R-2018-5124 - 1/25/2018 RESOLUTION NO. R-2018-5124
WHEREAS, the City of Round Rock has previously entered into a "Software as a Service" &
Professional Services Agreement with Smart Energy Systems, LLC, ("Agreement"); and
WHEREAS, Smart Energy Systems, LLC has submitted Supplemental Agreement No. 1 to
amend the Agreement to add an additional service to the Scope of Services, specifically a Text
Messaging Module; and
WHEREAS, the City Council desires to enter into said Supplemental Agreement No. 1 with
Smart Energy Systems, LLC,Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City Supplemental
Agreement No. 1 to "City of Round Rock `Software as a Service' & Professional Services Agreement
With Smart Energy Systems, LLC," a copy of same being attached hereto as Exhibit "A" and
incorporated herein for all purposes.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 25th day of January, 2018.
CRAIG VORGAayor
City of Round RoPk,. exas
ATTEST:
SARA L. WHITE, City Clerk
0112.1804;00393435
EXHIBIT
SUPPLEMENTAL AGREEMENT NO. I
TO "CITY OF ROUND ROCK "SOFTWARE AS A SERVICE' &
PROFESSIONAL SERVICES AGREEMENT
WITH
SMART ENERGY SYSTEMS,LLC"
CITY OF ROUND ROCK §
STATE OF TEXAS § KNOW ALL BY THESE PRESENTS:
COUNTY OF TRAVIS §
COUNTY OF WILLIAMSON §
THIS SUPPLEMENTAL AGREEMENT NO. I to "City of Round Rock 'Software a.,, a
Service' & Professional Consulting Services Agreement with Smart Energy Systems, L
hereinafter called "Supplemental Agreement No. I," is made by and between the City Of Round
Rock, 'Texas, a home-rule municipality (hereinafter referred to as the "City") and Smart Energy
Systems, LLC (hereinafter referred to as -SES").
M/HEREAS, the City and SES executed the referenced "'City of'Round Rock Agreement
for 'Software as a Service' & Professional Consultin'g Services Agreement," hereinafter called
the``Agreement,"on September 28, 2017 by Resolution No. R-2017-479-5, and
WHEREAS, the City desires to amend the Agreement to add an additional service to the
Scope of Services, specifically a Text Messaging Module. and
C:1
NOW THEREFORE,premises considered, and in consideration of the 111LItLial promises
and obligations in the Agreement and this Supplemental Agreement, the City and SES agree as
follows:
I.
Exhibit "A" to the Agreement ("Scope of Work") is supplemented by the attached
Amended Exhibit `:A," attached hereto and incorporated herein by reference. Amended Exhibit
"A"adds a Text Messaging Module to the Scope of Services.
11.
Section 4. FEES AND PAYMENTS shall be amended as follows:
4.1 Fees. All implementation fees, software subscription fees, and ally other
applicable fees, shall be set forth in the attached Statement of Work (Exhibit
Exhibit "A") and Exhibit
"B." Amended Fees. set forth and incorporated herein by reference for all QLI!poses. The one-
time Set Up fee for the addition of the 'Text Messaging Module. as well as the entire amount of
the one-year payment option will be invoiced upon signijig of Supplemental Agrgen-ient No. 1.
00392187ss2
Om-Toin2 charaes (as applicable) will be invoiced to City on a monthly basis All invoices :Ue
dUe net-30 dati s from the date of the invoice. —
4.2 Not -to-Exceed Amount. City shall be authorized to pay SES an amount not to
exceed afid Ne,1100 Dellam, Two Hundred Eighty_
Four Thousand and No/100 Dollars ($284,000.00) for the term~of this .Agreement.
IN WITNESS WHEREOF, the City and SES have executed this Supplemental
Agreement No. 1 to be effective as of the last date of dUe execution by both parties.
CITY OF ROUND ROCK,TEXAS SMART ENERGY SYSTF 1S, LLC
BN: ___...._ ....._.....___ . By:_._...................... ......... r... ........__.
Printed l�' lme: Printed Name ��11�tGt' ..S1Y1 ��<.t.
Titin:: ........___ Title: ':i C:� .. Y1S
_ _. rc _ G
Date Signed: Date Signed: , -
ATTEST:
By:
Sara L. White, City Clerk
FOR CITY,APPROVED AS TO FORM:
BN: _
Siephan L. Sheets, City Attorney
Exhibit "A"
snu►trr> cir WATM
Change Order
.... ...... .
Change Request Title City of Round Rock SCM
Rroj+ Name City of Round Rock SMS Capabilities
Change Request ID# CR#001 Date of Request 11/16/2017
Pro`ect Details
Change Order overview
Description:Pursuant to the terms of the Professional Service Agreement entered between Smart Energy Systems,
LLC("SES")and City of Round Rock("Client"),the Client wishes to engage SEW to deliver and integrate SMS services
into Client's SCM solution.
Type of Change Recommended Solution
❑Additional Modules SCM to serve as the interface for Client's customers to opt in to receive text messages based
INI Additional Features on their notification preference. SEW will acquire a short code on behalf of Client which will
R
❑
Customization
be used to send SMS messages to enrolled customers of Client's SCM solution.
D Additional Licenses
D System Integration
Technical Documentation/Impact Assessment
w _ .._
Solution: SEW to acquire either a generic or vanity short code from an SEW short code
partner and integrate it with the SEW platform.
When a notification is triggered by eitherthe SEW platform or Client's CIS,the SCM application
will verify which customers have the Text Notification preferences set to 'Y'`and platform will
send the SMS message to the subscriber(s) by invoking a series of API's that have been
integrated with the short code partner,
Impact:SMS notifications will be sent out to Client's eligible customers base on the triggered
event coming from either the SEW system or Client, CIS. The trigger function will be
dependent on the timeliness,accuracy, and completeness of the data provided by
both Client, CIS platform and the information (FTN) provided by Client's customer when
agreeing to receive text messages
Priority to Implement ❑ Critical:
Z Nigh:
❑ Normal:
❑ Low:
Project impads•/Scope
SEW will implement the software changes for the required functionality per the
recommended solution stated above.Specifically,this will include:
1- SEW will acquire a short code to be used on behalf of Client to allow text messaging
capabilities to Client's customers that are registered users of Client's SCM solution.
Scope 2- Enable Client's SCM solution to allow Client's customers to opt in to receive text
messages and provide a valid phone number. Client's customer can provide either
one phone number for each notification type or different phone numbers per
notification type.
3- Give Client's customers the ability to designate a time each day when they do not
wish to receive text messages, Client's customers will have the ability to set their own
S1MRJlIt jU#8W W&T F
'Quiet Hours'within the My Account module.
One-time set-up fee:$4500.00
Please select the type of code and Bayment option from the table below:
SIVIS.Service Fees(On-going),_.. Prici
Short Cade Fees:
Option 1:Random Code $1,100 per month
(Discounted$1,700 if paid for the year) $11,500 per year
Vanity Short Code:
0 Option 2:Vanity Cade $1.500 per month
(Discounted$2,450 if paid for the year) $16,750 per year
Cost One-time Setup Fee $4,500
Short Code Text Messages(in-bound) $0.003 per message
Short Code Text Messages es(out-bound) $0.008 per message
8-11 weeks for carrier approval
Short cone fees start at the beginning of the approval
process
The one-time setup fee,as well as the entire amount of any selected one-year payment
options(as applicable)will be invoiced upon signing. Ongoing charges(as applicable)will be
invoiced to Client on a monthly basis.All invoices are due net-30 days from the date 01
invoice.
Accepted By:City of Round Rock Accepted By:Smart Energy Systems,LLC
Signature,. Signature:
Date; gate:
EXHIBIT 11B
AMENDED FEES
Smart Energy Systems
Contract 820174795(Contract Term 5 years)
Utility&Customer Engagement Software
Change Order#1-Pricing Summary
Item# Description Frequency Unit Cost Extended Esimated Cost(5 years)
1 One-Time Set-up Fee One-Time 4,500,00 $ 4,500.00
2 Short Code Fee Yearly : $ 11,500.00 $ 57,500.00
3 Short Code Text Message
* In Bound$.003 Monthly Estimate $283.33 $ 17,000.00
*Out Bound$.008
]Total Change Order $ 79,000.001
Assumes a 30%adoption rate.