RFP Item #26-275 Utilities Billing Customer Information System

RFP Due: Wednesday, August 26, 2026, at 11:00 a.m.

RFP #26-275

July 24, 2026

Utilities Billing Customer Information

System

For

Augusta-Richmond County (herein “Augusta”)

On behalf of the Augusta Utilities Department

One Original and One Electronic Version of RFP on a USB Drive shall be submitted

Andy Penick

Procurement Director

535 Telfair Street, Suite 605

Augusta, Georgia 30901

Request for Proposal

Sealed proposals will be received at this office until Wednesday, August 26, 2026, at 11:00 a.m. RFP openings are open to the public in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901 and via Teams: Meeting ID: 285 549 064 218 408; Passcode: 2p2Db7Xm for furnishing:

RFP #26-275 Utilities Billing Customer Information System for Augusta-Richmond County (herein

“Augusta”), Augusta Utilities Department

No proposal will be accepted by email. All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. No proposals may be withdrawn for a period of ninety (90) days after proposals have been opened, pending the execution of contract with the successful vendor.

RFP documents, and all Addenda, may be viewed on the Augusta, Georgia website under the

Procurement Department ARCbid menu (https://www.augustaga.gov/681/ARCBid), Euna OpenBids

(https://network.demandstar.com) and Georgia Procurement Registry website located at

(https://ssl.doas.state.ga.us/gpr/index). Bidders must mark the RFP number on the outside of the submittal envelope. Addenda will also be posted on the above listed website.

An optional pre-proposal conference will be held on Monday, August 10, 2026 @ 10:00 a.m. virtually via Teams; Meeting ID: 241 474 137 376 868; Passcode: nq2hQ7wr.

All requests for clarifications or interpretations for this proposal must be submitted in writing by electronic email to procbidandcontract@augustaga.gov to the Procurement Department on or before the close of business Wednesday, August 12, 2026 @ 5:00 P.M.

Questions, request for clarifications or interpretations regarding this proposal must be submitted to the

Procurement Department:

Augusta Procurement Department

Attn: Ms. Tywanna Scott

535 Telfair Street - Room 605

Augusta, Georgia 30901

Phone: 706-821-2422

Email: procbidandcontract@augustaga.gov

Bidders are cautioned that acquisition of the proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

No proposals will be accepted by email; all proposals must be received by mail or hand delivered.

Publish:

Augusta Chronicle July 23rd, 30th and August 6th https://www.augustaga.gov/681/ARCBid https://www.augustaga.gov/681/ARCBid https://network.demandstar.com/ https://ssl.doas.state.ga.us/gpr/index mailto:procbidandcontract@augustaga.gov

PROCUREMENT DEPARTMENT

ELECTRONIC TEAMS INFORMATION

The Augusta, Georgia Procurement Department conducts Public RFP Pre-Proposal

Conferences and Openings to award quality contracts for Augusta. Proposers may participate in our Public RFP Pre-Proposal Conferences and Openings via webcast or teleconference by following the instructions outlined below:

ELECTRONIC RFP INSTRUCTIONS

RFP # 26-275 Pre-Qualification Conference

Utilities Billing Customer Information System for

Augusta-Richmond County - Augusta Utilities Department

Monday, August 10, 2026 @ 10:00 a.m.

TEAMS RFP Pre-Qualification Conference:

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting and enter meeting ID: 241 474 137 376 868

2. Passcode: nq2hQ7wr

RFP # 26-275 Opening

Utilities Billing Customer Information System for

Augusta-Richmond County - Augusta Utilities Department

Bid openings are open to the public in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901

Wednesday, August 26, 2026, at 11:00 a.m.

TEAMS RFP Opening:

3. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting and enter meeting ID: 285 549 064 218 408

4. Passcode: 2p2Db7Xm

For Assistance: Please Contact the Issuing Officer at (706) 821-2422 https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting https://zoom.us/join https://zoom.us/join https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting https://zoom.us/join https://zoom.us/join

INSTRUCTIONS TO SUBMIT

INSTRUCTIONS TO SUBMIT

1.1 Purpose: The purpose of this document is to provide general and specific information for use by vendors in submitting a proposal to supply Augusta, Georgia with equipment, supplies, and or services as listed above.

All proposals are governed by the Augusta, Georgia Code.

1.2 Viewing the Augusta Code: All proposals are governed and awarded in accordance with the applicable federal and state regulations and the Augusta, Georgia Code. To view the Code visit Augusta’s website at www.augustaga.gov or http://www.augustaga.gov/index.aspx?NID=685 Guidelines & Procedures.

1.3 Compliance with laws: The Bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or Augusta, Georgia statute, ordinances and rules during the performance of any contract between the Bidder and Augusta, Georgia. Any such requirement specifically set forth in any contract document between the Bidder and Augusta, Georgia shall be supplementary to this section and not in substitution thereof.

1.4 Bids For All Or Part: Unless otherwise specified, County reserves The Right To make an award(s) for all Items, or categories, or specific line items, to one or more bidders. Bidder may restrict their bid to consideration in the aggregate by so stating but must name a unit price on each item submitted upon.

1.5 All protests shall be made in writing to:

Attn: Andy Penick, Procurement Director

535 Telfair Street, Suite 605

Augusta, GA 30901

Email:procbidandcontract@augustaga.gov

1.6 Augusta, Georgia License Requirement: For further information contact the License and Inspection

Department at 706 312-5050.

General Contractors License Number: If applicable, in accordance with O.C.G.A. §43-41, or be subjected to penalties as may be required by law.

Utility Contractor License Number: If applicable, in accordance with O.C.G.A. §43-14, or be subjected to penalties as may be required by law.

1.7 Terms of Contract: (Check where applicable)

[ ] (A) Annual Contract

[ ] (B) One time Purchase

[X] (C) Other file://///augunity01/ProcurementCommon/2026%20Bid%20Information/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/2015%20Bid%20Information/15-172A%20Temporary%20Staffing%20Services/www.augustaga.gov http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures

NOTICE TO ALL VENDORS

ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS

PLEASE READ CAREFULLY:

Exhibit A is a consolidated document consisting of:

1. Business License Number Requirement (must be provided)

2. Acknowledgement of Addenda (must be acknowledged, if any)

3. Statement of Non-Discrimination

4. Non-Collusion Affidavit of Prime Bidder/Offeror

5. Conflict of Interest

6. Contractor Affidavit and Agreement (E-Verify User ID Number must be provided)

Exhibit A Must be Notarized & Two (2) Pages Must be returned with your submittal .

Business License Requirement: Bidder must be licensed in the Governmental entity for where they do the majority of their business. Your company’s business license number must be provided. If your Governmental entity (State or Local) does not require a business license, your company will be required to obtain an

Augusta-Richmond County business license if awarded a contract. For further information contact the

License and Inspection Department at 706 312-5050.

Acknowledgement of Addenda: You Must acknowledge all Addenda. See Page 1 of Exhibit A.

E-Verify * User Identification Number (Company I.D.): Vendor must provide the E-Verify affidavit with their bid.

The city, each contractor, and each subcontractor have different roles and responsibilities in the E-Verify process. The city collects E-Verify affidavits from the contractor. The contractor collects E-Verify affidavits from its subcontractors. The subcontractors collect E-Verify affidavits from its sub-subcontractors. Independent contractors (those with no employees) do not need to supply E-Verify information. Instead, they will provide a driver’s license or state identification card from states on the “compliant” list created by the Georgia Attorney General. Those contractors and subcontractors that fill out the affidavits are responsible for the accuracy of the information. The city does not need to confirm that the

E-Verify information is correct. The liability for incorrect information is on the contractor or subcontractor. NOTE: The authorization date can be found within the Memorandum of Understanding (MOU).

Affidavit Verifying Status for Augusta Benefit Application (Systematic Alien Verification for Entitlements

Program) (Must Be Returned With Your Submittal)

The successful vendor will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation” (Vendor’s letter will denote the date forms are to be received)

1. Georgia Security and Immigration Subcontractor Affidavit

2. Non-Collusion Affidavit of Sub-Contractor

3. E-Verify MOU (Memorandum of Understanding)

Exhibit A

Augusta, Georgia Procurement Department

ATTN: Procurement Director

535 Telfair Street, Suite 605

Augusta, Georgia 30901

Name of Bidder: _________________________________________________________________________________________________

Street Address: __________________________________________________________________________________________________

City, State, Zip Code: ____________________________________________________________________________________________

Phone: _______________________________________ Email: ____________________________________________________________

Where/How did you hear about this solicitation? __________________________________________________________________

Attach a copy of your Business License, W-9, and your General Contractor License.

If applicable, provide a copy of the following:

Utility Contractors License - MUST BE LISTED ON FRONT OF ENVELOPE

Acknowledgement of Addenda: (#1) ____: (#2) ____: (#3) ____: (#4) ____: (#5) ____: (#6) ____: (#7) ____: (#8) ____:

NOTE: CHECK APPROPRIATE BOX (ES) - ADD ADDITIONAL NUMBERS AS APPLICABLE

Statement of Non-Discrimination

The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated, on the basis of race, religion, gender, national origin, or ethnicity, with regard to prime contracting, subcontracting, or partnering opportunities.

The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business subcontractor/supplier utilization.

The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunities to do business with this Company;

That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Bidder

By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor.

(c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Conflict of Interest

1. By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief1. No circumstances exist which cause a Conflict of Interest in performing the services required by this BID, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the bid have arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or competitor.

c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment, or consideration.

Contractor Affidavit and Agreement: Contractor Affidavit under O.C.G.A. § 13-10-91(b) (l)

Georgia E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-

10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Georgia Law requires your company to have an E-Verify*User Identification Number (Company I.D.) on or after July 1, 2009.

For additional information or to enroll your company, visit the State of Georgia website:

https://www.e-verify.gov/employers/enrolling-in-e-verify

Federal Work Authorization User Identification Number: E-VERIFY REQUIRED FOR ALL CONTRACTS OVER $2,499.00

** (E-Verify Number) _______________________________________________

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20________ in ___________________ (City), ______________ (State).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

NOTARY COMMISSIONING

Subscribed and sworn before me on this _______ day of ____________________________, 20_______

Notary Public My Commission Expires: NOTARY SEAL

The undersigned further agrees to submit a notarized copy of Exhibit A, and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated. You Must Complete and Return the two (2) pages of Exhibit A with Your Submittal. Document Must Be Notarized.

http://gma.informz.net/z/cjUucD9taT0yMjUwOTU1JnA9MSZ1PTUxODY3MTg3MiZsaT0yMTQ3NjI3Nw/index.html https://www.e-verify.gov/employers/enrolling-in-e-verify

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or Occupation

Tax Certificate, Alcohol License, Taxi Permit, Contract or other public benefit as reference in

O.C.G.A. Section 50-36-1, I am stating the following with respect to my proposal for an Augusta, Georgia contract for

[RFP Project Number and Project Name]

[Print/Type: Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

[Print/Type: Name of business, corporation, partnership, or other private entity]

1.) _______ I am a citizen of the United States.

2.) _______ I am a legal permanent resident 18 years of age or older.

3.) _______ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal

Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant

Printed Name

*Alien Registration Number for Non-Citizens

NOTARY ACKNOWLEDGEMENT

Notary Public

My Commission Expires: _____________________________ NOTARY SEAL

THIS FORM MUST BE COMPLETED, NOTARIZED AND RETURNED WITH YOUR SUBMITTAL

TRADE SECRET STATUS AFFIDAVIT

Augusta, Georgia

All documents, data, letters and generated information received by Augusta, Georgia constitutes a

“public record” and is subject to disclosure under the Georgia Open Records Act ("GORA"). O.C.G.A. §

50-18-70 et seq. However, pursuant to O.C.G.A. § 50-18-72(a)(34), "[an] entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.].”

O.C.G.A. § 10-1-761(4) defines “Trade secret" as “…information, without regard to form, including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public and which information:

A. Derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

B. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”

Therefore, the records listed below and attached hereto, that were submitted with

_______________________response to Augusta, Georgia Request for Proposal, Request for Quote, or Request for Qualified Contractor ______________are marked confidential pursuant to O.C.G.A. § 10-1-761(4):

• (List specific information that the supplier wishes to withhold and how that information constitutes a trade secret)

• Additional trade secret information requested to be withheld

• Your company is requested to send a redacted copy of your submittal.

Under penalty of perjury, acknowledging that O.C.G.A. §16-10-71 provides a penalty of a fine of up to

$1,000 and potential imprisonment of one to five years, I attest that the specific information in the records listed above constitutes trade secrets pursuant to O.C.G.A. § 10-1-761(4), and request that Augusta, Georgia not disclose this protected information under the Georgia Open Records Act ("GORA").

Signature:

[Signatory Name in Print] [Signatory’s Title] [Company Name]

_______________________________ Date: ______________________________________

[Signatory’s Title]

NOTARY COMMISSIONING

Notary Public

My Commission Expires: ___________________________________ NOTARY SEAL

RETURN FORM ONLY IF APPLICABLE.

Minority and Women Owned Business Enterprise Program Ordinance Requirements

Notice To All Bidders (PLEASE READ CAREFULLY)

The following shall apply to All Bids regardless of the dollar amount

In accordance with the Commission Action on 7/25/24 and the adoption of Ordinance No. 7945 Chapter 10C of the AUGUSTA, GA, CODE, Contractors agree to collect and maintain all records necessary to Augusta, Georgia to evaluate the effectiveness of its Minority and Women Owned Business Enterprise Program and to make such records available to Augusta, Georgia upon request. The requirements of the Minority and Women Owned

Business Enterprise Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE, Contractors shall report to Augusta, Georgia the total dollars paid to each subcontractor, vendor, or other business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors, if any as required by Augusta, Georgia. Such utilization reports shall be in the format specified by the Director of

Compliance and shall be submitted at such times as required by Augusta, Georgia. Required forms can be found at www.augustaga.gov. If you need assistance completing a form or filing information, please contact the M/WBE Program office at (706) 821-2406. Failure to provide such reports withing the time period specified by

Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including, but not limited to, withholding payment from the Contractor and/or collecting liquidated damages.

SHALL APPLY TO PROJECTS IN EXCESS OF $300,000

Minority and Women Owned Business Enterprise Program (Continued)

Sec. 1-10-138. Race and Gender-Conscious Efforts

Contract-by-Contract Subcontractor Goals The City, through the Goal Setting Committee (GSC), will set specific, separate percentage-based MBE and WBE subcontracting goals on a contract-by contract basis for Prime contracts in Construction, Architecture & Engineering, Professional Services, and Other Services valued in excess of $300,000. The City shall establish such goals based upon the type of contract, the type of subcontracting work that will be required, and the availability of M/WBE firms to perform the work for that specific contract.

The GSC shall not establish subcontracting goals on contracts where (a) there are no subcontracting opportunities identified for the contract; or (b) there are not at least three (3) MBE and/or WBE firms that are available and capable to perform a CUF for the overall subcontracting opportunities on the contract.

Good Faith Efforts (GFE) Requirements and Guidance

1. Achievement of subcontracting goals or documentation of Good Faith Efforts applies to every Contract for which such goals are established. The Bidder shall submit a compliance plan detailing its achievement of the goals or its Good Faith Efforts to meet the goals. The compliance plan shall be due at the time set out in the solicitation documents.

2. When a Bidder cannot achieve the goals, its compliance plan shall document its GFE to achieve the goals.

The Director of Compliance will determine whether the Bidder has made such GFE.

Bid Documents

All bid documents shall require bidders or proponents to submit with their bid the following written documents, statements, or forms, which shall be made available by the Procurement Department.

• Proposed Letter of Intent MBE/WBE.

• Proposed MBE/WBE Utilization Plan.

• Documentation of Good Faith Efforts Form (in the event the bidder will not meet the MBE and WBE goals).

Failure to submit the above documentation shall result in the bid being declared non-responsive.

Sec. 1-10-154.Exceptions

In accordance with § 1-10-8, on federally funded projects or contracts, the M/WBE Program shall only be utilized when authorized by the applicable federal (and/or Georgia) laws, regulations, and conditions relating to that project or contract. To the extent that there are any conflicts between any such laws, regulations, or conditions and the provisions of the M/WBE Program, the federal (and/or Georgia) guidance shall control.

NOTE: All forms should be submitted in a separate, sealed envelope, labeled M/WBE Forms, Company’s Name &

Bud number

For questions and or additional information, please contact:

Minority-Owned and Women-Owned Business Enterprise Program

535 Telfair Street, Suite 530

Augusta, Georgia 30901

(706) 821-2406, mwbe@augustaga.gov

Website: https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise http://www.augustaga.gov/ http://www.augustaga.gov/ mailto:mwbe@augustaga.gov https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise

SECTION I

INTRODUCTION AND BACKGROUND:

Introduction and Background

The Augusta Utilities Department (AUD) in Augusta, Georgia (Augusta) provides water and sewer services to the residents of Augusta and bills for these services through nearly

75,000 customer accounts. Additionally, AUD bills for the Stormwater Utility on behalf of the Augusta Engineering Department. Augusta-Richmond County sees steady annual growth in both population and utilities customers.

Our Customer Service Department serves as the primary interface point between AUD and the Augusta community. Our Customer Service Representatives (CSRs) are the primary contacts for information regarding start/stop of service, billing questions, leak concerns, and service interruptions. Our CSRs are trained to help customers with immediate concerns and whom to contact in other departments for specific questions or needs. Our Customer Service department handles, on average, approximately 800 applications for service each month. On average, our Customer Service department receives approximately 7,500 calls per month and 7,500 in-office visits each month.

Our Metering Department is responsible for reading, maintaining, repairing, and replacing water meters 3 inches and smaller. Water meters are read monthly through a combination of manual, AMR, and AMI reads. These reads are reviewed for a number of factors including high, low, and zero consumption. After validation is completed the readings are transferred to the customer accounts for billing to occur. AUD is in the process of upgrading all of our meters to solid state water meters with cellular AMI endpoints. AUD uses Itron for our AMI network; any proposed billing system must be capable of interfacing with Itron’s Temetra software.

Our Construction and Maintenance department is responsible for the provision of new taps, provision of water meters for new commercial and industrial accounts, and for the creation of new residential accounts created for new build homes and subdivisions. As well, a team in our C&M department is responsible for the daily dispatch of turn on/turn off work orders as a result of customer non-payment.

The current CIS creates bills for water, sewer, and stormwater. AUD is responsible for water and sewer, while Augusta Engineering Department is responsible for stormwater. There are multiple user categories, a tiered rate system, a levelized winter average for residential sewer billing, and a number of fees that any billing system must be able to handle. Billing is calculated with usage calculations, fixed fees, and variable fees. AUD currently has 28 monthly billing cycles for water and sewer, with stormwater fees billed on the monthly water and sewer bills. Once bills have been generated and sent to customers, AUD is responsible for collecting payment. All bills are printed and sorted by a third party.

Payments are made using a variety of methods. Customers are able to use IVR, online payments, direct debit (ACH), check, or in-person payments.

AUD currently uses Systems & Software’s enQuesta (version 6) for our CIS.

AUD uses Cityworks AMS (server version 15.8.8 and mobile version 11, as of December

2025) for work order management, integrated with the Augusta GIS as the master catalog of assets. AUD is in the process of upgrading to ArcGIS Pro for GIS and to

Cityworks 26 for work management.

SECTION II

SCOPE OF SERVICE:

Scope of Service

The purpose of this RFP is to obtain proposals for a utility billing software and Customer

Information System (CIS) that will meet all core functions as defined in the requirements and keep pace with Augusta’s current and future needs. The software must integrate all aspects of our utility services including customer account management, billing and collections, meter reading systems and software, asset and work order management software, and customer payment and portal systems. It is expected that the selected vendor will assume responsibility for leading the implementation of the software solution in partnership with an Augusta appointed project manager, including any data conversion that may be required to transition from the current software. AUD may enter into a professional services agreement with the vendor that best meets our needs and provides the best value inclusive of implementation, data conversion and migration, training, and support.

The proposed solution must include all items listed in the requirements as mandatory.

Should it be discovered that a proposer falsely claimed the existence or current operational state of any required item it shall be grounds for disqualification of the proposal or if discovered after award for the immediate termination of any contract with all funds refunded immediately upon dissolution of the contract.

SECTION III

INSTRUCTION TO PROPOSERS:

Obligations of Proposers

AUD assumes no responsibility for any costs incurred by any Proposer in responding to this

RFP. Your good faith response assumes the requested information is solicited without the creation of any obligation between parties, explicit or implied. Augusta will conduct a thorough investigation and evaluation of all responses.

Pre-Proposal Conference

A pre-proposal conference call will be held on Monday, August 10, 2026 at 10:00 am virtually via Teams; Meeting ID: 241 474 137 376 868; Passcode: nq2hQ7wr.

Representatives from AUD, AED, and Augusta Procurement will be available for discussion and questions during the conference. The purpose of the conference is to provide assistance in the interpretation of the RFP and answer other technical or contractual matters.

Nothing stated or discussed during the course of this conference shall be construed to modify, alter, or change the requirements of the RFP unless it shall be subsequently incorporated into an addendum to the RFP. All questions asked during the conference must be submitted in writing and will be addressed in an addendum following the conference.

Tentative Proposal Selection Schedule Activity Date

RFP Issued July 23, 2026

Pre-Proposal Conference August 10, 2026

Deadline for Questions to Augusta August 12, 2026

Proposals Due August 26, 2026 @

11:00 am

Preferred Proposals Selected TBD

Vote of Acceptance from Augusta

Commission

TBD

Award and Notice to Proceed TBD

Preparation and Submission of Proposals

Proposals with pricing information must be submitted in the prescribed format. Failure to comply with directions in this RFP or omission of requested information could result in disqualification a proposal. Proposals are to be submitted in a sealed envelope, clearly marked in the lower left-hand corner:

“Proposal – RFP 26-275 Utilities Billing Customer Information System”

Proposals and pricing to be submitted to:

The Augusta Procurement Department

Attn: Andy Penick

535 Telfair St.

Suite 605

Augusta, GA 30901

One (1) un-bound original of the proposal, the Appendix A – General Requirements, and the Appendix B – IT Requirement and one (1) electronic copy of the proposal, Appendix

B, and Appendix C on a USB flash drive. This is to be submitted with your proposal and must be received at the Procurement Department office no later than Wednesday, August 26, 2026 at 11:00 a.m. Submit in a separately sealed envelope one (1) unbound original Cost Proposal and one (1) electronic copy on USB flash drive. Failure to conform to this requirement may be grounds for disqualification. Absolutely no Proposals and

Pricing Information will be accepted after Wednesday, August 26, 2026 at 11:00 a.m.

Faxed or e-mailed proposals and pricing Information are not acceptable. Proposals and pricing information received after the deadline will be returned to the sender unopened.

Names of submitting firms will then be read aloud at 11:00am on Wednesday, August 26, 2026. All interested parties and the general public are invited to attend. All questions are to be directed the office of the Director of Procurement via email at procbidandcontract@augustaga.gov. All questions must be received no later than 5:00 p.m. on Wednesday, August 12, 2026.

No organization is to discuss any aspect of this RFP with any Augusta employee without approval of the Procurement Department. This is to ensure that all prospective respondents have the same level of knowledge relative to the required services as well as ensuring the additional data is made available to all proposers.

Proposals received will become the property of Augusta and shall be used as they see fit. All information contained in the Proposals will remain confidential until after a contract is signed. Augusta reserves the right to cancel the RFP, to reject any and all responses received, and to waive any technicalities or other minor informalities if it determines, at its sole discretion, that such cancellation or rejection is in the best interests of Augusta.

Addenda, Questions, and Interpretations

Augusta reserves the right to cancel the RFP or to eliminate parts thereof if it determines, at its sole discretion, that such cancellation or elimination is in the best interest of Augusta.

Augusta reserves the right to amend this RFP by addenda no later 5 days prior to the date set for receipt of the submission of proposals. Addenda or amendments will be posted on Augusta’s website ARCBid, Euna OpenBids, and Georgia Procurement Registry. All such addenda shall become part of the RFP and all Proposers shall be bound by such addenda. Addenda, including postponement of the date for receipt of proposals, may be issued up to 5 days prior to the date the proposals are due. Vendors are to acknowledge receipt of addendum.

Proposing firms shall promptly notify Augusta of any omission, ambiguity, inconsistency or error that they may discover upon examination of the RFP.

Augusta will not be bound by any information, explanation, clarification, or any interpretation, oral or written, by whosoever made, that is not incorporated into an addendum to the RFP. No response will be made to inquiries received after the RFP questions deadline.

Modification and Withdrawal of Proposals

Proposals may be withdrawn after they have been submitted, but only before the deadline established for receipt of Proposals. Withdrawn proposals may be resubmitted but only in the manner in which the proposal was originally submitted. Withdrawals must be signed by the Proposer(s) and must be received by Augusta no later than the deadline.

Rejection of Proposals

Augusta reserves the right to reject any and all responses to the RFP with reasonable explanation, and/or to waive any informalities in evaluating the RFP responses if it deems this to be in the best interest of Augusta, its customers, and the general public. Augusta reserves the right to qualify Proposers as it deems in its best interest.

Augusta will not award a contract to a Proposer who fails to furnish evidence satisfactory to Augusta that it has the ability, equipment, and experience to furnish the kind and quality of materials and services required, that it has furnished materials and services of similar character and magnitude, and that it has sufficient capital and plant to enable it to prosecute this project successfully within the time limit given for this contract. Intending vendors who cannot fully satisfy these requirements are requested not to submit a proposal. Failure to qualify in this respect may be considered sufficient cause to reject any proposal whatsoever.

Additionally, Augusta reserves the right to disqualify Proposers, before and after the opening of proposals, upon evidence of collusion with intent to defraud or other illegal practices upon the part of any Proposer(s).

Proposal Contents

Proposals must be organized and provided in a clear and concise format. The information shall be provided in the order listed and font size shall not be smaller than 11

pt. font. Sections shall be divided by tabs for ease of reference or bookmarked in PDF, and pages shall be consecutively numbered.

Each proposal shall be submitted in a sealed envelope and prominently marked as follows:

RFP No.: #26-275 Utilities Billing Customer Information System

Opening Date: Wednesday, August 26, 2026

Company Name: Company ‘s Name

The Proposal shall include the following:

• Title Page – List the RFP title, the name of the Proposer, managing office address, telephone number, name and email address of primary contact, and date.

• Table of Contents – Include a clear identification of the material included in the proposal by page number.

• Procurement Documents: All documents required under the Augusta

Procurement regulations and procedures, properly executed and notarized as required (Exhibit A and SAVE Form). The notary seal shall be visible on the original and all copies.

• Letter of Interest – Two (2) pages maximum indicating the Proposer understands the scope of work requested, commits to provide the required services, and providing the name(s) and contact information of the authorized representative(s) for the Proposer’s organization.

• Textual response, including annotations as needed.

• Summary of exceptions to requirements. List all exceptions. Language such as

“Proposer would like to discuss” may be considered an exception by Augusta.

• Details of exceptions. Language such as “Proposer would like to discuss” may be considered an exception by Augusta. Proposer shall briefly state the reason for the exception and provide alternative language in the case of an exception.

• References.

• Financial Data.

• Attestation regarding disputes.

• Cost proposal

Trade Secrets

Pursuant to Georgia law, any trade secrets that are required by law, regulation, bid, or request for proposal to be submitted to Augusta are exempt from disclosure under the

Open Records Act. However, this exemption applies only in specific circumstances. If records containing trade secrets are submitted to Augusta, and the submitting company wants to protect the trade secrets contained in those records from disclosure, an affidavit must be attached to the records stating that specific information in the records is a trade secret. See Trade Secret Affidavit on page 9.

Indemnity

To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Owner from and against liability, claims, damages, losses and expenses, including attorneys’ fees, arising out of or resulting from performance of the work, provided that such liability, claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the work itself) including loss of use resulting therefrom, but only to the extent caused in whole or in part by negligent acts or omissions of the Contractor, a Subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable.

In claims against any person or entity indemnified under this Paragraph by an employee of the Contractor, a Subcontractor, any one directly or indirectly employed by them or anyone for whose acts they may be liable, the indemnification obligation under this

Paragraph shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for the Contractor or a Subcontractor under workers’ compensation acts, disability benefit acts or other employee benefit acts.

Title VI

Augusta, Georgia, in accordance with Title VI of the Civil Rights Act of 1964 and 78 Stat.

252, 42 USC 2000d – 42 and Title 49, Code of Federal Regulations, Department of

Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, minority enterprise will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated on grounds of race, color, sex or national origin in consideration of award.

• Compliance with Regulations – Contractor shall comply with the Regulations relative to nondiscrimination in federally-assisted programs of the U.S.D.O.T., Title

49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

• Nondiscrimination – Contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and leases of equipment. Contractor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program set forth in

Appendix B of the Regulations.

• Solicitation for Subcontracts, Including Procurement of Materials and Equipment –

In all solicitations either by competitive bidding or negotiations made by the

Contractor for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor’s obligations under this contract and the Regulations relative to nondiscrimination on the ground of race, color, sex, or national origin.

• Information and Reports – Contractor shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books records, accounts, other sources of information and its facilities as may be determined by Augusta or the Georgia Department of Transportation

(GDOT) or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations, orders, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to Augusta, GDOT, or the

Federal Highway Administration as appropriate, and shall set forth what efforts it has made to obtain the information.

• Sanctions for Noncompliance – In the event of the Contractor’s noncompliance with the nondiscrimination provisions of this contract, Augusta shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to withholding of payments to the contractor under the contract until the contractor complies and/or cancellation, termination, or suspension of the contract in whole or in part.

• Incorporation of Provisions – The Contractor shall include the provisions of paragraphs (2) through (6) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto.

• The Contractor shall use suppliers on the appropriate GDOT Qualified Products List.

• During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees to comply with the following non-discrimination statutes and authorities; including but not limited to:

o Title VI of the Civil Rights Act of 1964 and 49 CFR Part 21, o The Uniform Relocation Assistance and Real Property Acquisition Policies

Act of 1970, o Federal-Aid Highway Act of 1973, o Section 504 of the Rehabilitation Act of 1973, as amended, and 49 CFR Part

27, o The Age Discrimination Act of 1975, as amended, o Airport and Airway Improvement Act of 1982, o The Civil Rights Restoration Act of 1987, o Titles II and III of the Americans with Disabilities Act, o The Federal Aviation Administration’s Non-discrimination statute, o Executive Order 12898, Federal Actions to Address Environmental Justice in

Minority Populations and Low-Income Populations, o Executive Order 13166, Improving Access to Services for Persons with

Limited English Proficiency, o Title IX of the Education Amendments of 1972, as amended.

Responsibility of Proposer

Responses to a Request for Proposals must be signed by an authorized official to bind the proposer, and it shall contain a statement to the effect that the Request for Proposals is firm for a period of at least 90 days from the closing date of submission.

Ownership of Material

Ownership of all data, material, and documentation originated and prepared for

Augusta pursuant to this contract shall belong exclusively to Augusta.

Prohibition of Gratuities

Firms shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the Augusta Board of Commissioners for the purpose of influencing consideration of this proposal.

Cost of Proposal

Augusta shall assume no liability for costs incurred by proposers to prepare and/or submit a proposal. The entire cost of preparation, submission, and any work in connection therewith shall be borne by the proposer(s).

Open Records

In accordance with The Georgia Open Records Act, §50-18-72, the contents of proposals shall not be made public until such time as the final award of a contract is made.

Assignment of Contractual Rights

It is agreed that the successful proposer shall not assign, transfer, convey, or otherwise dispose of a contract that results from this RFP or their right, title, or interest in or to the same, or any part thereof, without written consent by Augusta.

Contract Award

Following review of the proposals, a Selection Committee will rank the respondents in accordance with the weighted evaluation criteria. Failure of a Proposer to provide any portion of the requested information may result in declaration that the Proposer was non-responsive. Augusta reserves the right to reject any and all proposals.

Independent Contractors

The proposer represents to…