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Meeting Date:	01/28/2019
Utilities Sign and Kiosk Procurement Authorization
Submitted for:	Adrian Montemayor	Submitted By:	Adrian Montemayor
Department:	Water Utilities

Subject:

Discussion and possible action to direct the Utilities Department and authorizing the Purchasing Agent to secure competitive bids for the acquisition of an office electric sign with messaging capabilities and an outdoor payment kiosk with 24/7 capabilities, including authorizing the inclusion of this project in the Utilities Capital Improvement Plan with funding from 2016 Bonds. [Funding is available the 2016 Bond, #7220-7270-001-474501 and #7220-7280-001-474501]

Issue: The Utilities Department providing water services to approximately 2000 customers in Rio Bravo and El Cenizo provides notice by mail of monthly billing for service and notices of delinquency as required by State Law. However, mail delivery does not always reach our customers providing the critical dates of activity. In addition, even though an after hour drop box is available we would like to enhance the available payment options available to our customers by utilizing a payment kiosk that can provide unlimited information and payment options to the customers of Rio Bravo and El Cenizo.

Solution: Authorizing the Utilities Department and Purchasing Department to procure a sign with messaging capabilities that can be installed at a very visible location at the office grounds to notice our customers of upcoming events and changes. Authorizing the Utilities Department and Purchasing Department to procure an outdoor kiosk with the ability to receive all forms of payments that is directly connected to our billing system.

Result: New information services of a sign and the ability for a customer to stop and provide payment 24/7 via credit card, check, money order, and cash.

Background:

Outdoor Sign: The Utilities Department primary means of communication with customers is through the US Postal Services. However, in many cases we see returned mail or customers complaining about never receiving bills. Historically the mail delivery boxes available at the homes has been inconsistent at best. With the investment of a sign at the estimated cost of $18,500 that can provide digital messaging of upcoming events and important schedules we can improve our methods of communication with our customers at a one time cost of approximately 80 cents monthly per account.

Outdoor Payment Kiosk: This improvement would be capable to be utilized by our customers such as an ATM machine provides cash this kiosk would provide account balance information, immediate payment to account with credit cards, checks, and cash 24 hours per day even during after hours, weekends and holidays. This cost is estimated to be approximately 20,000 with an annual maintenance fee of 4,000 per year or $2.00 per account annually.

Previous Court Action:

Fiscal Impact

Budget Account Number:	7220-7270-001-474501
Funding Source:	2016 Bond
Balance:	NA
Financial Impact:
2016 Bond Construction in Progress

Budget Account Number:	7220-7280-001-474501
Funding Source:	2016 Bond
Balance:	NA
Financial Impact:
Water Construction in Progress