HomeMy WebLinkAbout9.1 Motion to Approve Amendment #1 to the CityBase Master Service Agreement for Online Payment and Kiosk Hardware and Software Maintenance for an amount not to exceed $83,750/annually.Item Cover Page
Subject, Motion to Approve Amendment #1 to the CityBase Master
Service Agreement for Online Payment and Kiosk Hardware and
Software Maintenance for an amount not to
exceed $8,3,750/annually.
Meeting September 19, 2023 - REGULAR MEETING OF THE MOUNT
PROSPECT VILLAGE BOARD
Fiscal Impact "X/N)
Dollar Amount
Budget Source
Category
Type
Infnrmatinn
Y
uta
WaterlSewer Fund
The Village entered into an agreement with CityBase, Inc for an, online payment
solution and for the purchase and maintenance of a kiosk in 2020. With the help
of the technological support provided by this agreement, the Village improved its
online payment portal, whereby customers can pay online using ACTH and
credit/debit cards. They can also sign up for an online automatic/reoccurring
payment on or before the due date, which provides a hassle -free and convenient
way of making water, sewer and refuse bill payments.
The Village has around 2,400 transactions monthly on the old New World system for bank
drafting. There is no portal for these customers to view, use or switch credit/debit cards for
online payments., The Village plans to move these customers to the CityBase, Inc system.,
The initial agreement term, was three (3) years, which is coming to an end in,
October 2023. The village staff has negotiated a new five-year agreement with,
CityBase, Inc and terms are as follows:
a. The Village will pay $12,000 annually for software and hardware
maintenance for the Kiosk.
b. The Village will pay $71,750 annually for 110,000 transactions. These
transactions can be conducted at the kiosk or online. The Village currently
utilizes close to 5,400 transactions monthly and will be using close to 93,000
transactions annually after the old New World system users are moved to the CityBase,
Inc solution.
c. CityBase, Inc. will be responsible for security and maintaining customer data
at their portal. They are also System and Organization Controls (SOC) I and
SOC II certified.
With, the new agreement, the annual cost will be $83,750 ($71,750 for 110,000
transactions, + $12,000 for software and hardware maintenance), which, equates
to $0.76 per transaction, (based on, 110,000 transac'tions). The Village currently pays
$1.05 per transaction.At the old rate, the Village would have paid $93,048 in,
tranisaction, costs and each marginal transaction would have resulted in a marginal
cost of $1.05. Overall, the Village is expected to save $129,752 in, transaction
processing costs.
X"7Z-TjTVRT-jTTFM
Current Transacfioins
5,354
64,248 -
Legacy Transaction to Ike moved to CityBase
2,400,
28!,800 -
Total Transactions
7,754
9370148 -
Current Rate
1, 05
1,05 -
Total Flees
8',142
9,7,700 488,5 '2'
Software Fees and Support Oncludinq Kjosk),
1,808
12,0100 6012000
New Contract
New Tran; actioni Fees (UP, to 11181,0180 transactions) 5,979 71,7510 358,758
Software Fees and SUIDDoirt (IndlUdina Kosk), 1,01,00 12,0100 6,01,0010
In, light of the above, staff recommends approval of Amendment #1 to the
CityBase Master Service Agreement and renewing the contract for a period of five
(5) years.
11RqTM=G I
r &I I I MET T nrM-
1. Approve amendment #1 renewing the contract with, CityBase, Inc. for online
payment and kiosk software and hardware maintenance for a period of five
years.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends approval of amendment #1 renewing the contract with
CityBase, Inc. for online payment and kiosk software and hardware maintenance
for a period of five years for an amount not to exceed $83,750/annually.
Attachments
1 . CityBase Contract Renewal - Amendment #I.
2. Citybase Transactions Summary
Amendment #1 to the Exhibit A CITYBASE HARDWARE AGREEMENT and to the Exhibit C
CITYBASE SOFTWARE, AS A SERVICE AGREEMENT
Between the
Village of Mount Prospect, Illinois
and
CityBase., Inc.
This Amendment #1('tliis "Agreeilient") is dated September 15th, 2023 (the "Effective Date") by
and between CityBase, Inc.., a Delaware corporation, having a principal place of business in Chicago.
Illinois (-'CityBase") and The -Village of Mount Prospect. Illinois,., ("Client" and together with CityBase.,
the "Pai-ties". and each a "Party").
WHEREAS the Parties entered into the Master Service Agreement oil October 7th, 2020.
NOW, THEREFORE., CityBase and Client agree to the following amendments.
1. Amend and restate the Exhibit A, CITYBASE HARDWARE AGREE'.NIENT, Schedule I -
Product Sheet, Section I. Pi -icing - Hardware Purchase.
1. Pricing - Kiosk Software Subscription
Products
Outdoor Kiosk Software Subscription and
Support*
Kiosk - Maintenance &'7 Support Fee
Qty I Unit Price
I I $ 12,000
I N/A
Total Initial Fees
Total Fees
Notes
Annual Fee.,
12,000
Yl
N/A
Included
$12.00
Annual Fee.,
Outdoor Kiosk Software Subscription and Support 1 $ 12,000 $ 12,000 Y2. Y3, Y4
and Y5
Kiosk - Maintenance &'7 Support Fee I N/A N/A Included
Total Subsequent Annual Fees $12,,00
'1' Kiosk Software Subscription requires the Client to have a previously purchased or new CityBase kiosk.
Other Products/Services
Fees
I (one) Integration included / Outlined in the
lilipleiileiit,itioil,'Iiitegratioii
sow
Hardii-are & SaaSETNbjIi,2 06202023
Up to 110,000 Annual Transaction linlit for Kiosk and
Transaction types: Debit/Credit Card,
Online payments
ACH/check and Cash
CityBase CrediVDebit Card Sc eC'heck/ACH
$ 11000
N/A
Transaction Fee
1. Terin: The term of this renewal is 5 years. Automatic renewal in 1 -year increments unless the client
provides 90 days notice to Citybase. Citybase may increase kiosk subscription fees by as maximum of
10% upon renewal in year C.
2. Pa3:ments:
(a) Initial Fees: $ 12,000
i. Year I Fees
Timing
% Due
Amount Due
Invoiced upon amendment execution
100%
$ 11000
(b) Subsequent Annual Fees: S 12,000
Timing
% Due
Amount Due
Invoiced annually
100%
$ 11000
3. Pa3�ment Processing and INlerchant Services: CityBase will process credit/debit card payments
(credit/debit card., and ACH/check) through Client's existing payment vendor., Chase Merchant
Services. CityBase will process ACH/check payments through Chase Merchant Services, leveraging
CityBase's Chase partnership.
4. Hardware Replacement: Replacement of the kiosk at any time during the 5 -year term incurs new
implementation costs such as shipping and decals.
5. Ai -mored C'ai- Service: Costs. including billing., logistics and management are the responsibility of
the Client.
C. C'onsulting Sei-vices: A rate of $ 225.00 per hour will be charged for time associated with work
considered outside the agreed upon Statement of Work- (SOW). A Change Request Order must be
completed and executed by both parties in order to invoke the use of Consulting Services. All costs
will be outlined in the Change Request Order.
Herdii-are & SaaSExNbj1v2 06202023
2. Amend and restate the Exhibit C, CITYBASE SOFTWARE AS A SERVICE
AGREEMENT, Schedule 1 - Product Sheet, Section I. Services Details.
I. Services Details
Software as a Service (SaaS
Qty
Unit Price
Total Fees Notes
CityBase Payment Platfomi - Online Payments
1
$71,750
$71,750 Annual Fee Y1
Revenue Management - SaaS I - - Included
Total Initial Fees $71.75
CityBase Payment Platfomi - Online Payments"
1
$71,750
$71,750
Annual Fee., Y2.
N/A
Fee
Y'). Y4 and Y5
Revenue Management - SaaS
I
-
Included
Total Sull5tumcal Annual Etta S 71,75
Other Products/Services
Fees
I (one) Integration included / Outlined in the
lilipleiileiit,itioil,'Iiitegratioii
sow
Up to 110,000 Annual Transaction linlit for Is and
Transaction types:: Debit/Credit Card.,
Online payments
ACH/check and Cash
CityBase CreditxDebit Card &- eC'heck/ACH Transaction
N/A
Fee
1. Teimi: The terns of this renewal is 5 years. Automatic renewal in 1 -year increments unles's the client
provides 90 days notice to Citybase. Citybase may increase kiosk- subscription fees by a maximum of
10% upon renewal in year C.
2. Payments:
(a) Initial Fees: $ 71,750
i. Year I Fees
Timing % Due Amount Due
Invoiced upon amendment execution 100% $ 71 „750
(b) Subsequent Annual Fees: S 71,750
Hardii-are & SaaSEx1?ibj1v2 06202023
Timing % Due Amount Drie
Invoiced annually 100% $71,7`0
Paymelit Processing,and INlerchant Services: CityBase will process credit/debit card payments,
through Client's existing payment vendor, Chase Merchant Services. CityBase will process
AC H/check payment,.,, through Chase Merchant Services, leveraging CityBase's Chase partnership.
4. C'onsulfing Sei-vices: A rate of $ 225.00 per hour will be charged for time associated with work
considered outside the agreed upon Statement of Work- (SOW). A Change Request Order must be
completed and executed by both parties in order to invoke the use of Consulting Services. All costs
will be outlined in the Change Request Order.
Hcirdii-cire & SciaSEx-NbjIv2 06202023
IN WITNESS WHEREOF. the parties hereto have caused this contract amendment to be executed as of
the date first written above by their respective officers thereunto duly authorized.
CITYBASE, INC. THE -VILLAGE OF MOUNT PROSPECT. IL
By: By::
Name:: Name:
Title:: Title:
Date:: Date:
Village of Mount Prospect
CityBase Platform Summary
Raw Labels Count
2021 2022
Average Per
Amount Transaction Count Amount
2023
Average IPer Average IPer
Transaction Count Amount Transaction
January
4,159.00
658,798.15
141.49
4,875.00
712,604.47
142.67
February
3,541.00
611,628.31
156.35
4,336.00
8,09,249.11
158.94
March
4,313.00
696,495.47
146.88
5,174.00
8,90,419.66
149.64
Aprfl
1,353.00
274,574.63
141.59
4,065.00
566,047.16
130.79
5,029.00
8,18,602.38,
142.98
May
2,767.00
409,615.73
143.25
3,770.00
590,522.39
143.22
4,466.00
746,68,7.32
138.58
June
3,291.00
652,222.94
167.25
4,211.00
724,200.65
160.25
5,102.00
950,915.62
159.73
July
3,506.00
629,753.98
150.54
4,608,.00
787,762.01
142.43
5,370.00
1,010,001.17
148.87
AUgUSt
3,239.00
598,957.06
149.58
4,094.00
8,07,306.33
168.39
4,158,.00
8,59,713.39
166.10
September
3,541.00
598,439.04
141.29
4,361.00
763,530.15
160.82
-
October
3,804.00
633,634.86
151.54
4,90,0.00
8,27,440.11
139.8,4
November
3,401.00
568,127.48
147.71
4,186.00
717,778.39
140.29
Decembeu
3,928.00
532,106.29
137.64
4,720.00
691,502.03
130.59
Grand Total
28,830.00
4,897,482.01
148.23
50,928.00
8,443,011.65
146.66
38,510.00
6,798,194.12
150.34