HomeMy WebLinkAboutItem 12l - Utility Billing Software Hosting and SupportUtility Billing Software Hosting and Support
June 7, 2022
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DATE: June 7, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Jeramie Brogan, Management Analyst
SUBJECT: PURCHASE ORDER WITH TRUEPOINT SOLUTIONS FOR ANNUAL
HOSTING AND SUPPORT SERVICES FOR THE TRUEBILL UTILITY
BILLING SOFTWARE FOR FISCAL YEAR 2022-23 IN THE AMOUNT OF
$54,000
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the billing, invoicing,
and collection of approximately 15,000 water and sewer accounts as well as 4,700
backflow records as required by the State of California. The PWSD currently utilizes a
proprietary utility billing software system developed and solely supported by TruePoint
Solutions. The Subscription License and Services Agreement (“Agreement”) between the
City and TruePoint Solutions provides hosting services and support of the software on an
annual basis. The initial term of the Subscription License and Agreement with TruePoint
Solutions is set to expire on June 30, 2022.
Based on the excellent service provided by TruePoint Solutions, it is recommended that
the City Council approve a one-year Purchase Order with TruePoint Solutions for annual
hosting and support services for the TrueBill utility billing software for Fiscal Year 2022-
23 in the amount of $54,000.
BACKGROUND
The PWSD serves approximately 15,000 water and sewer connections, a majority of
which are based on a tiered rate structure, billed on a bi-monthly basis, generating
approximately $15.5 million in revenue per year. On December 1, 2020, the City Council
approved, authorized, and directed the City Manager to execute a Software Service
Agreement with TruePoint Solutions for implementation of the TrueBill utility billing
software system. The TrueBill utility billing software system replaced DataNow, the City’s
antiquated utility billing and customer information system. The purchase and
Utility Billing Software Hosting and Support
June 7, 2022
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implementation of the TrueBill utility software was the first phase of a two-phase update
intended to modernize the City’s utility billing function.
In late 2021, the PWSD enacted the second phase of the software update and executed
a Change Order to the original Purchase Order with TruePoint Solutions for the purchase
and implementation of TrueBill’s backflow testing module and TrueBill’s Vendor
Contractor Portal (“TrueVCP”), which allows contractors to upload backflow testing
information. The backflow testing module, scheduled to be completed by July 1, 2022,
will integrate the City’s existing backflow testing database into the TrueBill utility billing
system, expanding the functionality of TrueBill and effectively integrating two historically
separate programs into one.
The subscription fees for TruePoint to both host the software and provide ongoing support
services was included in the Agreement to be renewed on an annual basis. The term of
the Subscription License and Agreement with TruePoint Solutions is set to expire on June
30, 2022.
DISCUSSION
Under the initial Agreement, TruePoint would provide hosting services and support of the
TrueBill utility billing software in the amount of $50,000 annually. The subsequent Change
Order agreement expanded these services to include the new backflow testing module
and TrueVCP portal, for an additional amount of $4,000 annually. Therefore, the new
Subscription Fees for TruePoint’s annual hosting and support services, including the
backflow testing module and TrueVCP portal, amounts to $54,000 annually.
The annual hosting services and support fees pay for ongoing product development,
cloud-based hosting of the utility billing software by TruePoint, as well as licensing and
technical support services. These support services include unlimited telephone and email
support during established TruePoint support hours, a copy of all new releases to the
TruePoint software (including updates and enhancements), and database backups, as
needed.
Based on the excellent service provided by TruePoint Solutions, it is recommended that
the City Council approve a one-year Purchase Order with TruePoint Solutions for annual
hosting and support services for the TrueBill utility billing software for Fiscal Year 2022-
23.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), under Section 15061(b)(3) of the CEQA Guidelines, as it can be
seen with certainty that it will have no impact on the environment. Thus, this matter is
exempt under CEQA.
Utility Billing Software Hosting and Support
June 7, 2022
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FISCAL IMPACT
Sufficient funds for the annual hosting and support fees totaling $54,000 are budgeted in
the City’s Water and Sewer Enterprise Funds’ Annual Operating Budget.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore, exempt under the California Environmental Quality Act (“CEQA”);
and approve a Purchase Order with TruePoint Solutions for annual hosting and support
services for the TrueBill utility billing software for Fiscal Year 2022-23 in the amount of
$54,000.