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File #: 20-1187    Version: 1
Type: Award of bid, rfp, etc. Status: Passed
File created: 10/7/2020 In control: City Council
On agenda: 5/4/2021 Final action: 5/4/2021
Title: Approve the award of Change Order #1 to Contract 19-199, Electronic Bill Payment, to FIS/Metavante for an amount not to exceed $126,500 and for a total award of $386,900
Related files: 19-477, 21-1297, 21-1253
CITY COUNCIL AGENDA ITEM

ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 19-199, Electronic Bill Payment, to FIS/Metavante for an amount not to exceed $126,500 and for a total award of $386,900
body

DEPARTMENT: Finance Department

SUBMITTED BY: Rachel Mayer, Director

BOARD/COMMISSION REVIEW:
N/A

BACKGROUND:
In 2004, the City Council approved the award of RFP 04-073 to Metavante Corporation to provide internet bill presentment and payment (e-billing) services for City utility bills. In 2009, Metavante Corporation became a wholly-owned subsidiary of Fidelity National Information Services, Inc. (FIS).

Since the initial agreement, the City has maintained a partnership with FIS for e-billing services, including an 18-month extension approved in 2017, which concluded on June 30, 2019. On June 18, 2019, the City Council approved a second 18-month agreement with FIS extending the relationship from July 1, 2019 to December 31, 2021.

Services under this contract provide utility customers the opportunity to view and pay City bills online. In November 2018, the city manager approved three modifications to system functionality in order to eliminate frustrations of customers. In February 2019, the following three modifications were implemented:

1. Eliminating a 90-day password reset requirement
2. Removing an autopayment expiration date
3. Added three event email notifications (credit card expiration warning, credit card expiration notification and payment overdues)

DISCUSSION:
Since the 2019 extension, costs associated with this contract have increased, creating the need for a change order to accommodate fees through the end of 2021. Staff has identified two causes for this increase.

First, the City has experienced an increase in online payment activity. Enrollment numbers have increased as pandemic-related closures to the Municipal Center pushed more customers to utilize online payment services. In June of 2019, customer enrollments t...

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