RFP No. 2024-0438-AC for a one (1) year contract with nineteen (19) automatic one-year renewals for Utility Billing Customer Information System for the Customer and Utility Billing - Finance Division to SpryPoint Services, Inc. in the estimated annual amount of $1,860,300 for the first year, and in the estimated total amount, if all annual renewals are exercised, of $16,023,357, for a total estimated amount of $17,883,657; and authorizing the City Manager to execute all necessary documents. Approved

This award is to select the most qualified software firm to replace Utiligy, the utility billing module of Oracle JD Edwards EnterpriseOne.  The solution is comprised of several key modules: a Customer Information System (CIS), customer portal and chat feature, interval meter reading data management, and mobile field services.

A Request for Proposal (RFP 2024-0238-AC) was released on 7/2/24 and thirteen (13) proposals were received.  A panel of five (5), comprised of Utility Billing, Technology Solutions, and Finance staff, studied and scored each bid.  The top four (4) respondents were invited to further discuss and demonstrate their processes.  Additionally, two (2) reference calls for each offeror were conducted. The top scored vendor, SpryPoint, was selected for a site visit. The panel traveled to Aurora, CO, to witness how the software performed.  Best & Final Offer (BAFO) negotiations began with only SpryPoint, the highest ranked and the lowest cost solution.

The project is planned for eighteen (18) months from kickoff to Go-Live.  Each milestone has a clear expectation and related payment schedule.  The implementation costs are estimated at $2,370,300.

This includes:

·         Software Set-up                     $1,360,600

·         Annual Subscription (year 1)  $   499,700

 Provided by a Third Party:

·         Technology Integrations        $   405,000

·         Data Conversion                 $   105,000  

The contract includes nineteen (19) automatic one-year renewals. If all renewal options are exercised, the total estimated cost for software subscription renewals is $16,023,357.  Implementation services provided by SpryPoint Services, Inc. and third parties bring the total estimated project cost to $18,393,657.

Failure to award this contract would limit the City of Plano customer’s online experience and hinder  billing and service efficiencies.

Funding for this item is budgeted in the 2024-25 Water CIP and is planned for future years as well.  The acquisition and implementation of the Utility Billing Customer Information System has an initial cost of $1,860,300, to be paid from the Water CIP.  Additionally, the contract includes nineteen (19) automatic one-year renewals at a total cost of $16,023,357 to be paid from the Water CIP and the Technology Solutions Fund, which will occur within council approved appropriations.  The total estimated cost of the project, including all future renewals, is $17,883,657. 

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.