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Home My WebLink AboutPR 23118: RATIFICATION OF TRANSACTON MANAGER EMERGENCY EXTENSIONir I / 4 City of " k . / . nr't rtlt �u Terus www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 13, 2023 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Kandy Daniel, Finance Director RE: P.R 23118—Ratification of Transaction Manager Emergency Extension Introduction: The intent of this Agenda Item is for the City Council to ratify the City Manager's decision to approve the Transaction Manager Emergency Extension for Central Square. Background: The Transaction Manager Emergency Extension allows for the continuation of credit card payments for utility bills to be processed online for the immediate future. The water billing module has taken longer than anticipated to transition to Tyler Munis, and this extension is necessary in order to continue processes from the existing vendor until an alternative can be set up. This extension will expire on July 10, 2023. Budget Impact: The total budgetary impact is $30,000 and funding is available in Account No. 001-07-015-5425-00-10-000. Recommendation: It is recommended that the City Council approve Proposed Resolution No. 23118, ratifying the City Manager's approval of the Transaction Manager Emergency Extension for Central Square. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 23118 KD 4/13/2023 RESOLUTION NO. A RESOLUTION TO RATIFY THE CITY MANAGER'S DECISION TO APPROVE THE TRANSACTION MANAGER EMERGENCY EXTENSION WITH CENTRAL SQUARE IN THE AMOUNT OF $30,000; FUNDING IS AVAILABLE FROM FINANCE ACCOUNT NO. 001-07-015- 5425-00-10-000, CREDIT CARD/ONLINE FEES. WHEREAS,on April 12,2023,the City Manager signed an emergency memo authorizing the purchase for the Transaction Manager Emergency Extension; and WHEREAS, the Transaction Manager Emergency Extension with Central Square is necessary for the continuation of processing credit card payments for utility bills online; and WHEREAS,this extension will expire on July 10, 2023; and WHEREAS,the Sales Order is attached as Exhibit"B". NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council ratifies the payment for the Transaction Manager Emergency Extension for Central Square in the amount of $30,000 for the continuation of processing online credit card payments. Section 3. That a copy of the caption of this Resolution shall be spread upon the Minutes of the City Council. PF READ, ADOPTED, AND APPROVED, this day of April, 2023 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman"Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Valecia Tize o, City Attorney APPROVED FOR ADMINISTRATION: Ron Burton, City Manager Kandy Daniel, Director of Finance EXHIBIT "A" City of ort rthu Te�u www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: 4/12/2023 To: Ron Burton, City Manager From: Kandy Daniel, Director of Finance `17 RE: Approval for Transaction Manager Emergency Extension Mr. Burton, In order to continue processing online payments, the Transaction Manager must be extended. Please approve this request to extend the Transaction Manager for another quarter. This will allow continue usage for online payments for the immediate future. It is over the $25k limit, so we will take it to council for ratification in the next council meeting. I've attached a copy of the sales order and documentation for your review. Regards, Kandy 4. , ,A Approved by: \®, Ron Burton, C' anager "Remember,we are here to serve the Citizens of Port Arthur" P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 EXHIBIT "B" CENTRALSQUARE • SALES ORDER PURSUANT TO EXISTING AGREEMENT This Sales Order is intended as a binding Agreement between City of Port Arthur,TX("Customer")and Superion, LLC a CentralSquare Technologies company ("CentralSquare")and shall be effective as of the date of the last signature herein. Quote Number:Q-134559 is attached to this Sales Order as Exhibit"A". The Quote contains a description of all products and services sold pursuant to this Sales Order.The Quote is hereby incorporated by reference as a term of this Sales Order. Payment Terms. Software 100%due upon execution of this Sales Order Payment due in full 30 days from date of invoice. Annual subscription shall be due one year from execution of this Sales Order. Annual subscription is subject to increase of 5%per year. Master Agreement. This Sales Order shall be governed by the terms and conditions of the existing Agreement between the parties, more specifically described as: Agreement for HTE, Inc. Licensed Programs dated November 25, 1992 (the "Master Agreement"). NO OTHER TERMS OR CONDITIONS OF THE MASTER AGREEMENT ARE NEGATED OR CHANGED AS A RESULT OF THIS DOCUMENT. Purchase Order. Customer may provide CentralSquare with a valid purchase order, upon execution of this Sales Order. Notwithstanding anything to the contrary herein,purchase orders are to be used solely for Customer's accounting purposes and any terms and conditions contained therein shall be deemed null and void with respect to the parties' relationship and this Sales Order. Any such purchase order provided to CentralSquare shall in no way relieve Customer of any obligation entered into pursuant to this Sales Order including, but not limited to, its obligation to pay CentralSquare in a timely fashion. Acceptance of Order Terms. By signing this Sales Order below, Customer represents and warrants that: (a) it has read and understands the Master Agreement and Quote that are incorporated by reference into this Sales Order and agrees to be bound by the terms thereof, and(b) it has full power and authority to accept this Sales Order. Superior, LLC, City of Port Artliu :, a CentralSquare Technologies company 1000 Business Center Drive P.O. Box 1089 Lake Mary, FL 32746 PORT ARTHUR, —77641 74l United States By: 0—• 1 By: Print Name: Print Name: 0. Print Title: Print Title: 4. Li\ _ Date Si•ned: Date Signed: — ON " 4 Exhibit A Quote Quote#: Q-134559 Quote prepared for: Primary Quoted Solution: NaviLine PA Kandy Daniel Quote expires on: July 10. 2023 City of Port Arthur P.O. Box 1089 PORT ARTHUR. TX 77641 409-983-8164 Thank you for your interest in CentralSquare. CentralSquare provides software that powers over 8.000 communities. More about our products can be found at www.centralsquare.com. WHAT SOFTWARE IS INCLUDED? PRODUCT NAME QUANTITY UNIT PRICE TOTAL 1. Transaction Manager Emergency 1 30,000.00 30.000.00 Extension Software Total 30.000.00 USD QUOTE SUMMARY Software Subtotal $30,000.00 USD Quote Subtotal 30,000.00 USD Discount -$0.00 USD Quote Total 30,000.00 USD WHAT ARE THE RECURRING FEES? TYPE AMOUNT FIRST YEAR MAINTENANCE TOTAL 0.00 FIRST YEAR SUBSCRIPTION TOTAL $30,000.00 The amount totals for Maintenance and/or Subscription on this quote include only the first year of software use and maintenance. Renewal invoices will include this total plus any applicable uplift amount as outlined in the relevant purchase agreement. This Quote is not intended to constitute a binding agreement.The terms herein shall only be effective once incorporated into a definitive written agreement with CentralSquare Technologies (including its subsidiaries) containing other customary commercial terms and signed by authorized representatives of both parties. BILLING INFORMATION Fees will be payable within 30 days of invoicing. Please note that the Unit Price shown above has been rounded to the nearest two decimal places for display purposes only. The actual price may include as many as five decimal places. For example, an actual price of $21.37656 will be shown as a Unit Price of$21.38.The Total for this quote has been calculated using the actual prices for the product and/or service, rather than the Unit Price displayed above. Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of Customer. This is not an invoice. For customers based in the United States or Canada, any applicable taxes will be determined based on the laws and regulations of the taxing authority(ies)governing the"Ship To" location provided by Customer on the Quote Form. PURCHASE ORDER INFORMATION Is a Purchase Order(PO) required for the purchase or payment of the products on this Quote Form? (Customer to complete) Yes [ ] No [ Customer's purchase order terms will be governed by the parties existing mutually executed agreement. or in the absence of such, are void and will have no legal effect. PO Number: Initials: