Authorize Extension of Agreement With OPUS 21 For Utility Billing Services

The City currently contracts with OPUS 21 for utility billing services.  The current contract was for the period of February 7, 2008 through February 6, 2013.  The fourth quarter utility billing, printed and distributed on January 25, 2013, will be the last billing under this contract.  Approximately 8,800 utility bills are printed quarterly.

Prior to OPUS 21, the city's billing was handled by Connexus Energy.  Due to a few billing errors with Connexus, most notably the underbilling of commercial accounts and the city not being able to access customer accounts, the city chose to look at other billing options.  OPUS 21 was the only billing service available, outside of taking the billing in-house.

The city paid approximately $55,000 to OPUS 21 in 2012 for utility billing services.  Due to a proposed lower fee per utility account, as listed on the attached Addendum to Master Services Agreement, total utility billing costs will be reduced in 2013.  Another contributing factor for the reduction in costs is that the city will not have to pay for a service to perform meter reads as all utility accounts are now radio read.

The city staff recommends extending the service agreement with OPUS 21 for an additional three years (36 months) with two (2) one-year renewal options (to give the city the opportunity to research other possible future vendors:  for example joint city contract or taking in-house).

All utility billing functions are paid through the respective enterprise funds of water, sewer, street lights, recycling and storm drainage.

Motion to Adopt Resolution #13-01-007 authorizing extension of contract with OPUS 21 for a period of 36 months beginning February 7, 2014 with two (2) one-year renewal options.