HomeMy WebLinkAbout2013-248 PO - Springbrook Software
pringbrook Web Payments Order Form ( 2012
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Springbrook Software, Inc. I
Web Payments Order Form
Licensee:. CI of Ashland, OR - ContaetEmail: morrisb@ashland.orus
Licensee Contacb Bryn Contact Phone: 541-552-2003
Blllin Addrasr. 20 Bast Main Street _
City. Ashland` State; ok ZIP: 97520
Term ifA llcable; 2 years
Effective Date:
Client Flstal Year.
Ruin Ber of Armuntr. . 20,000
Web Payments One Time t.lnnse.Fee NA
Web Payments One Time Setun FeeFee NA
Web Payments One Tlme Initial Trulnfna NA .
Web Payments One Tlme Weh b:wng;Fee NA
Web Payments Monthly Fee Online Web Payments for OtilllyRiilina 50.04/active account
ClientwlB be charged a $0.25 transaction fee to use the web payment service for each transaction performed through the web payment service. Client may opt
to have Citizen pay this fee In Beu of the Client paying the fee via a convenlence fee. Client is responsible. for all associated third party fees including but not
limited to ihtercfiange, gateway and processing fees.
Services not spedfIcWdenti0ed by this Order Form, or IdentlBed in the SpringbrookSoftware as ServlceAgreemenp And Addenda are considered out of
scope and may incur additional costs.
This order form is issued pursuant to . the terms -and 'cdnditionsact forth in the SpringbrookWeh Payments Agreement and addenda thereto. Clent alsoagrees .
that services not defined in this agreement or order form may Incrm additional costs. By signing below the client agrees by the terms ofthls order farm and the
agreementrelmenced above.
'-Monthly fee is billed from date ofedntmct executlom
LICENSOR: LICENSEE: .
By Springbrook Software ` By:
Signature. signature
game (Print):uesen r Name(Pdnt):
Title: to president lmbi~emaentatlons 71tie: C r"f rl . i:!(
Date: I/=Q Dam
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Page1 " Web Payineuts Order Form -Val 08-1542
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C"I RECORDER
OW . CITY O F
~SHLAIVD PO.NUMBER
20 E MAIN ST. 7/10/2013 11696
ASHLAND, OR 97520
(541)488-5300
VENDOR: 000211 SHIP TO: Utility Billing
SPRINGBROOK SOFTWARE INC 20 E. MAIN
DEPT. LA 23948 ASHLAND, OR 97520
PASADENA, CA 91185-3948
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Bryn Morrison
Special Inst: Confirming? No
Quantity., ..'Unit Description - Unit Price-
THIS Price
THIS IS A REVISED PURCHASE ORDER
Utility Billing software web portal fees 51,000.00
FY 14 and FY 15
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SUBTOTAL 51 000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 51,000.00
ASHLAND, OR 97520
Account Number :Project Number. - Amount. Account~Number - Project Number _ Amount .
E 710.03.07.00.60410 51 000.00
Auth riled Signature VENDOR COPY i
I FORM#3 CITY OF
A request for a Purch~~- 0,rdel' ASHLAND.
REQUISITION Date of request: 6/11/13:
Required date for delivery: 7/1/13
Vendor Name Springhrnnk Softwara
Address, City, State, Zip 111 SW Fifth Ave Suite 1850 Portland OR 97204
Contact Name & Telephone Number Liz Burnell, Contract Administrator (503) 820-4520 .
Fax Number
SO CITATION PROCESS ~ C' SD ogo CV
Lor Exempt from Competitive Bidding ❑ Emergency
❑ Written Findings (Form attached) ❑ Invitation to Bid (Copies on file) ❑ Written findings attached
❑ Quote or Proposal attached Date approved b Council: ❑ Quote or Proposal attached
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
Note: Total contract amount, including any Dale approved by Council: Contract It
amendments may not exceed $6,000 ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES X Written Findings (Form attached) ❑ Other government agency contract
$5,000 to $100,000 ❑ Quote or Proposal attached Agency
❑ (3) Written quotes attached Contract #
PERSONAL SERVICES ❑ Special Procurement ❑ Intergovernmental Agreement
$5,000 to $75.000 ❑ Written Findings (Form attached) Agency
❑ Less than $35,000, by direct appointment ❑ Quote or Proposal attached Contract #
❑ 3 Written proposals attached Date approved b Council: Dale approved by Council:
Description of SERVICES Total Cost
Utility Billing Software web portal fees FY 14 and FY 15 $:51,000 00
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
"T0TALiCOS1r, `
❑ Per attached quotelproposal $ 51;000:00
Project Number Account Number 710.03.07.00.604100
Account Number Account Number -
'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date
By signing this requisition form, I certify that the information provided above satisfies the City's public contracting requirements, and the documentation can be
provided upon request.
Employee Signature: Department Head Signature: vl m I `'ule- "4~`f1 r'~'~t
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Additional signatures (if applicable): c
l tL`riljIrU7/11
Funds appropriated for current fiscal year YES % NO
Finance Dire ctor Date
Comments:
G: Finance?rocedurelAPTormslSp6ngbrook Web portal Req for purchase order 070113 to 063015.docx Updated on:
6/1112013 -
FORM #S CITY OF
ASHLAND
SOLE.-SOURCE-DETERMINATION AND WRITTEN FINDINGS
GOODS AND SERVICES
Less than $100,000
To: Lee Tuneberg, Administrative Services
From: Bryn Morrison, Administrative Services
Date: June 11, 2013
Re: Sole Source Determination and Written Findings for Goods and Services
In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there
is only one provider of a product or service of the quality and type required available.
Estimated total value of contract: $51,000 (FY 14 and FY15)
Project name: Springbrook web portal
Description of goods and services: Web payments for utility billing
Background:
The City has purchased Springbrook Utility billing software and intends to provide customers the
ability to manage and pay their utility bills online and to accept payments for Visa/MasterCard
over the phone.
The sole source justification applied to this purchase because Springbrook has created this portal
to interface directly with their software without modification. If the City went with a third party
to provide this service, it would need to be customized to interface with Springbrook.
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Form #5 • Sole Source -Goods and Services - Less than $100,000, Page 1 of 2, 6/11/2013
Findings:
&he findings below must include factual information supporting the determination)
Market Research Overall finding:
2. ONLINE PAYMENT SERVICES.
2.1. Online Payment Services allow Citizens to make payments and perform certain other functions via a website, telephone or webpage hosted and
maintained by Vendor and/or a Third Party Vendor that is accessible by hotlink from Client's own website, as set forth in the appropriate Order Form.
Client agrees to use only Third Party Vendors that are subject to a written agreement between the Client and the Third Party Vendor for merchant
• banking services. For purposes of credit card and similar transactions, Client shall act as merchant, and Client shall be solely responsible for
maintaining its merchant relationship with its approved Third Party Vendor, and for all payments related to that merchant relationship. Client agrees
to only use merchant services Third Parry Vendors approved by Vendor.
2.2. Operation of the Online Payment Services requires installation andmaintenance of Licensed Software Products on servers maintained by Client
on Client's premises. The Licensed Software Product needed to operate Online Payment Services is limited to the most current released version of the
Vendor's payment Application, and includes any updates to that Application made available by Vendor. The payment Application does not include
new software Applications, substantially new versions of any software Application, or Services necessary to implement new Applications or versions
of the Applications. Client agrees that Vendor may designate any software Application released by Vendor after the executed Addendum as a new
version or a new Application, and additional fees may be required for any such new version or Application.
Ln accordance with ORS 279B.075, these are the examples of findings that should be addressed
Select at least one of the findings and prepare the determination as it specifically relates to the
goods or services being procured More than one finding can be addressed. The frndinvs are as
follows.
Pursuant to ORS 27913.075 (2)(a): Provide findings supporting your determination that the
efficient utilization of existing goods requires the acquisition of compatible goods or
services from only one source. See attached agreement
Pursuant to ORS 27913.075 (2)(b): Provide findings supporting your determination that .
the goods or services required for the exchange of software or data with other public or
private agencies are available from only one source. See attached agreement
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Pursuant to ORS 27913.075 (2)(c): Provide findings supporting your determination that the
goods or services are for use in a pilot or an experimental project. See attached agreement
Pursuant to ORS 27913.075 (2)(d): Any other findings that support the conclusion that the
goods or services are available from only one source. See attached agreement
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Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 2 of 2, 6111/2013