2005 AGN JAN 18 I11 - Laserfiche WebLink

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CITY OF COLTON Item #11 AGENDA REPORT FOR COUNCIL MEETING OF JANUARY 18, 2005 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Dilu de Alwis, Finance Director Oso SUBJECT: Amendment to Municipal Utility Information System (MUIS) contract with the City of Azusa DATE: January 10, 2005 BACKGROUND: In January 1996 the City of Colton awarded a bid to Harris Computer Systems (Harris) to install a Customer Information/Utility Billing System. However due to complexity of the required systems, Harris was not able to meet their contractual obligation, and the contract was terminated. This termination led to a settlement of $32,000 being paid to the City of Colton. Left without a viable billing system, the City of Colton entered into an agreement with the City of Azusa to perform these services. On April 6, 1999 the City Council authorized the City Manager to enter into a contract for a Municipal Utility Information System ("MUIS") with the City of Azusa to provide hardware and software for the City of Colton's utility billing services. On May 18, 1999 the City Council authorized the purchase and installation of additional hardware for the connectivity between the City of Azusa and the City of Colton DISCUSSION/ANALYSIS: In order to meet the needs of the above mentioned agreement with the City of Colton, the City of Azusa entered into a contract employment service with a Utility Information Systems Manager (Mr. Kevin Morningstar). The MUIS contract between the two cities named Mr. Morningstar as the primary service provider. The contract further stated that in the event Mr. Morningstar ceased to be a contract employee of the City of Azusa, the contract between the two cities will be terminated within 90 days. In October 2004, Mr. Morningstar ceased to be a contract employee of the City of Azusa which triggered the 90 day contract cancellation clause which goes into effect in January 2005. The two cities have conceptually agreed to maintain the current relationship however the contract requires an amendment to remove any language relative to Mr. Morningstar. Further, the City of Colton is close to bringing to the City Council for approval a new utility billing system independent of the City of Azusa. This contract amendment will realize savings for the City of Colton, since the cost for Mr. Morningstar previously passed through to us is removed. The draft contract showing the changes that go into effect is attached. Some of these changes are: a) Reduction of the monthly fee from $3,000 to $2,000, b) No customization of software by either party without consent of both parties C) Azusa may terminate use of MUIS system, at which time all expenses associated with maintaining the system will be borne by the City of Colton. d) One day per week is designated for a member of the Azusa MUIS staff to provide on- site support and consultation to Colton. MUIS staff time in excess of the one day will be reimbursed by Colton at 145% of daily pay rate. e) Azusa will make available key personnel on two separate, uninterrupted one-week sessions for conversion assistance during Colton's conversion from MUIS to new utility billing system.