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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 1, 2010 TITLE: CONTRACT RENEWAL WITH SYSTEMS AND SOFTWARE, INC. FOR UTILITY BILLING SOFTWARE MAINTENANCE(A- 2008 -053) r CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: :1:Am:C6 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contract with Systems and Software, Inc. for maintenance of Utility Billing software in an amount not to exceed $129,000 with provision for two, one year renewals with an annual increase not to exceed 4 %. DISCUSSION On March 3, 2008, the City Council approved a Finance and Utility Billing software project and entered into an agreement with Systems and Software, Inc. to purchase utility billing software, "enQuesta." The enQuesta software went live in March 2009. It is used to produce the City's municipal utility service bills, provide customer water, sewer, refuse, and paramedic subscription account management, process customer service orders, track water meter reads, and provide online customer account access. The system manages over 44,000 water accounts and processes over 270,000 municipal utility service bills each year. The agreement provides for an annual software maintenance and support plan that entitles the City to receive software updates and technical support services for enQuesta as well as the third -party Oracle database software used by the system. The breakdown of the maintenance fee is $97,000 for enQuesta and $32,000 for Oracle. However, both will be serviced through Systems and Software, Inc. The agreement stipulates that the maintenance plan renews automatically each year unless canceled. Staff requests authorization for funds for the current year and two subsequent year renewals with annual increases not to exceed 4 %. 25F -1