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6.A. - Page 2 of 9 <br />ANALYSIS <br />The utility billing process is cyclical by nature and requires consistent delivery as well as great attention <br />to detail. Forthe past four years, InfoSend has delivered exceptional customer service to the City. InfoSend <br />effectively meets the City's needs with minimal effort by City staff, and consistently delivers accurate bills <br />to customers by placing bills in the mail within 48 hours of receiving files from the City. <br />Revenue Services Division staff are currently working on the Enterprise Resource Planning (ERP) <br />implementation, including the City's new utility billing system and new financial management system. Due <br />to staff workload constraints and system functionality, it is it not feasible at this time to change to a new <br />vendor while the new utility billing system is being implemented. In consideration of the excellent product <br />and customer service provided by InfoSend, and the timing of the ERP system implementation, it is in the <br />City's best interest to continue using the expertise of InfoSend. Accordingly, staff recommends extending <br />the current agreement with InfoSend for a period of three years for the not to exceed amount of $300,000, <br />and authorizing the City Manager to further extend the agreement for two additional one-year periods in <br />an amount not to exceed $100,000 per extension term, for a total not to exceed contract amount of <br />$675,000. <br />FISCAL IMPACT <br />InfoSend is offering no price increase for the next five years. The City currently has budgeted funding for <br />this service in the Water Fund. Funding for future years of the agreement will be included in the annual <br />recommended budget each respective year. <br />ENVIRONMENTAL REVIEW <br />This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA <br />Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably <br />foreseeable indirect physical change in the environment. <br />PUBLIC NOTICE <br />Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 <br />hours prior to the meeting. <br />ALTERNATIVES <br />The City Council could choose not to extend the contract with InfoSend, which would require Redwood <br />City staff to undertake an independent process for selecting a firm. The current agreement is expiring on <br />Page 2 of 3 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore <br />