Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 9/16/2025
DEPARTMENT:CUS
DIRECTOR:Denise Tacke, Director of Finance
AGENDA ITEM:CUS Payment Processor
RECOMMENDED ACTION:Purchase from Existing Contract

ITEM SUMMARY

To approve the purchase of implementation and licensing of InvoiceCloud software for a one (1) year contract with four (4) automatic renewals for the Customer and Utility Services Division in the estimated annual amount of $288,335 for a total of $1,441,780 if all renewals are exercised from Vertosoft LLC through an existing contract; and authorizing the City Manager to execute all necessary documents. (DIR-CPO-5327) Approved

BACKGROUND

This award is to replace Customer & Utility Services’ credit card and eCheck processors.

 

Acceptable solutions were required to have a proven integration with SpryPoint software which will replace JDEdwards Utiligy CIS. Three firms met the criteria and submitted offers.

 

A panel of ten comprised of Utility Billing, Technology Solutions, and Finance staff evaluated each offer. The firms were invited to demonstrate their solutions and discuss how they integrate with SpryEngage, the customer portal. The panel selected InvoiceCloud software, the lowest-cost and best-value solution.

 

During discovery, it was determined that customer experience could be enhanced by also implementing the solution with the current CIS, JDE Utiligy. New payment channels (text and phone IVR) and tender types (Apple Pay, Google Pay, Venmo, and PayPal) meet the expectations for modern, frictionless ways to pay water bills.

 

  • Software Custom Set-up (Utiligy): $16,780
  • Software Set-up (SpryPoint): $ 0
  • Annual Fees (year 1): $275,000

   

The contract is planned for four (4) automatic one-year renewals. The annual fees are estimations based on average monthly transactions of 41,000 credit card payments and 23,000 eChecks. If all renewal options are exercised, the total estimated cost is $1,425,000. Including implementation, the total estimated project cost is $1,441,780.

 

The solution is fully funded from the Water & Sewer Fund’s operational budget.

 

Failure to award this contract would limit the City of Plano customers' online experience and hinder billing and service efficiencies. 

 

The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (DIR-CPO-532 and City of Plano Contract 2025-520-OA)

FINANCIAL SUMMARY/STRATEGIC GOALS

Funding for this item is available in the Water & Sewer Fund. This request is to approve the purchase and implementation of InvoiceCloud, a payment processor to integrate with SpryPoint, and the approval of a one (1) year contract with four (4) automatic renewals in the total estimated amount of $1,441,780 ($291,780 in FY 2025-26, $280,000 in FY 2026-27, $285,000 in FY 2027-28, $290,000 in FY 2028-29, and $295,000 in FY 2029-30). All future year expenditures will occur within council approved appropriations. All future year expenditures will occur within council approved appropriations.

Approval of this item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government. 
ATTACHMENTS:
DescriptionUpload DateType
Evaluation Recap8/29/2025Bid Recap