I.T. – RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases Date ___________
Requested Vendor _______________________________________________ V# _____________ Vendor Address ________________________________________________________________ ________________________________________________________________ Contact Person ________________________________________________________________ Email Address ________________________________________________________________ Phone No ( ______ ) ____________________ Fax # __________________________ Quantity Item Unit Price Total
_____ ___________________________________ $ ________ $ ________ _____ ___________________________________ $ ________ $ ________ _____ ___________________________________ $ ________ $ ________ Total $________
Purpose
This section must be completed with respective price quote(s) included with form:
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Requested by
________________________ ________________________
Department Head IT Director
________________________ ________________________
Approval Date Approval Date
Information Technology Related – Purchase Form – Rev 5-2016 8/21/25
Xebec Data Corp 8075
P.O Box 862
Lafayette, CA 80026-0862
Kristin Zagray, President
[email protected]
303 368-1252
60 25,000
Monthly Subscription Fee
Per Document Fee
75.00 4,500
.99 25,000
29,500
Xebec transmits electronic bills from PG&E, EBMUD and ABAG into an importable format in the City's web-based Energy Manager database for weekly bill payments. See attached ECLynx Web-EDI Service Agreement. Xebec has been providing this data since the inception of this program on May 1, 2010.
______
ADA (American with Disabilities Act) Compliance
Access and Accommodation
Compliance with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973: In order to improve accessibility of existing technology and therefore increase the successful employment of individuals with disabilities, particularly blind and visually impaired, deaf and hard-of-hearing persons please answer the following questions:
Is this item ADA Compliant? Yes __________ No_________ If NO, please answer the following questions:
Will this item be used by the public? Yes ________ No _________ Can other vendors provide an ADA compliant product? Explain Will this item be used by City employees? Yes ________ No _________ Categories for Information Technology (IT) Product
x Software applications and operating systems
x Web-based information and applications
x Telecommunications products
x Video and multimedia products
x Desktop and portable computers
x End user hardware
Examples of Information Technology (IT) Products
x World Wide Web
x Scanners
x Printers
x Copiers
x PDAs
x Computers
x Computer Software
x Computer Operating Systems
x Phones
x Apps
x Information Kiosks
x ATMs
x Multimedia
x Videos
x Fax Machines
X
SCOPE OF WORK - Xebec EDI Services
City of Richmond Utility EDI Program:
Partners: Pacific Gas & Electric
Project Specs: The City of Richmond uses Xebec’s ECLynx Web EDI solution to receive EDI invoices from its Utility Vendors.
PG&E sends 810 EDI files to Xebec via the an EDI Network (VAN) each billing day.
Xebec keeps specific maps for each utility in the ECLynx system. We will also write a Custom Program to take the translated invoice data and create Richmond’s required Import File format for its Energy Manager – its Energy Management software.
ECLynx is an automated system that runs at specific intervals defined by our clients. We poll Richmond’s VAN mailbox each weekday.
When ECLynx runs it grabs all the bills received via the VAN from PG&E, translates them out of EDI format, runs the Custom Program to get the invoice data into the Energy Mgr required Import File layout. At the same time, it generates 997 Functional Acknowledgments that are sent back to PG&E, a Summary Report, Error Report, and PDF Bill Images (more details following). Next, ECLynx drops all the files to a Xebec maintained secure SFTP server.
The Summary Report simply reports the data processed during the session and includes each account # and its individual total due amount, and then total invoice counts and total dollar amounts for the run. The session data will be organized by Utility. See Appendix A for a sample.
The Error Report can include many different things but the most important category is one we call “Total Due Errors”. This is where the program has found the total line items in the invoice do not match the EDI TDS segment where the utility reports the amount due on the invoice. When a client sees this error and reports it to Xebec, we investigate it and usually find some problem with the Utility’s bill format or there is problem with the rate type or specific account. Other things Xebec clients like to have us include in this report are: Previous Balances, Credit Balances, Late Payment Fees, Rebill Bill indicators, etc. Usually, clients like to watch these items to be sure they are accurate and that they don’t double pay bills or pay late fees that are unwarranted. Since Richmond is using an Energy Mgmt Prgm, many of those types of notifications aren’t really important as it will use the program’s reporting to track and monitor for these types of things. See Appendix B for a sample.
PDF Bill Images are bill representations that look very similar to the paper bills you receive from the Utility. Our solution ALWAYS generates these bill images. Almost all utilities insist upon shutting off paper bills upon moving to EDI billing. This is the only way the customer will have a visual representation of the invoice. This service is inherent in our EDI solution. See Appendix D for a sample.
The file naming convention for these files is as follows but can be modified to accommodate specific requests from our customers.
1. Energy Mgr Import file: richmond20251001.txt
Format is: Richmondyyyymmdd.txt
2. The PDF bill images: 0669111500-20200927-00515419.htm The bill image file name is included within the import file so as to link this image to the imported bill record in AP or Energy Mgmt Program. The file naming format is theacct #, the process date, and a unique random #.
3. The Summary Report: Richmondsummaryreport20200927.txt Format is Richmondsummaryreport + yyyymmdd.txt
4. The Error Report (when generated): edierror20200927.txt Format is edierror + yyyymmdd.txt
Files are dropped to Xebec’s SFTP server. Once the session files are picked up, Richmond can import the bills directly into Energy Mgr. It can use the Summary Report to be sure the # of bills imported from the Import Files matches the Summary counts we report. It can also use the Error Report to determine if there are any line items it wants to investigate before processing invoices for payment. Energy Mgr is then used to be sure bills lie within normal parameters, investigate red flags (like new meter #s, accts #s, outliers), analyze the batch and then extract the bill data to an AP file layout.
Support and Xebec responsibilities: Xebec will manage all the contact with each of Richmond’s EDI partners on Richmond’s behalf. We work through the testing phase with the utility, provide them with EDI Ids and VAN info, and coordinate the switch from testing to production. Once in production, we will investigate any billing problems Richmond reports to us (from their Error Reports) or if any bills seem to be missing data in the Import File, etc. We will investigate the error to determine whether there is a problem with the ECLynx system, its maps or custom programs. Once satisfied the problem isn’t related to our system, Xebec will contact the Utility directly to troubleshoot possible problems in the Utility’s 810 format or data content. We cc:
Richmond on any problem investigation. Xebec offers normal support 8am-5pm MT to our phone lines. We also provide Richmond with an after-hours phone # in the case of any critical problem needing immediate attention.
Xebec handles all server maintenance on the hosted environment. Updates and improvements to the system are transparent to our customers. Should there be any required changes to your maps or custom programs due to utility changes, we work with the utility to understand new requirements, code and test needed changes, and implement them once we are satisfied the customer is ready. In 98% of EDI formatting changes, the customer is not even affected. Really the only time we’ve seen the need for the customer to be involved, is if the utility decides to change its acct # structure, and thus the acct #s sent in the 810 layouts. This is less an EDI change but more a data content problem that would have affected the customer had it still been receiving paper bills as well. Every now and again the utility will start sending a charge code it hadn’t used before and Xebec will contact the customer to see how it wants it classified and sent through to their Energy Mgmt Program. Sometimes this is obvious and again the customer is not involved, sometimes advice from customer and/or the Energy Mgmt Prgm is required.
We use IDrive to backup files on all our hosted servers. We also keep backups of those environments on local computers at our site. In the event that we could not use IDrive backups to fix a problematic server, daily batches can be run on our computers until such time as the production server could be recreated.
Cost/Fees
The total annual ηŽĨďŝůůƐĐĂůĐƵůĂƟŽŶ:
# of docs
Sept 2024 377
Oct 2024 380
Nov 2024 383
Dec 2024 351
Jan 2025 378
Feb 2025 377
Mar 2025 369
Apr 2025 389
May 2025 382
Jun 2025 354
July 2025 382
Aug 2025 343
TOTAL 4465
Rates:
$75/month subscription fee
$0.99/invoice fee
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^ƵďƐĐƌŝƉƟŽŶ&ĞĞ- $75/month x 12 months $900
Per Document Fees - $.99 x 4465 docs $4.420
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Appendix A – Sample Summary Report
Please note these are examples as to format. The totals are not meant to be valid.
Transmission Session Summary Report
---------------------------------------
Process Date: 04/09/2009
Acct #: Bill Date: Due Date: Total:
04010022202 04/09/2009 04/27/2009 7.21 04029022201 04/09/2009 04/27/2009 105.65 04058452204 04/09/2009 04/27/2009 48.18 04058822208 04/09/2009 04/27/2009 99.29 04070452208 04/09/2009 04/27/2009 112.34
5 AEP Invoices for a Total Invoice Amount of $372.67
Acct #: Bill Date: Due Date: Total:
100032906099 04/09/2009 05/01/2009 528.44
1 Consumers Energy Invoices for a Total Invoice Amount of $528.44
Acct #: Bill Date: Due Date: Total:
0228793002 04/08/2009 04/22/2009 12.97 0480793002 04/08/2009 04/22/2009 24.49 1845792002 04/08/2009 04/22/2009 62.54
3 Georgia Power Invoices for a Total Invoice Amount of $100.00
Acct #: Bill Date: Due Date: Total:
2439875 04/08/2009 04/24/2009 262.40
1 Reliant Invoices for a Total Invoice Amount of $262.40
Organization: Total
10 Total Invoices for a Total Invoice Amount of $1263.51
Appendix B – Sample Error Report
Please note these are examples as to format. The account #s and figures are not meant to be valid.
Error Report
------------
Process Date: 04/09/2009 07:33:21
PROCESSING ERRORS
AIMCO-AEP Invoice #: 0402902220120090409
Previous Balance Amount of 69.35
Late Charge Amount of 1.19
AIMCO-AEP Invoice #: 0407045220820090409
Previous Balance Amount of 54.79
Late Charge Amount of 1.75
AIMCO-AEP Invoice #: 0409235220420090409
Previous Balance Amount of 47.53
Late Charge Amount of 1.54
WESTAR Account #: 0345506185
Credit Balance Amount of -17823.42
WESTAR Account #: 0751780180
Previous Balance Amount of 2963.64
TDS OVERALL INVOICE TOTAL ERRORS
Error WESTAR Account #: 2105930090
TDS Amounts do not match
EDI Total: $31.48 ECLynx Total: $25.66
Error WESTAR Account #: 9470524090
TDS Amounts do not match
EDI Total: $345.79 ECLynx Total: $310.22
Appendix D – Bill Image Example