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 #5

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 – 14.2 does not allow for withdrawal of our proposal for any reason.

What is the withdrawal option if the city changes the scope significantly, which is specifically allowed by section 14.28, or if the city fails to disclose material facts or requirements to items?

ANSWER:

• This refers to after the RFPs have been opened. Any changes made to the RFP will be made prior to opening the RFP and will be posted as an Addendum.

Q2 – 14.19, Hold Harmless and Indemnification, is a non-starter.

Is it going to be an issue as we only indemnify our clients for costs due to gross negligence on our part, not a blanket coverage on any and all losses “resulting from any and all operations performed by” us.

ANSWER:

• This is a requirement for all vendors that are contracting with the City to perform work.

Q3 – 14.20, Multiple Awards, How would you think about separating awards? Would you award one utility billing company the billing portion but a different company the printing add-on?

• This will be accepted.

Q3 – Does the City have a preference of moving to a new payment processor or working with the existing processor in place today?

• Please provide us with both options. We do not have a preference.

Q4 – Does the City have any AMI meters installed for all of the services that you offer? Can you clarify how many meters are AMI today by Service Type? (And any other details you can provide on an AMI initiative)

ANSWER:

• Yes, we have AMI meters installed for Electric, Water and Natural Gas services.

• Natural Gas: 3,923 installed, 2,821 of those are AMI

• Water: 12,897 installed, 12,476 of those are AMI

• Electric: 17,182 installed, 16,308 of those are AMI

Q5 – What meter manufacturer(s) does the City have in place today? (i.e. Neptune, Sensus, Badger, etc.)

ANSWER:

• Natural Gas: Sensus

• Water: Badger

• Electric: Itron, Aclara and GE (Currently, switching to Itron)

Q6 – If not managed on paper, what mobile field service software do you use for your short-cycle premises-based Service Orders like turn-ons, turn-offs, meter swaps, meter re-reads? To price Mobile Field Service for this bid, how many users do you require in each of the three following categories

A. Those requiring full edit access to orders such as field technicians and dispatchers;

B. Those who would need read-only access to view reports or dashboards;

C. Customer Service Representatives that might assist with scheduling orders for customers.

• We do not have mobile field service software currently. We do want to have this option.

• A. 12 total – 4 Service, 1 Supervisor, 1 Electric, 6 Dispatch

• B. 10 – All billing representatives and dispatch

• C. 40 – All of Customer Service and URC employees

Q7 – Is the Facility Dude Inc./Mobile 311 product only being used for sanitation? – Can you clarify how you’d like this solution to be integrated with the CIS?

ANSWER:

• Yes, this is only used by the Sanitation department. It provides them with the routes for the can pickups. It is also used to alert our Roll Off drivers with the work orders for them to fulfill. When a work order is put in, the driver gets an alert on their iPad to empty the roll off at the Landfill. We would like to have an API connection between the CIS and Facility Dude. If there is other options, we are open to what you can offer.

Q8 – Outside of the integrations listed below, are there any others that would be in scope for your utility billing system and customer portal solution? (Ex: Collections Agency, GIS, Financial or Document Management System, Credit Bureau, etc.)

A. Parsons MDM B. Northrop Grumman (Route Management) C. Invoice Cloud D. Milsoft IVR and OMS E. Esri GIS F. Municode Bill Printing

• City Works

• Tyler ERP

• Laserfiche

Q9 – The City mentioned a third-party vendor who is helping to create a customer web portal and mobile app – Can you please confirm the name of the vendor the City is utilizing for this initiative and provide some detail on the scope?

ANSWER:

• The only third-party vendor we are currently using is Invoice Cloud for payment processing. We do not have a customer-web portal or mobile app. We would like to have both, so please provide options.

Q10 – The Invitation to Submit and section 10 of the RFP seem to provide different direction on the response format that the City is expecting. Can the City please clarify their preferred response structure?

ANSWER:

• The 1st paragraph in section 10 is a mistake. The response should be structured as it pertains to sections 5 through 9.

Q11 – Do you currently have a Backflow/Cross-Connection program and, if so, what software do you use, if any? How many Assemblies do you manage? Would you like bidders to include an integrated backflow program management software with our pricing or would you prefer we include it as optional?

ANSWER:

• We do not have software for backflow/cross-connection. Any information that exists for this is in GIS.

Please include it as optional.

Q12 – If not on paper, what software do you use to manage long-cycle Work Orders (i.e., work related to Assets like pipes/lines, pumps, treatment plants, vehicles, etc.)? Would the City be interested in software for Work Orders & Asset Management? If so, how many users would you need for:

A. Full edit access to work orders B. Read-only access to view reports relates to Work Orders/Asset management.

• We are using City Works for those types of Work Orders. Yes, we would like to see what is offered for both asset management and permitting software. Approximately, 50 user accounts would suffice.

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