Finance and Management Services
www.santa-ana.org/finance
Item # 25
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 4, 2024
TOPIC: Enhanced Electronic Billing and Payment Services
AGENDA TITLE
Second Amendment to Agreement with Invoice Cloud, Inc. for Enhanced Electronic Billing and Payment Presentation Services, Debit/Credit Card and Electronic Check Merchant Payment Processing Services, and Payment Kiosk Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a second amendment to the agreement with Invoice Cloud, Inc. to extend the contract’s current term through December 31, 2025, with optional extensions, in an amount not to exceed $1,427,800, including a contingency of $129,800 (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City provides a variety of payment options for numerous programs, including, but not limited to, the following: Municipal Utility Services (MUS), Business License Tax, Paramedic Subscription, and Proactive Residential Enforcement Program (PREP).
Santa Ana residents and customers are able to locate, view bills, and submit payments online by using debit/credit cards and electronic checks via Invoice Cloud’s payer portal.
In addition, Invoice Cloud also provides the City with walk-up kiosk payment services through their partnership with Kiosk Information Systems, Inc. This kiosk is presently located just outside the main lobby of City Hall.
To permit electronic payments for multiple programs, Invoice Cloud was integrated with several heavily-used data systems, including enQuesta, the City’s customer information and utility billing system, and iNovah, the City’s point-of-sale and revenue management software. Each data system requires unique connections and pathways to communicate seamlessly with Invoice Cloud. As a result, the cost to replace Invoice Cloud with an equivalent Electronic Bill and Payment Presentment (EBPP), online payment, and kiosk software service provider at this time would incur substantial expenses to the City.
Therefore, to avoid disruption of current services, staff recommends amending the current agreement with Invoice Cloud to align the contractual terms with those of the integrated data systems.
Enhanced Electronic Billing and Payment Services
June 4, 2024
4 3
1 0
Staff will execute competitive searches in the future as the contracts for data systems expire. If the City Council amends the agreement for Invoice Cloud to align with those contracts, staff will also execute a parallel competitive search for similar EBPP, online payment, and kiosk software services in the future. Furthermore, additional software options may become available depending on the City’s future ERP system. The procurement process for the ERP system is still underway.
FISCAL IMPACT
Funds for this second amendment to agreement are included in the draft FY 2024-25 budget for City Council consideration (FMSA Treasury and Customer Service Contract Services Account No. 01110130-62300). Funding for future years will be included in proposed budgets for City Council consideration as follows:
FY
Accounting
Unit -
Account
No.
Fund
Description
Accounting Unit
- Accounting
No. Description
Max
Amount
2024-25 01110130-
62300
General
Fund
Contract
Services
Professional
$200,000
2025-26 01110130-
62300
General
Fund
Contract
Services
Professional
$200,000
2026-27 01110130-
62300
General
Fund
Contract
Services
Professional
$200,000
2027-28 01110130-
62300
General
Fund
Contract
Services
Professional
$200,000
2028-29 01110130-
62300
General
Fund
Contract
Services
Professional
$200,000
2029-30 01110130-
62300
General
Fund
Contract
Services
Professional
$100,000
2024-29* 01110130-
62300
General
Fund
Contract
Services
Professional
$198,000
2024-29** 01110130-
62300
General
Fund
Contract
Services
Professional
$129,800
*Kiosk lease for 66-month period
**Overall General Contingency
Total:
$1,427,800
Enhanced Electronic Billing and Payment Services
June 4, 2024
4 3
1 0
EXHIBIT(S)
1. Invoice Cloud, Inc. Second Amendment to Agreement
Submitted By: Kathryn Downs, FMSA Executive Director
Approved By: Alvaro Nuñez, Acting City Manager