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HomeMy WebLinkAboutItem 10o - Utility Billing Software Annual Maintenance DATE: June 6, 2023 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 2023-24 IN THE AMOUNT OF $54,000 CEQA: Not a Project 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, 2023. 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 2023- 24 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 Service and Support June 6, 2023 Page 2 of 3 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 new backflow testing module integrated the City’s former 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, 2023. 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 current Subscription Fee 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 access to the support hotline, installation of updates when available, and database backups. 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 2023- 24. 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 Service and Support June 6, 2023 Page 3 of 3 FISCAL IMPACT Sufficient funds for the annual hosting and support fees totaling $54,000 are budgeted in the City’s water and sewer 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 2023-24 in the amount of $54,000.