P . O . B o x 1 5 4 0 • T h o m a s v i l l e , G A 3 1 7 9 9 • 2 2 9 - 2 2 7 - 3 2 5 9 • F A X 2 2 9 - 2 2 7 - 3 2 4 3 • w w w . t h o m a s v i l l e . o r g

UTILITY BILLING SOFTWARE

OPENING

JULY 16, 2025

AT 11:00 AM EST

ADDENDUM #1

Below are questions and answers for the UTILITY BILLING SOFTWARE RFP for the City of Thomasville.

Please familiarize yourself with the below changes before submitting your proposal.

Last day for questions to be submitted will be on or before 5:00 pm on Wednesday, June 18, 2025.

Responses for questions will be submitted no later than 5:00 pm on Friday, June 27, 2025 in order to maintain the July 16, 2025 submittal deadline.

Q1 – Can you provide the total number of active utility accounts? The number of services has been provided, but I assume that some accounts are multi service.

ANSWER:

• Approximately 18,442

Q2 – Can you please clarify this statement? "Deliver a quality and fully integrated Microsoft Windows 365-based software solution, that will meet or exceed the RFP requirements."

Is the City only considering utility billing solutions that are built on Microsoft Dynamics 365?

ANSWER:

• We are in a 365 environment and want vendors to provide us with a solution that will integrate with 365, but we are open to a solution that will not be integrated. That way we can decide if we want to move to a different solution.

Q3 – What are the number of payment transactions broken down per month by credit/debit card and ACH (bank payment)?

ANSWER:

• January: 7,907 (Check) – 9,712 (Card)

• February: 6,915 (Check) – 8,749 (Card)

• March: 8,978 (Check) – 10,986 (Card)

• April: 7,507 (Check) – 9,626 (Card)

• May: 7,819 (Check) – 10,057 (Card)

• As of 6/15: 3,515 (Check) – 4,478 (Card)

Q3 – Who is your current software provider for Utility Billing?

• Cogsdale

Q4 – Is the 17,756 the total number of accounts that are billed out monthly?

• Please see answer to #1.

Q5 – Is the City’s intention to move to a Cloud based software solution?

• Not per say. I want them to give me both options

Q6 – Section 4.0, Implementation Plan — the first bullet specifies the delivery of a ".....Microsoft Windows 365-based software solution..." Can the City confirm it is only considering, or strongly preferring, Microsoft-based solutions? Or is it open to other cloud offerings that will easily integrate with other City applications (i.e. Tyler Munis)?

• Please see answer to #2.

Q6 – Prior to the release of the RFP, has the City received any proposals or participated in any demonstrations of utility billing software?

• No

Q6 – Has the City set / approved a budget for this effort (including both implementation and ongoing subscription costs)? If so, is the City willing to disclose that amount?

• Not able to disclose the answer.

Q6 – Requirement 6.17 — the customer web portal and web app are key components of our total utility billing solution. Would the City consider sunsetting the existing portal and web app in favor or a proponents' native portal and app? It appears requirements 6.3.9 and 6.3.10 are okay with this approach.

• Yes, we are open to whatever your company offers.

Q6 – Requirement 6.3.5 - similar to the previous, would the City be open to proponents providing information about their native payment processing solution in lieu of an integration with Invoice Cloud? If yes, could the City share its payment processing data (Credit/Debit, ACH/echeck, etc.) for the past 12 months?

• Please see answer to #3.

Please sign and date this addendum and return it with your UTILITY BILLING SOFTWARE RFP for acknowledgement of this addendum.

Authorized Representative Date

Lori McCardle Purchasing Administrator | City of Thomasville | Financial Services Office: (229) 227-3259 | Fax: (229) 227-3243 111 Victoria Place | P.O. Box 1540 | Thomasville, GA | 31799