25D - AGMT AND AMEND FOR UTLILITY BILLING SOFTWARE

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Award Agreement with Systems and Software, Inc. and Amend Agreement with UtiliWorks Consulting for Utility Billing Software Upgrades, Program Management February 18, 2020 Page 2 Customer Service Representatives) for a time -limited amount of twenty-one (21) months beginning April 1, 2020, not to exceed $350,000, subject to non -substantive changes approved by the City Manager and City Attorney. 4. Authorize the City Manager to execute an agreement amendment with Invoice Cloud, Inc. for contingent forty-five (45)-month pre -paid lease for Payment Kiosk equipment, software and services in the amount of $135,000, and PayGo 7-Eleven store/CVS Pharmacy remote utility bill payment services for 36 months in the amount of $58,500, including a contingency of $16,500 ($5,500 per year), for a total amount not to exceed $210,000. DISCUSSION The Public Works Agency has been working on the planning and design of the Advanced Metering Infrastructure (AMI) project. The AMI project involves the replacement of the City's existing water meters with new smart meters, which are capable of being read automatically and provide the consumer with up-to-date information on their water use. The proposed project is extensive, involving the replacement of approximately 45,000 meters, the upgrade of existing software and integration of new software and database systems, and the installation of a network of data collectors and transmitters. Grant Opportunities The Public Works Agency in anticipation of this project has been securing grant funding, identifying meter operations goals and objectives, along with business process update requirements and public communication outreach plans in preparation for the AMI deployment. To date, the City has been awarded a $4.0 million grant from the State of California Natural Resource Agency and potentially may receive a $1.8 million grant from the Federal Bureau of Reclamation for the AMI project. The total AMI project cost is estimated to be $17.8 million and the balance not covered by grant funds will be paid for using Water Enterprise capital improvement funds. Staff continues to seek additional grant funds to further reduce the net cost impact to our ratepayers. Staff is also evaluating funding options for the AMI project, including using existing Water Enterprise Fund balance and debt financing and will return to the City Council with recommendations in the future. Through the AMI project development and preparation activities, staff has identified the need to upgrade the City's utility customer service billing system and temporarily augment personnel levels in the Municipal Utilities Services (MUS) section. In order to provide for an effective AMI transition and to allow for the full implementation of AMI smart features, such as an interactive customer portal and increased field and customer service tasks, staff recommends upgrading the current billing system to be AMI-ready and additional MUS staff to meet the needs of the public as the City proceeds through AMI implementation. Water Billing System Upgrade Staff recommends approval of an agreement with Systems and Software, Inc. for the City's existing utility customer service and billing system, enQuesta, to be upgraded from version 4.5 to version 6.0 as outlined in the Amended Agreement (Exhibit 1). In order to ensure the City is keeping up with best practices as they relate to utility customer service and billing technology, a comprehensive upgrade for enQuesta is needed, which includes, but is not limited to, the following: compatibility with Automated Meter Infrastructure (AMI) systems, enhanced Customer Portal 25D-2