 Good afternoon, I'd like to call the meeting of the contract review subcommittee for the Board of Public Utilities to order. If we may have a roll call, please. Yes, the Board Member Walsh. Here. Board Member Baden-Fort. Here. And Chair Galvin. Here. Just a reminder to the members that only three microphones can be on at the same time. So please mute your microphone when you're not speaking. Item two on the agenda is public comments. So we'll take public comments on non-agenda matters. If you wish to make a comment via Zoom, please raise your hand. If you're dialing in via telephone, please dial star nine to raise your hand. Secretary Montoya. Okay, there's no one in the room wishing to make public comment and no voicemail or email public comments were received. That will conclude the public comments. So we'll now move to item number three, Acting Director Prins. Yeah, I'd like to introduce the item. Senator Zawater has a professional service agreement with N. Harris Computer Corporation and is in, as in North Harris Computer Corporation. Kimberly Zanino is gonna be going over a proposed amendment which happens to be amendment number nine for a variety of different items which Kimberly will detail for us. So you want me to share now? Okay. But it's not coming up on mine now. Yeah, it's not coming back to- I can see it just for what it's worth. So it's presenting over there. I can see it as- But it's not giving me my notes. Hit stop share. All right. Yeah, I can do it without- Are you sure? Yeah. I think I know it well enough. Okay. All right. Good afternoon, Chair Galvin and members of the subcommittee. I am here to introduce to you a proposed amendment for the N. Harris Agreement and we will go through all of the amendments that are gonna happen with this one contract. So as you are probably aware, Santa Rosa Water uses a billing water billing system that we implemented in 2008. It's called Advanced CIS. You notice and as Deputy Director Prince pointed out that the agreements are actually with North Harris. It's not forwarding on the Zoom. We had all these technical problems worked out. We did, we really, really did. Ms. Bram has had some issues. I think if you do wanna stop sharing and from your computer and all- I can see the next page now for what it's worth. This is Morgan. Oh, it went. Okay. So I think what you have to click on that screen. I have to click on that screen. Okay. Perfect. Alrighty. How do I get over to that screen though? Don't pull it all the way to your right. Okay. All right. Let's try this. All right. So as I was saying, the North Harris or the Advanced CIS system, we purchased it in 2008. We implemented it in 2009. And that is called Advanced CIS. And then the parent company is N. Harris or North Harris Computer Corporation. We entered originally into that agreement in 2008. And then the agreement that we entered into in 2008 does not have an expiration to it. However, it did have defined support and maintenance through year 10. With all of the amendments that you can see here, there's one amendment number five. With that amendment, we actually increased support and maintenance years out to year number 20 with a 4% annual inflator on it. And so we will be able to pay support and maintenance through 2028. After that point, although the agreement does not expire, they will have to or Santa Rosa Water will have to renegotiate that yearly annual inflator. As you can see by this slide, there have been many amendments throughout the years to add functionality, to provide technical assistance, for upgrading the system to a new version of the software. We also added a module that tracks our Water Use Efficiency Program where it was previously done through Hansen, our old asset management system, and then manually as well. It couldn't all be tracked in Hansen, but it was done in both areas. And so we've moved it over to the CIS system. And then we are also looking at now a new amendment. Let me see if I can get this slide to change. Kimberly, are those years correct? It looked like, if you can go back one slide, it looked like amendment six was before amendment. Or amendment- You're right, it does have, yeah, you're right. That should have been 2021. It's just an error on the slide. It's a title. On number six. Yeah, number six, thank you. All right, so today we are going to be looking at the proposed amendment number nine. You can see that there are multiple items that come with this amendment and I will go through those in detail for each one of the pieces. All right, so the first, I'm going to stop using the computer and just use my paper because I have two different screens going here. So for the first statement of work, in the agreement that we is being provided to or the proposed amendment, I should say, we are proposing to start a process to move and transfer overdue charges that were incurred during COVID. You may remember that during the emergency, the state implemented a moratorium on turning off water services for non-payments. And so during that time, we had up to 2,000 accounts that were holding balances of over $2 million at times. We also discontinued charging delinquent fees at that time and that was all just to assist our customer through the emergency and to meet the state moratorium on not turning off the water services. In the two years since that, we have had multiple programs that have become available through the state and the federal government. Those were to assist the customers with paying their bills, some of which are still going on, but no new sources are going to be developed now that the emergency has ended. So with the emergency ending and the moratorium being lifted, Santa Rosa water took steps to return to normal delinquent processes. We did this by taking all of the accounts that were passed due. We closed all of those counts. We started new accounts and those arrearage charges stayed in those closed accounts. This allowed us to have the opportunity to turn the delinquent process back on, start charging delinquent fees and being able to turn off customers for non-payment again. So at that time, the customers were notified that the process was happening. We also let them know that they would continue to be responsible for those charges and that in the future that those charges would become subject to disconnect. So those arrearage charges as we start moving them back onto the bill will become subject to disconnect. However, we still are trying to lessen the impact to our customers. And so what we are going to do is we are going to move those arrearage charges over one 12th at a time. So for 12 billion cycles, one 12th of that old bill will be moved over into the active charges and will be subject to disconnect if they're not paid. The cost of this amendment or this part of the amendment is $25,000. How many accounts are we talking about? Right now, I think there's about 1,400 left, 1,400 left. It was up to 1,700 when we started this process. Many of them have worked on or worked with those programs that have been provided by the state and the federal government. And so they've been able to pay off some of those arrearages. Some of those accounts have closed. So we'll be following up to try to get those customers to pay. But the ones that are actually going to be moved over, I think are around 1,500 now. And I think it's about, it's just about a million dollars. So the second SOW that we have for this proposed amendment is for the water shortage rates to be put into CIS. The urban water management plan, which was approved by city council in 2021, includes the water shortage contingency plan. And that plan has rates designed in it to keep the utility financially stable in times of water shortage. It also has penalties that have been developed in it for customers that do cannot comply with the regulations. With our rate structure, we have more than a hundred rates that we actually have to change when it comes time to change rates. So it's a complicated process and we are going to use this process to actually develop the water shortage rates so that it can be something that just gets turned on or turned off during water shortage. And it also will be able to calculate the penalties for us. This piece of work will be another additional $25,000. The next statement of work is for new licenses. So with the implementation of all of the other software, such as AMI and CityWorks and the enhancements that we've made to the system by moving the water conservation or the water use efficiency programs into it, we have a lot more people using the system. And because we have a lot more people using the system, we run out of licenses and our customer service representatives can't get in to do billing and customer service. So we are going to purchase 10 additional licenses. These licenses will then allow those other people to use the system and make it so that we're able to provide our core function which is billing and customer service. So due to the fact that we are adding 10 licenses, we do need to increase support and maintenance that's required with the additional licenses. We do, however, though, also have an additional support maintenance that needs to be added and that is due to the CityWorks project. So when we interface CityWorks and CIS, we have an old interface that's called a REST API. I don't think I put the name, maybe I put, oh, they did. Representational State Transfer Application Programming Interface. We used to use that with the old electronic online billing system that we had or payment system, I guess I should say. So when we moved to the new payment system, we turned that off and we stopped paying support and maintenance on it. So we have to turn that back on and we have to start paying support and maintenance again for it so that we can use the CityWorks and the CIS interface that we'll be using. So that's about $30,000 a year. However, what you're seeing here is the total amount through the end of the current agreement that has the defined support and maintenance. So like I said, it goes through 2028. This is actually the total cost for all of that support and maintenance with the 4% inflator added to it all the way through 2028. At that time, like I said, Santa Rosa Water will have to decide if they want to continue with the system and they'll have to renegotiate that percentage annual inflator. So you can see cost here is 144,592 but that is for the life of the support and maintenance that's already defined in the agreement. This isn't just one year. And then finally, since we have so many projects in the works, we don't have the ability to really define all of the statements of work that we might need for those projects but we will need some technical support from the advanced CIS folks. So we are proposing to add up just a hundred hours of technical support. That's just on an hourly basis that we're putting it in. We'll be using this for work on demand. So we will use it as we need it and we will be using it for things like developing the CityWorks interface, the technical support that we need from them. We will also be because of the CityWorks interface, the current meter inventory is housed in Hanson and it's not really the appropriate place for it. So we'll be setting up the meter inventory in the CIS system so we'll need some help with that. We also are going to be updating or upgrading to the newest version of their software which is more of a web-based look and feel. And so as we move into that one which is really the direction that most software is going and we know in the future that also advanced CIS will also go to a web-based platform and so it will prepare us for those future moves. And then finally, we also find that with every integration that we do, every enhancement we do, every time we start using interfaces between the systems, we need to build new reports. So we have to have some technical assistance that pulls data from all of the different systems that we use in order to build reports to help us just monitor, make sure that we're being accurate and doing our jobs and making it more efficient for other groups as well. And the total cost for that is $27,000. And then finally, I just am giving you here all of the total compensation for the contract. So you can see the original cost, all of the amendments that we have done and including the proposed amendment at the bottom there which comes to $276,592. And with that, I will take any questions that you might have. Thank you, Deputy Directors Zanino. I'll open it up for any board or committee questions or comments. If there are none, thank you for the presentation and I'll entertain a motion. Mr. Chairman, I'd like to make a motion. Okay, thank you. I move that the contract subcommittee, the Board of Public Utilities recommend to the full Board of Public Utilities approval of contract amendment number nine to professional services agreement with North Harris Computer Corporation for updates to Santa Rosa Water Billing software and additional licenses with the increase of $276,592 to create a not to exceed total contract amount as changed by that amendment to $3,192,350. Second. Thank you, we have a motion and a second. At this time, I'll open it up for public comments on item 3.1. If you wish to make a comment via Zoom, please dial star nine or raise your hand, excuse me. And if you dial in via telephone, please dial star nine. Mr. Chairman Montoya. Okay, there's no one in the room wishing to make public comment, no hands raised on Zoom. And we received no voicemail or email public comments. Thank you. Then may we have a roll call vote, please? Yes, Board Member Walsh. Yes. Board Member Badenfort. Yes. And Chair Galvin. Yes. And that passes unanimously. Very good. I think that concludes our agenda for today's committee meeting. So with that, we'll adjourn and see you all at our next full board meeting.