Committee authorizes negotiating professional services to replace utility billing system; staff estimates ~$200,000

The Newark City Council service committee approved Resolution 25‑35 authorizing the director of public service to negotiate and enter into a contract, subject to appropriation, for professional services to replace the city’s utility billing system for water, sewer and stormwater accounts.

Staff told the committee the current system was purchased in 2006 and that Tyler Technologies (as identified by staff) will stop supporting the software in 2027, necessitating a replacement. “We have been maintaining that system with upgrades since 2006,” a Public Service Department staff member said. “In 2027, Tyler Technologies will stop supporting that software, so we have to do something.”

Staff described a multi‑step procurement approach: issue a request for proposals to evaluate potential replacement systems, narrow vendors to a short list (staff said the plan is to select three finalists), have finalists present options to the city, and choose a vendor. The city also plans to improve customer interfaces and payment processes and to integrate registration and tax data with the tax office’s system where feasible.

Staff estimated the evaluation and replacement effort will cost in the vicinity of $200,000. “We’re expecting this to be around $200,000,” the Public Service Department staff member said. The transcript also referenced higher, unclear quote figures; staff said the city does not need a high‑end system but must select an adequate replacement.

A committee member asked whether the new system would integrate registration information with the tax office; staff confirmed discussions with tax office staff about automated linking between systems but said integration work was not yet complete. The committee approved forwarding the resolution; the recorded committee outcome in the transcript indicates the motion passed by a 5‑0 voice vote.