HomeMy WebLinkAboutI-10 UB Staff Report - Approve Purchase Order Increase for Utility Remittance Processing Software UpgradesCONSENT ITEM
I-10
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: MANNY ROBLEDO, DIRECTOR OF UTILITIES
DATE: MAY 18, 2020
SUBJECT: AUTHORIZATION TO INCREASE THE BLANKET PURCHASE ORDER
FOR RT LAWRENCE CORPORATION FROM $18,300 TO $31,000 FOR
UTILITY BILL REMITTANCE PROCESSING SOFTWARE UPGRADES
BACKGROUND:
The Azusa Light & Water Consumer Service Division (ALW) is requesting authorization to
increase the FY 2019/2020 blanket purchase order with RT Lawrence Corporation (RTL) from
$18,300 to $31,000 to cover the cost of the in-house utility bill remittance processing software
upgrades.
RECOMMENDATION:
Staff recommends the Utility Board take the following action:
1)Approve an increase to the blanket purchase order for RT Lawrence Corporation
during fiscal year 2019/2020 from $18,300 to $31,000 for utility bill remittance
processing software upgrades.
ANALYSIS:
In an effort to increase efficiency and streamline processes, in October 2019 the Consumer
Service Division eliminated the lockbox service that RTL provided and transitioned to in-house
utility bill remittance processing. ALW utilizes RTL remittance processing software to scan and
electronically deposit all utility bill payments that are received by mail, drop box, or in-person
cashier. To ensure that we keep current with all industry remittance processing standards, ALW
is seeking to upgrade the software version that is currently being utilized.
APPROVED
UTILITY BOARD
5/18/2020
Special Meeting
Authorization to Increase RT Lawrence Blanket Purchase Order
May 18, 2020
Page 2
Utility Board action is required to increase the blanket purchase order as the request exceeds the
City Manager’s $25,000 approval authority in accordance with the City’s purchasing policy.
The requested purchase order increase is to cover the one-time expense for the software
upgrade, and the Fiscal Year 2020-21 blanket purchase order will return to approximately
$18,300 per year for software maintenance.
FISCAL IMPACT:
Sufficient budget is available in the FY 2019/2020 approved budget to cover the expense of the
increase purchase order.
Prepared by: Reviewed and Approved:
Alicia Holmes Manny Robledo
Assistant Director of Utilities Director of Utilities
Customer Care & Solutions
Reviewed and Approved:
Sergio Gonzalez
City Manager