HomeMy WebLinkAbout096 - 08/15/2023 - APPROPRIATING PRIOR YEAR RESERVES AND AUTHORIZING TRANSFERS OF APPROPRIATIONS IN MULTIPLE UTILITY FUORDINANCE NO.096,2023
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROPRIATING PRIOR YEAR RESERVES AND AUTHORIZING
TRANSFERS OF APPROPRIATIONS IN MULTIPLE UTILITY FUNDS FOR
THE PURCHASE OF VENDOR SERVICES TO SUPPORT THE
REPLACEMENT OF THE CITY’S UTILITIES BILLING SYSTEM
WHEREAS,twenty-two years ago,the City began operating the current Banner software
based customer information and billing system (“CIS”)to manage the City utility customer billing
and account services for the City’s electric,water,wastewater,and stormwater utilities;and
WHEREAS,since implementing the Banner CIS,Utilities staff have identified
functionality and capabilities that are needed to modernize operations,improve billing accuracy,
and better manage City rate and efficiency programs and services;and
WHEREAS,in October 2022,the City issued RFP #9659 to solicit proposals for a new
Customer Information System —Customer Self Service Portal (“CIS-CX”)solution,the proposal
submission period for which closed on December 2,2022 (“RIP #9659”);and
WHEREAS,based upon Utilities (Billing,Customer Service,and Metering),IT and
Purchasing staff review of the RIP responses and selection of a CIS-CX solution provider,the
costs to implement a replacement system have become better understood;and
WHEREAS,Utilities and Purchasing staff initially identified a total of $4,250,000 for
supplemental appropriation to address costs in the first phase of the CIS-CX development and
implementation,which amount Council appropriated on April 4,2023,under Ordinance No.036,
2023;and
WHEREAS,staff has since identified the CIS-CX Vendor of Choice,and is negotiating
preliminary terms of the contract with the Vendor sufficient to determine the additional amount of
investment needed to successfully deploy a modem CIS-CX;and
WHEREAS,based on those discussions with the Vendor,staff has identified an additional
$9,700,000 recommended for supplemental appropriation to address the following direct costs:
Software as a Service Implementation $3,250,000
Software Licensing through Implementation $2,400,000
Organizational Change Management (0CM)$1,500,000
Testing Protocol Development and Management $900,000
Training Development and Initial Training $900,000
Business Process Analysis and Alignment $750,000
Total $9,700,000;
and
WHEREAS,this proposed appropriation will benefit the public health,safety and welfare
of the residents of Fort Collins and serve the utility purpose of enhancing the accuracy,
functionality,and convenience of Utility ratepayer billing,as well as improve ratepayer access to
consumption records,building utility utilization data,and customer service;and
WHEREAS,Article V,Section 9 of the City Charter permits the City Council,upon the
recommendation of the City Manager,to make supplemental appropriations by ordinance at any
time during the fiscal year such funds for expenditure as may be available from reserves
accumulated in prior years,notwithstanding that such reserves were not previously appropriated;
and
WHEREAS,the City Manager has recommended the appropriation described herein and
determined that this appropriation is available and previously unappropriated from the Light and
Power Fund,Water Fund,Wastewater Fund,and the Stormwater Fund and will not cause the total
amount appropriated in the Light and Power Fund,Water Fund,Wastewater Fund,or the
Stormwater Fund,as applicable,to exceed the current estimate of actual and anticipated revenues
and all other funds to be received in these funds during this fiscal year;and
WHEREAS,Article V,Section 10 of the City Charter authorizes the City Council,upon
recommendation by the City Manager,to transfer by ordinance any unexpended and
unencumbered appropriated amount or portion thereof from one fund or capital project to another
fund or capital project,provided that the purpose for which the transferred funds are to be expended
remains unchanged,the purpose for which the funds were initially appropriated no longer exists,
or the proposed transfer is from a fund or capital project in which the amount appropriated exceeds
the amount needed to accomplish the purpose specified in the appropriation ordinance;and
WHEREAS,the City Manager recommends transfer of the following amounts from the
respect utility enterprise funds and has determined that the purpose for which the transferred funds
are to be expended remains unchanged:
Light and Power (50%)$4,850,000
Water (25%)$2,425,000
Wastewater (12.5%)$1,212,500
Stormwater (12.5%)$1,212,500
Total $9,700,000;
and
WHEREAS,Article V,Section 11 of the City Charter authorizes the City Council to
designate in the ordinance when appropriating funds for a capital project,that such appropriation
shall not lapse at the end of the fiscal year in which the appropriation is made,but continue until
the completion of the project;and
WHEREAS,the City Council wishes to designate the appropriation herein for the purchase
of vendor services to support the upgrade of the Utilities CIS as an appropriation that shall not
lapse until the completion of the project.
NOW,THEREFORE,BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT
COLLINS as follows:
Section 1.That the City Council hereby makes and adopts the determinations and
findings contained in the recitals set forth above.
Section 2.That there is hereby appropriated from prior year reserves in the Light and
Power Fund the sum of FOUR MILLION EIGHT HUNDRED FIFTY THOUSAND DOLLARS
($4,850,000)to be expended in the Light and Power Fund for transfer to the Utility Customer
Service and Administration Fund and appropriated therein for expenditure for the purchase of all
vendor services needed to replace the City’s utilities billing system as proposed and described in
RFP #9659.
Section 3.That there is hereby appropriated from prior year reserves in the Water Fund
the sum of TWO MILLION FOUR HUNDRED TWENTY FIVE THOUSAND DOLLARS
($2,425,000)to be expended in the Water Fund for transfer to the Utility Customer Service and
Administration Fund and appropriated therein for expenditure for the purchase of all vendor
services needed to replace the City’s utilities billing system as proposed and described in RFP
#9659.
Section 4.That there is hereby appropriated from prior year reserves in the Wastewater
Fund the sum of ONE MILLION TWO HUNDRED TWELVE THOUSAND FIVE HUNDRED
DOLLARS ($1,212,500)to be expended in the Wastewater Fund for transfer to the Utility
Customer Service and Administration Fund and appropriated therein for expenditure for the
purchase of all vendor services needed to replace the City’s utilities billing system as proposed
and described in RFP #9659.
Section 5.That there is hereby appropriated from prior year reserves in the Stormwater
Fund the sum of ONE MILLION TWO HUNDRED TWELVE THOUSAND FIVE HUNDRED
DOLLARS ($1,212,500)to be expended in the Stormwater Fund for transfer to the Utility
Customer Service and Administration Fund and appropriated therein for expenditure for the
purchase of all vendor services needed to replace the City’s utilities billing system as proposed
and described in RFP #9659.
Section 6.That the appropriation herein for the purchase of vendor services to support
the replacement of the City’s utilities billing system as proposed and described in RFP #9659 is
hereby designated,as authorized in Article V,Section 11 of the City Charter,as an appropriation
for a capital project that shall not lapse at the end of this fiscal year but continue until the
completion of the project.
Introduced,considered favorably on first reading and ordered published this 18th day of
July,2023,and to be presented for final passage on the 15th day of August,3.
AflEST:
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Chief Deputy City Clerk
Passed and adopted on final reading this 15th day
AflEST:
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of ust,2023.(1 ~r
Chief Deputy City Clerk