Item 25 - Enhanced Electronic Billing and Payment Services

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Finance and Management Services www.santa-ana.org/finance Item # 25 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report June 4, 2024 TOPIC: Enhanced Electronic Billing and Payment Services AGENDA TITLE Second Amendment to Agreement with Invoice Cloud, Inc. for Enhanced Electronic Billing and Payment Presentation Services, Debit/Credit Card and Electronic Check Merchant Payment Processing Services, and Payment Kiosk Services (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a second amendment to the agreement with Invoice Cloud, Inc. to extend the contract's current term through December 31, 2025, with optional extensions, in an amount not to exceed $1,427,800, including a contingency of $129,800 (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The City provides a variety of payment options for numerous programs, including, but not limited to, the following: Municipal Utility Services (MUS), Business License Tax, Paramedic Subscription, and Proactive Residential Enforcement Program (PREP). Santa Ana residents and customers are able to locate, view bills, and submit payments online by using debit/credit cards and electronic checks via Invoice Cloud's payer portal. In addition, Invoice Cloud also provides the City with walk-up kiosk payment services through their partnership with Kiosk Information Systems, Inc. This kiosk is presently located just outside the main lobby of City Hall. To permit electronic payments for multiple programs, Invoice Cloud was integrated with several heavily -used data systems, including enQuesta, the City's customer information and utility billing system, and iNovah, the City's point -of -sale and revenue management software. Each data system requires unique connections and pathways to communicate seamlessly with Invoice Cloud. As a result, the cost to replace Invoice Cloud with an equivalent Electronic Bill and Payment Presentment (EBPP), online payment, and kiosk software service provider at this time would incur substantial expenses to the City. Therefore, to avoid disruption of current services, staff recommends amending the current agreement with Invoice Cloud to align the contractual terms with those of the integrated data systems.