CC Worksession 03282016 - Laserfiche WebLink

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WORK SESSION DISCUSSION Meeting Date: March 28, 2016 Technology upgrades / additions proposed for Utility Billing In order to meet the action steps in the 2016 Strategic Plan listed below staff is recommending that the City pursue certain utility billing technology upgrades / additions. Action Steps being addressed: Goal: Communicate transparently and effectively Action Step: Create customer portal for water usage Goal: Foster and Encourage Civic Engagement Action Step: Provide more on-going city services from website Proposal One: Upgrade current metering reading data collection equipment and software to provide customer with direct access to meter data on a real time and historical basis. See attached screen shots for information available via portal. Costs to implement are comprised of: One-time equipment & software upgrades, data conversion and related training approximately $36,000-$38,000. Annual maintenance fees of $15,550 which represents a $7,500 increase over current fee. Meets both action steps Proposal Two: In an effort to provide convenience for our utility customers, the option of paying utility bills with a credit card has been explored with various vendors. Staff has determined that Payment Service Network, Inc. to be the preferred vendor. This choice is based on the ability of the vendor’s software to integrate with the Civic utility billing software, along with offering multiple payment options for our residents. See attached screen shots for payment the process that residents will experience. Costs to implement are comprised of: One-time equipment & software needs approximately $750- $1650. Annual maintenance fees to City of approximately $750-$900. Transaction processing fees vary based usage and the level of costs absorbed by the City vs passed on to the customer. Attached is the 2016 pricing sheet. This enhancement is in line with the action step providing more ongoing city services from website.