Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Invoice Cloud, Inc. (Contract #20210100) as a Sole Source Vendor to Provide Electronic Bill Presentment and Payment Services to the City of Port St. Lucie Utility Systems Department
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Submitted By: Brad Macek, Director, Utility Systems Department
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Stefanie Beskovoyne, Deputy Director, Utility Legal Affairs
2. Parties: City of Port St. Lucie Utility Systems Department (“USD”) and Invoice Cloud, Inc., a foreign corporation.
3. Purpose: The City seeks a vendor who can provide electronic bill presentment and payment services for the City, and those services efficiently interface with the City’s website, mobile application and Interactive Voice Response system.
4. New/Renewal/Modified: New.
5. Duration: The Contract is a three-year term.
6. Benefits to Port St. Lucie: This vendor will provide the PSL USD customers a complete and secure electronic bill presentment and payment solution via Contract #20210100. The SaaS platform that this vendor offers will ensure customers have the latest technology and payment options available, including the opportunity to save payment methods, receive payment and email reminders, pay by Text options, and a digital wallet, allowing customers to control their payment methods.
7. Cost to Port St. Lucie (Annual and Potential): The estimated monthly fee is $100,070.07 with an annual estimated cost of $1,200,840.84.
Presentation Information: N/A
Staff Recommendation: Move that the Council Move that the Council waive the bidding per Chapter 35.04(c) of the City’s code of ordinances, for good cause shown and approve Invoice Cloud, Inc., as the sole source provider and complete the motion in the affirmative.
Alternate Recommendations:
1. Move that the Council amend the recommendation and complete the motion in the affirmative.
2. Move that the Council not approve and provide staff with direction.
Background: Invoice Cloud, Inc. and Paymentus Corporation (the City’s current credit card processor) are the only online platforms that are fully integrated with the Utility’s current billing software, AUS. Invoice Cloud offers Apple pay and Google Pay. Paymentus does not. Both vendors offer Venmo and Paypal, but Paymentus has only offered Paypal to the City and is offered only to unregistered users (the USD has 11,000 unregistered users). Paymentus does not offer a “round up” program, which the USD would like to offer to those customers who wish to donate to a future “Septic to Sewer Fund.” Invoice Cloud also offers the ability for its representatives to access the customer’s online portal to assist with payment issues. Paymentus only validates bank routing numbers for Electronic checks (as opposed to Account numbers), which means a customer can put in a fake, closed, or incorrect bank account number. Invoice Cloud offers a “soft hit” determination to verify the validity of the account number and availability of funds.
Issues/Analysis: Risk Management, Procurement and Legal have reviewed the Contract #20210100 and its exhibits for compliance with applicable City policy and codes. The Sole source memo was posted on DemandStar for seven (7) days per Section 287.057(3)(c), Florida Statutes. No disputes were submitted.
Financial Information: Payments are processed through this vendor and then released to the City. The estimated monthly fee is $100,070.07 with an annual estimated cost of $1,200,840.84.
Special Consideration: The City’s vendor (Paladin) tracks and monitors the Certificates of Insurance (COI) for each City vendor. Invoice Cloud is unable to guarantee a 30-day advance notice should it lose insurance coverage, however, Invoice Cloud is willing to cover the costs for Paladin to monitor coverage on a monthly basis.
Location of Project: Utility Service Area
Attachments:
1.) Vendor Executed Contract
2.) Exhibit A - Biller Order Form
3.) Exhibit B - Biller Agreement
4.) Exhibit C - Invoice Cloud Statement of Work
5.) Invoice Cloud and Paymentus Comparison Checklist
6.) Sole Source Justification Letter
7.) Demand Star Posting
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 7182
Legal Sufficiency Review:
Reviewed by Amber Moseley, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.