CC MEETING: September 10, 2024
DATE: August 13, 2024
TO: Erin Rinehart, City Manager
FROM: Diana Vaughn, Chief Financial Office
Chrystal Davis, Assistant City Manager
Title
Consider A Resolution Amending Resolution No. 4628 Relating To The Award Of Bid #21-022 To VertexOne for the Utility Billing Solution, Authorizing the City Manager to Execute All Necessary Documents to Obtain Additional Integration Between VertexOne’s Utility Billing System and City Systems, And Authorizing Additional Funds to Ensure Access to the Utility Billing System for the Term of the Agreement with Vertex One In The Amount Of $296,823.00, For A New Total Amount Not To Exceed $3,161,506, through October 1, 2027.
Body
BACKGROUND:
Following an extensive bid process, on August 2, 2022, the City Council authorized the City Manager to enter into an agreement with VertexOne to procure and implement a new Utility Billing Software to replace the original system that services approximately 34,500 residential and 5,000 commercial customer accounts. The amount of the original authorization was $2,864,683.
The new software solution provides enhanced customer functionality, allows for more detailed reporting and is compatible with multiple automated metering systems. Since implementation, 17,744 customers have signed up for a portal account to provide numerous self-service options and analytical tools.
As the City of Carrollton implements its new Work Order Asset Management System, an electronic interface with the VertexOne system is an essential part of gaining operational efficiency. As this is a proprietary system adding this and other integrations to new software will require a contract amendment with VertexOne.
FINANCIAL IMPLICATIONS:
Although the entire amount of the project implementation and the recurring costs have been budgeted, City staff are seeking increased City Council authorization to amend the contract where necessary to add additional integrations and pay for licensing throughout the end of the contract. Increases include authorization for:
• $16,650 for Work Order Asset Management integration
• $230,173 for licensing through the end of contract
• $50,000 contingency for future integrations and changes
IMPACT ON COMMUNITY SUSTAINABILITY:
This project will support the City Council’s strategic objectives and vision of building a community that families and businesses want to call home by improving accessibility to city services and leveraging technology to improve our operational effectiveness and efficiency.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council authorize the City Manager to amend the resolution and to include additional electronic integrations between the Utility Billing Software, and other City Software to improve operational efficiency in the amount of $296,823.00, for a new total amount not to exceed $3,161,506.00