CITY OF POMONA
COUNCIL REPORT
December 4, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Chris Diggs, Water Resources Director, and Sam Wong, Innovation & Technology Director
SUBJECT: AWARD A SOLE SOURCE AGREEMENT TO ADVANCED UTILITY SYSTEMS FOR UPGRADE AND MAINTENANCE OF THE UTILITY CUSTOMER INFORMATION SYSTEM SOFTWARE RECOMMENDATION: It is recommended that the City Council take the following action:
Award a sole source agreement to Advanced Utility Systems (Advanced) for upgrade and maintenance of the City’s utility Customer Information System (CIS), in a not-to-exceed amount of $467,825 of which $64,260 is for annual maintenance fees for four contract years; and, Authorize the City Manager, or designee, to execute the agreements on behalf of the City and any subsequent documents or amendments, subject to approval as to form by the City Attorney.
EXECUTIVE SUMMARY:
The recommended actions will enable an upgrade to the City’s current CIS. The current system in place was installed in 2004, upgrading this software will enhance functionality, regulatory compliance, scalability/compatibility with other City systems, and improve operational efficiency.
FISCAL IMPACT:
The total fiscal impact is $467,825, of which $403,565 is available within the “Technology Utility Customer Information System Upgrade,” Project No. 528-2590-XXXXX-71085. Table 1 on the following page shows the funds available for this project. Annual maintenance fees in the amount of $16,065 over a four-year term totaling $64,260 will charge to 571-8121-52588-00000.
Table 1
Category
“Technology- Utility Customer Information System Upgrade” Project No. 528-2590-XXXXX-71085
Initial Budget
$732,500
Expenditures/Encumbrances (as of October 4, 2023) $0
Agreement with Advanced
($403,565)
Balance available for contingencies and other expenses. $328,935
PREVIOUS RELATED ACTION:
In 2004, the City Council approved the purchase and integration of Infinity CIS version 3 (v3) software from Advanced.
DISCUSSION:
Being nearly two decades old, the existing CIS, Infinity CIS v3, operates on outdated technology that lacks compatibility with newer systems. The purpose of this project is to improve the City’s utility business processes through a software upgrade deployment.
The Infinity CIS v5 allows integration with newer technologies and the ability to adapt to future software applications. This adaptability is important to streamline operations and reduce the time taken to perform certain functions. Additionally, some processes that are routinely conducted are automated, thereby reducing manual efforts and enhancing accuracy. The upgrade incorporates features that are important to providing customer service and data management, such as: enhanced billing accuracy, user-friendly interfaces, and streamlined data management and reporting. Upgrades to the CIS will positively impact customer service, regulatory compliance, and security.
If approved, staff will draft an agreement and route it for approval.
Prepared by:
Damian Martinez
Senior Management Analyst
Award a Sole Source Agreement to Advanced Utility Systems for Upgrade of Infinity Customer Information System