26_275_APPA.xlsx
XLSX spreadsheet 16 KB Posted
- Solicitation number
- PE-72155-NONST-2026-000000197
- Issued by
- Richmond County, Atlanta City, Georgia
About this file
This is a bidder list spreadsheet related to the City of Augusta's RFP 26-275 for a Utilities Billing Customer Information System (CIS). The document records attendees from a bidders conference held to discuss the procurement opportunity. The RFP seeks proposals for comprehensive utility billing software that integrates customer account management, billing and collections, meter reading systems, asset and work order management, and customer payment portal functionality. The selected vendor will be responsible for leading implementation in partnership with an Augusta-appointed project manager, including data conversion from the current system, training, and ongoing support. The procurement is designed to ensure the selected solution meets Augusta's core utility billing requirements while maintaining flexibility to accommodate the municipality's current and future operational needs.
The spreadsheet contains vendor and representative contact information from bidders conference attendees, facilitating communication regarding proposal submission and clarification questions. Pricing and contract terms are expected to be negotiated with the selected vendor, with potential professional services agreements covering implementation, data conversion and migration, training, and support services. The procurement represents a significant technology modernization initiative for Augusta's utility services operations, with the selected solution expected to provide integrated functionality across multiple utility management functions currently distributed across separate systems.
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| File | Type | Posted |
|---|---|---|
| 26_275_APPB.xlsx | XLSX spreadsheet | |
| 26_275_RFP.pdf |
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Sheet1
| The following are three (3) questionnaires that proposers shall complete in their entirety. Each questionnaire is included in the RFP as a spreadsheet attachment. The questionnaires are: | |
| • | Mandatory Requirements – Requirements that Augusta considers mandatory for the proposed solution to include. One of the four (4) approved responses must be included for each, and a description of any exceptions must be included in the separate “exceptions to requirements” portion of the response. |
| • | Desired Attributes – These are requirements that Augusta desires the proposed solution to meet, but are not strictly required. No exepctions to requirements documentation is needed for these. |
| • | Questions – Questions that Augusta requires an answer for as part of the evaluation process. Each question should be answered. |
The questionnaires should be completed in their entirety directly within the questionnaire spreadsheets provided. Responses to the questionnaires will be used to compare each proposal side by side. Include the answers to all questions within the appropriate cells for each. “See page…” or “See exhibit…” is NOT recommended. At a minimum, a summary of your complete answer is to be included on the spreadsheet. Reasonable care should be taken to limit responses to pertinent information, do not include unnecessary or extraneous information. Any additional company marketing information should be included as attachments to the proposal.
The following response shall be provided in the Proposer Response column:
| • | CB – Included in Current Base Cost | ||||
| • | WTM-NC – Willing to Modify at No Cost | ||||
| • | WTM-AC – Willing to Modify at Augusta’s cost. Cost should be listed in the appropriate column. | ||||
| • | NWTM – Not Willing to Modify | ||||
| REQ # | Mandatory Requirements | Proposer Response | Cost to Augusta if WTM-AC Response | Proposer Comments |
| Software Compatibility | |
| 1 | Integrate with Tyler MUNIS |
| 2 | Integrate with IAS World |
| 3 | Integrate with Itron Temetra |
| 4 | Integrate with Cityworks |
| 5 | Support ESRI-compliant mapping and consume ESRI REST services |
| 6 | The system must support Single Sign On (SSO) with Active Directory. |
| 7 | Integrate with Preferred Payment Provider |
| Billing | |
| 8 | Accommodate the Water Utility's Current Tiered Billing Structure |
| 9 | Accommodate the County's existing Stormwater Utility Billing Structure |
| 10 | Ability to calculate the stormwater fee from the impervious surface area derived from IAS World. |
| 11 | Ability to calculate Parcel-base stormwater fees. |
| 12 | Accommodate multiple billing cycles |
| 13 | Calculate late fees per the current model: 10% late fee added on all balances owed EXCEPT the Stormwater Utility fee; Late fees are not applied to final bills. |
| 14 | Must be able to accommodate the current Water Utility Billing levelized winter averaging calculation for sewer to update each April. |
| 16 | Ability to transfer payments posted in error from one account to another account. |
| 17 | Ability to manually add fees to an account |
| 18 | Ability to manually add credits to an account (i.e. stormwater pond credits) |
| 19 | Ability to block the addition of late fees temporarily and permanently for certain accounts. |
| 20 | Capability of allowing user to update calculations when rates and/or fees change. |
| 21 | Pull electronic payments from the bank. (Ipay/MARS) file |
| 22 | Import 5 years of historical data into new system |
| 23 | Provide a crosswalk reference document that connects former account numbers to new account numbers. |
| 24 | Have two successful parallel bill runs for each Billing Cycle prior to full acceptance of the solutions, with “success” being defined by Augusta. |
| Reports | |
| 26 | Total number of accounts broken down by status: Active, Inactive |
| 27 | Total number of accounts broken down by service: Water only; sewer only; water and sewer; stormwater only; water, sewer and stormwater; other. |
| 28 | Total number of accounts broken down by type |
| 29 | Top number of accounts (i.e. top 10) for usage or billing by date range entered. |
| 30 | Final billed accounts that show consumption |
| 31 | “Billing Accounts Register” available for each billing cycle. |
| 32 | Fiscal Year Closing Deposit Balance Sheet |
| 33 | Accounts with a deposit for a given date range |
| 34 | Final bill credit report: report to show accounts final billed that have credits showing on the account. |
| 35 | Report that matches phone numbers on accounts that are active as well as final billed |
| 36 | “Pull Totals” report that shows payments/adjustments/ late fees (grand total) |
| 37 | Identification of City of Augusta accounts |
| 38 | High consumption (High consumption amount defined by Augusta) |
| 39 | Fiscal year Closing Accounts Receivable Report |
| 40 | Outstanding balance report of final billed accounts that show an unpaid stormwater balance. |
| 41 | Aging accounts receivable report as of a certain date |
| 42 | New accounts added since a user-defined date. |
| 43 | Number of new services and disconnects for a user-defined date range. |
| 44 | Calculation audit report |
| 45 | Discrepancy Report that pulls information from IAS World and compares it to water and sewer accounts designated as owner. |
| 46 | The software must include an ad-hoc custom report writer. |
| Other | |
| 47 | Host data in a cloud. Specify which cloud is used for hosting, i.e. AWS, Azure, etc. |
| 48 | Availability of a customer portal |
| 49 | Ability to create a file that can be sent to the collection agency to collect final bills left owing for a specific date range |
| 50 | Ability to see the following when viewing a customer's billing history: The current monthly bill, the subtotals broken down by service, and the current unpaid balance. |
| 51 | Ability to see the following when viewing a customer's payment history: Total amount of each payment and subtotals broken down by amount applied to each service and date of each payment |
| 52 | Ability to query any field |
| 53 | Ability to view amounts accumulated monthly on Stormwater semi-annual and annual accounts before the bills run. |
| 54 | Ability to generate a cut-off list broken down by account type. |
| 55 | Ability to manually remove specific accounts from the cut-off list |
| 56 | Ability for customer “super user” to design and add custom fields. |
| 57 | Ability to query the system for payments posted by date range and amount. |
| 58 | Ability to support 100 simultaneous users |
| 60 | Companies chosen for interviews shall have personnel available to travel to Augusta to participate in face-to-face interviews. |
D-REQ # Desired Attributes Proposer Response Cost to Augusta if WTM-CC Response Proposer Comments
| Billing | |
| 1 | Ability to run bills in less than 2 hours (up to 30,000 bills per run) |
| 2 | Ability to add user generated messages to the bills |
| Reports | |
| 3 | Report of accounts with no service for a user-defined date range. |
| 4 | Report that lists accounts with NSF charges for a user-defined date range |
| Q # | Questions | Proposer Response |
| 1 | How does the system integrate with other programs, i.e. APIs or Import/Export? Please elaborate, specifically on the ability to interface with REST APIs and support for the MultiSpeak protocol. | |
| 2 | What API's exist? | |
| 3 | Does the product have an Android or iOS application? What functionality does the application provide? | |
| 4 | How long does it take to run bills from first process to last? | |
| 5 | How many steps are involved in the process to run bills? | |
| 6 | Does the product have a touch enabled tablet device application for use by workers in the field? What functionality does the application provide? | |
| 7 | Does the program have role-based security? | |
| 8 | How are account numbers assigned? | |
| 9 | How is the cut-off list generated? | |
| 10 | Can specific accounts be manually removed from the cut-off list before it is finalized? | |
| 11 | When the cut-off list is initially generated, will customer arrangements be visible? | |
| 12 | Can late fees be blocked temporarily or permanently for a specific account? | |
| 13 | Can the system be queried for payments posted by date range and amount? | |
| 14 | Can payments posted in error be transferred from one account to another account? | |
| 15 | How do imports into the ERP work? | |
| 6 | What type of support is provided for IT, Finance, and end users? Are there separate user roles for these functions with appropriately limited access and scope? | |
| 17 | Can fees be added to the bill? | |
| 18 | How many simultaneous users does it support? | |
| 19 | What APIs does it use for Cityworks integration? Are these your API’s or Cityworks API’s? | |
| 20 | Can the program automatically update from Cityworks when meters are installed, replaced, etc. | |
| 21 | Can the program generate service orders in Cityworks during cutoffs? | |
| 22 | How do software integrations occur? Existing API’s, out of the box solutions? | |
| 23 | If software supports ESRI-compliant mapping, is the program able to conserve ESRI REST services and/or other data sources? | |
| 24 | What versions of Cityworks and ESRI are supported? | |
| 25 | Is a software compatibility matrix available? If so, please provide. | |
| 26 | Is there a field for service and customer line material type (Copper, PVC, etc.)? | |
| 27 | Can semi-annual and annual stormwater bills need to be run separately, or do they be incorporated into the water utility bill runs? | |
| 28 | Can account numbers assigned to stormwater only accounts have a specific designation? Currently, all stormwater only account numbers start with "50." | |
| 29 | Can the program calculate the stormwater fee from the impervious surface number derived from IAS World? | |
| 30 | Can the program apply stormwater credits to specified accounts? | |
| 31 | Can Stormwater charges be parcel based? | |
| 32 | Answer the IT SaaS Provider Questions in Appendix B. |
File details come from the government source that posted it. Updated .