REPORT TO THE CITY COUNCIL
FROM: SANTINO DANISI, City Controller/Finance Director
Finance Department
BY: BRIAN REAMS, Revenue Supervisor
Finance Department - Utility Billing & Collection
SUBJECT
Title
Actions pertaining to a service agreement for electronic bill presentment payment services for utility bill payments:
1. Affirm the City Manager’s determination that the provider is uniquely qualified; and
2. Approve a three-year service agreement with First Mobile Trust, LLC dba First Billing Services, in the total amount of $478,800 for bill presentment and payment services to utility customers;
3. Authorize the City Controller or designee(s) to execute the agreement on behalf of the City.
Body
RECOMMENDATION
Staff recommends Council approve a three-year service agreement with First Mobile Trust, LLC dba First Billing Services, for electronic bill presentment and payment services in the amount of $478,800, affirm the City Manager’s determination that the provider is uniquely qualified and authorize the Controller or designee to sign the agreement on behalf of the City.
EXECUTIVE SUMMARY
The Finance Department is seeking to enter into agreement with First Billing Services for Electronic Bill Presentment and Payment (EBPP) services for its 140,000 utilities customers. These services enable a wide variety of electronic billing features for customer convenience. First Billing Services has previously provided services for the Utilities Billing and Collections Division (UB&C) and will continue offering these features at the same fee of $13,300/month ($159,600/year) as the previous agreement.
BACKGROUND
Since 2017, First Billing Services has provided a user-friendly platform for city utility customers to have access to online billing features enabling immediate review of bills upon issuance, the ability to set up automatic billing, options for receiving bills via email correspondence and seamless integration for debit or credit card payments. First Billing Services provides accessibility to customer history and allows customers to review their payment history at a glance. Additionally, the third-party vendor allows customers to make use of cell phone, interactive voice response (IVR) and text messaging communication to make electronic payments. First Billing Services also provides unique features that allow UB&C to safeguard against fraudulent credit card usage and to manage a customer’s ability to utilize ACH payments in the event they are alerted to repeated failed payments and instances of insufficient funds.
First Billing Services has consistently provided services for city residents since 2017 and continues to align seamlessly with City software programs that allow for efficient account reconciliation and payment recording. The ability to integrate seamlessly with City programs and provide staff with essential tools helps provide an enhanced customer experience.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, this contract for billing services do not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local Preference is not applicable because First Billing Services is uniquely qualified.
FISCAL IMPACT
Funding for electronic bill presentment and payment services is established at the department level and included with the annual Adopted Finance Budget. There is no impact to the General Fund as cost is supported by the Enterprise Fund for utility services. The contract cost will remain fixed through the term of the agreement at $13,300 per month or $159,600 per year.
Attachments: First Billing Services Contract
Approved Uniquely Qualified Vendor Memo