To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Mark Marlowe, P.E., Director of Castle Rock Water
Nichol Bussey, Business Solutions Manager
Title
Resolution Approving the First Amendment to the Software License, Services and Support and Maintenance Agreement with N. Harris Computer Corporation [Castle Rock, CO]
Body
________________________________________________________________________________
Executive Summary
The purpose of this memorandum is to seek approval from Town Council for a Resolution (see Attachment A) to approve an Amendment to the Software License, Subscriptions and System Maintenance Agreement between Harris Computer NorthStar and the Town of Castle Rock for $23,980. This Amendment is to allow for additional time to validate data, test processes and complete additional development items in the NorthStar billing system by rescheduling the go-live date from November 14, 2022 to January 16, 2023. This will increase the total cost of the new billing system conversion to $433,980.
Notification and Outreach Efforts
Upon approval of the new go-live date, an official outreach plan will be established. This will include email blasts, newsletters, Town Talk, social media, statement messaging, and individualized customer phone conversations, if needed, to ensure a smooth transition and experience for our customers.
History of Past Town Council, Boards & Commissions, or Other Discussions
On January 27, 2021, staff made a presentation to CRW Commission on the new billing system software options. Commission recommended 6 to 0 that Council approve a Resolution to purchase new customer billing and customer portal software from Harris Computer NorthStar for $410,000. On March 2, 2021, staff made a presentation to Castle Rock Town Council on the new billing system software options. Town Council approved Resolution No. 2021-028 by a vote of 7 to 0 approving a Software License, Subscriptions, and System Maintenance Agreement between Harris Computer NorthStar and the Town of Castle Rock in the amount of $410,000.
Discussion
Castle Rock Water staff has spent the last 8 months working with Harris Computer NorthStar to configure and test their billing system in preparation for the replacement of our existing Billmaster billing system. A go-live date of November 14, 2022 was originally scheduled. As the team has worked to complete the testing, it has become clear that additional time is needed to ensure a seamless transition with minimal impact to Castle Rock Water Customers and CR Water staff. As a result, we are recommending to delay the go-live date to January 16, 2023. In addition to allowing more time for testing, including testing of the water budget rate structure which required a modification to be developed, delaying the go-live date would also give staff time to implement and test billing for the upcoming Bell Mountain Ranch service area prior to moving to Harris Computer NorthStar. The delay in the go-live date would also allow for all of fiscal year 2022 to be billed and reported in the existing Billmaster billing system. Fiscal year 2023 will be billed in the Harris Computer NorthStar billing system making the yearly financial reporting more segregated and easier to complete.
The delay in go-live creates an additional 107 hours of NorthStar staff time needed for a total cost of $23,980. Delaying the go-live from November 2022 to January 2023 would require the following changes to the project timeline:
• Data Validation rescheduling
• Solution Validation Testing and Support to be rescheduled and extended by 2 weeks
• End User Training rescheduling
• Reports Anywhere training rescheduling
• Day in the Life (Parallel) testing rescheduling
• Go-live week and weekend rescheduling
• Post Go-Live Support rescheduling
Based on the additional time this would allow for testing and development to ensure a seamless transition from Billmaster to Harris Computer NorthStar, staff is recommending approval of this Amendment to the Software License, Subscriptions, and System Maintenance Agreement between Harris Computer NorthStar and the Town of Castle Rock.
Budget Impact
This is a one-time cost of $23,980 which includes rescheduling of Data Validation, Solution Validation Testing and Support, End User Training, Reports Anywhere Training, Day in the Life (Parallel) Testing, Go-live Week and Weekend and Post Go-Live Support. The funds for this item will be split equally between 210-4221-442.70-43, 211-4321-443.70-43, 212-4421-444.70-43, and 213-4521-445.70-43.
Staff Recommendation
Staff recommends moving forward with the Amendment to the Software License, Subscriptions, and System Maintenance Agreement Between Harris Computer NorthStar and the Town of Castle Rock.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative Motions
“I move to approve the resolution as introduced by title, with the following conditions: (list conditions).
“I move to continue this item to the Town Council meeting on _____ date to allow additional time to (list information needed).”
Attachments
Attachment A: Resolution
Exhibit 1: Change Order Request Form
Attachment B: Original NorthStar Agreement