TITLE
Recommendation to authorize City Manager to amend Purchase Order No. BPTS10000012 with Langham Consulting Services to increase the amount by $45,000 to a total of $136,800 to complete negotiation services for the selection of a new utility customer information system and related systems. (Citywide)
DISCUSSION
At the request of City Council, City staff has conducted a comprehensive search for a new utility billing (UB) system. The existing UB system is 32 years old and uses antiquated technology. It is essential that the City use a modern and reliable UB system as it handles approximately 177,000 customer accounts and more than $200 million in annual revenue. Implementation of a new utility customer information system (CIS) to replace the existing UB system represents a major step in the City's efforts to modernize aging information systems. Next month, City staff anticipates requesting City Council approval to enter into agreements with an implementation vendor and a software vendor to replace the current utility billing system.
To assist in the evaluation of vendor proposals and the negotiation of final agreements for the utility customer information system and related systems, City staff retained Langham Consulting Services, a leading professional services firm in the utility industry. In April 2010, a purchase order was established in the amount of $91,800 with Langham for vendor evaluation and negotiation services for the selection of a utility customer information system and related systems. It is anticipated that all required agreements will be completed in three months. This item requests approval to increase the current purchase order amount by $45,000 to a total of $136,800 to cover all remaining tasks to finalize the agreements.
This matter was reviewed by Deputy City Attorney Gary Anderson on June 1, 2011 and by Budget Management Officer Victoria Bell on June 3, 2011.
TIMING CONSIDERATIONS
City Council action is requested at its meeting on June 21, 2011 to ensure the timely completion of the utility billing and customer information system selection process.
FISCAL IMPACT
The additional $45,000 cost would be shared by the Water ($15,777), Gas and Oil ($18,432), and Public Works ($10,791) Departments. Sufficient funds are budgeted in the Gas Fund (EF 301), the Water Fund (EF 310), and the Refuse/Recycling Fund (EF 330) to support this activity. There will be no fiscal impact to the General Fund and no additional job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER