Item Number: 12
City Council / Board of Directors
Written Communications
Meeting of: February 3, 2026
Submitted By:
Carmen Cun, Finance Director / City Treasurer
Subject:
Agreement for Reimplementation of Utility Payment Kiosks and Three-Year Maintenance & Support Services
Recommendation:
That the Honorable City Council:
(1) Approve a three-year SaaS and Services Agreement with CityBase, Inc., for the repair and reimplementation of the City’s utility payment kiosks and associated SaaS maintenance and support services, in an amount not to exceed $171,240.00; (2) Authorize the City Manager and City Attorney to make agreed-upon, non- substantive changes to the Agreement, if needed; and
(3) Authorize the City Manager to execute the Agreement.
Fiscal Impact:
The Information Technology Department has allocated $100,000.00 in their FY 2025- 2026 budget to support the kiosks reimplementation under account code: 1001571- 52300. These are sufficient funds to cover the cost of Year One of this agreement. Below is a table outlining the cost for the three years:
Year One $73,680.00
Year Two $48,780.00
Year Three $48,780.00
Total $171,240.00
The amount allocated for Year One includes the costs to repair and replace kiosk components in the amount of $15,900.00; of which $3,639.00 is expected to be reimbursed by the City’s insurance carrier, resulting in a net City cost of $12,261.00. 4 5
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Strategic Plan Goal:
This item aligns with the following goals:
Goal A. Financial Sustainability – Automated payments improve revenue collection accuracy and timeliness, reduce cash-handling risks, and support long-term financial sustainability.
Goal E. Invest in Infrastructure – The reimplementation of secure payment technology, integration with the City’s billing system, and multi-platform accessibility supports the City’s efforts to modernize service delivery through technology and innovation.
Goal F. Communication and Outreach – Self-service payment kiosks positioned in various City facilities expands service access, reduces wait times, and improves convenience for residents. This directly supports the City’s commitment to improving responsiveness and accessibility for the community.
Background:
In September 2023, the City’s ERP system was compromised, resulting in a significant disruption to City operations. During the outage, the City’s ERP provider required all third- party integrations to be disabled as a security precaution. This included the interface used by the City’s utility payment kiosks.
As a result, the kiosks were taken offline and remained inoperable while the City, in coordination with our ERP provider, worked to restore system functionality and reestablish secure operations.
Once the City’s ERP system was restored and reestablished as a SaaS platform, the City evaluated the kiosks and determined repairs, reconfiguration, and updated software support were required prior to reimplementation. Additionally, as certain kiosk components were damaged during a break in that occurred at City Hall, the City filed a claim with the City’s insurance carrier to recover a portion of the repair costs in an amount of $3,639.00.
Discussion:
As part of the kiosk reimplementation, a decision was made to relocate two of the kiosks within our residential community to improve accessibility for utility customers. One kiosk will be placed in the lobby of our new, soon-to-be open, library at the former Green Tree Golf Course clubhouse, and another will be placed in the lobby of Hook Community Center. The other two kiosks will remain at City Hall in the customer service lobby until further locations are determined. The new locations are intended to increase convenience, reduce barriers to resident payment of utility bills, and expand service access within high-volume residential areas.
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The scope of work to be provided by CityBase, Inc. is described in the SaaS and Services Agreement (Attachment A) and the various exhibits and schedules attached thereto.
Such work will include the following:
Building a flat-file integration to process kiosk payments with the City’s utility billing platform
oSee the Scope of Work in Schedule 3 of Exhibit A
Reinstalling and configuring kiosk hardware at various locations oSee Exhibit A and Product Sheet (with pricing breakdown) in Schedule 1 Providing software licensing, network configurations, security updates, and 24/7 monitoring
oSee the Service Level Agreement in Schedule 2 of Exhibit A Supplying repair services, ongoing maintenance, and technical support oSee the Kiosk Maintenance and Warranty Provisions in Exhibit A Integrating Chase Merchant Services as the new payment processing entity oSee Exhibit B and the Chase Paymentech Agreement in Schedule 4 CityBase, Inc. is an affiliate of Euna Solutions, Inc., and part of the Euna brand.
Accordingly, the project proposal (Attachment B) was submitted by Euna Solutions, Inc. and the SaaS and Services Agreement often employs the term “Euna” to refer to CityBase, Inc. CityBase, Inc. was also involved in the City’s original contract under which the payment kiosks were first procured and made operational.
Finally, given the unique nature of the software, hardware maintenance and repairs, warranty, and other services being provided, CityBase/Euna’s SaaS and Services Agreement was utilized in lieu of the City’s standard Consultant/Professional Services agreement form. However, with the assistance of the City Attorney’s office, many of the City’s standard terms and conditions were added to the SaaS and Services Agreement (e.g., insurance, prevailing wages, and conflict of interest) and other provisions were modified to more closely align with City requirements.
Staff remains available for any questions the City Council may have.
Prepared By:
John Mendiola, Purchasing Manager
Attachments:A. SaaS and Services Agreement
(including Exhibits A-B, Schedules 1-4, and Insurance Appx. 1) i. Exhibit A: Kiosk Maintenance and Warranty Provisions ii. Exhibit B: Payment Processing Terms and Conditions
B. Euna Solutions, Inc. Proposal