HomeMy WebLinkAboutItem 12k - Utility Billing Software Service and Support
DATE: June 4, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Anabel Carrillo, Public Works Customer Service / Administrative
Supervisor
SUBJECT: PURCHASE ORDER WITH TRUEPOINT SOLUTIONS FOR ANNUAL
HOSTING AND SUPPORT SERVICES FOR THE TRUEBILL UTILITY
BILLING SOFTWARE FOR FISCAL YEAR 2024-25 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, 2024.
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 utility billing software for Fiscal Year 2024-25, 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 annually. 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 4, 2024
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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”). These two modules allow 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 host both 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, 2024.
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 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 Fiscal Year 2024-25.
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.
FISCAL IMPACT
Sufficient funds for the annual hosting and support fees totaling $54,000 are budgeted in
the City’s Water and Sewer Operating Budget.
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June 4, 2024
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RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project 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 2024-25, in the amount of $54,000.