26_275_APPB.xlsx
XLSX spreadsheet 17 KB Posted
- Solicitation number
- PE-72155-NONST-2026-000000197
- Issued by
- Richmond County, Atlanta City, Georgia
About this file
This is a Request for Proposal (RFP) requirements document for the City of Augusta, Georgia, seeking a comprehensive utility billing software and Customer Information System (CIS) solution. The proposed system must integrate customer account management, billing and collections, meter reading systems, asset and work order management, and customer payment and portal systems. The vendor selected will assume primary responsibility for leading the implementation in partnership with an Augusta-appointed project manager, including all necessary data conversion from the current system. The RFP requires vendors to respond to detailed technical requirements organized across multiple categories including database architecture, security features, system integration, user interfaces, reporting capabilities, Geographic Information System (GIS) integration, vendor support and maintenance, and general technical specifications.
The requirements document establishes specific response parameters for vendor compliance, including "Y" for full compliance, "N" for non-compliance, "M" for modifications at no cost, cost-quoted modifications for additional fees, "F" for features under development with future delivery dates, and "N/A" for non-applicable requirements. Key expectations include no maintenance costs during the first year with billable maintenance beginning on the software's go-live anniversary, toll-free technical support during specified hours, on-site vendor presence during go-live, and comprehensive training provided entirely by the vendor. The system must support browser-based operation, encryption standards (TLS 1.2 or 1.3), multi-user concurrent access with record locking, audit trails, role-based security with configurable access controls, and compatibility with Esri ArcGIS for GIS integration with real-time data synchronization. All data centers and stored data must be located within the contiguous United States, and the vendor must comply with established security certifications including SOC 2 Type II, ISO 27001, and PCI-DSS compliance as applicable.
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| File | Type | Posted |
|---|---|---|
| 26_275_APPA.xlsx | XLSX spreadsheet | |
| 26_275_RFP.pdf |
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Sheet1 For all of the requirements listed on the following pages, the vendor is expected to respond in the column on the right according to the following parameters:
Y - Vendor is fully compliant with the requirement. If the vendor is partially compliant, they should indicate “N” rather than “Y”, and include an explanation.
N - Vendor is not currently compliant with the requirement and does not plan to be compliant for the foreseeable future. Please note that a response of “N” will generally not disqualify a vendor from this competitive process.
M - Software currently does not meet the requirement but this can be done as a modification at no cost.
xxx - Software currently does not meet the requirement but this can be done as a modification for an additional cost. The vendor should indicate in the “xxx” what the estimated cost will be.
F - The software does not meet the requirement but the feature is under development and will be provided at a future date at no additional cost. If this code is used, a date should be supplied as well (e.g. F 8/6/2015).
N/A - Does Not Apply (stated another way: This requirement is not applicable due to the nature of the vendor’s specific solution). For example, questions referring to data being hosted offsite would not apply to vendors offering a solution to be served from the Augusta IT computer room.
Please note: Augusta reserves the right to automatically disqualify for consideration any vendor that is found to have answered these questions falsely with the intent to deceive in order to artificially enhance their chances of becoming the vendor of choice for this project.
Additionally, some information is supplied in these requirements simply as information to make the vendor aware that there may be further discussion required in later phases of the selection process.
| ID | Requirements | Response |
| IT-1 Database Type and Schema | ||
| IT-1-1 | The proposed solution is: | |
| 1) An Intranet Browser-Based solution that utilizes an MS SQL Server database. | ||
| 2) A SaaS solution hosted by the Vendor. | ||
| 3) Other – Please elaborate. | ||
| IT-1-2 | The vendor must provide an updated copy of the production database schemas for the purpose of understanding the system and generating reports. The vendor must provide current updates if/when the schemas change. This includes a data dictionary that explains table and field names, as well as identification of primary and foreign keys. | |
| IT-1-3 | The vendor must provide an API that allows Augusta to query and retrieve data as necessary. If there is any data that cannot be queried or retrieved, please indicate that in your response. | |
| IT-2 Database features for Archiving, Testing, Restore, and Data Integrity | ||
| IT-2-1 | It must be possible to restore a historical backup of the database and do a forward recovery. If the proposed solution is a SaaS, vendor must guarantee regular and timely backups for recovery purposes. | |
| IT-2-2 | Editing controls should be in place to protect data integrity by ensuring that incomplete or incorrect data cannot be entered or processed and that entries cannot be processed in the wrong sequence. | |
| IT-2-3 | Software should able to archive and purge selected information in order to remove historical records that are not required to be retained permanently. Provides the ability to archive/purge based on date range. | |
| IT-2-4 | Vendor should provide for a solution that permits a production environment and a test environment so that any upgrades and/or service packs can be tested prior to being implemented in production. There shall be no additional license or maintenance fees for the test system. | |
| IT-3 System Security | ||
| IT-3-1 | The system must include security that logs all database transactions, recording user, date, and time. | |
| IT-3-2 | At a minimum, access to the system must be protected by unique user identification codes and passwords, but MFA might be required based on the specific solution. Single Sign On is the preferred access solution. Please identify any and all enhanced security features that are available. | |
| IT-3-3 | Software must allow assignment of access privileges by user for each system module. Role-based access control should be meet the requirements for the principle of least privilege. | |
| IT-3-4 | The proposed software allows the System Administrator to create user “profiles” that allow granting security rights to various functions of the system. Each user can also be given read/write or read-only access to the function, where applicable. Each user can be attached to a specific profile, which gives them all of the rights of the particular group. They can also change the specific rights for any individual user. |
| IT-3-5 | Software offers security features to grant/deny access to software functions for each user. Security should be configurable down to the level of each individual module, menu choice, table, or column, depending on the vendor’s system architecture. |
| IT-3-6 | The software provides the ability to set up a user with inquiry-only access. |
| IT-3-7 | Software should not require users to have administrative rights to their PC in order to run the program or execute most functions. |
| IT-3-8 | Data at rest should be encrypted, and data in transit should meet TLS 1.2 or 1.3 requirements, with TLS 1.3 compatibility strongly preferred. Identify if TLS 1.3 is fully supported, and provide positive confirmation that there is no use of TSL 1.0 or 1.1. |
| IT-3-9 | Please elaborate on which of these security certifications are met and ate of last certification: SOC 2 Type II, ISO 27001, and PCI-DSS compliance. |
| IT-3-10 | All data centers used by the vendor and all data stored must be done so within the contiguous United States. If you do not meet this requirement, please indicate where the data is stored. |
| IT-4 Software Architecture and System Integration | |
| IT-4-1 | Software will provide an audit trail of user/date/time when records are added/modified/deleted. |
| IT-4-2 | More than one user may update the database at the same time, in the same program. A record locking feature must prevent the loss of data when two or more users are updating the same record. |
| IT-4-3 | The system should use administrative tables so that common information can be stored in one place and accessed from multiple modules. |
| IT-4-4 | The system should maintain the ability to export certain data as needed. |
| IT-4-5 | Any menus, toolbar items, and buttons that are unavailable are grayed out rather than designated by “button/function not available” or other error messages that impede workflow. |
| IT-4-6 | The system allows data to be shared among the different modules. |
| IT-4-7 | Software offers the ability to attach scanned or imported documents (in their native format) to records stored in the database. Example: scanned birth certificates, driver’s license, pictures and layouts (in PDF, TIF, JPG, other formats), MS Office documents, etc. |
| IT-5 Interfaces | |
| IT-5-1 | The software must have a GUI interface that provides a flexible, menu-driven environment from which the user invokes system functions. |
| IT-5-2 | Menus in the GUI should have a consistent “look and feel,” meaning a common arrangement of menus, buttons, boxes, etc. that are the same from one menu to another. |
| IT-5-3 | The proposed software will operate on the latest Windows environment if it is not browser based. If it is browser based, the software should operate within any modern browser including but not limited to Microsoft Edge, Mozilla Firefox, Google Chrome, and other Chromium-based browsers |
| IT-5-4 | Vendor intends to maintain compatibility with future updates / modifications to MS operating systems such that the software will be compatible with updates and service packs within six months after their public release. |
| IT-5-5 | It is preferred that the software operate from a standard Internet browser (preferably Google Chrome, Mozilla Firefox, or Microsoft Edge) such that, in most cases, no software is required on the users’ desktop. If a pure browser-based solution is not available, then please describe the solution that your company provides. |
| IT-6 Vendor Presentation | |
| IT-6-1 | If selected to present their product to the selection committee, the vendor should be prepared to have all software modules ready for presentation. A vendor may be disqualified if modules / products that are “in development” or otherwise not ready to present or implement are represented as being complete in this RFP. |
| IT-6-2 | Vendor should make every effort to demonstrate features LIVE in the presentation to effectively illustrate their product. Examples include being prepared to scan and/or print a document if that is an integral part of a business process. |
| IT-7 Maintenance and Support | |
| IT-7-1 | Augusta does not expect to pay maintenance on any product in the first year. Billable maintenance will begin on the anniversary of the “go live date.” A response to this question indicating that the vendor will not honor Augusta’s expectation here may result in immediate disqualification, so please elaborate on what alternative arrangements are available. |
| IT-7-2 | The Vendor provides a toll-free telephone number for technical support. |
| Hours: ________ AM ET to ________ PM ET | |
| IT-7-3 | Please describe the levels of technical support and the turnaround time for help desk calls expected at each level. Attach additional sheet(s) as necessary to explain your Service Level Agreement (SLA). |
| IT-7-4 | Vendor has a semi/bi/annual user group meeting or conference for customers. |
| IT-7-5 | Upgrades of software are covered under annual maintenance (stated another way: We will not have to re-buy the next version of the software). |
| IT-7-6 | Vendor shall be on-site during the official “Go-Live” of the software unless Augusta specifically agrees that they need not be present. |
| IT-7-7 | When vendor personnel are on-site working with Augusta personnel, it is expected that they will be focused on our project and not other customers. |
| IT-8 Vendor Connectivity | |
| IT-8-1 | Vendor must agree to remotely support this technology using Augusta’s chosen platform for access. Augusta’s current vendor access platform is SecureLink. Vendor will agree to register through and use the designated platform for any connection to the Augusta network. Vendor understands that any connection will be recorded and logged by Augusta. |
| IT-9 Entirety of Agreement | |
| IT-9-1 | All documents, scopes of work, costs, and activities related to the project are expected to be included as part of the contract signed between Augusta and the chosen vendor. Change Order Management will be explicitly covered under the contract provisions in order to protect Augusta from unexpected costs and to protect the vendor from post-contract additions/requests from Augusta, but as a general rule it is expected that Augusta will have no additional expenses other than what is spelled out in the final contract. |
| IT-9-2 | All support will be provided entirely by the vendor making this proposal. Augusta desires one point of contact for support for the proposed application(s) rather than dealing with multiple third-party vendors. |
| IT-9-3 | All training will be provided by the chosen vendor. Please describe how that training will occur and the related costs. |
| IT-10 General Technical Requirements | |
| IT-10-1 | The proposed solution is compatible with operating across a wide area network. Please indicate minimum required level of connectivity (DSL, LAN, etc.). |
| IT-10-2 | Vendor should indicate recommended client workstation requirements. |
| IT-10-3 | Vendor should indicate the recommended server requirements for various components as necessary (application, database, web, and storage/SAN, etc.) |
| IT-10-4 | Vendor should include list of specialized equipment required for their solution, to include cards and/or peripherals such as touch screens, cash drawers, receipt printers, microphones, speakers, camera, etc., bar code readers and/or magnetic stripe readers, etc. (as needed / if applicable). |
| IT-10-5 | Vendor should indicate any third-party software that is required to work with their solution, including plug-ins, DirectX, Java, Adobe software, media players, etc. The version number of each software should be included as well. |
| IT-10-6 | If Augusta is to host the application, server should operate on a Microsoft Windows-based server. |
| IT-10-7 | If Augusta is to host the application, server should be capable of operating in a virtual environment. The current Augusta standard is VMWare. |
| IT-11 General Report Characteristics | |
| IT-11-1 | All reports within the software have the ability to be viewed on screen, printed, or output as RTF, Excel Spreadsheet, CSV, HTML, Text or PDF files. In addition, all reports can be emailed as an RTF, Excel Spreadsheet, CSV, HTML, Text or PDF attachment. |
| IT-11-2 | In addition to the standard reports, a report writer must be available to produce ad-hoc and customized reports. Further, the system must also permit reporting via a third party report writer, such as Crystal Reports, or SQL Report. |
| GIS-1 Integration | |
| GIS-1-1 | The proposed solution should integrate with the current version of Esri ArcGIS platform, including the ability to consume ArcGIS REST services and/or web maps. |
| GIS-1-2 | GIS Integration should be in real-time without the need for manual data updates. |
| GIS-1-3 | The proposed solution should enable access by GIS to geo-enabled data via API or web service. |
| GIS-2 Interface | |
| GIS-2-1 | The proposed solution should contain a geospatial mapping component to visualize internal data. The map layers are customizable. |
| GIS-2-2 | The proposed solution should have customizable mapping capabilities with various visualization options (e.g., heat maps, thematic maps, point/line/polygon overlays). |
| GIS-2-3 | The solution should enable searches by geographic region or proximity. |
File details come from the government source that posted it. Updated .