RESOLUTION NO. (XX)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI
APPROVING AN AGREEMENT WITH ONLINE INFORMATION SERVICES, INC.
FOR UTILITY APPLICANT SCREENING AND COLLECTION SERVICES WHEREAS, The City seeks to improve utility applicant identity verification and collection of unpaid water and sewer accounts; and
WHEREAS, The City issued a Request for Proposals on August 3, 2026, and Online Information Services, Inc. submitted the sole proposal and met the RFP criteria; and WHEREAS, Staff recommends applicant screening, identity validation, and resumption of outside utility collections, with screening results used to require an additional qualified account signer rather than a different deposit; and
WHEREAS, The City intends to protect private customer information through masked Social Security numbers in reports, secure handling, and access limited to authorized employees; and
WHEREAS, Staff recommends an initial three-year agreement with two optional oneyear renewals and an annual amount not to exceed $6,000, subject to annual appropriations.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Cotati:
1. Approves an agreement with Online Information Services, Inc. for utility applicant screening, identity validation, and outside collection services for an initial three-year term with two optional one-year renewals and an annual amount not to exceed $6,000, including renewals, subject to annual appropriations.
2. Authorizes the City Manager to finalize and execute the agreement.
3. Approves resumption of outside utility collections and authorizes vendor discretion to settle eligible referred balances with discounts of up to 20 percent, beginning with smaller discounts and increasing only as needed to obtain payment. Discounts above this limit require further City approval under applicable authority. Staff shall document settlement terms and require reporting of discounts and collections.
4. Directs staff to implement the second-signer approach, secure information handling, and required customer notices. This action does not change utility fees or deposits. Optional business verification, separate non-SSN screening, and letter mailing services are deferred.
IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on October 13, 2026, by the following vote, to wit:
Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, City Clerk
Approved as to form:______________________________
City Attorney