client expectations.
♦ Pat Waters, Senior Programmer / Developer. Pat has been with CommunityPass throughout the development of
the product and is responsible for implementation of client pricing, validation and eligibility rules as well as
custom reporting requirements. Pat will also be involved in any product customization required to meet client
requirements.
c. Licensing Models
Capturepoint offers organizations two options for purchasing CommunityPass — Subscription and Pay -As-
You-Go (PAYGO). With Subscription, your organization owns the banking relationship and licenses the
software annually. With PAYGO, Capturepoint acts as the bank on your organization's behalf and
charges a per transaction fee for the software. The option you select depends on your organization's
policies. For this RFP, Capturepoint assumed the subscription licensing model. See M. Supporting
Documentation, Appendix C — Price List for details.
Capturepoint Confidential Page 9 5/5/2014
d. References
Over 115 communities and 200 organizations within those towns use Capturepoint software. We have
experienced substantial growth over the past several years, while maintaining highly satisfied clients —
with a 99% annual renewal rate.
Our clients are our most valued assets. We would encourage you to contact our references to see how
our clients have gained efficiencies and streamlined operations using Capturepoint software. We have
provided contact information for the following clients:
Miami Beach Parks & Recreation
♦ Address: 1700 Convention Center Drive, Miami Beach, FL 33139
♦ Client Theresa Buigas
♦ Title: Parks & Recreation Analyst
♦ Email: tbuigasCsImiamibeachfl.gov
♦ Phone: (305) 673 -7000 x6001
♦ Fax. (786)- 394 -4002
♦ Client Since: 2013
♦ Currently Using: CommunityPass, Digital Attendance Manager, Gate Check, Membership
Manager, POS, Reservation Manager
Mercer County Parks & Recreation
♦ Address: 640 South Broad Street, Trenton, NJ 08611
♦ Client. Jim Haggerty
♦ Title: Recreation Director
♦ Email. jaggerty@mercercounty.ora
♦ Phone: (609)- 448 -7107
♦ Fax. (609) 448 -7328
♦ Client Since: 2007
♦ Currently Using: CommunityPass, Gate Check, Membership Manager, Reservation Manager,
Team Manager
Ocean Township
♦ Address: 399 Monmouth Avenue, Oakhurst, NJ 07755
♦ Client. Kathy Reiser
♦ Title: Recreation Director
♦ Email: kreiser @oceantwp.ora
♦ Phone: (732)- 531 -5000
♦ Fax. (732) 517 -8567
♦ Client Since: 2010
♦ Currently Using: CommunityPass, Gate Check, Membership Manager, POS, Team Manager,
Tuition Manager
Yonkers Parks & Recreation
♦ Address: 285 Nepperhan Avenue, Yonkers, NY 10701
♦ Client Yvette Hartsfield
♦ Title: Recreation Director
♦ Email. yvette.hartsfield @yonkersny.gov
♦ Phone: (914) 377 -6425
♦ Fax. (914) 377 -6428
♦ Client Since: 2008
♦ Currently Using: CommunityPass, Reservation Manager, POS, Team Manager
Capturepoint Confidential Page 10 5/5/2014
2. Support & Services
We know that your business relies on our business 24/7, and we take that responsibility seriously.
Capturepoint's friendly, knowledgeable and experienced professionals are available to support the
planning, implementation, and optimization of your Capturepoint products and provide you with the
greatest value from your investment. Regardless of whether you are creating your first registration
system, replacing an existing system, or customizing your application, there are appropriate service
offerings for your organization.
a. Training
CommunityPass Training can help you to learn new skills and get the most from your software — while
avoiding issues that could affect productivity. Your organization can train or retrain just one person or an
entire staff either on -site or remotely. All of the training offerings are designed for hands -on learning and
combine just the right mix of technology background and hands -on exercises to keep you on track. The
maximum amount of practical information is delivered in the shortest amount of time to minimize your or
your staff's downtime or out -of -off ice time. See lll. Supporting Documentation, Appendix C — Price List.
Training Requirements
Training is session based and is priced per Service. It is intended to be "train- the - trainer" sessions.
a. The Client is responsible for coordinating the organizations to attend training.
b. Trainees will train the entire Client's staff.
c. For onsite CommunityPass training, Capturepoint will train up to five (5) people per Service at
no additional cost. More people may be added to a training session for a fee.
d. Staff will be trained at a location designated by the Client during the online training sessions
e. Each trainee will have access to a computer and the Internet, so that multiple users can train
simultaneously during training sessions.
f. Capturepoint will provide access to online meeting software during online training.
g. Travel & Expenses for on -site training are priced separately.
h. Retraining is recommended per year to handle any retraining or staff turnover.
i. If any of the above conditions are not met, the price of training may be altered.
Example Training Schedule for CommunityPass.
a. 9:00 Morning Session
• Setua. Custom program fields, user - defined charges and discounts, user
permissions, enabling /disabling eligibility rules and other system options. (half hour)
• Online Reaistration. Wizard -style online registration, catalog -style online registration,
customizing the online registration website. (half hour)
• Content Management. Activities, seasons, program, forms, notices, documents and
flags. (one hour)
• Front -desk Management. Admin registration, waitlisting, eligibility overrides,
withdrawals /transfers, payments, credits /refunds, daily deposit reporting and
generating rosters. (two hours)
b. 12 -12:30 LUNCH BREAK
c. 12:30 Afternoon Session
• Reporting. Pre -built reports, creating reports in report builder and designing "printer
friendly' reports. (three hours)
• Messaging & Mailings. Preparing, sending and viewing bulk email messages,
attaching documents to email messages, generating mailing labels. (half hour)
• Q &A. review of questions relating to current configuration of Client account. (half
hour)
Capturepoint Confidential Page 11 5/5/2014
b. Maintenance
Philosophy
Historically, organizations have been required to buy, build and maintain their own Information
Technology infrastructure despite exponentially increasing costs. Capturepoint provides a cost - effective
alternative, called Cloud Computing. With Cloud Computing, organizations can plug in and subscribe to
services built on a world -class infrastructure and delivered via the Internet while they benefit from
extensive on -going support, updates, and enhancements.
Cloud Computing enables clients to decrease the total cost of ownership, reduce risk, and focus on
service, not on technology. The value organizations experience with Cloud Computing far exceeds what
they can expect with traditional software installations.
Your annual subscription includes Cloud Computing, free updates and Account Support. Our professional
and knowledgeable representatives are available to meet your technical and training needs throughout
your subscription. As improvements and new features are introduced to the application, they can become
available to you instantly, without requiring potentially harmful updates or time - consuming downloads.
No Hardware to Buy or Software to Install. Cloud Computing is delivered via the Internet, which
means you can access critical information from any computer connected to the web, at any time you
choose. Hardware and software no longer need to limit how, when, or where you can access the
information you need.
�I Technical Support and Maintenance -Free Updates. Your annual subscription includes Cloud
Computing, free updates and account support. Our professional and knowledgeable representatives
are available to meet your technical and training needs throughout your subscription. As
improvements and new features are introduced to the application, they can become available to you
instantly, without requiring potentially harmful updates or time - consuming downloads.
l Hiph -speed Data Delivery. Cloud Computing securely, consistently and quickly delivers thousands of
files of data to our clients each day thanks to our Tier 1 hosting facility. The availability of up to 1 00m
of bandwidth ensures that we can easily scale to meet increased demand during periods of heavy
usage and seasonal registration activity.
l Full Nightly Backup and On- demand Data Recovery. We know how important your data is. We also
know that mistakes can happen. That's why we run incremental data backups throughout the day and
a full database backup each night. The Capturepoint helpdesk can fulfill your data restore request in
less than 4 hours thanks to our Data Recovery service.
Daily Web Traffic Reports. Knowing the behaviors and frequency of site visitors to your registration
site is critical for adapting your online tools to meet the needs of your community. Capturepoint
provides a full suite of website reporting tools that enable you to learn who is visiting your site and aid
in formulating ideas on how best to accommodate them in the future.
Operational Maintenance
Additionally, if your organization is under staffed or needs help managing the day -to -day operations of
CommunityPass, Capturepoint will perform the operational duties for your account for a fee. Service
includes managing: seasonal maintenance, transactions, chargebacks, setup, waitlist, message
management, eligibility, data management, E- commerce reconciliation, and Front Desk.
Future Releases & Timing
Our clients are not shy. They speak up if they have unmet needs or feedback. We're listening.
Capturepoint tries to incorporate client needs into our product development schedule, often resulting in
new features or products.
As requests come in, Capturepoint undergoes an evaluation process to determine whether the request
should be customized for that client or standardized for CommunityPass. In the latter case, Capturepoint
Capturepoint Confidential Page 12 5/5/2014
may opt to build the feature or enhancement into the software and add it to our product development
schedule.
If the client cannot wait for the request to go through our normal product development channels, then we
can often expedite-the request for a fee.
For customized requests, Capturepoint provides a cost estimate and timeline. Ultimately, the client
decides whether to proceed.
Capturepoint Confidential Page 13 5/5/2014
c. Support
Philosophy
Capturepoint's reputation for superior service and accessibility differentiates us from our competitors. Our
friendly, knowledgeable and experienced professionals are available to support the planning,
implementation, and optimization of your Capturepoint products and provide you with the greatest value
from your investment.
When your organization selects Capturepoint, you gain a partner with the right tools and support services
to meet your needs, along with a commitment to provide the best customer service we can. We
understand that technology alone isn't enough to meet your increasingly complex needs. We are
committed to providing the services and support you need to make CommunityPass work for you.
Our support programs and services are designed to make managing CommunityPass efficient and
productive. Our goal is to help you keep CommunityPass up and running as smoothly as possible.
We value and solicit your feedback. Our goal is to foster an environment where our clients feel
comfortable calling us to ask questions about CommunityPass, tell us what they think, what works, and
what can be improved, so that we can develop and expand our product and services offering. That's why
we encourage you to call or email as often as you like without incurring any fees or penalties.
Our support is designed to allow your organization to operate self - sufficiently; however we understand
that there are times when you just want to talk to somebody ... and we are here for you.
Self - Service Support
Available to all clients, Capturepoint's easy -to -use, secure online customer support center is your
gateway to a wide range of reference information and online support tools available 24 -hours a day.
CommunityPass Help & Training is a searchable knowledge center of rich support articles, help topics,
training guides and the Ticket Management System, a console to view and manage tickets. Within the
CommunityPass Help & Training console, you will find:
Item Description
Help Use Search to find answers to questions; locate documentation for Getting Started, Set Up, and
Using CommunityPass, as well as an Index and Glossary. Inline help provides links on every
page of CommunityPass to the relevant help section.
Training Locate Start-Up Guides, Reference Guides and Training Manuals /Videos.
Support View tickets via our Ticket Management System. Submit requests online in order to state your
question or problem in your own words. Customer Service Representatives may convert
requests to tickets if warranted.
Account Support
When you actually need to talk to someone, your Customer Service Representative is the primary point of
contact for all support issues. He or she reviews the status of tickets, evaluates the information you
provide during initial response, provides relief for non - technical issues and product usage, and
investigates potential solutions or answers. Account Support is included with your Capturepoint license
and comprises of:
Description Item
247 Severity Level 1 supportl Unlimited support, 24/7, 365 days a year.
9x5 Telephone Support Unlimited telephone support available 9 a.m. to 5 p.m. EST, Monday through Friday.
Severity Level 2
24x7 Email Support Unlimited email support available 247
Severity Level 2
Bug Fixes Remediation of defects or failures within the system.
1. Severity Level 1. The site is wholly or substantially inoperable or interrupted.
2. Severity Level 2. The site experiences a minor error and the impact to normal activities is minimal.
Capturepoint Confidential Page 14 5/5/2014
Capturepoint will have the ability to log into our software as any user from any Internet enabled location,
providing us with extensive options for quickly reproducing and resolving issues, should any occur.
Capturepoint will not provide local workstation, hardware or network support.
Account Support does not include Training or Professional Services.
Technical Support
Technical Support includes analyzing and resolving issues with the system by a Capturepoint technical
resource that cannot otherwise be solved by an Account Support representative. Initial analysis and
recommendations is included with your Capturepoint license. Relief for a problem may be a billable
service.
End -User Support
Capturepoint provides an online console for you to update your organization's customer service
information (i.e. name, phone, email); so that your end users can contact your organization with inquiries.
Capturepoint will route all end -user calls to your console. Capturepoint will not accept support requests
directly from your end users — all support requests must come through your designated contacts.
Capturepoint Confidential Page 15 5/5/2014
3. Methodology & Approach
a. Implementation Timeframe
We estimate it may take at least 30 -90 days for a complete rollout, depending upon how much
customization is required. We encourage most clients who require multiple organizations or multiple
products to consider a phased rollout for the services.
b. Process
Capturepoint approaches each implementation systematically. The process is as follows:
Welcome to Capturepoint Notification. Once the Client has selected Capturepoint to provide
services, we send a welcome letter to:
• Provide appropriate Start -Up Guides.
• Request Client documentation (e.g. program catalogs, signup forms, rosters, legal copy
and any reports currently in use) prior to the first Kickoff Meeting.
• Suggest Client representatives to attend the Kickoff Meeting (e.g. recreation director, IT,
finance).
• Arrange a time for this meeting.
Kickoff Meetina. During the Kickoff Meeting(s), we introduce the members of the team, which will
be led a dedicated Capturepoint Consultant. The Consultant will be the primary point of contact
during the implementation phases. The Kickoff Meeting may be done in person or by conference
call. Kickoff Meeting discussion items include:
• Introduce Client and Capturepoint representatives.
• Understand timelines and /or define project phases.
• Review implementation sheet, where Capturepoint interviews Client to identify any
missing information (e.g. E- commerce plans, new requirements, reporting).
• Discuss customization, if purchased.
• Provide access to online CommunityPass Help & Training, including access to the Case
Management System used for ticketing.
♦ Account/Organization Setup. Capturepoint sets up the Account and Organization(s) related to
that account.
♦ Create Tickets /Plan. After the Kickoff Meeting, Capturepoint creates a project plan and submits
tickets required for implementation through our Ticket Management System.
Implementation Manaaement. Once the implementation begins, Capturepoint initiates the
Implementation Management process. Implementation Management identifies all of the areas
where CommunityPass will impact existing workflow, policies, procedures and marketing,
enabling Capturepoint to suggest the optimal approach to implementing Capturepoint products.
A dedicated Consultant manages the implementation and holds weekly status meetings if the
Client agrees to do so. Implementation Management does not include Program Upload,
Reservation Upload, Data Upload, Systems Integration or any other customization. Required.
Trainina. Depending on the services purchased, Capturepoint will provide either online or onsite
training. Training is intended to be "train- the - trainer" sessions. The conditions are:
a. The Client is responsible for coordinating the organizations to attend training
b. Trainees will train the entire Client's staff
c. For onsite CommunityPass training, Capturepoint will train up to five (5) people /Service at
no additional cost.
d. Staff will be trained at a location designated by the Client during the online training
sessions
e. Each trainee will have access to a computer and the Internet, so that multiple users can
be trained simultaneously during training sessions
f. Capturepoint will provide access to online meeting software during online training
Capturepoint Confidential Page 16 5/5/2014
g. Travel & Expenses for on -site training are priced separately
h. Additional online retraining is recommended per year to handle any retraining or staff
turnover
i. If any of the above conditions are not met, the price of training may be altered
♦ Testing. Prior to launch, Capturepoint will test the e- commerce process to ensure users are able
to complete online transactions. If customization is required, Capturepoint will test the
functionality.
♦ Launch of CommunityPass. For multi - product purchases, CommunityPass, our flagship product,
is always the first product implemented and launched. An on -site Consultant is available for the
launch for a fee.
♦ Continue Implementation Management (if necessarvl. In a multi - product or multi -phase launch,
the Client may choose to launch different products or departments at a different time.
Implementation Management process continues.
♦ Rollout Management Commences. Rollout Management is designed to accommodate
unexpected issues that occurs post implementation. Your organization receives access to a
dedicated Consultant who organizes weekly status meetings and manages follow up tasks for a
specified time period. Rollout Management commences after completion of CommunityPass
training. Required for phased rollouts, which includes multi - product or enterprise
implementations. All support requests must be submitted in writing by the client. Client must
delegate one "Super User" to facilitate support requests. Rollout Management cannot be rolled
over or pro- rated.
♦ Maintenance /Support. After the Client has been fully launched and Rollout Support has expired,
Account Support commences. Alternatively, the Client may choose to purchase Maintenance.
The Client has to option to purchase maintenance whereby Capturepoint will update and maintain
your online catalog each season. Capturepoint will update activities, seasons, programs, flags,
notices, pricing, Report Builder reports, registration types, and upload new programs throughout
an active season.
Capturepoint Confidential Page 17 5/5/2014
4. Price Quote
Capturepoint's goal is to select the best combination of products and services that provide the most
affordable and effective solution for the City of South Miami that align with the RFP requirements. Table
2 outlines the MINIMUM COST to meet Client's requirements. To achieve the Minimum Cost, the Price
Quote DOES NOT include:
1. Customization
2. Data Migration
3. On -site Consultant Days
4. Program & Facilities Upload
If the City of South Miami requires any of the above, Capturepoint easily can provide these services for
an additional fee. See Section lll, Supporting Documentation, Appendix C — Price List.
1. Table 1: Authorize.net Fees. Capturepoint implements and manages the Client's Authorize.net,
the preferred payment gateway processer. These fees should be factored in as part of Client's
budget for credit card processing, but are not included as part of the Price Quote. Separate one-
time implementation fees may apply if the Client selects a different payment processor.
2. Table 2: Price Quote. Table 2 is Capturepoint's Price Quote for the RFP requirements.
3. Table 3: Estimates of Future Costs. Table 3 is Capturepoint's estimate for the additional products
and services the City is requesting in the future, but is not ready to purchase now.
4. Table 4: Hardware. Table 4 is a price list of hardware, but does not include specific quantities,
taxes or shipping. If Capturepoint is selected, then we can provide a more accurate quote.
Table 1: Authorize.net Fees
Item Total
Per Month $15
Per Transaction $.15
Per Batch $.15
Quote
'Table
Item
Implementation
Fees (one -time)
Subscription Fees
(annual)
Item Total —
Year 1
- Account Activation)
$ 300.00
$ -
$300.00
- E- Commerce Integration2
$ 500.00
$ -
$500.00
- Implementation Mana ement3
$ 2,000.00
$ -
$2,000.00
- On Site Training4
$ 2,000.00
$ -
$2,000.00
- Travel & Ex ensess
$ 2,000.00
$ -
$2,000.00
- CommunityPass u to 10,000 transactions 6
$ 0
$ 2,499.00
$2,499.00
- Membership Manager, Gate Check & POS
up to 5 locations) 7
$ 0
$ 3,498.00
$3,498.00
- Reservation Manager Basic$
$ 0
$ 999.00
$999.00
Total
$6,800.00
$6,996.00
$13,796.00
'Tablis Estimate of
Item
Implementation
Fees (one -time)
Subscription Fees
(annual)
Item Total —
Year 1
- Reservation Manager Advanced (replaces
Reservation Manager Basic)8
$ 0
$ 1,999.00
$1,999.00
Total
$0.00
$1,999.00
$1,999.00
Capturepoint Confidential Page 18 5/5/2014
Table 4: Hardware9
P3500S P3500S Single Side Card Printer $1,958
USB /Ethernet 1- 3500S00 with (36) Month Warranty.
SUBRIBBON /P3- 0100 -1
Polaroid YMCKT 3- 0100 -1
$189
P3000 / P4000 / P3500S / P55500S Series
Ribbon (500) Prints Per Ribbon with Cleaning Roller, Card and
EZ Swab
MISCELLANEOUS
Microsoft Lifecam HD with Desktop Tripod & Light Blue Backdrop
$169
MISCELLANEOUS
Magstipe Reader 3 Track
$95
BARCODESCANNER
Metrologic Voyager Hand Held Barcode Scanner MS9540 with
$338
one day turnaround
MISCELLANEOUS
Epson receipt printer
$534
MISCELLANEOUS
APC Cash Drawer
$304
MISCELLANEOUS
6' USB Cable
$7
MISCELANEOUS
17" Touch Screen Monitor
$878
Freight not included in Quote.
15% Restocking Fee on All Returned Stock Products
7% NJ Tax
Assumptions (Included in Price Quote)
♦ Account Activation (1). Capturepoint will set up one account and one organization for the Client.
The Client understands that financial and statistical data may be shared among any administrators
who are given appropriate access to the system. Additional organization set up is $150, provided the
setup is simultaneous. Otherwise, the cost is $300 /organization.
♦ E- Commerce (2). Capturepoint will implement Authorize.net as the gateway provider for the
Client. Capturepoint will complete one integration. Each additional integration is $250, provided the
implementations are simultaneous. Otherwise the cost is $500 /integration. Payment Gateway fees
are $15 /month, $.15 /transaction and $.15 /batch. Separate one -time implementation fees may apply
if the Client selects a different payment processor.
♦ Implementation Management (3). Implementation Management identifies all of the areas where
CommunityPass will impact existing workflow, policies, procedures and marketing, enabling
Capturepoint to suggest the optimal approach to implementing Capturepoint products. A dedicated
Consultant manages the implementation. Implementation consulting does not include Program
Upload, Reservation Upload, Data Upload, Systems Integration or any other customization. Required.
♦ Training (4). Training is session based and is priced /Service. It is intended to be "train- the - trainer"
sessions. Terms and conditions are:
a. The Client is responsible for coordinating the organizations to attend training
b. Trainees will train the entire Client's staff
c. For onsite CommunityPass training, Capturepoint will train up to five (5) people /Service at no
additional cost.
d. Staff will be trained at a location designated by the Client during the online training sessions
e. Each trainee will have access to a computer and the Internet, so that multiple users can be
trained simultaneously during training sessions
f. Capturepoint will provide access to online meeting software during online training
g. Travel & Expenses for on -site training are priced separately
h. Online re- training is included provided that the Client reserves training at least 2 weeks in
advance. Retraining will consist of a review of recent updates and enhancements.
i. If any of the above conditions are not met, the price of training may be altered
Price Quote includes on -site training. Incremental costs are included in the Price Quote
for travel expenses.
Capturepoint Confidential Page 19 5/5/2014
♦ Travel & Expenses (5). Price Quote includes T &E for 1 trainer to come onsite for 2 days. Training
must be completed in a sequential 2 -day session, otherwise separate T &E costs will apply.
CommunityPass (6). CommunityPass is the online registration management tool, which includes
the administration console and public portal. Pricing for CommunityPass is based upon the number
of annual transactions. A transaction is each purchase of a program /product, refund or payment. It
does not include transfers or withdrawals. Additional organizations are $499 each. The Price Quote
includes up to 10,000 transactions per year for one organization. Price tier for up to
20,000 transactions is $4,499 /year. Refer to Section III. Supporting Documentation,
Appendix C— Price Listfor a list of CommunityPass pricing tiers.
♦ Membership Manager (7). Price Quote includes one license for Membership Manager.
♦ Gate Check (7). Price Quote includes up to 5 licenses for Gate Check.
♦ POS (7). Price Quote includes up to 5 licenses for POS. POS is included when Membership Manager
and Gate Check is purchased.
♦ Reservation Manager Basic (8). Price Quote includes the Public Portal, but does not include
Reservation Upload. Organizations are responsible setting up Reservation Manager. Capturepoint
can analyze and set up facilities for $5 /zone. Reservation Manager Advanced allow the Public Portal
and is an additional $1,000 /year (noted in Table 3).
♦ Hardware (9). Price Quote does not specific quantities of hardware to support the implementation.
The Client may need to purchase hardware to support its software products. Examples of hardware
include: barcode scanner, receipt printer, ID cards, etc. Capturepoint can recommend hardware
specifications to purchase that will best work with our software. Capturepoint can help the Client
obtain this hardware or the Client can purchase hardware separately.
Any hardware required for this implementation must be purchased, installed and tested by the Client
prior to the launch date. Capturepoint bears no responsibility for acquiring hardware. Capturepoint
does not directly guarantee or warrantee any hardware equipment purchased through Capturepoint
or from another vendor. Any equipment purchased through Capturepoint is non - refundable.
Capturepoint works closely with the manufacturers of hardware sold by Capturepoint for use with
services to ensure these devices work together and with the software. Hardware including, but not
limited to, bar code scanners, web cameras, touch screens, ID printers and credit card swipes,
purchased from other sources may not have the required programming to work with the services.
Capturepoint does not provide hardware programming or maintenance, and does not guarantee or
warrantee hardware purchased via Capturepoint or elsewhere will work with Capturepoint software.
Assumptions (Excluded from Price Quote)
♦ Customization. Price Quote does not include any additional customization. Custom Application
Development is available. If the Client requests or requires additional customization, it will be
considered outside the scope of this Price Quote.
♦ Data Migration. Price Quote does not include Family Upload or migration of legacy family data to
Capturepoint.
Capturepoint Confidential Page 20 5/5/2014
♦ Merchant Bank Fees. Price Quote does not include merchant bank fees. The Client owns the
relationship with the merchant bank.
♦ On Site Consultant. Price Quote does not include On Site Consultant. Capturepoint will make an
implementation manager available to be on site for the kick -off meeting, launch or other reasons
specified by the Client. Minimum is one 8 -hour day. Travel & Expenses priced separately.
♦ Program or Facilities Upload. Price Quote does not include Program or Facilities Upload.
Capturepoint charges $5 /program to upload programs /activities and /or facilities into CommunityPass.
Minimum 100 programs /facilities.
Assumptions (General)
♦ Invoicing. Capturepoint will submit one annual invoice to the Client. Capturepoint will invoice the
Client for Implementation Fees incurred upon execution a signed agreement. Capturepoint will
invoice for the annual subscription fees after training is completed. Payment is due within thirty (30)
days of Client's receipt of each invoice. Should any invoice remain unpaid for more than thirty (30)
days, interest shall be paid at a rate of 1.5% per month.
♦ Support. Your organization will receive account and technical support. Support is shared across the
organization. One "Super User" must be delegated to facilitate all support requests. See III.
Supporting Documentation, Appendix8 - Capturepoint Support for details. Support includes hosting
and new software releases.
♦ Phased Launch. Capturepoint recommends phasing the launch of CommunityPass. Capturepoint
with work with the Client to decide the most logical timing and order of the launches.
♦ Implementation Fees. Implementation fees are based on estimates. Should the hours required to
complete this implementation exceed the estimates provided, Capturepoint will provide written
documentation including a detailed explanation of the variance and provide a new schedule and cost
estimate for the implementation.
♦ Evaluation Analysis. Capturepoint will complete an evaluation analysis of the organization prior to
the execution of the Agreement for Services.
Capturepoint Confidential Page 21 5/5/2014
III. Supporting Documentation
APPENDIX A — Agreement of
Services
The agreement ( "Agreement's is made and entered into as
of this day , of 2014 ("Date', between
Capturepoint ( "Capturepoint', with principal offices at 215
East Ridgewood Avenue, Suite 205, in Ridgewood, NJ,
07450 and The City of South Miami ( "Client'), with its
principal place of business located at 6130 Sunset Drive,
South Miami, FL 33143.
2. Services Capturepoint will provide software and
services ( "Services' as defined in the Price Quote and
described in Appendix A: Capturepoint Services Description,
which is incorporated herein by this reference as defined
herein. All services "checked" in Appendix A are included as
Services to be provided by Capturepoint for the fees
specified in the Price Quote. Capturepoint's performance
shall be in a competent and professional manner equal to
high quality performance by a professional services
company.
3. Excluded Services. Excluded Services are i)
Enhancements, which are system wide change requests
submitted by the Client and ii) Customization, which are
changes that impact only the Client's system. Customization
is defined as custom eligibility, custom pricing, custom
reports, custom validations, public site design, or other
customized product features. Excluded Services are subject
to additional fees and not included in the standard Services.
7. Implementation Schedule. Implementation of Services
will be performed within agreed upon setup schedule
( "Implementation's that will not exceed sixty (60) days from
the Implementation Start Date, unless otherwise agreed in
writing. For multi - product purchases, CommunityPass is
always the first product implemented.
8. Services Fees Fees for Services are either 1) non-
recurring fees or 2) subscription fees. Non - recurring
Services fees are based on estimates. Should the hours
required for professional services exceed the estimates
provided, Capturepoint will provide written documentation
including a detailed explanation of the variance and
providing a new estimate for approval by the Client.
9. Ownership. Client owns all content and registration
data (" Files' generated via the Services. Should the contract
between Capturepoint and Client be terminated for whatever
reason, Capturepoint will provide all Client Files promptly to
the appropriate individual at the Client. Capturepoint shall
retain all right, title and interest in and to its software,
copyrights, trademarks, service marks, logo and trade
names worldwide ( "Intellectual Property"). The Intellectual
Property is licensed, not sold. The Intellectual Property is
protected by copyright and other intellectual property laws
and treaties. Client shall use the Intellectual Property only
as provided, and shall not alter the Intellectual Property in
any way, or act or permit action in any way that would
impair Capturepoint's rights in its Intellectual Property.
Client acknowledges that the use of the Intellectual Property
shall not create any right, title or interest in or to such
Intellectual Property.
4. CommunityPass. CommunityPass is Capturepoint's 10. Support Services By signing the Agreement for
flagship Service. A CommunityPass subscription is based on Services, Client agrees to the support terms and conditions
the number of 1) Organizations and 2) Transactions as defined in Appendix B: Capturepoint Support.
completed as defined in the Price Quote. An Organization is
an individual entity that operates autonomously. A 11. Merchant Banking Fees. Banking fees are not included
Transaction is each purchase of a program /product, refund in this Agreement. Bank fees include, but are not limited to:
or payment and does not include transfers or withdrawals. (i) merchant account setup fees which may include a set -up
A CommunityPass subscription does not include any fee, monthly service and per transaction fees; (ii) additional
additional Services. bank fees which may include a set -up fee, monthly service
and per transaction fees.
5. Implementation Start Date. The Implementation Start
Date is the date that Capturepoint will begin the
implementation of Capturepoint Services and is defined in
the Price Quote.
6. Launch Date. The Launch Date occurs no later than
sixty (60) days after the Implementation Start Date, unless
otherwise agreed in writing, and is defined in the Price
Quote. The Launch Date is the date that the Client's: 1) site
becomes available to users via the Capturepoint hosted
environment, 2) final invoice is sent upon completion of
training 3) the 12 -month subscription ( "Subscription Date'
and support ( "Support's become effective. Capturepoint
shall provide support services in accordance with Appendix
B: Capturepoint Support.
NOTE.- Capturepoint will not change the Launch Date if the
Client fails to i) purchase, install and test the appropriate
hardware required for the implementation, ii) provide the
appropriate merchant conFguration sheet for the Merchant
Account, iii) provide the appropriate approvals or iv) provide
Client policies (e.g. Terms & Conditions, Privacy Policy, and
Refund Policy), v) purchase and set up their Internet service
and vi) complete any other Client 5pecitic responsibilities as
set forth herein.
12. Transaction Processor. A Transaction Processor is a
vendor that verifies and authorizes credit card transactions.
Capturepoint will implement Authorize.net as the Transaction
Processor. Capturepoint does not support any other
Transaction Processor. Capturepoint will not provide Client
support for Authorize.net unless Capturepoint implemented
the Client's Authorize.net. Transaction Processor fees are
defined in the Price Quote, but are not included in this
Agreement.
13. Additional Merchant Accounts. This Agreement is for
use of Services with one (1) merchant account, which
services one (1) Organization. One merchant account
includes one (1) Card Present (used for in person use)
account and one (1) Card Not Present (used for online use)
account. Subscriptions requiring more than one merchant
account are subject to an additional annual fee. Clients that
do not implement Card Present and Card Not Present
accounts simultaneously are subject to additional set up
fees.
14. Training. Training is session based and is
priced /Service. It is intended to be "train- the - trainer"
sessions. i) The Client is responsible for coordinating the
Capturepoint Confidential Page 22 5/5/2014
organizations to attend training; ii) trainees will train the
entire Client's staff; iii) For onsite CommunityPass training,
Capturepoint will train up to five (5) people /Service at no
additional cost; iv) Staff will be trained at a location
designated by the Client during the online training sessions;
v) Each trainee will have access to a computer and the
Internet, so that multiple users can be trained
simultaneously during training sessions; vi) Capturepoint will
provide access to online meeting software during online
training; vii) viii) Travel & Expenses for on -site training are
priced separately; viii) Additional online retraining is
recommended per year to handle any retraining or staff
turnover. If any of the above conditions are not met, the
price of training may be altered.
15. Price Quote. The Price Quote is specifically
incorporated by this reference and sets forth all fees due
and payable from Client for the Services described herein.
The Price Quote cost estimate is valid for 90 days from the
Date of this Agreement.
16. Wait Charge. Capturepoint may invoke a $100 /day
wait charge if Client does not provide the items listed in
Section 16 prior to the implementation start date.
Capturepoint will notify Client in writing when this charge is
invoked. Should the Implementation Schedule change
during the course of the project, both parties should provide
written approval of the new plan.
17. Client Oblioations The following are responsibilities
that Capturepoint expects of its customers.
a. Designated Contact. Client will provide a
single, primary point of contact that will serve
as a subject matter expert to quickly resolve
issues that arise during the implementation
and throughout Term of service.
b. Hardware Purchase. Any hardware required
for this implementation must be purchased,
installed and tested by the Client prior to the
Implementation Start Date. Capturepoint
bears no responsibility for acquiring
hardware. Capturepoint does not directly
guarantee or warrantee any hardware
equipment purchased through Capturepoint
or from another vendor. Any equipment
purchased through Capturepoint is non-
refundable.
c. Hardware Integration and Support
Hardware including, but not limited to, bar
code scanners, web cameras, touch screens,
ID printers and credit card swipes purchased
from other sources may not have the
required programming to work with the
Services. Capturepoint does not provide
hardware programming or maintenance, and
does not guarantee or warrantee hardware
purchased via Capturepoint or elsewhere will
work with Capturepoint Services.
d. Policies Client is responsible for providing
policy information pertaining to their specific
rules of operation, such as, Internet Policy,
Code of Conduct, Refund Policy, and Privacy
Policy. The Privacy Policy is posted on the
Public Site. The Privacy Policy automatically
defaults to Capturepoint's Privacy Policy if the
Client does not supply one. The
Capturepoint Terms of Use is posted on the
Administrator Site. All administrators of the
Services must comply with the Terms of Use.
Failure to comply with the Terms of Use
policy may result in the suspension or
termination of Services.
e. Internet Service. Client is responsible for the
purchase and set up of their Internet service,
which is required for the use of Capturepoint
Services. Capturepoint does not provide
Internet service connection support or
maintenance. For the best performance of
Services, Capturepoint recommends using a
broad -band Internet connection capable of
upload and download speeds of at least iMB
per second. Capturepoint supports Microsoft
Internet Explorer versions 7.0 or higher and
Firefox Mozilla 3.0 and higher and Safari v5
or higher.
f. E- Commerce. Client is responsible for
providing the merchant configuration sheet
(also known as a VAR or tear sheet) to
Capturepoint fourteen (14) days after the
Implementation Start Date in order to
provide Capturepoint with sufficient time to
set up and test E- Commerce.
g. UserRo %s Client is responsible for creating,
approving or deleting user roles. Client
should have a transition plan for
administrators that join or leave the
organization. Capturepoint does not create,
approve or delete user roles, unless Client
provides written approval of the changes.
18. Cloud Computing. Capturepoint uses web -based
software that users access from any computer with an
Internet connection. The software is hosted by and resides
on Capturepoint servers. The software can integrate with
the following hardware items, which if using must be
purchased, installed and tested, prior to the launch of
Capturepoint:
• Cash drawer,
• Receipt Printer
• Digital Camera /Web Cam
• Bar Code Scanner
• Photo ID Printer
19. Security. Capturepoint uses advanced technology for
Internet security. When you access our site, Secure Socket
Layer (SSL) technology protects your information using both
server authentication and data encryption, ensuring that
your data is safe, secure, and available only to registered
users ( "Users' in your organization. Client data will be
inaccessible to unauthorized visitors.
Capturepoint provides each Client's User with a unique user
name and password that must be entered each time a User
logs on. Capturepoint issues a session cookie ( "Cookie ") only
to record encrypted authentication information for the
duration of a specific session. The session Cookie does not
include either the username or password of the user.
Capturepoint does not use Cookies to store other
confidential user and session information, but instead
implements more advanced security methods based on
dynamic data and encoded session IDs.
Capturepoint products are hosted in a secure server
environment that uses a firewall and other advanced
Capturepoint Confidential Page 23 5/5/2014
technology to prevent interference or access from outside
intruders.
20. Overtime charges. Work performed outside of the
service hours, at the specific request of the Client, are
subject to overtime charges. Should the Client request
overtime hours, both Client and Capturepoint should provide
written approval of the overtime hours. Upon completion of
the work, Capturepoint will provide written documentation,
including a detailed explanation of the overtime hours
worked.
21. Payment. Capturepoint will invoice Client for
Implementation Fees incurred upon execution of this
Agreement. Capturepoint will invoice for the Annual
Subscription fees after training is complete. Subsequently,
Capturepoint will submit one annual invoice to the Client.
Payment is due within thirty (30) days of Client's receipt of
each invoice. Should any invoice remain unpaid for more
than thirty (30) days, interest shall be paid at a rate of 1.5%
per month.
22. Term. This agreement shall have a term of twelve (12)
months commencing on the Launch date, unless terminated
as provided in Section 22. This Agreement will automatically
renew for additional (12) month terms.
23. Termination. Either party may, upon giving thirty (30)
days written notice identifying specifically the basis for such
notice, terminate this Agreement. In the event this
Agreement is terminated, Client shall pay Capturepoint for
all Services rendered and expenses incurred prior to the date
of termination. Capturepoint will not pro -rate or return
funds for the current subscription period. All provisions of
this Agreement which are by their nature intended to survive
the expiration or termination of this Agreement shall survive
such expiration or termination.
24. State of New Jersey Business Registration Certificate.
Capturepoint's State of New Jersey Business Registration
Certificate is located in Appendix C.
25. W9. Capturepoint's current year W9 located in
Appendix D.
26. Exclusions The Agreement does not include any
additional Services that are not set forth in this Agreement.
Additional requirements will be documented and agreed to
prior to the execution of this Agreement.
27. Warran . Capturepoint warrants that its Services will
be performed in a good and workmanlike manner.
Capturepoint shall re- perform any work not in compliance
with this warranty brought to its attention within a
reasonable time (not to exceed sixty (60) days), after that
work is performed. THE PRECEDING IS CAPTUREPOINT'S
ONLY EXPRESS WARRANTY CONCERNING THE SERVICES
AND IS MADE EXPRESSLY IN LIEU OF ALL OTHER
WARRANTIES AND REPRESENTATIONS, EXPRESS OR
IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF
FITNESS FOR A PARTICULAR PURPOSE,
MERCHANTABILITY, INFORMATIONAL CONTENT, SYSTEMS
INTEGRATION, NON- INFRINGEMENT, INTERFERENCE WITH
ENJOYMENT OR OTHERWISE.
28. Indemnification. Client shall indemnify and hold
Capturepoint harmless from third party claims arising out of
its use of the Services.
29. Limitation ofLiabffl .. The sole liability of either party to
the other (whether in contract, tort, negligence, strict
liability in tort, by statute or otherwise) for any claim in any
manner related to this Agreement shall in no event in the
aggregate exceed, in the case of Capturepoint's liability, the
fees received by Capturepoint for the Services giving rise to
the liability, or, in the case of Client, the total fees payable
to Capturepoint. In no event shall either party be liable for
consequential, incidental, indirect, special or punitive loss,
damage or expenses (including lost profits). Any action by
either party must be brought within two (2) years after the
cause of action arose.
30. Integration. This Agreement constitutes the entire
agreement between the parties pertaining to the subject
matter hereof and supersedes all prior agreements and
understandings of the parties in connection herewith, and
not covenant, representation or condition not expressed in
this Agreement shall affect, or be effective, to interpret,
change expand or restrict the express provisions of this
Agreement.
31. Modification ofAgreement by Writing. This Agreement
may not be modified, amended, waived, extended, changed,
discharged, assigned or terminated orally or by any act or
failure to act on the part of either party. This Agreement
may be modified, amended, waived, extended, changed,
discharged, assigned or terminated only by an agreement in
writing signed by both parties.
32. Assignment. Neither party may assign this Agreement
without the prior written consent of the other, which consent
shall not be unreasonably withheld or delayed.
33. Notice. Any notice or other communication provided
under this Agreement shall be in writing and shall be
effective either when delivered personally to the other party,
or five (5) days following deposit of such notice or
communication into the United States mail (certified mail,
return receipt requested, or first class postage prepaid),
facsimile (with confirmation of delivery) e-mail to the point
of contact at the email address set forth in this Agreement,
or overnight delivery services (with confirmation of delivery),
addressed to such party at the address set forth in this
Agreement. Either party may designate a different address
by notice to the other given in accordance with this
Agreement.
34. Force Maieure. Neither party will be liable for any
delays or failures to perform due to causes beyond that
party's control.
35. Branding. Client shall not use Capturepoint's name
outside Client's organization without Capturepoint's express
written consent, which may be withheld by Capturepoint in
its sole discretion.
36. Waiver. No delay on the part of either party to this
Agreement in exercising any right, power of privilege under
this Agreement shall operate as a waiver of any such right,
power or privilege.
37. Governing Law. This Agreement shall be governed by
and construed in accordance with the laws of New Jersey,
without giving effect to conflict of law rules.
Capturepoint Confidential Page 24 5/5/2014
CAPTUREPOINT SERVICES DESCRIPTION
Capturepoint Products
Capturepoint is a comprehensive management system that
provides online data collection, payment, data management
and reporting to cover all aspects of administration. For
product descriptions, visit www.cai)turei)oint.com /products.
® CommunityPass
Activity, Season and Program Administration. Create
activity and program definitions and copy to a future
season.
Ellaib/l/ty & Pricing Rule Definitions. Define and adjust
pricing, including tiered and custom pricing. Define
individual eligibility for all programs, including in-
town /out -of -town, age and gender.
Automatic Waitlists. Track and manage registrants that
have an interest in a program that has reached
capacity.
Transfers and Withdrawals. Automatically re- generate
rosters and account balances for registrants that
request to be moved between programs or withdrawn.
Personalized Receipts Generate receipts with specific
instructions for each individual program, including, but
not limited to notices, requirements, alerts, locations
and contact information.
Transactions Financials and Rosters. Select from a list
of reports that provide summary and detailed
information about program transactions, financials and
rosters. Apply filters to alter the contents of each
report, view on screen or download to Microsoft Excel.
Withdrawal Refund and Credit Remove participants
from classes. Apply full or partial refunds or credits.
Message Manager. Send professional and personalized
email messages, as well as track and schedule email
transmissions.
❑ Bond Manager
Bond Mana eo ment. Track bonds numbers and
payments for organizations that require bonds).
❑ Digital Attendance Manager
* Requires Tuition Manager
Parent Sign -in /Sign -out Ann. Parents can quickly and
safely check -in or check -out their children from before
or after care with a few simple taps on the iPad.
Instructor Attendance Track /ngAloo. Site leaders can
view the most recent list of children assigned to their
location, along with pertinent emergency contact and
other vital information directly from the iPad- supported
attendance application.
® Gate Check (Up to 5 locations)
* Requires Membership Manager
Guest Passes /Other Fees Track and process guest
passes, merchandise and other fees collected on -site at
a facility. Integrate USB receipt printer, cash drawer
and credit card swipe at any location. POS programs,
pricing and allowed quantities will automatically adjust
based on membership and individual eligibility.
Gate Check. Scan photo ID badges using USB bar code
reader. Gate check will raise a warning for individuals
that are already on premises (e.g. re -used card),
individuals with expired, suspended or revoked
membership.
Shift Management. An optional feature that enables
managers to automatically record cash in drawer at
start of shift, and closing cash amount at end of shift.
View starting and ending balances by user, shift and
date range.
Point of Sale. Integrate USB receipt printer, cash
drawer and credit card swipe at any location. POS
programs, pricing and allowed quantities will
automatically adjust based on membership and
individual eligibility.
® Membership Manager
Membership Administration. Create, manage and
archive membership definitions, including durations,
pricing and membership types.
Photo ID. Capture, upload and store photographs, print
ID badges with photo, name and bar code. Cards can
be printed individually or in batch. Includes integration
with digital camera and card printer hardware.
Suspend /Revoke MembershiR. Identify individual users
and suspend their membership for a period of time or
revoke membership for the remainder of the season.
Capture the reason for the suspension /revocation.
Membership Renewals Identify, generate and export
mailing lists of users that have not renewed
memberships for a new season. Enable members to
renew membership online without requiring a new card.
Act/v/tyMonitoring Member attendance will be
recorded and viewable in real -time or via historical
reports. Generate statistical reports on membership
activity, suspended/ revoked memberships, membership
participation and cards printed.
Catalog Product Management. Allows you to manage
products and items that will appear on your POS
transaction screen.
❑ Pass Fulfillment Manager
Badge eo tent. Create and sell generic badges
for seasonal activities.
® POS (up to 5 locations)
Catalog Product Management Allows you to
manage products and items that will appear on your
POS transaction screen.
Management tool. Complete the actual transactions
and monitor transaction history.
E- Commerce integration. Accept credit card payment
in all locations with direct control over the deposit of
Capturepoint Confidential Page 25 5/5/2014
funds (e.g. funds are deposited directly into
municipality -owned accounts). Integrates with magnetic
credit card swipe devices.
® Reservation Manager
View Calendar & Search Availability View, print and
download daily, weekly, monthly and seasonal
calendars. Filter and search calendars to quickly detect
and resolve conflicts, create single reservations, assign
reoccurring time blocks and process permits.
Create & Maintain Facility Information. Define
availability, uses, capacity, ownership, maintenance
schedules and closures. Analyze field utilization by
comparing past, current and future reservations against
unreserved time, closures, maintenance and reserved
blocks.
Manage Accounts. Create and manage accounts for
residents and organizations that request field and
facility reservations.
Generate Permits Enable residents to pay for permits
using credit or debit cards. Generate transactional, daily
receipts and financial summary reports.
❑ Student Manager
Student Upload. Automate the upload of active students
from a Student Information System to CommunityPass.
Monitor upload status and troubleshoot student data
quality issues.
Pre - Reoistration. Track new families that have been
created within CommunityPass during the Student
Upload process. Produce family Welcome Letters that
includes a login and temporary password for each new
family. Monitor parent logins to CommunityPass and
resolve issues reported by families after student upload.
Public Site. Family accounts created by the Student
Upload process can be verified in five simple steps as
Parents log into CommunityPass for the first time.
Parents have opportunity to correct data issues and
student assignment to families before starting the
registration process. Families are also able to merge
existing accounts into their new school account.
❑ Team Manager
Roster Formation. Assemble teams consisting of
coaches and players. Use built -in algorithms, manual
assignment or custom - designed procedures to assign
players and coaches to teams. It can be adapted to
meet any combination of rules and conditions.
Ongoing Management. Move individuals between teams
and automatically remove individuals that withdraw or
transfer to another program. Queue individuals that
have signed up and not yet been assigned to a team.
Team Rosters. Generate, view and download team
rosters, including names, contact information and other
required fields.
❑ Tuition Manager
Deposits and Partial Payments Accept registration
deposits and other partial payments, whether it is
monthly, weekly or annually. Deduct reoccurring
payments directly from user's bank accounts.
Rosters & Sion -In Sheets. Download and distribute
rosters and sign -in sheets to teachers or building
administrators, so they know who should be in the
class or building.
Schedu le Changes. Manage cancellations and additions
and the subsequent financial implications.
Withdrawal Refund and Credit. Remove participants
from classes. Apply full or partial refunds or credits.
Professional Services
Capturepoint's experienced professionals are available to
support the planning, implementation, and optimization of
Capturepoint Services. For service descriptions, visit
www.cai)turei)oint.com/services.
Training Services
® Training. Training includes syllabus, training materials
and training site. Training is session based and reviews
the public experience, front desk, and administrator
functions per Service. Training is a "train- the - trainer"
service. Please refer to Agreement of Services Section
13 for terms and conditions.
Consulting Services
❑ Customization. Customize eligibility rules, reports,
public site design, or other product features to meet
the unique needs of each client.
® Implementation Management. Implementation
Management identifies all of the areas where
CommunityPass will impact existing workflow, policies,
procedures and marketing, enabling Capturepoint to
suggest the optimal approach to implementing
Capturepoint products. A dedicated Consultant
manages the implementation and organizes weekly
status meetings.
❑ ReportAna /ysis & Design. A Capturepoint Consultant
analyzes your existing reports and makes
recommendations whether your organization needs 1)
pre - built, 2) custom, or 3) Report Builder reports.
® Rollout Management Rollout Management is designed
to accommodate unexpected issues that occurs post
implementation. Your organization receives access to a
dedicated Consultant who organizes weekly status
meetings and manages follow up tasks for a specified
time period. Rollout Management commences after
completion of CommunityPass training. Required for
phased rollouts, which includes multi - product or
enterprise implementations.
❑ Systems Integra tion. Capturepoint offers three options
for systems integration. All three options include the
creation of a custom file format that would align with
the upload requirements of the software.
Data Services
® Account Setup. Activation of a Capturepoint
subscription, creation and testing of 1 administrator
account, setting of account - specific defaults.
(Required).
Capturepoint Confidential Page 26 5/5/2014
® E- Commerce Integra Connection of a Capturepoint
account to a merchant provider through a transaction
processor and transaction testing to ensure successful
handoff to processor. In cases where an unsupported
merchant is being used, a new custom script will be
written to handle the integration, at an additional cost.
(Required with credit card implementation).
❑ Family Uo %ad. Migrate your membership database
from spreadsheets or a prior system. Capturepoint will
merge like records, purge duplicates and upload a clean
membership list.
❑ Historica /Up /gad. Includes everything in Family Upload
plus one year of registration history.
❑ Program Set Up. Capturepoint analyzes, organizes and
enters catalog and brochures into the system.
❑ Reservation Set Uo. Capturepoint facilities analysis
collects, organizes and imports existing facility
information into the Scheduler.
❑ Student Upload Service. Provide the development and
customization to upload your Student Information
System (SIS) into CommunityPass. Capturepoint 1)
loads the student database, 2) creates family accounts
and 3) prepares letters to send to users.
Capturepoint Confidential Page 27 5/5/2014
APPENDIX B — Capturepoint Support
Client requests for support of Services will be submitted to
Capturepoint via the Ticket Management System. The Ticket
Management System is available 24/7 and monitored
regularly by Capturepoint support staff.
SERVICE TICKETS
Acknowledgements, status updates and closure
documentation will be transmitted through the Ticket
Management System. Each incoming request will be
assigned a ticket number, which must be referenced in the
subject of all correspondence.
• Regular Service Hours are Monday - Friday, 9:00am -
5:00pm ET
• Time is tracked in half -hour increments.
• Requests will be addressed in the order they are
received, unless otherwise specified by Client.
To maintain organization and communication with Client,
Capturepoint will perform the following tasks for each new
or changed service request.
• Classify requests: categorize (bug /problem,
enhancement request, maintenance request, question,
or sales request); source of request (public user, board
member, etc.); Severity Level.
• Assess and record time estimates for each request.
• For requests that are estimated to exceed 4 hours,
Capturepoint requires approval from Client before
proceeding. If approval is not received in 5 business
days, the ticket will automatically be closed.
• Provide job summary documentation when ticket items
are completed. Written Client approval will be required
to officially close a ticket.
There are two types of service tickets:
• SeverityLeve /1. The site is wholly or substantially
inoperable or interrupted.
• 5everi&Level2. The site experiences a minor error
and the impact to normal activities is minimal. These
tickets include bugs and enhancements.
TERMS
1. Sunnort Account Support is included with your
Capturepoint license and includes 1) Severity Level 1
support 2) telephone support for Severity Level 2 service
during Regular Service Hours 3) 24x7 Email support 4)
access to CommunityPass Help & Training, 5) access to the
Ticket Management System, and 6) bug fixes. Account
Support does not include Training, Professional Services or
Authorize.net support (e.g. chargebacks) unless
Capturepoint is the Authorize.net reseller. Technical Support
includes analyzing and resolving issues with the system by a
Capturepoint Technical Resource that cannot otherwise be
solved by an Account Support representative. Initial analysis
and recommendations is included with your Capturepoint
license. Relief for a problem may be a billable service.
2. SeverityLevel2 Hours Severity Level 2 issues only will
be handled within normal service hours — Monday through
Friday 9:00- 5:00pm, ET.
3. Ticket Management System. All requests for Support
must be submitted via the Ticket Management System by
the Designated Contact. Requests for service will not be
accepted via email. Severity Level 1 tickets will take
prioritization over all other cases, unless otherwise advised
by the Client. Capturepoint will not create tickets directly.
4. Ticket Management Activities. Capturepoint will use
commercially reasonable efforts to manage and address your
ticket based on the Severity Level, its complexity, and the
support offering purchased. All Ticket Management targets
and delivery timelines are goals and not commitments, and
the actual timing may vary. The Designated Contact must
provide Capturepoint with timely responses and any
information we may reasonable need to address your ticket.
5. Requirements Definition & Ticket Prioritization. Client is
responsible for describing system changes or enhancements
in a ticket ( "Requirements Definition', setting ticket
priorities and managing the ticket list for Capturepoint. Only
tickets that are "Not Started" may be prioritized. Once a
ticket is "In Progress," the Client can no longer prioritize the
ticket. If Capturepoint defines requirements, the time spent
defining requirements may be a billable service.
6. Enhancements. Enhancements are system wide change
requests submitted by the Designated Contact via the Ticket
Management System. If approved, Capturepoint will
prioritize the enhancement within the product development
cycle. Completion of the enhancement will vary based on its
complexity and development priorities. Expediting an
approved enhancement request is available for a fee.
7. Bug Fixes Capturepoint will remedy defects or failures
within the system. Capturepoint will prioritize bugs based on
critical impact to the system and use commercially
reasonable efforts to remedy bugs in a timely manner. Bug
fixes do not include problems caused by Client negligence,
abuse or misapplication; use of Capturepoint products other
than as is specified in the product documentation or other
tickets beyond the control of Capturepoint.
8. Client End User Requests Capturepoint will not accept
support requests directly from Client customers — all
requests must come through Client. Requests received
directly from Client customers will be returned to Client
without a ticket number. Capturepoint provides an online
console for you to update your organization's customer
service information (i.e. name, phone, email); so that your
end users can contact your organization with inquiries.
9. Availability of Product. Company will strive to achieve
100% availability of Service, except for scheduled
maintenance windows, which Company will perform outside
of regularly scheduled business hours, when possible.
Company will notify Client in advance of scheduled
maintenance. Company technical support will be available
for Severity Level 1 issue resolution 24 hours a day, 7 days a
week. Lack of accessibility to the Services because of
problems outside the control of Company, as described in
this Agreement for Services, will not be counted against this
availability requirement.
10. Message Manager. Message Manager is a bulk email
delivery tool that transmits multiple email messages within a
single batch. Bulk email messages are delivered through a
separate engine than transactional email messages such as
receipts, outstanding payment notices and tuition reminders
are processed on a first come first served basis. As a result,
bulk email delivery may not occur immediately after the
Capturepoint Confidential Page 28 5/5/2014
request has been submitted. Capturepoint makes every 11. Desionated Contact. Client will provide a single, primary
effort to ensure that messages are delivered; however, there point of contact that will serve as a subject matter expert to
are many reasons outside of Capturepoint's control that may quickly resolve issues that arise.
prevent bulk email messages from being delivered (e.g.
Spam filters). 12. Customer Support Guide. Capturepoint may from time -
to time- revise its support policy; which-will be outlined -in -the
Capturepoint Customer Support Guide.
Capturepoint Confidential Page 29 5/5/2014
C
r?CommunityPoss
APPENDIX C — Price List
Products
CommunityPass
Capturepoint's flagship product provides administrators with an easy -to -use registration and payment management
system for recreation, schools, community centers and affiliated clubs/ associations. CommunityPass simplifies the
registration process for activities, courses, events and trips.
Up to 1,000 transactions $ 1,499 /year
1,001 — 10,000 transactions
10,001 — 20,000 transactions
20,001 — 50,000 transactions
50,001 — 100,000 transactions
100,000+ transactions
Pay As You Go (PAYGO)
Additional Organization
$ 2,499 /year
$ 4,499 /year
$ 6,499 /year
$ 12,499/year
Call for pricing
2,5%/ transaction plus
13°/ /credit card transaction
$499 /year
Capturepoint offers comprehensive, cloud -based add -on modules to your CommunityPass license that reduce your
organization's data administration, create financial accountability, and deliver reports to empower you to make
changes within your organization.
Beach Badge Manager j Create and sell generic badges for seasonal activities. $ 999 /year
Bond Manager
Digital Attendance Manager
Gate Check
Track bonds numbers and payments for organizations that require bonds. $ 499 /year
Verify whether students registered to a class have signed in or out Let instructors $ 499 /year
know where students are physically located in real time.
Help reduce fraudulent use of member services and increases accuracy and
timeliness by validating membership status instantly and assisting with emergency
response. Membership Manager required.
Membership Manager Allow administrators to manage and facilitate new member sign -up, renewals, and
program administration. The product streamlines administration and increases
membership activity.
POS Set up your product catalogs and replace your current method of performing cash
transactions by allowing your organization to accept credit cards, check and cash
transactions.
Reservation Manager Basic Enable facility administrators to manage availability and reservation schedules that
i
are easy to build, keep updated, mobile and informative.
Reservation Manager Same as Basic and allows public to register for fields and facilities.
Student Manager Automate the upload of active students from a Student Information System to
CommunityPass. Monitor upload status and troubleshoot student data quality
issues. Track new families that have been created within CommunityPass during
the Student Upload process. Produce family Welcome Letters that includes a login
and temporary password for each new family. Monitor parent logins to
CommunityPass and resolve issues reported by families after student upload.
Team Manager Give administrators an intuitive tool for generating rosters and forming teams from
lists of registrants entered through CommunityPass.
Tuition Manager Let administrators set up and manage before and after school programs that
accept deposits and installment payments
$ 1,499 /year
/year up to 5
locations;
$199 /additional
location
$ 1,999 /year
$ 999 /year /up
to 5 locations;
$99 /additional
location
$ 999 /year up
to 5 locations;
$99 /additional
location
$ 1,999 /year up
to 5 locations;
$199 /additional
location
$ 1,499 /year
$ 499 /year
$ 1,499 /year
Capturepoint Confidential Page 30 5/5/2014
[.)CommunityPass
Services
Content & Data ....
For organizations with large catalogs, existing membership ID cards or business rules that depend on
historical transactions, Capturepoint provides a set of services to ensure your catalog content and
existing data is migrated successfully into CommunityPass.
Content Analyze, organize and enter one or more of the following: 1) catalog and brochures
$250 Setup &
into CommunityPass, including programs, trips, classes, forms, notices, and flags, 2)
! $5 /program or
facilities information into Reservation Manager, or 3) products into POS or
zone (first 50
CommunityPass. Capturepoint will analyze content (dates, dependencies,
programs
descriptions, discounts, eligibility, prices and validations) for individual activities.
free)
Family & Individual Migrate your legacy data from spreadsheets or a prior system. Capturepoint will
$500 Setup &
create new user names and passwords, merge like records, purge duplicates,
$ .10 /record
standardize addresses, household data, create letters and upload a clean user list.
Historical Registrations Honor pricing models that depend on prior purchases. Upload one year of
$ .10 /record
registration history. Does not include financial transactions. Requires Family &
Individual Service,
Membership IDs /Photos Continue using existing ID cards and reduce the number of new onsite photos.
$ .10 /record
Includes import of photos, ID cards and barcodes. Requires Family & Individual
Service.
Clients of all sizes benefit from the speed and execution of our Consulting Services. These services
provide research and analysis from our experts. Our team provides hands -on assistance and guides
your users from the beginning of the implementation process to post - launch support.
Account Setup Capturepoint sets up the organization in CommunityPass, uploads your banner, $300
creates your logo, and applies default policies. Required.
Authorize.net E- Commerce Capturepoint manages the process of connecting CommunityPass to Authorize.net, $500
Setup which enables CommunityPass to deposit credit card payments directly to your
organization's bank account within 24 hours. Capturepoint provides ongoing support of
Authorize.net. Requires the organization to have an existing credit card Merchant
Account.
Implementation Implementation Management identifies all of the areas where CommunityPass will Starting at
Management impact existing workflow, policies, procedures and marketing, enabling Capturepoint to $1,500
suggest the optimal approach to implementing Capturepoint products. A dedicated
Consultant manages the implementation. Required.
Rollout Management Rollout Management is designed to accommodate unexpected issues that occurs post $2,500 /quarter
implementation. Your organization receives access to a dedicated Consultant who
organizes weekly status meetings and manages follow up tasks for a specified time
period. Rollout Management commences after completion of CommunityPass training.
Required for phased rollouts, which includes multi - product or enterprise
implementations.
Report Analysis & Design i A Capturepoint Consultant analyzes your existing reports and makes $500
recommendations whether your organization needs 1) pre - built, 2) custom, or 3)
Report Builder reports.
Systems Integration Integrate CommunityPass with any qualified third party information system, such as a Starting at
student information system or financial accounting system CommunityPass Supports $2,500
three options: 1) Formatted File Export, 2) Automated Schedule Download, 3) Web
Service.
Capturepoint Confidential Page 31 5/5/2014
C
,)CommunityPass
Custornization
No two organizations are exactly alike. Think about everything that's unique about your service
organization - your own processes, your unique business model, and the one -of -a -kind services you
provide. That's why Capturepoint offers services to customize CommunityPass. Our experts analyze,
manage and implement the customization of your CommunityPass account so you can take your
product success to new heights
System Enhancements
Enhancements are system -wide improvements to CommunityPass. Clients may
$100 /hour
submit ideas for enhancements. If approved, we prioritize and add to the development
schedule at no cost. However, if you want enhancements expedited, we can service
those requests for a fee.
Custom Eligibility
CommunityPass includes 13 pre- defined eligibility rules, such as age, grade, gender,
$100 /hour
etc. Capturepoint will define or modify program custom eligibility rules that are not pre-
defined.
Custom Pricing
CommunityPass includes 14 pre- defined pricing rules, including discounts and fees
$100 /hour
Capturepoint will define or modify custom pricing that are not pre- defined.
Custom Reports
CommunityPass includes 300+ pre -built reports. For new Clients, Capturepoint
$100 /hour
analyzes your existing reports to see how or whether they need to be migrated to
CommunityPass and recommend whether additional custom reports are required.
Capturepoint can also modify reports as necessary.
Custom Validations
Verify that the correct combination of people and programs are selected during a
$100 /hour
registration outside of standard pre- requisite validations. Capturepoint will build or
modify custom validations.
Report Building
Build or modify reports using the Report Builder and Report Designer tool.
$100 /hour
CommunityPass Training can help you to learn new skills and get the most from your software — while
avoiding issues that could affect productivity. Your organization can train or retrain just one person or
an entire staff either on -site or remotely. All of the training offerings are designed for hands -on
learning and combine just the right mix of technology background and hands -on exercises to keep you
on track. The maximum amount of practical information is delivered in the shortest amount of time to
minimize your or your staff's downtime or out -of- office time.
Training Training or retraining for individual or team sessions. Capturepoint employees a Train -
the- Trainer approach. On -site training includes up to five people /session. Separate
T &E costs may apply. For Online training, a Capturepoint representative will train via
an online meeting service, and no additional person fee apples.
On Site Consultant
Travel & Expenses
• CommunityPass (Session 1) — Introduction to CommunityPass, Content $ 500
Management and Public Site. Required.
• CommunityPass (Session II) — Front Desk, Reporting and Messaging. $ 500
Required.
• Module (Sessions include: Beach Badges; Membership Manager & Gate $ 500
Check; POS; Reservation Manager; and Tuition Manager & Digital
Attendance). Required with each module.
• Additional Person $ 100
Capturepoint will make an implementation manager available to be on site for the kick- $ 1,000 day
off meeting, launch or other reasons specified by the Client. Minimum is one 8 -hour
day. Travel & Expenses priced separately
Capturepoint charges a flat fee for a site visit /day
$1,000 1st
day
$500 2nd day
and ongoing
Capturepoint Confidential Page 32 5/5/2014
,)CommunityPass
APPENDIX D — CommunityPass & Add On Modules Descriptions
CommunityPass '_m, Capturepoint's flagship product, is a comprehensive, easy -to -use online
registration and payment management system that provides data management and reporting
to cover all aspects of administration for schools, recreation departments, community centers,
affiliated clubs and associations such as PTOs, PTAs and HSAs. CommunityPass simplifies
registering for activities, classes, events and trips.
♦ Access Multiple Community Organizations. Our community -based approach allows multiple organizations
within a community to participate in a single, shared data platform, while ensuring each organization can
operate and manage payment collection autonomously. Residents enjoy the simplicity of conducting all their
community transactions in any organization that uses CommunityPass via a single login and password,
whether registering for club soccer, joining the local pool, or signing up for AP tests.
• Integrate Operations. Provides an online system for users, as well as an internal administrative system.
Self Service /Walk -in Registrations. Residents can register for programs, events, activities and
memberships from home, office or from any Internet- enabled computer.
Front Desk Console. Integrates with a receipt printer, cash drawer and credit card swipe and provides the
ability to register users, accept cash, checks, waivers and write -offs, as well as record and process refunds
and credits, transfers & withdrawals, update flags, add families, check balance payments and locate
seasonal statements.
Administrator Workbench. Provides all of the tools required to self- manage Capturepoint Services without
technical assistance.
♦ Share Services. CommunityPassTI facilitates "shared services" with local school systems and other recreation -
oriented municipal groups to provide a seamless registration solution within your community and potentially
save costs across multiple organizations.
♦ Manage Families, Not Individuals. Manage your entire family's activities and payments within the Public
Portal. Register children, nannies and grandparents for activities or memberships simultaneously.
♦ Register for Eligible Activities. CommunityPass tells your registrants what the eligible activities are for each
family member. No more signing up for the wrong age group, membership or grade.
♦ Improve Administrative Efficiency. Reduce mail -in or hand -in registration and limit the need for data entry
and filing cabinets filled with registration forms, copies and other paperwork.
♦ Establish Financial Accountability. Automate financial reporting and provide electronic fulfillment of audit
requests.
♦ Increase Convenience and Accessibility. Enable staff to get access to information from any Internet - enabled
location at any time. Extend convenience by enabling optional e- commerce payment options and public
portal.
♦ Protect Private Information. Ensure that resident and student information is protected and secure to reduce
liability of identity theft or illicit use.
♦ Develop One Product. CommunityPass and its modules are built as one product. Therefore, Capturepoint
does not waste time developing and supporting ad hoc products and can focus on improving and enhancing
the product suite.
Capturepoint Confidential Page 33 5/5/2014
C,') Comm unityPass
When you purchase CommunityPass, you not only receive the software, but also a host of
services called the Platform, which is included with your license.
The features of CommunityPass include:
Capturepoint Confidential Page 34 5/5/2014
Platform
Description
Account Support
We are here to answer your questions. Use our online CommunityPass Help &
Training to access training guides and help manuals. Submit tickets through our
Case Management System.
Access & Security
Control user access by assigning roles and permissions that enable users to only
access the information necessary to do their jobs.
APIs
Web Service or Form Post that allows automated data transfers and
synchronization between disparate systems.
Backups
Full nightly backup and on- demand recovery services; 12 -month off - site /4 -day
onsite backup.
CRM
Single point of entry, lookup, processing and reporting for individuals, families and
organizations within a community.
E- Commerce
Accept credit card payment in all locations and online with direct control over
deposit of funds directly into your bank account. Integrates with magnetic credit
card swipe devices.
Hosting & Bandwidth
24/7 access to the CommunityPass'"" public portal and administrative console, daily
web traffic reports, 24 -hour automated web site monitoring and down -time alert
service, hosting at a Verizon Tier 1 facility, 10mbps burstable 100 mbps bandwidth,
system and database administration, clustered SQL Server database.
Messaging
Generate and send targeted email messages and produce printed labels for
mailings. Use the bulk email capability to format emails, track open messages,
schedule transmissions, unsubscribe, bounce tracking and send emails in HTML or
text format.
Public Portal
Provide each family's account with a convenient, efficient, and easily accessible
way to safely and securely complete any registration online.
Reporting
A wide range of reports are standard with each product, including summary and
detailed information about transactions, financials and participants. Apply filters to
alter the contents of each report, view on screen, print or download to Microsoft
Excel. Access to Report Builder, Capturepoint's ad -hoc report writer tool included.
Setup & Administration
Ability to setup your organization and perform family lookups, account
merges /splits, and send alerts /site messages.
System Security
Capturepoint uses some of the most advanced technology for Internet security
available today. When you access our site using Microsoft Internet Explorer
versions 6.0 or higher and Firefox Mozilla 3.0 or higher, 128 bit Secure Socket Layer
(SSL) technology protects your information using both server authentication and
data encryption, ensuring that your data is safe, secure, and available only to
registered users ( "Users ") in your organization. Your data will be completely
inaccessible to unauthorized visitors.
The features of CommunityPass include:
Capturepoint Confidential Page 34 5/5/2014
CommunityPass
Features
Description
Catalog Management
Create activity, event and program definitions and repurpose for future seasons.
Discount & Fees
Apply discounts and fees to your programs. Discounts include: Early Bird, family
max, multi - program, sibling, senior, young child and free - reduced lunch. Fees
include: registration, late, withdrawal, convenience, and out -of -town.
Eligibility
Define individual eligibility for all programs, including age, grade, gender, pre-
requisite, residency /zip code, special needs, school, student code and family
member.
Flags
Track your requirements by program, season or organization, such as proof of
residence or age.
Income Management
Manage all your financial transactions, such as refunds, credits, payments,
receivables.
Notices
Convey a season or program specific message in the email receipt or during
registration.
Personalized Receipts
Generate receipts with specific instructions for each individual program, including
notices, requirements, alerts, locations and contact information.
Registration Forms
Create forms online and store them in your Question Library. No more paper
forms.
Scholarships & Financial Aid
Create, manage and track balances of your scholarships or financial aid packages.
Transfers & Withdrawals
Re- generate participant reports and account balances for registrants that request
to be moved between programs or withdrawn entirely.
Waitlists & Capacity
Automatically track and manage registrants who want to participate in a program
that has reached capacity.
Validations
Verify that the correct combination of people and programs have been selected
during a registration.
Capturepoint Confidential Page 35 5/5/2014
C �CommunityPass
Gate Check helps to reduce fraudulent use of member services and increase accuracy and
timeliness of usage and financial reporting by:
♦ Real -time Validation. Validate membership status instantly via any intern et-con nected computer.
♦ Instant Activity Metrics. Accurate and instant reporting will give administrators real -time usage metrics in
facilities where there may be capacity limitations.
♦ Assisting in Emergency Response. Administrators can instantly assess if a member is currently within the
confines of a facility.
Recognizing Usage Trends. Accurate check -in /check -out metrics feed usage and trend analysis for better
staffing and facility decisions.
Features
Instant Membership Status. From any internet connected computer or supported hand -held wireless
device, easy to read gate -check interface will display current member status, current member photo and
applicable information.
Easy Integration. Gate -Check integrates with most barcode scanning equipment and windows CE capable
wireless devices available today.
Check In /Check -Out Processes. Associate time and date stamp to member check -in and check -out
records. Administrators are instantly alerted to duplicate entry and exit attempts.
Unlimited Gate Monitoring. Monitor any number of access /egress points for member facilities.
Single Interface. Support multiple membership programs with single gate check interface.
Standard and Custom Reporting. Gate Check supplies administrators with high -level performance
reporting. Expand those metrics with customized reporting to meet your membership /facility
management needs.
Guest passes /other fees. Track and process guest passes, merchandise and other fees collected on -site at
a facility. Integrate USB receipt printer, cash drawer and credit card swipe at any location. POS programs,
pricing and allowed quantities will automatically adjust based on membership and individual eligibility.
Shift management. An optional feature that enables managers to automatically record cash in drawer at
start of shift, and closing cash amount at end of shift. View starting and ending balances by user, shift and
date range.
Capturepoint Confidential Page 36 5/5/2014
CommunityPass
Membership Manager provides administrators with an easy -to -use, on -line system to manage
and facilitate New Member Sign -up, Membership Renewals, and Member program
administration. It streamlines administration and increases membership activity by:
♦ Expanding Member Base and Membership Renewals. Increase membership community with the
convenience of online sign -up available 24/7. Retain membership renewals with automated email tools.
♦ Establishing Financial Accountability. Automate financial reporting and provide electronic fulfillment of
audit requests.
♦ Increasing Convenience and Accessibility. Enable staff to get access to information from any internet-
enabled location at any time during the day. Extend convenience by enabling optional e- commerce
payment options and public portal.
♦ Protecting Private Information. Ensure that member information is protected and secure to reduce
liability of identity theft or illicit use.
Features
Multiple Membership Types. Support individual or family membership configurations.
Eligibility Based Membership levels. Set levels of pricing and privileges based on customizable criteria
including: age, gender, in- town /out -of -town, etc.
Flexible Membership Lifespan. Support memberships from 1 -day to annual memberships.
Filter Products and Services. When used with other Capturepoint modules, filter access to products and
programs based on membership status, or setup member -based pricing for those products and programs.
Multiple ID Cards. Support multiple memberships with one ID card or create separate ID cards for each
membership.
Auto Renewal Notifications. Increase membership renewals with automated email reminders to
members approaching expiration.
Member Search. Easily search for members in the system.
Member Tracking. Use simple reporting tools to track membership information.
Member Upload. Upload new member information into the system.
Easy Integration. Capturepoint Membership Manager easily integrates with most ID card printers and
Barcode Scanners currently available.
Capturepoint Confidential Page 37 5/5/2014
C �CommunityPass
Don't you just love your touch screen? The Capturepoint POS console allows organizations to
replace their current method of performing cash transactions by allowing them to accept credit
cards, check and cash transactions. Organizations can take advantage of the reporting for their
POS transactions replacing what are usually handwritten reports. With POS you can:
♦ Get started quickly with an easy -to -use solution. Automatically track information and easily ring up
sales.
♦ Have a full- service solution. Integrate with registration, gate check, and membership for an end -to -end
solution.
♦ Automate transaction processing from start to finish. Allow members to complete any transaction from
any location. Scan bar codes or type a few keystrokes to add items accurately to sales receipts. Process
credit and debit card transactions.
♦ Deliver professional, personalized service. See each customer's purchase history as you ring up sales.
Improve service by tracking customer information.
Catalog Product Management. Allows you to manage products and product groups that will appear on
your POS transaction screen. It also allows you to:
• Control the order and groups POS console.
• Set alternate prices and product selections for members.
• Determine product filter settings.
Management Tool. Use a touch screen, cash drawer, and receipt printer to complete credit card, check
and cash transactions. Apply product filters to limit access to product groups by user and show or hide
products during specific days, dates or times.
Members. Scan badges to start a transaction that will display photo, profile and membership information
on the POS screen. Show alternate prices and product selection based on membership levels.
Gate Check Integration. Perform POS transactions (e.g. guest passes, group rates) during gate check.
Shift Management. Track cash drawer amounts at the beginning and end of each employees shift.
Reporting. Generate reports on sales, inventory, customers and more.
E- Commerce Integration. Accept credit card payment in all locations with direct control over the deposit
of funds (e.g. funds are deposited directly into the organization's own account). Integrates with magnetic
credit card swipe devices.
Capturepoint Confidential Page 38 5/5/2014
mmunityPass
Reservation Manager enables facility administrators to manage availability and reservation
schedules that are easy to build and keep updated, mobile and informative. With Reservation
Manager you can:
♦ Get the most out of your facilities. Accurately recording and quickly retrieving facility availability is
crucial to ensuring a smooth reservation process. Eliminate conflicts and enable your community to get
the most out of their fields and facilities using Reservation Manager.
♦ View updated and current schedules, anytime, from any location. This is about the power of the
Internet, right? Rest assured Reservation Manager leverages the power of the printer as well! Pick your
favorite format and take schedules with you wherever you go, on the web, handheld device or on paper.
♦ Make informed decisions. Schedules are the most dependable source of facility usage history.
Reservation Manager will tell you what facilities are under used, what types of groups are using facilities
and where there is need for expansion ... so you can make informed decisions for your community.
♦ Make sure the right people know about schedule changes and closures. Schedules change, sometimes
at the last minute. Reservation Manager lets you deliver critical messages to the right people, ensuring
that your customers are updated with the latest status of their field and facility reservations.
Features
Dynamic Facility Definitions. Define availability, uses, ownership, maintenance schedules, closures and
more. Use this information to search availability and filter calendar views.
Flexible Calendars and Availability Search. View, print and download daily, weekly, monthly and
seasonal calendars. Filter and search calendars to quickly detect and resolve conflicts, create single
reservations, assign reoccurring time blocks, and process permits.
Historical Usage Reporting. Analyze field usage by comparing past, current and future reservations
against unreserved time, closures, maintenance and reserved blocks.
Commerce Enabled. Enable your residents to pay for permits using credit or debit cards. Generate
transactional, daily receipts and financial summary reports. Print and download to Excel for easy
formatting, customizing or upload into external software.
Capturepoint Confidential Page 39 5/5/2014
[.)CommunityPass
APPENDIX E — Technical FAQs
Features
Description
Application / Security
Is this a hosted system
CommunityPass is 100% cloud -based system, requiring no
hardware or software purchase. No stand -alone version is
available.
What is the database structure of the software
Microsoft SQL Server 2008 Enterprise, running in a clustered / SAN
system
environment
Describe the security (database level,
Database Level
application level, internet level, physical level).
♦ Password encryption
Application Level
♦ Administrator assigned, role -based security
Internet Level
♦ SSL
Physical Level
♦ Data stored at Verizon Tier 1 hosting facility
♦ Load balanced web - server farm
♦ Clustered database
♦ High availability network
What internet browsers are supported?
IE v8 +, Safari v5 +, Chrome v21+ and Firefox v21+
What is the methodology of future software
Capturepoint employs an Agile software development
development?
methodology to blend and prioritize reported bugs, requested
enhancements and new product concepts into a release schedule
which coincides with our client' seasonal activities.
What type of programming do you use?
Object Oriented
What is the history and dependability of
♦ 1" production release: Q2 2004.
software development?
♦ Subsequent releases (each quarter since 2005)
Describe the help functionality.
Embedded help files. Printable format (PDF)
What is the process required for application
CommunityPass provides a web service -based API for data
integration?
integration with 3rd party applications
What kind of integration to your application is
CommunityPass provides data export web services using REST API.
supported?
Automated data import options are also available as part of
CommunityPass
What is the scheduled maintenance window?
Each Tuesday night / Wednesday morning. Maintenance that
requires downtime is scheduled on the first Tuesday of each
month after 12am EST. Major releases occur quarterly.
Describe system scalability, either up or down
Clustered database solution with hot fail -over. Load balanced web
servers. Redundant switches, routers and firewall.
How is system monitored? What proactive steps
Verizon monitoring as well as Capturepoint automation
are taken to avoid system problems?
(IPMONITOR). OS and application server updates and equipment
downgrade schedules are maintained
What type of security audits does the
PCI Compliance quarterly
datacenter perform? How often?
Capturepoint Confidential
Page 40 5/5/2014
C.) Comm unityPass
How often are backups performed and where
are they stored?
Backups are performed nightly. Backup schedule includes 7 days,
five weeks, 12 months. Copied offsite. Hourly transaction file
backups for database.
Describe the disaster recovery process.
Offsite backups restored at another Verizon location
Is there a fail over site where data is replicated?
Where and who owns it?
Any other Verizon location
Does the system support user roles and
permissions?
CommunityPass supports multiple user roles and permissions.
What are compatible browswers?
CommunityPass supports Microsoft Internet Explorer versions 7.0
or higher and Firefox Mozilla 3.0 and higher and Safari v5 or
higher.
Can the application be customized?
CommunityPass is highly customizable. Many features can be
customized through our client administration tools. Additional
customization can be performed by Capturepoint.
Data
Who owns the data?
Client owns all their data; Capturepoint designs, develops, tests,
deploys, documents and supports the CommunityPass application.
Capturepoint owns the Intellectual Property of the software as
defined in the Agreement of Services.
Can the data be encrypted during the
transmission process?
Provides the ability to encrypt the data in transmission and at rest.
Select data (e.g. passwords) are stored as encrypted values.
In what format is the data available?
Web, Excel, PDF and via Web Service
Is the data downloadable?
All data may be exported via Excel
What are the data storage limitations?
None; Capturepoint will store 10 years of data.
What is the process to have data restored?
Request submitted through the Ticket Management System
Can customers request data extracts?
Data extracts are available at any time
Experience
What Industry Partnerships does Capturepoint
have?
♦ Authorize.net. Authorized payment gateway reseller
♦ First Data. Certified merchant services partner
Do you host all your clients and for how long?
Capturepoint hosts all our clients, some for over 10 years
What experience do you have in the industry?
Capturepoint has developed and supported cloud -based software
for over 10 years
Infrastructure
Where is the hosting site located?
Hosting site is located in Carteret, NJ at a Tier 1 Verizon Center
What is the network bandwidth and carrier?
100mbps via Verizon Business
Is any hosting outside the U.S.
No
Does the hosting center have multiple internet
pathways?
Yes
Does Capturepoint allow the hosting center to
use third- party marketing?
Data may not be used by a third party for marketing - related
purposes
What are the limitations in your hosted option
as compared to the on- premise option?
Direct data access via ODBC. CP provides web services for
automating data transfers as an alternative.
Is the environment shared or dedicated?
Shared
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C
,7iCommunityPass
Support
What is the standard Service Level Agreements Capturepoint guarantees access to your organization's information
(SLA) used in your contract? What happens if and the ability for your residents to register 24/7, except during
the SLA falls below specified target? service maintenance periods.
Is full application support available with your Yes
hosted service?
Are patches /upgrades to the application and Yes. Updated and bug fixes are included in the annual
servers included in your hosting services subscription. New modules are available for purchase.
Can the vendor provide high availability on a Yes
24X7 schedule?
Can the vendor provide 99.9% uptime after Yes
exclusion of scheduled maintenance and
hardware failure?
Capturepoint Confidential Page 42 5/5/2014
.)mmuniyPass
APPENDIX F — State of New Jersey Business Registration Certificate
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STATE OF NEW JERSEY r
BUSINESS REGISTRATION CERTIFICATE f DEPARTMENT OF TREASURY/
[. DIVISION OF REVENUE
PO BOX 252
j TRENTON. N J 08646.0252
TAXPAYER NAME: TRADE NAME:
E- WESSITY, INC. CAPTUREPOINT.COM
ADDRESS: SEQUENCE NUMBER:
215 E RIDGEWOOD AVE STE 205 0739769
RIDGEWOOD NJ 07451
EFFECTIVE DATE: ISSUANCE DATE:
09128199 02/20/08
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New Jersey Division of Revenue
Capturepoint Confidential Page 43 5/5/2014