HomeMy WebLinkAbout25B - AGMT - BILL PRINT SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 7, 2016
CLERK OF COUNCIL USE ONLY:
TITLE:
APPROVED
AMENDED AGREEMENTS WITH INFOSEND, INC.
❑
1:1
AND INVOICE CLOUD FOR BILL PRINT SERVICES
AND MERCHANT PROCESSING SERVICES
❑
(STRATEGIC PLAN NO. 7, 5F)
❑
CITY MAMA
�-•..
RECOMMENDED ACTION
As Recommended
As Amended
Ordinance on 13' Reading
Ordinance on 2nd Reading
Implementing Resolution
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute a First Amended Agreement
with InfoSend, Inc. to add bill print services for the City's Proactive Residential Enforcement
Program for an amount not to exceed $5,000 for the period beginning June 7, 2016 through
June 30, 2016 with an additional amount not to exceed $25,000 for the fiscal year period of
2016 -17 for a total sum of $30,000, subject to non - substantive changes approved by the
City Manager and City Attorney.
Authorize the City Manager and Clerk of the Council to execute a Second Amended
Agreement with Invoice Cloud, Inc. expanding the scope of contractual services to include
enhanced Electronic Billing and Payment Presentation (EBPP) services for the City's
Municipal Utility Services program and extending the current contract term beginning July 1,
2016 through June 30, 2018 and increasing compensation from $25,000 to $290,000, which
includes a $50,000 contingency, upon a written request executed by the City Manager and
City Attorney, subject to non - substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
The Treasury and Customer Service Division (Treasury) is responsible for the billing and payment
processing of several city programs, which include: Municipal Utility Services (MUS), Paramedic
Subscription, Dog License, Business License Tax, and most recently the Proactive Residential
Enforcement Program (PREP) that was adopted by City Council on May 3, 2016.
On June 17, 2015, the City Council approved an agreement with InfoSend for bill print services for
these programs including mailings of associated bills, notices, and advisories. Staff is requesting
approval of a First Amended Agreement with InfoSend to provide bill print services for the PREP
and include the option for multi -color printing for all bill print services jobs at single color cost for an
2513-1
Amended Agreements with InfoSend, Inc. and Invoice Cloud
For Bill Print Services and Merchant Processing Services
June 7, 2016
Page 2
amount not to exceed $5,000 for Fiscal Year 2015 -16 and for an amount not to exceed $25,000 for
Fiscal Year 2016 -17.
The City's existing bill print services agreement with InfoSend includes online payment support for
MUS accounts. The online payment services include QuickPay links and a basic Electronic Billing
and Payment Presentation (EBPP) portal capable of supporting either one -time or continuous
automatic credit card or electronic fund transfer payments. Current payment processing services
provided under the existing InfoSend agreement are set to expire on June 30, 2017.
On March 15, 2016, the City approved an upgrade to the City's MUS customer information service
& billing system ( "enQuesta ") which is scheduled to "go live" on November 7, 2016. Online and
over - the -phone payment support for this upgrade requires "enhanced" EBPP capability with real -
time account balance pull and real -time payment posting to enQuesta, plus single sign -on
capabilities with enQuesta's web connect portal to support mobile payment capability. Staff
therefore recommends the modifications contained in the First Amended Agreement with InfoSend
sunsetting InfoSend's QuickPay and basic EBPP services relating to the City's MUS program.
To replace InfoSend's online payment support for MUS accounts, staff is requesting approval of a
Second Amended Agreement with Invoice Cloud that will add: (1) comparable payment processing
services for the City's MUS program with Invoice Cloud processing electronic fund transfers and
JP Morgan Chase Payment Tech processing credit card payments under agreement with Invoice
Cloud; and (2) enhanced EBPP services provided by Invoice Cloud in connection with MUS billing
and payment processing.
Through the amended agreement with Invoice Cloud the enhanced EBPP services will allow
customers to utilize a single sign -on to view their MUS account statements and history on -line (via
PC, Laptop, Tablet, or Smartphone). It will also allow customers to make electronic payments in
real time via ACH bank transfer or credit card, as well as over - the -phone through Invoice Cloud's
Interactive Voice Recognition (IVR) integration with Selectron Technologies, Inc., the City's IVR
service provider. As a result, online payments are anticipated to increase approximately 5% per
year over the next five years, doubling from the current 1 in 4 payments to approximately 1 in 2
payments.
On July 16, 2015, the City of Anaheim published an RFP for Electronic Bill Payment Services for
the Anaheim Public Utilities Department. The Anaheim RFP process is substantially similar to the
Santa Ana process and the subject matter of the Anaheim RFP is substantially equivalent to the
City's current requirements for enhanced EBPP services. For both Santa Ana and Anaheim the
requested enhanced EBPP services have unique performance factors /requirements inasmuch as
they must interface with the following systems which are maintained by both cities: (1) Systems
and Software ( "S &S ") enQuesta version 4.5 Customer Information Service system for customer
account information including balance & recurring payment status; (2) S &S "WebConnect" Portal
with single sign -on access to remotely access the enQuesta system; (3) S &S "enQuesta Go" to
permit customers the ability to sign -on from their iOS and Android mobile devices and make
25B -2
Amended Agreements with InfoSend, Inc. and Invoice Cloud
For Bill Print Services and Merchant Processing Services
June 7, 2016
Page 3
payments online or over - the - phone; and (4) System Innovators' "iNovah" cashiering system to
manage real -time payment posting.
A summary of the Anaheim RFP solicitations and the proposals received is as follows:
20 Vendors were electronically notified
2 Vendors downloaded the bid packet
0 Bids received from City of Anaheim Vendors
2 Bids received
1 Bid judged responsive
1 Agreement awarded with Invoice Cloud Inc
On the basis of these comparable performance factors /requirements which are locally unique to
the cities of Santa Ana and Anaheim, staff recommends that the City recognize the results of the
Anaheim RFP process.
Thus, in accordance with SAMC Section 2 -807 (d), staff
Agreement with Invoice Cloud authorizing enhanced EBP P
and enabling real -time on -line payment processing via
including smart phones, be approved.
STRATEGIC PLAN ALIGNMENT
recommends the Second Amended
services for the City's MUS program
various electronic customer devices
Approval of this item allows the City to meet Goal #7 - Team Santa Ana, Objective #5 (create a
culture of innovation and efficiency within the organization), Strategy F (explore opportunities to
engage with outside agencies, both private and public, to share information and increase
efficiencies).
FISCAL IMPACT
InfoSend, Inc.
Funds up to the amount of $5,000 are budgeted and are available in fiscal year 2015 -16 in Finance
and Management Services Agency account no. 01110130 - 62300. Funds in the amount of $25,000
for fiscal year 2016 -17 will be budgeted and available, upon Council approval of the fiscal year
2016 -17 budget, in Planning and Building Agency account no. 01116540- 62300.
25B -3
Amended Agreements with InfoSend, Inc. and Invoice Cloud
For Bill Print Services and Merchant Processing Services
June 7, 2016
Page 4
Invoice Cloud, Inc.
Funds will be budgeted and available for on -going merchant payment (MP) services and enhanced
electronic bill and payment presentation (EBPP) services as follows:
Description Account No Fiscal Year Amount
FMSA Invoice Cloud MP & EBPP Services 01110130 -62300 FY 2016 -17 $ 49,000.00
01110130 -62300 FY 2017 -18 $ 83,000.00
CONTRACT TERM TOTAL $ 132,000.00
Description Account No Fiscal Year Amount
PWA Invoice Cloud MP & EBPP Services 06017640 -62300 FY 2016 -17 $ 41,000.00
06017640 -62300 FY 2017 -18 $ 117,000.00
CONTRACT TERM TOTAL $ 158,000.00
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez ;2Hts—san Hagh I
Executive Director Executive Director
Finance & Management Services Agency Planning & Building Agency
F' ✓U°
Jack fulls re Mou avl ur
Chi Technology Innovations 4fP(cer Hxe utive Director
Info mation Technology Department Public Works Agency
Exhibits: 1. InfoSend – First Amended Agreement
2. Invoice Cloud - Second Amended Agreement
25B -4
FIRST AMENDED AGREEMENT
THIS FIRST AMENDED AGREEMENT, dated as of this 7th day of June 2016, by and
between InfoSend, Inc., a California corporation (hereinafter "Consultant "), 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 (hereinafter "City ").
RECITALS:
A. The parties entered into that certain Agreement A- 2015 -116, dated June 17, 2015,
(hereinafter "said Agreement ") by which Consultant having special skill and
knowledge in the field of Bill Print - Processing, Printing and Mailing (PPM) services
as well as Electronic Bill Presentment and Payment (EBPP) services agreed to perform
such services for the City.
B. The parties desire to amend the Scope of Services and Compensation clauses of said
Agreement.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to
all the terms and conditions of said Agreement, the parties agree as follows:
1. SCOPE OF SERVICES:
The parties hereto now desire to amend Section 1, subsection (a) of said Agreement -
Processing, Printing and Mailing (PPM) Services by adding an additional fourth enumerated list
item expanding the scope of Consultant's PPM services as follows:
(4) Proactive Rental Enforcement Program (PREP) notices, account billings, balance owing,
penalty and/or collection notices, associated form correspondence, and other notices and
advisories. For all enumerated City operations or functions for which PPM service is authorized
hereunder the City shall have the option to elect multi -color printing using virgin stock paper at
the same net production cost as black plus single color printing using recycled paper stock.
The parties hereto now desire to amend Section 1, subsection (b) (i) of said Agreement -
Basic Electronic Bill Presentment and Payment (EBPP) Services to provide the City the right to
bifurcate said Agreement and terminate Basic EBPP services for Municipal Utility Services
Billing. During the Term of this Agreement and any extension hereto, but beginning not sooner
than November 1, 2016, City may upon ninety (90) days prior written notice to Consultant by the
City's Executive Director of Finance and Management Services, terminate Basic EBPP services
for Municipal Utility Services billing. Whereupon City shall have the right to continue
Consultant's Basic EBPP services for Municipal Utility Services Billing on a month -to -month
basis and terminate the Basic EBPP portion of the Agreement in connection with Municipal
Utility Services Billing, with no termination penalty or fees by providing fifteen (15) days
written notice of its intent to terminate said Basic EBPP portion of the Agreement.
EXHIBIT 1
2513-5
A. The parties hereto now desire to amend Section 1, subsection (c) of said Agreement -
Enhanced EBPP Services for Municipal Utility Services Billing to terminate Consultant's
obligation to provide Enhanced (EBPP) Services.
B. The parties hereto now desire to amend Section 1, subsection (d) of said Agreement -
Consultant's Right to Assign Enhanced EBPP Services for Municipal Utility Services
Billing to terminate Consultant's right to assign Enhanced EBPP Services for Municipal
Utility Services Billing.
C. The parties hereto now desire to amend Section 1, subsection (e) of said Agreement -
City's right to bifurcate agreement and terminate PPM and Basic EBPP services for Dog
License billing. During the Term of this Agreement and any extension hereto, but
beginning not sooner than November 1, 2017, City may upon ninety (90) days prior written
notice by the City's Executive Director of Finance and Management Services, terminate
PPM services and /or Basic EBPP services for Dog License billing. Whereupon City shall
have the right to continue Consultant's PPM services and/or Basic EBPP services for Dog
License Billing on a month -to -month basis and terminate the PPM and /or Basic EBPP
portion of the Agreement in connection with Dog License Billing, with no termination
penalty or fees by providing fifteen (15) days written notice of its intent to terminate said
PPM and /or Basic EBPP portion of the Agreement.
D. The parties hereto now desire to amend Section 1. of said Agreement to add a subsection
(f) Change Order Process. During the term of this Agreement and any extension thereto
the City and Consultant may by mutual consent authorize a change order in connection
with services under this Agreement, to include but not be limited to: bill print services,
electronic bill creation, bill presentment to third party EBPP service provider, quick pay
and /or basic EBPP services, EBPP account migration and /or electronic notification of
EBPP service suspension or change in service provider. Any change order mutually agreed
to by the parties hereto in connection with these services will be calculated using
Consultant's current schedule of charges, provided that the professional Consultant labor
rate charged shall not exceed $175.00 per hour.
2. COMPENSATION
A. The parties hereto now desire to amend Section 2, subsection (a) of said Agreement to
increase Consultant's Compensation for PPM services relating to City's Proactive Rental
Enforcement Program (PREP) notices, account billings, balance owing, penalty and /or
collection notices, associated form correspondence, and other notices and advisories.. City
agrees to pay, and Consultant agrees to accept as total payment for these additional services,
the rates and charges identified in Exhibit A. The additional sum to be expended shall not
exceed $30,000 distributed as follows: (1) $5,000 in the period beginning June 7, 2016 and
ending June 30, 2016; and (2) $25,000 in the fiscal year period of 2016 -17. The total
contractual sum expendable for the annual fiscal year ending June 30, 2016 shall be
correspondingly increased from the current $375,000 to $380,000, in addition the total
contractual sum expendable for the optional 2016 -17 fiscal year shall be increased from
$375,000 to $400,000.
0
3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain
in full force and effect.
4. This First Amended Agreement must be signed below and may be signed in counterpart
and delivered by facsimile, email as a PDF (Portable Document Format) file attachment, or
by other means that displays the original or a copy of the signatures. Any subsequent
amendments may be signed and delivered in the same manner.
(Signatures on following page)
25J3-7
IN WITNESS WHEREOF, the parties hereto have executed this First Amended Agreement
the date and year first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Lisa Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Francisco Gutierrez, Executive Director
Finance & Management Services Agency
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
CONSULTANT
Russ Rezai
Chief Operating Officer
Tax ID # 363 - 0748516
mWe
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT is entered into on June 7, 2016, by
and between Invoice Cloud, Inc., a Delaware Corporation, (hereinafter "Consultant "), 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 (hereinafter "City ").
RECITALS:
A. The parties entered into that certain Agreement N- 2015 -174, dated November 19, 2015,
(hereinafter "said Agreement ") by which Consultant having special skill and knowledge in
the field of payment processing and electronic and enhanced bill presentment and payment
agreed to perform such services to the City. The Term of said Agreement was to expire
March 31, 2016 and Compensation for said services was not to exceed $25,000.00 unless
amended by the parties for a greater specified amount.
B. The parties entered into a first amendment of said Agreement (N -2015- 174 -01), dated March
31, 2015, (hereinafter "said First Amendment to Agreement ") by which the Term and Scope
of said Agreement where amended to: (1) extend the Term by six months beginning April 1,
2016 and terminating September 30, 2016; and (2) expand the Scope of Consultant's
payment processing and electronic bill presentment and payment services to include City's
Proactive Rental Enforcement Program (PREP) accounts.
C. The parties now desire to enter this Second Amendment to further expand the Scope of
Services, extend the Term of said Agreement, and increase the Compensation.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject
to all the terms and conditions of said Agreement and said First Amended Agreement, the
parties agree as follows:
1. The parties hereto now desire to amend Section 1. of said Agreement (Scope of Services) to
expand the scope of Consultant's payment processing to include enhanced electronic bill
presentment and payment (EBPP) services to include City's Municipal Utility Services
(MUS) accounts as set forth in Exhibit A "Invoice Cloud Biller Order Form" and Exhibit B
"Invoice Parameters" both of which exhibits are herein incorporated by reference. Said
enhanced EBPP services to include EBPP portal with real -time account balance pull and
real -time payment posting to System & Software, Inc.'s enQuesta CIS (any version) and
Single Sign -on (SSO) capabilities with System & Software, hic.'s WebConnect portal.
2. The parties hereto now desire to amend Section 1. of said Agreement (Scope of Services) to
provide for a change order process in connection with the implementation and on -going
support of payment processing and electronic and enhanced electronic bill presentment and
payment services under this Agreement. Any change order mutually agreed to by the
parties hereto in connection with these services will be calculated using Consultant's current
schedule of charges, provided that the professional consultant labor rate charged shall not
exceed $175.00 per hour.
Exhibit 2
256 -9
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement the date and year first above written.
ATTEST:
MARIA D. HUIZAR
Cleric of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Francisco Gutierrez, Executive Director
Finance R Management Services Agency
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
25EM 0
Invoice Cloud, Inc.
Name:
Title:
Tax ID#
j EXHIBIT A
�s Biller Order Form .�,z9
Ownership Type: Government Biller Contacts
Legal Name: City of Santa Ana ! Minerva Mancha, Treasury Services Supv.
Address 1: 20 Civic Center Plaza Phone Number: 714- 647 -5442 Ext.
Address 2: Email Address: mmancha @santa - ana.org
City: F Santa Ana State: Ca Zip: 92701 • ° ° Hans Nielsen, Project Manager
Phone# 714- 647 -5442 Fax #: 714- 6475089 !Email umber: 714- 647.5442 Ext.
Website URL: htip: / /www.cl.santa- ana.ca.us/ ddress: hnielsen @santa- ana.org
Business Open Date: 1886 ' Minerva Mancha
Federal Tax ID #: 95- 6000785 Phone Number: 714- 647 -5442 Ext.
Nate: Federal Tax ID and Legal Name must match on all documents. Email Address: mmancha @ santa- ana.org
Signatory Contact: I I Francisco Gutierrez I Title: Finance Director
Phone Number: 714-647-5400 1 Ext. Email Address: fgufierrez @santa- ana.org
Paperwork Contact: Will Holt, Treasury& Customer Services Manager, (714) 647 -5456, wholt @sonto- ono.org.
Please note that Systems and Software Is still iimplementing Go Mobile for Santa Ana.
New Biller Implementation:
$
1,500
Paperless Presentment:
includes 3 email notifications
$
0.11
Per Item
Biller Portal Access:
$
_
100
Monthly
IC Payment - Credit Card:
$
0.00
Per Item
Additional User(sj
$
-0.00
Monthly Per User
IC Payment - EFT /ACH:
$
0.00
Per Item
Online Bank Direct Access:
$
0,00
Choose an item.
Online Bank Direct:
$
r -025-
Per Item
Go Mobile Gateway
$
0.00
Choose an item.
Harris Go Mobile:
$
0.00
Per Item
Invoice Presentment:
$
0.00
Monthly
EFT /ACH Reject:
$
15.00
Per Item
Charge Back:
$
r 20 00
Per item
Name of Checking Account (As it appears an check or Bank letter): I I City of Santa Ana
Bank J.P. Morgan Address: �{ 3 Park Plaza Fir 9 Irvine, CA 92614 Phone: g49- 833061
Name:
Depository Routing #: 322271627 Account #: 935309500
Your Invoice payment collections will be electronball de 71ted into this account,
Fees Routing #: Account #: -
322271627 935309500
EXHIBIT B
lnvr ice° S --I ararnt— ctvs
Ver. 2.7
' Municipal Utility Services > • 5/9/2016
Invoicing Parameters sheet must be com leted for each invoice type_.____
Systems and Software enQuesta4.5 NOM Non - Submitter
• •® ZVisa ® MasterCard ❑Discover' []Amex 9EFT /ACH
Emil ' •' 11I ZjtI3PP 0Cloud Store ® Cloud Pay ❑ OBID ® IVR ❑Kiosk
Billing Frequency: Monthly Number of Bills: 23,000
Number of Cycles: 4 Number of Installments: 1
Average Invoice Amount: $250 Highest Invoice Amount: $ 125,000
Billing Months (please select the applicable months below):
0-an ❑Feb ❑Mar ❑Apr ❑May ❑Jun ❑ Jul ❑ Aug ❑ Sept ❑Oct ❑ Nov ❑ Dec ® All
® ®• - ® 1 Bt -I Oth ® 11th - 20th ® 21 st - 31 Bt
❑ Biller ❑ Template ❑ Bill Print Vendor (please complete below)
-
LNG.
Item
Paid by Biller
❑
Credit Card:
lINFOSEND,
Hardware: se an item.
QTY
Chaose an item.
Provided by:
❑Sales Rep ❑Operations
Per Unit Prie
EFT /ACH: 1
Shipping Address:
®
EFT /ACH:
$
0.50 Per Item
❑
Credit Card
(if different than location address)
❑
EFT /ACH:
Total Due:
❑
Paid by payer
❑
I Paid by Biller
Item
Paid by payer
❑
.re
•
watobor
Paid b Biller
❑
Credit Card:
Interchange,��f�e"es, dues asse�s°s'm--e�nts+
%with $
Minimum
Authorization
$ I + I ... % gP
❑
EFT /ACH:
$
per item
H:
$ ', per item
❑
Flex Pay ACH:
$
per item
ACH:
$ per item
Item
Paid by-payer
Item
Paid by Biller
❑
Credit Card:
7o with $ Minimum
(Without Visa Acceptance)
®
Credit
Card:
Interchange, fees, dues assessments+
Authorization $ 0,50 + F %Bp
❑
EFT /ACH: 1
$ Per item
®
EFT /ACH:
$
0.50 Per Item
❑
Credit Card
Service Fee: $ Max Cap for Credit Cards; $
❑
EFT /ACH:
Service Fee: $ - -
❑
Paid by payer
❑
I Paid by Biller
s a e • ����
❑
Paid by payer Service Fee + $ ❑ I Paid by Biller 1 $1 F per item surcharge
e0 B' 0 ® 6e i /, /.v.t, p8'
Willard Holt
Please note the above requested date is not guaranteed. The implementation time frame is not guaranteed subject to change and delays to
workload, systems /data requirements, biller cooperation and other factors.
25B -12