25B - AGMT - BILLING SOFTWARE - Laserfiche WebLink

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Contract Renewal with Systems and Software, Inc. for Utility Billing Software Upgrades and Extension Of Maintenance Agreement March 15, 2016 Page 2 The existing version of enQuesta was implemented in 2009 as part of an integrated Finance and Utility Billing software project between the City, Lawson Software, and Systems and Software, Inc. and now manages over 45,000 utility accounts and processes over 324,000 municipal utility services bills each year. In making a timely transition from enQuesta version 3E to version 4.5 the City will be following in the footsteps of comparable cities such as Anaheim Public Utilities and Riverside Public Utilities, as well as the South Coast Water District. The combined cost for upgrading the City's existing enQuesta system and related infrastructure, including additional services and equipment costs is $249,700. The breakdown of costs associated with upgrading are as follows: (1) Upgrading existing enQuesta customer service information system and ancillary utility billing software modules from version 3E to version 4.5 - $194,500; (2) Licensing an Interactive Voice Response (IVR) integration with Selectron Technologies, Inc., the City's IVR provider - $24,000; (3) Licensing an integrated mobile application (enQuesta GO App) - $7,000; and (4) Expenditure of budgeted funds for related hardware and associated virtualization costs needed to develop and maintain enQuesta 4.5 training, testing, and production environments - $24,200. Staff also recommends renewing the existing maintenance agreement that provides annual basic software maintenance and support, which entitles the City to receive version software updates and technical support services for enQuesta as well as the third -party Oracle database software used by the enQuesta system. The agreement stipulates the maintenance plan continue to renew automatically for each contractual year unless canceled. The current year (2016) basic maintenance fee is $137,236 and is subject to a maximum increase of 4% annually for the annual calendar periods of 2017 and 2018 and the optional one (1) year extensions for 2019 and 2020 exercisable with a written request by the City Manager. In addition, staff requests authorization for related ancillary maintenance funds for IVR integration and mobile enQuesta GO App integration modules in the amount of $15,000 beginning fiscal year 2016 -17. The ancillary maintenance amount includes an initial $2,500 for 2016, which is prorated for "go -live" months of November and December, then increasing to $12,500 for full 2017 year. Annual increases during the remainder of the base contract period shall not exceed 4 %, to include 2019 and 2020 calendar years(s) upon the exercise of optional one (1) year extension(s). Anticipated enQuesta software maintenance costs, basic system and ancillary upgrade combined total $798,895 and are outlined in the Fiscal Impact section below. 25B -2