City Council Agenda Report
Meeting Date: June 2, 2026
From: Brian Saeki, City Administrator
Department: City Administration
Submitted by: Sara Sandoval, Management Analyst
Subject
Report on Contract Award to Invoice Cloud Approved by the City Administrator Recommendation
Receive and file the report on the award of Amendment No. 1 to the Contract with Invoice Cloud for processing of online payments and donations as approved by the City Administrator pursuant to Vernon Municipal Code Sections 3.32.110(B)(2) and 3.32.110(B)(3).
Background
Invoice Cloud offers digital payment solutions through its secure online bill payment platform.
The Invoice Cloud suite of services currently enables the City to accept online payments and allows utility customers to locate, view, and print their bills, invoices, and payment records from an online portal. Customers can also pay using credit cards, debit cards, and electronic checks in a secure, real-time environment.
Invoice Cloud was selected as the City’s electronic payment service provider in February 2022, following extensive research into electronic payment platforms compatible with Vernon Public Utilities’ (VPU) Customer Information System (CIS) billing system by Advanced Utility Systems (AUS). Invoice Cloud was identified as the only vendor capable of integrating with AUS to deliver a seamless, customer-focused billing and payment experience. On April 29, 2022, the Finance Director approved a Biller Agreement with Invoice Cloud for online bill payment services in the amount of $5,000. The platform officially went live on March 31, 2023, marking the start of the contract period.
Additional customization of the platform was necessary to support other City initiatives and facilitate online donations for the City’s Tree Canopy Program and the Vernon CommUNITY Fund Scholarship Program. Accordingly, on October 16, 2024, the Interim City Administrator approved a change order and a Biller Order Form to add an online donation component and increasing the total contract value to $16,573.04. The Invoice Cloud Biller Agreement ran through March 31, 2026.
Upon the Biller Agreement expiration in March 2026, the City Administrator approved a threeyear renewal with Invoice Cloud (Amendment No.1) for a total cost not to exceed $49,000. The approval was granted pursuant to the City Administrator’s authority under Vernon Municipal Code (VMC) Section 3.32.110 (B)(2) which allows contracts to be exempt from competitive selection requirements when the best interests of the City are served by a direct award of the contract without a competitive selection process. The City Administrator made this finding, given the considerable amount of time and resources spent customizing the platform and educating customers about the functions/features of the Invoice Cloud online portal, and to avoid any potential disruptions to online utility bill payments for customers.
Including Amendment No. 1, the total value of contracts awarded to Invoice Cloud to date equates to $65,573.04. The report regarding the approval of Amendment No. 1 is provided to City Council pursuant to VMC Section 3.32.110 (B)(3).
Fiscal Impact
The fiscal impact is not-to-exceed $49,000.00. Sufficient funds are available in the Electric Fund, Customer Service, Professional Services – IT, Account Number 055-050-575-529210 for the current fiscal year and will be budgeted accordingly in subsequent years.
Attachments
None.