1-RFP - Utility Billing Software.pdf

Request for Proposals:

Software and Implementation Services for

Utility Billing System

Issue Date: March 30, 2026 at 9:00AM Submission Deadline: April 30, 2026 at 5:00PM MDT

Proposals shall be submitted electronically to U3P Utah Public Procurement Place https://utah.bonfirehub.com/portal/

RFP COORDINATOR: KYLE MAURER

(801) 758-7686; KMAURER@HERRIMAN.GOV

5355 W HERRIMAN MAIN ST

HERRIMAN, UT 84096-5836

Table of Contents

Section Page

Contents

1.1 Introduction

1.2 Project Objectives

1.3 Definitions

1.4 No Obligation and Right of Rejection

1.5 Schedule of Events

1.6 Pre-Qualification of Vendors

1.7 Minimum Qualifications

1.8 Incurred Expenses

1.9 Questions and Inquiries

1.10 Point of Contact

1.11 Clarification and Discussion of Submittals

1.12 Amendments and Addenda

1.13 Vendor Demonstrations

1.14 Implementation Timeline

2.1 Functional Requirements

2.2 System Technical Requirements

2.3 City and Project Staffing

2.4 Number of Users

2.5 Functional Area Statistics

2.6 Implementation Project Plan

3.1 Evaluation Process

3.2 Evaluation Criteria

3.3 Best and Final Offer/Request for Clarification

3.4 Notice of Intent Award

3.5 Negotiations and Contract Execution

3.6 Contracting Ethics

4.1 General Instructions

4.2 Transmittal Letter and Executive Summary

4.3 Software Solution

4.4 Implementation Methodology

4.5 Company Background and History

4.6 Key Proposed Personnel and Team Organization

4.7 Project Schedule

4.8 Functional and Technical Requirements Response

4.9 Testing and Quality Assurance Plan

4.10 Subcontracting

4.11 References

4.12 Price

5.1 Contract Type

5.2 Confidential Information

5.3 City Property

5.4 Conflict of Interest

5.5 Proposer’s Certification

5.6 Rights of Use

5.7 Protests

5.8 Public Information

5.9 Failure to Negotiate

5.10 Hold Harmless

5.11 Statutory Information

5.12 Non-Discrimination Clause

5.13 Laws

5.14 Waiver of Attorney Fees

City of Herriman Utility Billing Software RFP Page 4

1.1 Introduction

This Request for Proposal (RFP) is intended to solicit information from qualified vendors and serve as the basis to negotiate for software capable of satisfying the City of Herriman’s needs. It is the intent to eventually award a contract for software and professional services to implement a Utility Billing system. Proposers’ responses will be evaluated and ranked based on the criteria described in this RFP and interviews with those vendors selected by the City’s evaluation committee. If, in the team’s opinion, a system(s) is available that meets the City’s needs, the City may enter into contract discussions with the selected proposer. In addition to soliciting written responses, this document provides information to assist proposers in preparing their responses. In that regard, this RFP:

Provides information essential to soliciting meaningful recommendations and realistic commitments from the proposers;

Specifies the desired format and content of proposals in response to this RFP;

Outlines the City’s evaluation and selection procedures; and, Establishes a schedule for the preparation and submission of proposals in response to this RFP.

This RFP will allow the city to select and negotiate with a software vendor that can provide a solution that meets the needs of the City. The City will negotiate appropriate terms and performance criteria for implementation with the selected vendor. The City requires that any proposal for a utility billing system also includes professional services necessary to implement the system. Proposers offering software as a service (SaaS) systems are encouraged to propose (the City would not prefer a hosted solution). The City reserves the right to award a contract (or not) with the vendor of their choice that best meets the needs of the City and represents the best initial and on-going value to the City.

About Herriman The area that is now the City of Herriman had its first European settlers around 1851 along the bench of the Oquirrh mountains. The City incorporated in 1999 as growth exploded in the southwest part of the Salt Lake Valley.

Originally incorporated with around 1,000 people, today the City remains a fast-growing community of 64,780 residents (2026 City estimate) and expects the population to be approximately 120,000 at buildout. The City covers more than 23-square miles. The City of Herriman is a council-manager form of government. The City Council consists of four council members elected by district and a Mayor elected at large who is also part of the City Council. The City Council has appointed a City Manager to manage the day-to-day operations of the City.

The City implemented SAP BusinessByDesign and PDS Vista in February 2026. Univerus is the authorized reseller for both software products and is also providing “value adds” that integrate the two systems. The City currently uses Pelorus Methods for Utility Billing/cash receipting and Xpress Bill Pay for bill payment and presentation services.

The City outsources utility bill printing.

1.2 Project Objectives

The City of Herriman is seeking to modernize its current Utility Billing system. In doing so, the City seeks to address several challenges in the current environment, including but not limited to:

Workflow functionality is nonexistent and does not meet the City’s needs.

An overall lack of functionality in the current system has created the need for manual processes and other workarounds.

Current system cannot adequately handle the number of meters the City bills monthly.

There are limited query and reporting capabilities outside of “canned” reports.

No integration with our meter software (Neptune 360) or GIS integration.

Online and self-service functionality is rudimentary (or nonexistent) and not in real time.

City of Herriman Utility Billing Software RFP Page 5

Section 2.0, Project Scope, outlines the features and functionality desired in a future Utility Billing solution.

The primary objective of the RFP is to identify appropriate software solutions and vendors that mitigate the challenges listed above, allow for streamlined collection and processing of information, and to facilitate standardization and timely access to information.

1.3 Definitions

To simplify the language throughout this request for proposal, the following definitions shall apply:

ADDENDA – Written instruments issued by the City prior to the date for receipt of responses which modify or interpret the Request for Qualifications (RFP) documents by addition, deletions, clarification or corrections.

CITY - The City of Herriman.

CONTRACTOR -The qualified Vendor/consultant that is awarded a contract to provide software and implementation services for the City of Herriman.

PROJECT – The Utility Billing software and implementation project.

PROPOSER - The person, Contractor, corporation or other entity submitting a response on items listed in the RFP Documents and thereby agreeing to meet the terms and conditions of the specifications if awarded the contract.

RESPONSE – a complete and properly signed submittal to the RFP providing the requested information that will serve as a basis to qualify and select vendors for ultimate implementation.

VENDOR - The person, consultant, corporation or other entity submitting a response on items listed in the RFP and thereby agreeing to meet the terms and conditions of the specifications if awarded the contract.

1.4 No Obligation and Right of Rejection

The inquiry made through this RFP implies no obligation on the part of the City of Herriman.

The City reserves the right to reject any submittal, in whole or in part. Submittals received from debarred or suspended vendors will be rejected. The City reserves the right to reject any submittal determined to be nonresponsive. The City also reserves the right to refrain from making an award if it determines it to be in its best interest.

The City will select based on the software that represents the best value to the City. While cost will be considered it is not the sole criterion for recommending the contract award.

All submittals and any subsequent clarification or response to the City’s questions shall be valid for a minimum of 120 days.

1.5 Schedule of Events

The following Schedule of Events represents the best estimate of the schedule the City will follow. The City has performed extensive planning work and has planned to meet the dates described below. Vendors are encouraged to hold the demonstration/interview dates listed. If a component of the schedule is delayed, it shall be anticipated that the remaining components will also be delayed by a similar number of days. Any significant change to the schedule will be published via Addendum.

City of Herriman Utility Billing Software RFP Page 6

Table 01: RFP Schedule of Events Event Estimated Date

Request for Proposals Published Monday, March 30, 2026 9:00AM MDT

Deadline for Questions from Vendors Tuesday, April 24, 2026 5:00PM MDT

Final Addendum for Questions Published Tuesday, April 28, 2026 5:00PM MDT

Deadline for Submittal Submissions Thursday, April 30, 2026 5:00PM MDT

Short List Vendors notified Thursday, May 28, 2026 5:00PM MDT

Vendor Demonstrations/Interviews Week of June 22, 2026

Preferred Vendor Notified Week of July 13, 2026

Begin Contract Negotiations July 20, 2026

Award of Contract by City Council September 9, 2026

1.6 Pre-Qualification of Vendors

The City has not employed a pre-qualification process. No vendors are either pre-qualified or precluded from responding to this RFP.

1.7 Minimum Qualifications

For submittals to be evaluated and considered, submittals must be deemed responsive. To be deemed responsive, the submitted documents shall conform in all material respects to the requirements stated by the RFP, and proposers shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered include, and may not be limited to: experience, integrity, reliability, capacity and other factors required to provide the services defined by the RFP.

1.8 Incurred Expenses

Neither the City of Herriman nor any of its officers or employees shall be responsible for any cost incurred by a proposer in preparing and/or submitting a response or participating in presentations as part of the evaluation procedure.

1.9 Questions and Inquiries

Questions and inquiries about this Request for Proposal shall be submitted via Utah Public Procurement Place (U3P) (Bonfire) system by April 24, 2026 5:00PM Mountain Daylight Time (MDT).

1.10 Point of Contact

The point of contact for this RFP will be managed through Utah Public Procurement Place (U3P) (Bonfire).

Proposers shall not contact any other City staff with any questions or inquiries. Unauthorized contact with any personnel of the City may be cause for rejection of the proposer’s response. The decision to reject a submittal is solely that of the City.

City of Herriman Utility Billing Software RFP Page 7

1.11 Clarification and Discussion of Submittals

The City may request clarifications and conduct discussions with any proposer who provides a submittal.

1.12 Amendments and Addenda

Vendors should ask all clarifying questions through the City’s Utah Public Procurement Place (U3P) (Bonfire) system. All clarifications and RFP revisions, if any, will be documented in an addendum and publicly published to the Utah Procurement Place (U3P) (Bonfire) system. The City will attempt to publicly publish periodic addenda on a timely basis between the RFP publishing date and the date of the final addendum on April 28, 2026 5:00PM MDT.

Only questions and answers documented in an addendum shall be binding.

The City reserves the right to revise the RFP prior to the deadline for submissions on Utah Public Procurement Place (U3P) (Bonfire). Revisions shall be documented in an addendum and publicly published to the Utah Public Procurement Place (U3P) (Bonfire) system.

1.13 Vendor Demonstrations

Software demonstrations and interviews will be held virtually and should cover all functional areas listed in this RFP.

A vendor, however, has the right to do an on-site demonstration at Herriman City Hall (at the proposer’s expense).

The City expects to select up to three (3) proposers for demonstrations/interviews. Demonstrations will include both presentations on software and implementation services. It is recommended that key implementation staff for the project be present at the demonstration.

1.14 Implementation Timeline

A final implementation schedule and timeline will be negotiated with the vendor formally awarded the contract for the Utility Billing software. For the purposes of the RFP, proposers should include a typical implementation timeline and establish the earliest start date for a formal implementation.

2.1 Functional Requirements

The following table contains the list of functional requirements of the desired Utility Billing system.

Table 02: Functional Areas

# Functional Area Requirement

1 General Functionality User-friendly, browser-based interface.

User defined fields and parameters Expedited (as few steps as possible) processes such as setting up new accounts, meter changes, creating service orders, delinquencies and penalties, and billing.

User defined security (ex: Full access, read only access, limited access) and administration of user access and password administration

System administration including the ability to change or

City of Herriman Utility Billing Software RFP Page 8 update field values within the system.

Technical support for hardware and software between 8:00AM and 5:00PM Mountain Time Monday through Friday.

Ability to interface with external cash receipting systems, ERP systems (general ledger), meter reading software, and GIS applications. TThe City uses SAP Business ByDesign (SaaS) for its ERP system, Neptune 360 for meter reading/read collection, and ESRI for GIS software.

Product should be able to link addresses and parcels, including stacked parcels.

Vendor should describe how PCI-DSS compliance is maintained. Vendor should describe how personally identifiable information (PII) is protected.

Online customer service portal with the following capabilities:

1. Ability to view consumption (both numerical and graphical)

2. Ability to view current and historical billings.

3. Ability to view all payments made.

4. Ability to make a payment.

5. Ability to setup autopay.

6. Ability to request equal pay (levelized billing).

7. Configure communication preferences (email, mobile, etc.).

8. Ability to change mailing address and reset passwords.

9. Provide an area to communicate messages.

10. Register for service, discontinue service, or transfer service.

2 Customer Account and Location

Management Ability to enforce business rules on all system transactions so user errors may be minimized.

Allow for documents (photos, letters, scanned documents, etc.) to be attached to an account and viewable by authorized system users.

Support at least 30,000 unique customer accounts.

Product should track customer classification and type of services provided.

Ability to view all customer account activity in one location, including, but not limited to: Read history, billing history, payment history, notes, etc.

Ability to make changes to customer accounts from customer account information screen.

Ability to define, add, change, and delete account types.

Ability to query an account based on various search criteria such as customer name, account number, parcel number, or service address.

Provide summary and detail level inquiry of customer accounts, consumption, and amount paid per year.

Provide user defined fields to be maintained for each record.

Ability for notes on accounts with ability to assign alert flags were needed.

Ability to provide an audit trail for changes to an account.

Support 4 years’ worth of transaction and consumption history.

Ability to track property owner as well as tenant.

Ability to transfer customer balances and other related information to a new account when a customer transfers to a

City of Herriman Utility Billing Software RFP Page 9 new service address.

Ability to mark an account as an “internal” account.

Provide a CASSTM certification process to insure and maintain accurate postal information.

Ability to track information through the system by customer;

ability to view all accounts a customer has had and current status of accounts.

Ability to track user defined events on an account (i.e., late notices, shut offs, and sent to collections).

Ability to track information through the system by property;

ability to see all accounts at a given property.

3 Rate and Fee Schedules Ability to define, add, change, and delete rate code types and amounts.

Ability to define an effective date for rate tables and prorate charges based on the effective date.

Ability to define water and secondary water service rates that are consumption based, fixed, or tiered.

Ability to define storm drain fees that are fixed or based on square footage of impervious area of the parcel.

Ability to define solid waste rates and park fee rates that are fixed.

Ability to define distribution of fees to multiple general ledger accounts based on fee category or service type.

Ability to prorate customer charges for service to date of occupancy.

Ability to back date the date of occupancy.

Ability to define, add, change, and delete service types.

Ability to stop and start dates for individual fees on an account.

4 Meters and Meter Reading Ability to define and add, change, and delete meter types.

Ability to maintain at least 40,000 active meters.

Ability to identify a meter by type size, serial number, manufacturer, location, installation date, and test date.

Ability to enter meter reading data through data entry screens from handheld devices or automated meter reading system.

Preference will be given to systems that have existing interfaces with Neptune 360.

Automatic calculation of service consumption upon entry of meter reading with ability to edit readings.

Allow concurrent meter reading data entry of one route while processing billing for another.

Ability to maintain a list of vacant water accounts.

Ability to maintain meter readings and dates independent of customer or account changes.

Ability to enter a meter changeout without interruption of the billing cycle and final billing.

Ability to generate work orders based on meter reading exception messages and actions entered along with meter reading.

Ability to describe the location of the meter at the service location.

Ability to view the history of all meters that have been installed at a service location.

City of Herriman Utility Billing Software RFP Page 10

Ability to record unlimited notes for a meter.

Ability to define meter read types.

Ability to estimate meter reads based on user defined history preferences.

Ability to estimate reads by route or by cycle (mass estimates).

Ability to identify reads that were estimated versus actual.

Ability for system to automatically identify roll over readings based on meter setup.

Ability to change out meters at any time; ability to show separate individual meter readings (new and old meter) and consumption on billing.

Ability to change meter reading sequence without changing customer account number.

Allow user to flag individual accounts for which zero consumption is not considered to be an exception.

Print meter route pages in customer number or route sequence number order.

5 Billing Management Ability to list one time or turn off fees separately on invoice.

Ability to graphically display consumption history for an account.

Ability to display average consumption by month and day for an account.

Supports single or multi cycle billing system.

Provides a complete or exception only billing pre-list for review prior to bill generation.

Allows printing of multiple cycles in one billing run.

Generates one utility bill covering all services and charges and itemizes charges separately.

Maintains a file of comments for inclusion on utility bills, reminder notices, or shut off notices.

Ability to send automated email or text communications to customers based on city-defined parameters (delinquent accounts, late payment notices, readings out of bounds, etc.).

Provides user defined free form messages on bills.

Ability to send bills or messages to mobile devices.

Capable of including, but not limited to, the following information on the bill: Billing date, account number, service period, current meter reading, prior meter reading, actual or estimated read, consumption billed, itemized charges, balance forward, amount due, due date, numerical and graphical prior same period usage and average gallons used per day.

Ability to calculate garbage utility based on number of cans, and residential versus commercial.

Ability to charge add on fees (dumpsters, roll offs, large items, etc.).

Generates a return stub so that cash receipts may be read with an optical character reader, scanning the account and amount.

Ability to view and reprint a past bill at any time.

Ability to produce final notices.

Ability to produce statements for customers with multiple

City of Herriman Utility Billing Software RFP Page 11 utility accounts.

Ability to export bills to a file for third-party printing.

Calculates final bills during any cycle based on the internal issuance of a turn off service order or closing of a customer account.

Supports billing adjustments such as read errors, with an automatic adjustment of billing/read history and amount.

Ability to not print a paper bill and email the bill to a customer, or an option to both print and email.

Ability to maintain multiple email accounts.

Supports budget (equalized) billing, which must also be identified as the amount due when accessing payment amount due.

6 Financial Management/Cash Receipting

Ability for system to prepare transaction batches for posting to SAP Business ByDesign including: Billing, cash receipts, NSFs, adjustments, etc.

Provides automatic allocation of payments to billed service with ability to adjust or override the default distribution.

Accepts overpayment or credit adjustment with amount maintained as unapplied credit balance.

Provides complete audit trail of payments processed for reconciliation prior to posting.

Ability to import payment records from e-payment or lockbox services vendors.

Ability to accept full, over, partial, and prepayments.

Ability to distribute partial payments based on user defined preference (due date, service type, or percentage).

Provision for data entry correction of any distribution errors.

Provide autopay option for customers to pay from customer’s bank account or credit card.

Ability to scan payment information directly into system using bar code or OCR scanner.

Ability to support payment arrangements for customers to schedule payments for outstanding balances.

Ability to display transaction history including bills, receipt adjustments, credits, and refunds for an account.

Ability to display details of transactions and ability to drill down into transaction details.

Ability to accept deposits and ability to apply deposits and refund deposits (both onto the account or via accounts payable) for a final bill or an account that has been in good standing for a user defined period of time.

Ability to automate the credit/refund process by batch.

Ability to display account transaction history via web application (portal).

Ability to pay outstanding balances or set up automatic payment from credit card or checking account via web application.

Ability to track deposits.

Ability to initiate bankruptcy on an account, marking previous balance(s) as uncollectible and to maintain history/provide audit trail for uncollectible balance.

Provide API/web services for posting real-time payments from

City of Herriman Utility Billing Software RFP Page 12 payment processing vendor(s) or outside cashiering systems (City is currently investigating use of a centralized cashiering system).

8 Delinquency Management Ability to age accounts in 30-, 60-, 90-, and 120-day increments.

Ability to automatically add late penalties or interest to delinquent accounts according to a flexible rate structure determined by the user.

Automatic printing of shut off notices and service orders.

Ability to produce delinquent bills for customers that have already received a final bill but continue to maintain an unpaid balance.

Automated special payment arrangements allowing customers to pay an amount due over time, exempting the account from the shutoff process.

Ability to automatically assess a charge to an account if a shutoff is processed.

Ability to flag accounts as exempt from past due notices if an active payment arrangement is on the account.

Ability to notate when an account has been turned over to an external collection agency.

Ability to write off aged balances.

Ability to maintain a dynamic shutoff list that can be automatically or manually updated.

Ability to populate a third-party notification system with account information so customers can be notified prior to termination of service.

9 Service Order Management Ability to define, add, change, and delete service order types.

Please list the maximum number of service order types allowed.

Service order system provides automated updates to the utility billing system upon completion of the service order.

A history of all service orders related to a service address should remain with the service address record. Service orders should provide drill down functionality for detail of actual service order.

Ability to automatically update customer, location, meter, and account information upon completion of service order action.

Ability to print or email service orders based upon a user defined selection criteria or defined workflow.

Ability to dispatch or receive completed service orders via email.

Ability to track work orders and provide reports for active and completed work orders.

Ability to automatically generate service orders for certain situations, included, but not limited to, meter turn-on for start service requests, meter turn-off for stop service requests, and meter turn-on for after non-payment service request.

Ability to create service orders within the utility billing software and then send to a mobile dispatch solution that provides the following functionality:

1. User interface with a dashboard showing status of open/pending service orders which includes a list of available resources for assignment, list of service orders to

City of Herriman Utility Billing Software RFP Page 13 be assigned, and a map view of the open service orders.

2. A user interface that enables Public Works users to easily dispatch/assign service orders to field staff, as well as provide exception management capabilities.

3. Ability to have some service orders directly assigned to field staff (i.e., auto dispatching).

4. Ability to optimize resource schedules via routing capabilities and provide centralized management of all work and resources.

5. Robust mobile capabilities that can be used on most common mobile devices (i.e., Apple and Android).

6. Rule-based and have the ability to be configured according to Public Works’ rules.

*In the future, the City anticipates requesting a work order integration with a future work order system.

10. Reporting Standard financial, operational, service work order reports and audit trails.

End user reporting tool to create reports based on any field combination or partial field within the utility billing system.

Ability to export reports to Microsoft Excel and Word, PDF, TXT, and CSV

Ability to generate a list of accounts, customers, or meters based on user defined selection criteria.

Ability to generate analysis reports with user defined parameters with flexible selection criteria and grouping options.

Ability to generate ad hoc financial reports, including top 10 consumption report and other information required.

Manager configurable dashboard for key operational statistics.

11. Integration Describe in detail the system’s ability to integrate with third-party systems, have open-ended backend API’s with other systems and how it integrates with ESRI GIS.

1. Be currently seamlessly integrated with several third-party systems to demonstrate integration capability.

2. Have fully open backend API’s to tie into two-way communication with Public Works systems, including but not limited to:

a. SAP Business ByDesign

b. Neptune 360

3. Be a fully integrated GIS solution.

*The City anticipates switching its current work order system in the future. Therefore, it is not listed as a current integration. In addition, the City is exploring the implementation of a centralized cashiering solution.

City of Herriman Utility Billing Software RFP Page 14

2.2 System Technical Requirements

Table 03: Technical Requirements

# Technical Requirement Requirement

1. Cloud-Based Hosting Proposal must include all hardware/infrastructure and provide for future capacity growth as part of your proposed hosting fees.

Proposer must perform infrastructure updates and apply patches on a regular basis.

Proposer must provide and apply application version/patch updates on a regular basis.

Updates must not interrupt service and must be implemented solely by proposer.

Proposer must provide IT security services for the cloud-based hosted system as part of your proposed fees and these services must include intrusion detection, penetration monitoring, vulnerability scanning and annual SOC auditing.

Cloud-based hosting must be provided through a reputable data center vendor.

2. Security Provide an overview of the IT security services.

Is the proposer PCI certified? Please provide the latest PCI attestation.

Are all costs associated with PCI compliance included in the proposer’s bid?

Does the proposer undergo annual SOC audits? What level of

SOC audits are performed?

Are all costs associated with annual SOC audits included in the proposer’s bid?

Does the proposer's proposed services include intrusion detection? If not, please include the additional cost to provide these solutions in pricing.

What tools does the provider utilize in performing IT security services?

Does the proposer provide validated procedures for security configuration management, security patch installation, and malware prevention on all servers and PC’s involved in service delivery?

Please describe how the proposer performs the following IT security services:

1. Vulnerability scanning

2. Penetration testing

3. Intrusion detection

4. SIEM monitoring

5. Software security patching

Does the proposer utilize an independent third party to conduct annual information security penetration tests of your IT systems?

Describe any expectations proposer has of City of Herriman staff related to IT security services.

3. System Maintenance Describe system maintenance included.

Describe how system enhancements are prioritized.

City of Herriman Utility Billing Software RFP Page 15

Describe the upgrade cycle.

4. Reliability Describe how the hosted solution provides for disaster recovery.

Describe the backup process including frequency, if the backup media is stored at an offsite location, and how many backup copies are maintained.

Describe redundancy features.

Are all hosting locations within the United States? Are hosting locations distributed geographically? What is the physical location of each datacenter? If hosted by a third party list the name of the hosting party.

5. Data Management Describe the ability and process to return the City’s data upon contract termination.

Are copies of backups of the data set available to the City throughout the length of the contract?

Will IT staff have access to the database(s) for reporting and query purposes?

2.3 City and Project Staffing

The City intends to have both functional and technical resources available during implementation. Additional resource planning will be done based upon the selected vendor. During this stage of the process, the City’s evaluation team will consist of staff with both functional and technical expertise.

2.4 Number of Users

The following user counts by module contained in Table 03 are estimates and are provided for planning purposes only. The estimated total users is not the sum of total and concurrent users.

Table 03: Number of Users

Finance 6

Customer Service 4

Public Works 15

2.5 Functional Area Statistics

The following table contains functional statistics of the City. These statistics are estimates and are provided for planning purposes only.

Table 04: Functional Area Statistics

Functional Area/Metric Statistic

Number of Active Accounts By type:

Residential 14,634 Commercial 364 City Owned 169 Church 28 School 16

15,529

City of Herriman Utility Billing Software RFP Page 16

Industrial 1 Wholesale 2 Other* 315

*Accounts billed for independent HOA’s

Number of Meters Culinary 15,066 Secondary 2,729 Other* 319

*Meters billed for by independent HOA’s

Meters by size:

3/4” 14,131 1” 3,353 1.5” 168 2” 366 3” 55 4” 14 6” 20 8” 7

18,114

Unique Rate Codes Culinary Water 29 Secondary Water 13 Storm Water 4 Other* 5 Park Fee (Flat Rate) 1 Hydrant Meter 1

Number of bills generated yearly 101,104

Number of bills transmitted to bill pay company yearly *All billed accounts are transferred to the City’s bill pay provider for presentment.

Customer may choose to receive an eBill through the bill pay provider or the City’s software.

185,114

Accounts signed up for eBilling through City* *Current software has option of sending e-bills through software (versus bill pay provider)

3,704

Payments Processed Through Online Billpay System Visa/MasterCard $5,125,718 (46,372 transactions) Discover $144,513 (1,769 transactions) AMEX $667,525 (7,837 transactions) eCheck $6,326,872 (73,740 transactions) Metavante $368,215 (3,933 transactions) Online Resources $197,893 (418 transactions) iPay $460,017 (5,223 transactions) CheckFree $1,104,934 (12,537 transactions)

$14,395,687 (151,829 transactions)

Number of autopay transactions processed through Utility Billing system 4,258

Payments processed in Utility Billing system (not bill pay) 10,112

City of Herriman Utility Billing Software RFP Page 17

2.6 Implementation Project Plan

Proposers are not required to provide a detailed implementation plan at this stage of the process. However, a detailed plan will need to be created prior to any formal award. Proposers should include a typical realistic timeline for implementation in a City of similar size and complexity. The City anticipates the need to convert data from our existing system for the selected system. The RFP should include a discussion about the standard process used for data conversion and any special concerns that City should be aware of.

3.1 Evaluation Process

The City’s Evaluation Committee will initially review and evaluate each submittal received to determine the proposer’s ability to meet the requirements of the City. The evaluation criteria described in Section 3.2 will be the basis for evaluation.

The Evaluation Committee will determine the vendors best suited to meet the needs of the City based on the scoring of the evaluation criteria. These vendors will form the Vendor Short List.

The City, at its sole discretion, reserves the right to conduct interviews and have system demonstrations with those proposers on the Vendor Short List, or any other vendor. Demonstrations will be conducted virtually, unless an in-person demonstration is requested by the Vendor. Time limitations and demonstration requirements will be provided with the notification. While each Evaluation Committee member will score the demonstration only an aggregate score will be recorded.

The City may elect, at its sole option, not to conduct discussions or demonstrations with respondents.

Demonstrations should be of a dynamic system such as the City would use. Slide shows, or other static examples will not be sufficient.

The City may request additional information or clarification of submittals and hereby reserves the right to select the particular response to this RFP that it believes will best serve its business and operational requirements, considering the evaluation criteria set forth below.

3.2 Evaluation Criteria

The evaluation criteria in the following table are intended to be the basis by which each submittal will be evaluated, measured, and ranked. The City hereby reserves the right to evaluate, at its sole discretion, the extent to which each submittal received compares to the stated criteria. The recommendation of the Evaluation Committee shall be based on the evaluations using the criteria.

Table 05: Evaluation Criteria Criteria Description Maximum Score

Functional and Technical

The software has the features and capabilities desired by the City. Such software is appropriately robust for a community of our size (15,500 accounts growing to approximately 30,000;

18,100 meters growing to approximately 40,000). Also includes ease of integrations with 3rd party software (in particular, SAP Business ByDesign, ESRI, and Neptune 360).

City of Herriman Utility Billing Software RFP Page 18

Customer Support This criterion considers the proposers demonstrated ability to support and train City staff. Help Desk response times and process for elevation for concerns regarding the software.

Approach

This criterion considers the proposer’s understanding of the scope of work and the quality and clarity of the proposer’s written methodology and description of the proposed approach to accomplish the work.

Experience

This criterion considers (1) the proposer’s past performance on any City contracts, (2) the results of reference checks, and (3) the proposer’s experience in providing the services solicited by this RFP as set forth in the proposer’s response.

Cost This criterion considers the price of the services solicited by this RFP. Proposers will be evaluated on their pricing scheme as well as on their price in comparison to the other proposers.

3.3 Best and Final Offer/Request for Clarification

The City may enter into negotiations with one of more of the vendors shortlisted that in the City’s sole opinion offer the features and functionality the City wishes in its future Utility Billing system. The City may opt not to move forward with any or all of the proposers.

3.4 Notice of Intent to Award

The City will negotiate a contract with the vendor of their choice to provide the Utility Billing system. After the completion of contract negotiations, the City may issue a written Notice of Intent to Award and send copies to all proposers. The scores and placement of other proposers will not be part of the Notice of Intent to Award.

Successful proposers named in the Notice of Intent to Award are advised not to begin work or enter into subcontracts relating to the project until both the successful proposer and the City sign the contract.

3.5 Negotiations and Contract Execution

The City reserves the right to negotiate the final terms and conditions of the contract to be executed. In the event the City and the vendor are unable to agree upon all contract provisions, the City reserves the right to cease negotiations, and to move on to select another vendor or to reject all Submittals.

3.6 Contracting Ethics

1. It is a breach of ethical standards for any person to offer, give, or agree to give any City employee or Council person, or by City Policy, for any City employee or Council person to solicit, demand, accept, or agree to accept from another person or agency, a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group, or corporate desire to obtain special, preferential, or more favorable treatment than is normally accorded the general public.

2. The Vendor shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City.

3. The Vendor shall not accept any private client or project that may place it in ethical conflict during its representation of the City.

City of Herriman Utility Billing Software RFP Page 19

4.1 General Instructions

The following instructions must be followed by proposers submitting proposals:

1. The deadline for submissions is established in Section 1.0, Introduction and Background. The deadline is April 30, 2026 at 5:00PM Mountain Daylight Time.

2. All responses shall be submitted electronically through Utah Public Procurement Place (U3P) (Bonfire).

Emailed proposals will not be accepted.

3. Technical Proposals should be provided in Adobe PDF format with bookmark separators based on the tabs in Table 06.

4. The following table contains the organization guidelines for submittal responses along with an indication of how each attachment may be considered in the evaluation of submittals by the Evaluation Team. In several instances, information provided will be considered among more than one evaluation criteria.

Table 06: Technical Submittal Organization Guidelines

Proposal Tab No.

Technical Submittal Section RFP Sec. No.

Evaluation Criteria

1 Transmittal Letter and Executive Summary 4.2 N/A

2 Software Solution 4.3 Approach

3 Implementation Methodology 4.4 Approach

4 Company Background and History 4.5 Experience

5 Key Proposed Personnel and Team Organization 4.6 Multiple

6 Project Schedule 4.7 Approach

7 Functional and Technical Requirements Response 4.8 Functional and

Technical

8 Testing and Quality Assurance Plan 4.9 Approach

9 Sub-Contracting 4.10 Experience

10 References 4.11 Multiple

11 Response to Narrative Questions 4.12 Multiple

12 Price Proposal 4.13 Cost

4.2 Transmittal Letter and Executive Summary

The attachment of the proposal should contain the Transmittal Letter and Executive Summary. The Transmittal Letter shall be signed by an authorized representative of the company such as the owner, partner, or in the case of a corporation, the President, Vice President, Secretary, or other corporate officer(s).

The Transmittal Letter must provide the proposer’s primary contact information, including the following:

1. Name of the proposer representative;

2. Title;

3. Name of company;

4.0 Submittal Response Format

City of Herriman Utility Billing Software RFP Page 20

4. Address;

5. Telephone number;

6. E-mail address, and

7. Signature of authorized officer of the firm

The Executive Summary should provide a brief summary of the contents, emphasizing any unique aspects or strengths of the proposal. The Executive Summary may be incorporated as part of the Transmittal Letter.

Tab 1 should not exceed two pages.

4.3 Software Solution

The second tab of the proposal should include a summary description of the capabilities for each functional area of the Functional and Technical Requirements contained in Attachment A in narrative format. The purpose of this summary is so that the City has a high-level understanding of the proposed solution. The narrative should be written for an audience of the end user community. Descriptions should be included for any products proposed by third-parties to meet the capabilities described in the Functional and Technical Requirements.

Partners shall describe which functional areas they are proposing on. If a partnership with another software component is proposed, the relationship shall be clearly described.

4.4 Implementation Methodology

The third tab of the proposal should include a comprehensive description of the proposed implementation methodology for the project. The description should include how the proposer has developed this methodology to both incorporate lessons learned from past experiences as well as to meet the needs described in Section 2.0, Project Scope.

Proposers shall describe any assumptions made in proposals in detail. These should include any assumptions related to current City staffing, project management approach, and City resources available during implementation and support phases.

As part of the third tab of the proposal, vendors, shall include a proposed project schedule, including their recommended phased implementation plan.

4.5 Company Background and History

The fourth tab of the submittal should include a comprehensive narrative history of the firm, including the development of its experience in providing services similar to those described in Section 2.0, Scope of Work. The following points should be addressed in the third tab of the submittal.

1. Total number of employees

2. Office locations

3. Total number of active clients

4. Total number of active clients with total number of utility billing accounts from 15,000 to 30,000.

5. Total years offering utility billing systems

6. Largest active installation including number of accounts

4.6 Key Proposed Personnel and Team Organization

The fifth tab of the submittal should include information about the proposed project personnel as well as the

City of Herriman Utility Billing Software RFP Page 21 structure of the proposed Vendor Project Team. This structure should be depicted in an organizational chart provided as part of this tab. The resumes and team organizational structures shall be provided for the implementation team as well as the personnel involved in live operation and ongoing support and maintenance.

Information shall be specific to the actual personnel to be assigned to this project for all primary roles and should be limited to a single page per employee. Resumes shall include the following information:

1. Name and title;

2. Role on the project;

3. Description of project roles and responsibilities;

4. Home office location;

5. Listing of past projects where resource implemented the proposed product; and

6. Additional relevant information

The City reserves the right to require background checks be conducted on any individual conducting work as either an employee of the vendor or on the vendor’s behalf.

4.7 Project Schedule

The sixth tab of the proposal should include the proposed project schedule including major milestones, activities, and timing of deliverables.

4.8 Functional and Technical Requirements Response

The seventh tab of the proposal should include the proposed capability to provide the City’s requirements as defined in Section 2.0, Functional and Technical Requirements.

When providing responses to the requirements in Attachment A, proposers shall use the response indicators contained in the following table:

Table 07: Requirements Response Indicators Indicator Definition

S Feature/function is included in the current software release.

F Feature/function will be available in a future software release.

C Feature/function is not included in the current software release and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications.

T Feature/function is not included in the current software release and is not planned to be a part of future software release. However, this feature could be provided with integration of a third-party system.

N Feature/function cannot be provided.

If a response indicator of “F” is provided for a requirement that will be met in a future software release, the proposer shall indicate the planned release version as well as the time the release will be generally available. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the proposer shall indicate an estimated cost of such a modification. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the proposer shall identify this third-party system and include a cost estimate to secure this system.

4.9 Testing and Quality Assurance Plan

The eighth tab of the proposal should include a description of the proposed approach to testing and quality assurance. This tab should also include a sample Testing and Quality Assurance Plan. This Plan should be based on

City of Herriman Utility Billing Software RFP Page 22 the proposer’s standard approach for achieving testing quality assurance.

4.10 Subcontracting

The nineth tab of the submittal should identify any of the required services that are proposed to be subcontracted, if any. For each of these services the following should be provided:

1. Summary of service;

2. Reasons for sub-contracting;

3. Proposed sub-contractor;

4. Detailed sub-contractor responsibilities;

5. Sub-contractor name;

6. Sub-contractor location;

7. Sub-contractor experience;

8. Previous use of sub-contractor, and

9. Any additional relevant information

4.11 References

The tenth tab of the submittal should identify the proposer’s references for the project. Proposers shall provide at least three (3) clients with whom the proposer has worked during the past three (3) years that are of similar size and complexity to the City of Herriman. References shall be from utilities that have been live with the current software version for a minimum of two (2) years.

Proposers shall complete a Vendor Reference Form for each of the references as contained in Attachment B.

This section of the response should also include an affirmative statement that the proposer grants its consent for the City to contact the proposer’s references for purposes of evaluating the proposer for this project and acknowledges that any information obtained from the proposer’s references will not be disclosed to the proposer.

The City reserves the right at their sole discretion to have a vendor project manager replaced.

4.12 Price

The eleventh tab of the submittal should include a discussion on how the vendor establishes pricing for implementation and the standard pricing for ongoing support i.e. based on population or number of users, etc. Vendors should be prepared to discuss costs in general terms to establish budgeting numbers for implementation. Final costs are subject to contract negotiations.

City of Herriman Utility Billing Software RFP Page 23

5.0 Contract Terms and Conditions

5.1 Contract Type

The selected vendor will be required to sign a contract with the City. The Terms of that contract will be negotiated with the successful vendor; however, the following will be included in any final contract.

5.2 Confidential Information

Any written, printed, graphic, or electronic or magnetically recorded information furnished by the City for the proposer’s or a proposer’s partnership entities/sub-contractors’ use are the sole property of the City.