City Council
Report
City Council Meeting: March 14, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Approval of Fourth Modification to Contract #9649 (CCS) with Harris Computer Systems Corporation for Software Licensing for the NorthStar Utility Billing System
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect on the environment pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a fourth modification to agreement #9649 (CCS) in the amount of $550,000 with Harris Computer Systems Corporation to extend maintenance and support services for an additional five-year period. This modification would result in a 15-year amended agreement with a new total amount not to exceed $1,362,703, with future year funding contingent on Council budget approval.
Summary
The City has used the Harris Computer Systems, Inc., NorthStar utility billing system (NorthStar) since 2005 to establish customer accounts for municipal services such as water supply, sewage collection, resource recovery and recycling, and fire inspection.
NorthStar is also used to maintain service and consumption records, calculate service charges, and for customer billing and reporting. A modification to the agreement is required to extend the software support and maintenance services for a period of an additional five years to ensure timely billing and collection of revenues. This fourth modification would increase the contract by $550,000, resulting in a 15-year amended agreement in the amount not to exceed $1,362,703.
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Discussion
The City’s Water Resources Division, Finance Department, Fire Department, and Resource Recovery and Recycling Division has used the NorthStar billing and customer information system for over ten years. The NorthStar system has greatly enhanced the information management, billing, cash processing, and service order processing capabilities of staff. The system is used to track customer billing related information, generate maps and to conduct analysis and create regulatory reports for City projects.
Vendor/Consultant Selection
The City of Santa Monica has used Harris Computer Systems, Inc.’s Northstar billing system since 2005. In October 2012 (Attachment A), City Council authorized a new contract, through an exception to the competitive bidding process, with Harris Computer Systems, Inc. (CT #9649) to upgrade NorthStar and provide five years of software support for a total contract amount not to exceed $290,930 in order to enhance system functionality. In July 2015, Council authorized a first modification to the contract for additional software licenses and software modification services in the amount of $88,611 for a total contract amount not to exceed $379,541 as part of the City’s Water Shortage Response Plan. In November 2017 (Attachment B), City Council authorized a second modification to purchase additional software modules and extend the maintenance and support services agreement an additional five years in the amount of $433,162, resulting in a 10-year amended agreement in an amount not to exceed $812,703. A third modification was executed in June 2020 to modify the scope of services. There was no additional compensation added in this modification.
This proposed fourth modification is to extend the maintenance and support of Northstar for an additional five years.
Past Council Actions
Meeting Date Description
10/2/2012
(Attachment A)
Award of CT #9649 with Harris Computer Systems, Inc. for upgrade, support, and maintenance of Northstar utility billing software.
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11/28/2017
(Attachment B)
Second modification to CT #9649 to purchase additional software modules and extend the maintenance and extend the maintenance and support services agreement an additional five years Environmental Review
The revised contract for support and maintenance of software would have no possibility of significant effect on the environment, and therefore, is exempt pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water and Wastewater Funds to increase the amount of Contract #9649 with Harris Computer Systems, Inc. for support and maintenance of the Northstar utility billing software. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23
Request
Amount
Future
Years Dept Account # Total Revised
Contract Amount
9649 $406,351.50 $55,000 $220,000 50500001.529230 $681,351.50 9649 $406,351.50 $55,000 $220,000 51500001.529230 $681,351.50 Total $812,703.00 $110,000 $440,000 $1,362,703.00
Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Attachment A - Staff Report - October 2, 2012
B. Attachment B - Staff Report - November 28, 2017
C. FY 22-23 Oaks Initiative (Harris Computer Corporation) 4 of 4
D. CT 9469 (Original Contract)
E. CT 9649 (Modification 1)
F. CT 9649 (Modification 2)
G. CT 9649 (Modification 3)