III) CityofDowney AGENDA MEMO
II(gIltaN
APPROVED BY
CITY MANAGER
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCILTO:
FROM :OFFICE OF THE CITY MANAGER
BY: STEPHEN HANNAH, DIRECTOR OF FINANCE
DATE: AUGUST 27, 2024
SUBJECT: RENEWAL OFASERVICE AGREEMENT WITH DATAPROSE FOR UTILITY
BILLING PRINTING AND DISTRIBUTION SERVICES
EXECUTIVE SUMMARY
The City Council will consider approving the provision of printing and distribution services through DataProse for the City’s utility billing function for three-and-one-half years with services ending in December of 2027.
RECOMMENDATION
That the City Council:
1 Approve the renewal of a service agreement with DataProse for the continuance of printing and distribution services for the City’s Water and Sewer utilities, for a three-and-one-half-year term beginning on July 1, 2024 and ending on December 31, 2027, for an expected total cost of $347,612, and authorize the City Manager to execute a purchase order with DataProse for the same term and amount.
BACKGROUND
In conjunction with the implementation of Paymentus for electronic bill payment services for the City’s utilities in 2014, DataProse has been used to print and distribute the City’s utility bills.
Paymentus is an integration partner for Tyler Technologies, Inc.’s EDEN financial system (EDEN) utility billing functionality. DataProse was a preferred partner with Paymentus for these services when the contract with Paymentus was originally signed. This allowed the City to take advantage of an established and operational relationship between the two companies resulting in better overall service to the City’s Utility customers.
As has been communicated to the City Council recently, it has been announced that EDEN is being phased out with product support terminating in December 2027. Once the City implements a replacement utility billing system, a new contract for online bill payment and printing and distribution services will be needed .
RENEWAL OF A SERVICE AGREEMENT WITH DATAPROSE FOR UTILITY BILLING
PRINTING AND DISTRIBUTION SERVICES
AUGUST 27, 2024
PAGE 2
ANALYSIS
When Paymentus was implemented in 2014 to provide the City with an online bill payment functionality for the City’s utilities, the City contracted with DataProse to print and distribute utility bills. Per the terms of the initial 3-year contract, after the initial term of the contract expires, “the Agreement shall renew itself for successive one (1) year terms unless written notice of cancellation is received...”. The City has been operating under these terms since 2017. The current contract for DataProse ended on July 31, 2024.
The use of DataProse for these services is linked to the use of EDEN. As EDEN is set to be replaced over the next two and % years and it is possible that the services provided through DataProse may not be needed when the new system is implemented. If this is the case, the agreement with DataProse would be terminated.
Over the three and one-half-year period stipulated in the above recommendation, it is estimated the cost for these services will increase by 2% year-over-year based on our experience with DataProse.
Fiscal Year
2026-2027
100,712
2027-2028
1/2 Year
;51 ,363
Totals
$347,612
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency & Adaptability
FISCAL IMPACT
Approval of the recommended action will result in a total expenditure amount of $96,800 from the Water Fund account numbers 51-4-3530-0320 ($17,004) and 51-4-3530-0700 ($53,91 1), Sewer Fund account numbers 72-4-3155-0320 ($5,996) and 72-4-3155-0700 ($18,089), and General Fund account number 10-4-5635-0140 ($1,800). The adopted operating budget for Fiscal Year 2024-2025 was approved with adequate funds available for this purchase. Subsequent year budgets will incorporate the new costs during the budget preparation process.
Attachment A
DataProse AT R 1 X
a MatrIx ImadngSolutkIIIS company
1122 W BETHEL RD I SUITE ICD I COPPELL TX 75019
INVOICE DATE:7/31/2024
DP2403356
1373
INVOICE NUMBER:
ACCOUNT NUMBER:
CITY OF DOWNEY
AnN: ACCOUNTS PAYABLE
11111 BROOKSHIRE AVE
DOWNEY, CA 90241
US
PURCHASE ORDER:
INVOICE TOTAL:
13-113467
$8,043.76
TERMS: Due on receiptIA
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Over the coming months our company
branding wIll be transitioning to reflect our
parent company, Matrix Imaging Solutions.
Throughout this transition, all remittance and
payment information win remain the same.
iHIBE a
iRe =W=•
BILL PERIOD 07/01/24-07/31/24
Late Notices
BILL PACKAGE
ADDITIONAL IMPRESSIONS
POSTAGE USED
2,639
306
1 0.117
0.03199
1,420.14
308.76
9.79 1,420.14
Statements
BILL PACKAGE
ADDITIONAL IMPRESSIONS
BILL SUPPRESSION
OVERSIZED SURCHARGE GROUP C
POSTAGE USED
9,029
233
2,053
5 1
0.117
0.03202
0.05 0.20
4,831.17
1,056.39
7.46 102.65
1.00 4,831.17
Other
SEARCH & VIEWBILL - MONTHLY SERVICE FEE
POSTAGE USED
1 1
150.00
7.89 150.00
7.89 Taxes
Calculated by invoicing system; CA-598 @ 2.75C)CX3%
Calculated by invoicing system: CA-CA @ 7.25000%
40.84 107.67
40.84 107.67
SUBTOTAL $8,043.76
$0.00TOTAL TAX (0.0%)
INVOICE TOTAL $8,043.76
$0.00t :.:
Remit to: DataProse UC 1 1122 W Bethel Rd 1 Suite IOO I Coppell TX 75019
PAYMENTS/CREDITS
TOTAL BALANCE DUE 8.043.76
Billing Questions?Email: [email protected] I Phone: 972.462.5406