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HomeMy WebLinkAboutItem 11m - Utility Billing Software Service and SupportUtility Billing Software Service and Support June 3, 2025 Page 1 of 3 DATE: June 3, 2025 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 UTILITY BILLING SOFTWARE FOR FISCAL YEAR 2025-26, IN THE AMOUNT OF $57,288.60 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 supported solely 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, 2025. Based on the excellent service provided, 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 2025-26, in the amount of $57,288.60. 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 annual revenue. 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 3, 2025 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 Vendor Contractor Portal (“TrueVCP”). These two modules allow contractors to directly 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 were 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, 2025. 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. Per the Agreement, a three percent increase is permitted beginning in year four of the term. A contract Change Order in the amount of $1,620 was completed in FY24-25 to include a 3% increase. As part of the fifth year of the Agreement, an additional 3% increase is due, raising the subscription fee for annual hosting and support services to $57,288.60 annually (a $1,668.60 increase). 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 for annual hosting and support services for Fiscal Year 2025- 26. 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. Utility Billing Software Service and Support June 3, 2025 Page 3 of 3 FISCAL IMPACT Sufficient funds for the annual hosting and support fees totaling $57,288.60 are budgeted in the City’s Water and Sewer Operating Budget. 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 utility billing software for Fiscal Year 2025-26, in the amount of $57,288.60.