HomeMy WebLinkAbout25B - AGMT - UTILITY BILLING SOFTWARE MAINTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 7, 2013
TITLE:
AMENDMENT TO AGREEMENT WITH
SYSTEMS AND SOFTWARE, INC. FOR
UTILITY BILLING SOFTWARE
MAINTENANCE
1
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 15f Reading
? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Amend the agreement with Systems and Software, Inc. for annual maintenance of Utility Billing
software in an annual aggregate limit not to exceed $133,600 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 46,000 accounts and processes
over 300,000 municipal utility service bills each year.
The agreement provides for annual software maintenance and support 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
$100,595.72 for enQuesta and $32,968.38 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%
25B-1
Contract Renewal for Utility Billing
Software Maintenance
January 7, 2013
Page 3
FISCAL IMPACT
Funds are budgeted and available in the Finance Management Lawson Utility Software account
(no. 10910141-62300).
APPROVED AS TO FUNDS AND ACCOUNT:
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Francisco Gutierrez
Executive Director
Finance & Management Services Agency
25B-2
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT is entered into on , 2013, by and
between Systems & Software, Inc., a Vermont corporation ("S&S") and the City of Santa Ana, a charter
city and municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS:
A. The parties entered into that certain Agreement A-2008-053, dated March 3, 2008, (hereinafter "said
Agreement") by which S&S has licensed to City, utility billing application software, along with
support and maintenance of such software. Said Agreement stipulates that the maintenance plan
renews automatically each year unless cancelled.
B. Said Agreement was amended in February of 2010 to clarify the process for annual renewal of
support services, and to amend the calculation by which the Support Service Program cost would be
adjusted.
C. The parties hereto now desire to amend said Agreement to extend the Term by one-year with the
option of two additional one-year renewals.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the
terms and conditions of said Agreement as amended, except those amended in this Second
Amendment to Agreement, the parties agree as follows:
The parties hereby extend the term of said Agreement one year effective January 1, 2013, with the
option of two one-year renewals. Annual increases shall not exceed 4%.
Total compensation for the extended term under said Agreement shall not exceed $133,565.10.
Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full
force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement
on the date and year first written above.
ATTEST: CITY OF SANTA ANA
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Lisa Storck
Assistant City Attorney
Paul Walters
City Manager
SYSTEMS & SOFTWARE, INC.
(NAME)
(Title)
25B-4