Addendum 4 _ Utility Billing Software RFP 202.pdf

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 #4

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 – Will the City consider a solution hosted in the U.S., with project and support teams based in both the U.S.

and Canada?

ANSWER:

• Yes

Q2 – However point 9.6 states that: "Please provide a list of your utility billing production solution deployments for utility companies in North America. If possible, include at least five (5) references from a municipality of similar size and scope. The references should include the following information: utility name, number of endpoints by commodity, services offered, rate structures supported, outage management system (OMS), geographic information system (GIS), interactive voice response (IVR), system installation date and version implemented, and provisioning software in use."

While we do have many more references available, we only have one in the Americas and that is from the Carribean. So, we do not have enough North America references. Do you think we should still participate in the RFP or is this an exclusion criterion?

• Please provide us with any references that your company has.

Q3 – The RFP states that payment shall be made upon receipt of an approved invoice; however, it does not specify whether payments will be linked to project milestones or deliverables. Kindly confirm if the City intends to follow a milestone-based payment structure. If yes, please share the defined project milestones or expected payment stages to be considered for proposal alignment.

ANSWER:

• This is referring to payments that are made after the project is completed. Payment structure during the project will be discussed and agreed upon after a contract is signed.

Q3 – The RFP indicates that planning and implementation is expected to commence in January 2026;

however, it does not specify the expected duration or key phases of implementation. Kindly confirm whether the City has a preferred implementation timeline or milestones that bidders should consider while preparing their project plans.

• We do not currently have a timeline in place for this project.

Q4 – The RFP does not mention any estimated budget or financial allocation for this project. Kindly confirm if the City has a defined budget range or funding estimate that vendors should consider while preparing their proposals.

• We do not currently have a defined budget range for this project.

Q5 – Is MFA a must have or a should have?

• Must have.

Q6 – Do you have staff 24/7 that is why you require 24/7 support?

• Yes, we have a Utility Response Center that is operated 24/7.

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