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providers of customer portal solutions. The RFP closed on October 5, 2016, and four <br />firms responded. Each proposal was reviewed by staff, and demonstrations were <br />scheduled with the top three firms. <br /> <br />Staff recommends awarding the professional service contract to Smart Utility Systems, <br />Inc. (SUS) which offered a solution that best met the requirements of the RFP, and for <br />providing a scalable solution enabling the City to better serve its customers into the <br />future. Staff also contacted other agencies who utilize Smart Utility Systems, and <br />received positive feedback from their experiences. <br /> <br />The agreement with SUS is for the setup and maintenance of a hosted software as a <br />service (SaaS) customer portal and native mobile apps. All data provided by the City or <br />the City’s customers is the property of the City or the City’s customers as applicable, <br />and will be returned upon termination of the agreement. <br /> <br />ALTERNATIVES <br />The City Council may direct staff to re-release the RFP, or the City Council may choose <br />not to approve the optional features and award the contract for the base bid only. <br /> <br />FISCAL IMPACT <br />For a six-year term, which includes one year of setup and implementation and a five- <br />year subscription, the agreement with Smart Utility Systems is not to exceed $388,881. <br />The agreement includes optional features and customer communication options that the <br />City is under no obligation to use and may choose to subscribe to on an as-needed <br />basis. The table below shows the setup and annual costs for each year of the <br />agreement. Appropriations for this agreement have been budgeted in the Water <br />Enterprise Fund and are sufficient to cover the costs for the setup and year one. <br />Funding for subsequent years will be requested with each fiscal year budget. <br /> <br />Setup Year 1 Year 2 Year 3 Year 4 Year 5 6 Year Total <br />Base Features $24,731 $29,325 $29,325 $30,675 $30,675 $30,675 $175,406 <br />Optional <br />Features $16,060 $23,321 $23,321 $23,321 $23,321 $23,321 $132,665 <br />Communication <br />Features <br />(Optional) $650 $16,032 $16,032 $16,032 $16,032 $16,032 $80,810 <br />Total $41,441 $68,678 $68,678 $70,028 $70,028 $70,028 $388,881 <br /> <br /> <br />ENVIRONMENTAL REVIEW <br />This activity is not a project under CEQA as defined in CEQA Guidelines, section <br />15378, because it has no potential for resulting in either a direct or foreseeable physical <br />change in the environment. <br />6.1.E. - Page 2