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CITY COMMISSION AGENDA ITEM |
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Department: |
Finance Utilities |
Commission Meeting Date: April 17, 2018 |
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Staff Contact: |
Bryan Kidney, Finance Director Dave Wagner, Utilities Director |
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Recommendations/Options/Action Requested: |
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Authorize City Manager to execute a Software License Agreement with Advanced Utility Systems for a Customer Information System in the amount of $1,752,294, as well as a Software As A Service Agreement with SmartWorks for a Meter Data Management system in the amount of $169,063. These contracts are part of the Automated Meter Reading Installation Project UT1898. |
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Executive Summary: |
The project involves the procurement and implementation of a utility billing system (also known as CIS) and a meter data management system. In an effort to increase operational efficiencies, improve the customer experience, implement the new rate structure, and integrate with the Advanced Metering Infrastructure (also known as AMI) a new billing system was needed. The new billing system will include an online customer portal that will give customers the option to view or pay their bill; view usage history; update contact information; opt in or out of notifications including outage notifications; start, stop, or transfer service. With the customer being able to access so much of their information through the portal, it is expected that customers will need to make fewer calls to customer service. Currently when customers request to start, stop, or transfer service online, Finance staff must manually enter the request into the billing system. The new billing system will send those requests directly to the billing system with all required information already completed. This will save Finance staff a tremendous amount of time on the over 6,000 online service requests they receive each year.
The meter data management system is needed to communicate between the advanced metering infrastructure software and the billing system. SmartWorks offered a 20% discount on their meter data management solution if purchased at the same time as Advanced Utility Systems’ billing system solution. The value added to the project is the integration between the billing system and meter data management can be completed during the billing system implementation with the same integration team for consistency.
Implementation for the billing solution is projected to take 16 months followed by three months of post implementation support. Implementation for the meter data management solution will begin during the billing system implementation. It will not conclude until after an advanced metering infrastructure solution is selected and implemented.
The contract with Advanced Utility Systems is $1,752,294, which includes one year of support and annual license fees. The annual support and license fees are $108,094 for the first year, with a 2.5% increase annually in the first two years and a 3.0% increase in years four and five. The contract with SmartWorks will cost $169,063. Annual support and license costs are $71,063 per year for five years.
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Strategic Goal Area: |
Effective Governance/Professional Administration Innovative Infrastructure and Asset Management Core Services Collaborative Solutions |
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Fiscal Impact (Amount/Source): |
The fiscal impact to the City is $1,921,357. These items were in the 2018 Utilities Department 2018 Capital Improvement Plan for Automated Meter Reading Installation (2018 CIP # UT1898CIP). Annual support and license costs will be included in the Operations & Maintenance budget process. |
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Attachments: |
Scope of Work - Updated 04/13/18 AUS Master Software License Agreement - Updated 04/13/18 AUS Services Agreement - Updated 04/13/18 |
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Reviewed By: (for CMO use only) |
☐TM ☐DS ☒CT ☐BM |