COD_ATT_7_Functional Requirements_UB_v2.xlsx

XLSX spreadsheet 29 KB Posted Sep 17, 2025

Attached to: Utility Billing System (UBS) Software and Implementation Services State and local contract opportunity
Solicitation number: 2025-0040
Issued by: Colorado

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Written by GovTribe AI · Sep 17, 2025

The document is a Functional Requirements spreadsheet for a Utility Billing System (UBS) from the City of Durango, Colorado, detailing comprehensive system requirements for utility billing software. The City is seeking a cloud or Software-as-a-Service (SaaS) solution that can manage water, wastewater, and solid waste billing processes, with the ability to support multiple service types, billing cycles, and customer account management. The requirements cover general system functionality, customer account management, meter information tracking, service requests, billing processes, collections, account closure, reporting, and self-service capabilities.

The functional requirements document indicates the City requires a robust utility billing system with extensive features, including the ability to track multiple account types, support various rate structures, handle complex billing scenarios, generate detailed reports, and provide online payment and account management capabilities. The system must accommodate different customer types (residential, commercial), support multiple billing cycles, handle meter reading and consumption tracking, manage service turn-on/off processes, generate collection notices, and provide flexible billing and payment options. Multi-vendor proposals are acceptable, with clear delineation of vendor roles and responsibilities for implementation and post-implementation support.

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COD_ATT_3_Prof_Svcs_Background.docx	DOCX document	Sep 17, 2025
COD_ATT_4_Prof_Svcs_Reference.docx	DOCX document	Sep 17, 2025
COD_ATT_6_Project Expectations.docx	DOCX document	Sep 17, 2025
COD_ATT_1_Signature Page.docx	DOCX document	Sep 17, 2025
COD_ATT_2_Proposer Statement_v2.docx	DOCX document	Sep 17, 2025
COD_ATT_5_Technology Deployment.docx	DOCX document	Sep 17, 2025
COD_ATT_8_Project Staffing.xlsx	XLSX spreadsheet	Sep 17, 2025
AD Utility Billing System (UBS) Software and Implementation Services 2025.docx	DOCX document	Sep 17, 2025
COD_ATT_10_Cost.xlsx	XLSX spreadsheet	Sep 17, 2025
COD_ATT_9_Conversions_v2.xlsx	XLSX spreadsheet	Sep 17, 2025
Utility Billing System Software _ Implementation Services 2025.pdf	PDF	Sep 17, 2025

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Requirements UTILITY BILLING - City of Durango, CO

Attachment 7: Functional Requirements
Column E: Available Responses
Y	Requirement Met and Proposed (Standard features in the generally available product)
Y-ND	Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)
N	Requirement Not Met with Proposal
I	Need More Information/Discussion
Column F: Available Responses
S	Requirement and Feature Supported by Software Developer
TPS	Requirement and Feature Supported by Third Party
NS	Requirement and Feature Not Supported
NOTE:	All exceptions and assumptions should be listed in the comments field
Req. #	Function	Process	Requirement	Implementation Response	Support Response	Comments
1	UB	General	System can notify when a new sewer or water Plant Investment Fee permit was inspected and approved
2	UB	General	System can notify when a Certificate of Occupancy is completed	Y-ND
3	UB	General	System can notify when an additional water meter is added to a property with a new CO		NS
4	UB	General	System can be notified when County properties are annexed into City limits (EX: Interface to TPS / OpenGov. permitting module)
5	UB	General	System will identify if a customer has been flagged as a bad debt at customer inquiry.
6	UB	General	System will identify if a customer owes a balance or has been written off as a bad debt at customer entry.
7	UB	General	Ability to turn off and turn on individual services (water, solid waste, etc.) resulting in automatic, user defined, prorating of services.
8	UB	General	Support an multiple number of billing cycles per month.
9	UB	General	Support an unlimited number of routes per billing cycle
10	UB	General	Support an unlimited number of utility accounts (service addresses) per route.
11	UB	General	Ability to automatically turn services off and back on at specified dates or vice-versa.
12	UB	General	Accepts full and partial and pre-payments.
13	UB	General	System will distribute partial payments received on a pro-rata basis of what is owed based on user defined formula.
14	UB	General	System will accommodate different distribution rules for current and past due balances.
15	UB	General	System will have multiple service types such as water, wastewater and customer types such as residential, commercial or combined.
16	UB	General	System will have multiple service types per account (water &sewer, trash, recycle, etc.)
17	UB	General	Ability to attach documents, text and notes to customer accounts and identify as occupant related or address related notes.
18	UB	General	System includes a built-in utility consumption and revenue summary by rate class
19	UB	General	End user reporting tools must be available to create queries and/or reports, using data from any of the fields within the Utility Billing system
20	UB	General	System will track information through system by contact and service address
21	UB	General	Ability to see all accounts (current and prior) at a given service address
22	UB	General	Ability to view multiple accounts associated with a single contact
23	UB	General	Ability to look up accounts by meter, GIS coordinates or other location criteria, meter serial number, meter ID, and accepts a partial meter number, displaying a list of all meters beginning with the numbers input by the user.
24	UB	General	Provided the ability to look up the account based on any of the following criteria:
25	UB	General	All or a portion of the customer’s first and/or last name.
26	UB	General	All or a portion of the service address.
27	UB	General	Owner or renter
28	UB	General	Phone number
29	UB	General	Email Address
30	UB	General	Meter Route
31	UB	General	Meter Number
32	UB	General	MXU number (transmitter)
33	UB	General	Serial Number
34	UB	General	GIS Coordinates or other location
35	UB	General	Parcel #
36	UB	General	Service type
37	UB	General	Outstanding Meter Issues/Non-compliance
38	UB	General	Able to create advanced filters based on user defined criteria
39	UB	General	Ability to use wildcards in any search field
40	UB	General	System transaction history fields (bill, payment, adjustment, etc.) should support drill-down functionality to source entry.
41	UB	General	System will display balances by service (i.e., water, sewer)
42	UB	General	System will process NSF checks reverse payment and reestablish account balance.
43	UB	General	System will display consumption history by occupant and consolidated together for a service address
44	UB	General	System sends electronic bill delivery and online payment
45	UB	General	System allows for recurring billing
46	UB	General	System provides for billing multiple meters for a single service address
47	UB	General	Ability to base charges for non-metered services such as sewer on water consumption from customer’s water consumption. .
48	UB	General	Ability to vary rate structure for different rate types for each service as City ordinances change. This includes the minimum consumption, billing rate breaks for consumption and dollars, penalty amount, base charge, minimum charge and maximum charge.
49	UB	General	Provide for flat rate billings (i.e. one-time special charges)
50	UB	General	Provide for billing on a rental basis for construction meters etc.
51	UB	General	Print bar codes on bills representing the customer’s utility account numbers.
52	UB	General	Read bar codes with bar code scanners upon receipt of payment from customer.
53	UB	General	System will add late penalties or interest charges to delinquent accounts according to a flexible rate structure determined by the user
54	UB	General	System will generate a cut off list after printing a preview report, which can be reviewed for possible revisions.
55	UB	General	System will age accounts in 30, 60, 90, and 120-day increments
56	UB	General	System will produce bills, inclusive of charges, fees, notices, etc., for customers that have already received a final bill but continue to maintain an unpaid balance.
57	UB	General	System will store date and time of readings, along with identity of meter reader, when captured through automated meter reading system.
58	UB	General	System will place an account on hold, resulting in the account not being billed until taken off hold.
59	UB	General	System will support ACH,-EFT, Credit Card, & Debit Card payments.
60	UB	General	System will allow multiple batches post to account on the same day
61	UB	General	Ability for completed service orders related to the utility billing system to automatically update the utility billing system in a real-time, on-line process upon completion of the service order.
62	UB	General	Provide history of all service orders at a service address to be displayed in each utility account.
63	UB	General	System property account records can be defined via postal address.
64	UB	General	System allows the City to designate property owner as ultimately responsible for all multiple unit property accounts.
65	UB	General	System can auto delete accounts if they have not been accessed for a certain amount of time
66	UB	Customer Account	System tracks customer information for multiple accounts
67	UB	Customer Account	System customer file provides at a minimum - name, multiple addresses, property tax id, email, and multiple phone numbers
68	UB	Customer Account	System tracks customer owning multiple properties
69	UB	Customer Account	System identifies and tracks residential, commercial, and Combined customer types.
70	UB	Customer Account	System can link commercial and residential accounts
71	UB	Customer Account	System tracks history of customer
72	UB	Customer Account	System tracks history of location
73	UB	Customer Account	System can track deposit for various types services (which could be returned upon termination of the account)
74	UB	Customer Account	System supports transfer of service where one account is closed and another opened without loss of data on customer history
75	UB	Customer Account	System can maintain alternate addresses for customers
76	UB	Customer Account	System identifies time period to send bill to alternate address (example: snow birds)
77	UB	Customer Account	System has the ability to attach files/documents to customer accounts
78	UB	Account Information	System tracks account for each service at each location (irrigation meters, water meter)
79	UB	Account Information	Accounts support multiple service types
80	UB	Account Information	Accounts linked to customer
81	UB	Account Information	System creates parent/child relationship with accounts/customers (landlord/tenant)
82	UB	Account Information	Scan and attach multiple forms of ID and deposit
83	UB	Account Information	Tracks Federal ID for commercial accounts
84	UB	Account Information	System can geo-map accounts to set up opt in/opt out alerts based on location
85	UB	Location Information	System can have multiple locations for each master location (parent/child) (example: landlord owns apartments in multiple locations and pays one service for all locations)
86	UB	Meter Information	System has the ability to interfaces with third party software and/or hardware for water consumption data
87	UB	Meter Information	System has the ability to interface with third party software and/or hardware to record meter asset information for each premise/ Smart reader functionality. Identify other Smart Read functional interface capabilities in comments
88	UB	Meter Information	System tracks meter inventory
89	UB	Meter Information	System can allow all stakeholders to see meter inventory
90	UB	Meter Information	System tracks condition of meters
91	UB	Meter Information	System tracks meter change-out history
92	UB	Meter Information	Meter upload routes can be the same to both reader systems and the billing system
93	UB	Meter Information	Ability to review accounts with an edit report and generate readings out of parameters for reread
94	UB	Meter Information	Ability to make adjustments based on rereads
95	UB	Meter Information	Ability to support change out of meters and update billing based on new meter for all charges
96	UB	Meter Information	Can drilldown to meter location on customer record
97	UB	Meter Information	Provide comments/notes for meter reader
98	UB	Service Requests	After approval of application a service order can be generated for turn-on and turnoff
99	UB	Service Requests	System generates service request for turn on/turn off
100	UB	Service Requests	Completion of service request updates utility billing information
101	UB	Service Requests	Provides cutoff listing
102	UB	Service Requests	Need to be able to inquire and report on various conditions ex. high usage, decreased use, zero/no readings
103	UB	Service Requests	Rereads and cutoffs results need to be updated and removed from active report
104	UB	Service Requests	Ability to establish billing rates per service.
105	UB	Service Requests	Provides multiple service tasks (unlimited)
106	UB	Service Requests	Ability to generate door hangers and other physical notifications
107	UB	Service Requests	Ability to distribute notifications of disconnect
108	UB	Service Requests	System can automate service orders to service technicians
109	UB	Service Requests	System can differentiate between turn-on/turnoff and move in/move out
110	UB	General Billing	System has ability to set up payment plans
111	UB	General Billing	System maintains multiple rate tables that can determine charges by type of service
112	UB	General Billing	System maintains multiple rate tables that can determine charges by type of customer (residential /commercial/combined)
113	UB	General Billing	System maintains multiple rate tables that can determine charges by consumption
114	UB	General Billing	System maintains multiple rate tables based on residential, commercial, combined and other accounts
115	UB	General Billing	System maintains multiple rate tables based customers with special needs (senior or disability discounts)
116	UB	General Billing	System maintains multiple rate tables that can set flat fee charges
117	UB	General Billing	Rate tables can be set to tiered rate tables with consumption charged at marginal rate for each unit of consumption
118	UB	General Billing	Rate tables can be set to consumption charged one rate depending on total usage
119	UB	General Billing	Rate tables can be set to flat fee (service charge)
120	UB	General Billing	Rate tables can be set to flat fee based on meter size
121	UB	General Billing	System has the ability to handle negative numbers to make credit adjustments
122	UB	General Billing	System can support a minimum invoice amount
123	UB	General Billing	System provides option to consolidate all accounts for customer on one bill
124	UB	General Billing	System provide bills monthly for customers
125	UB	General Billing	System generates bills on multiple billing cycles
126	UB	General Billing	System has option to determine who receives bills (tenant, landlord, or both)
127	UB	General Billing	System has option to determine who receives bills by service type (landlord gets water; tenant gets electric)
128	UB	General Billing	System generates bill/notice/communication to multiple recipients (tenant gets bill, landlord gets notice)
129	UB	General Billing	Third party can receive bill instead of account owner
130	UB	General Billing	System calculates discount for seniors
131	UB	General Billing	System can Email copy of bill to customer
132	UB	General Billing	Customer can access bill from online portal
133	UB	General Billing	System supports estimated billing (monthly billing with bi-monthly meter read)
134	UB	General Billing	System prints bill with consumption amount
135	UB	General Billing	System prints bill with graphical display of usage
136	UB	General Billing	Provides pre-printed bills with a back page message
137	UB	General Billing	System prints bill with notes / Special Instructions to Customer
138	UB	General Billing	System provides capability to print bill from City printer (individual bills on demand)
139	UB	General Billing	Ability to make manual adjustments to bill
140	UB	General Billing	Generate a report of multiple units to a single account
141	UB	General Billing	Report based on date parameters and point of time in history
142	UB	General Billing	Ability to bill minimum billing without reading
143	UB	General Billing	Ability to generate multiple billing reports including:
144	UB	General Billing	Customers billed
145	UB	General Billing	Unread accounts
146	UB	General Billing	Unpaid accounts
147	UB	General Billing	Type of billing
148	UB	General Billing	Read and Unread
149	UB	Water Billing	Water billed by consumption using tiered rate structure by type of Customer
150	UB	Water Billing	Water billed by consumption using tiered rate structure by meter size
151	UB	Water Billing	System accommodates meter reads with different units (some meter read in CCF, others in gallons)
152	UB	Water Billing	Water billing rates have minimum charge with allowable usage
153	UB	Water Billing	System will combine multiple meters for one account (compound meter)
154	UB	Sewer Billing	Tiered rate structure using water consumption
155	UB	Sewer Billing	System supports deduct meter (reduce wastewater charge by irrigation use, seasonal averaging for sewer)
156	UB	Sewer Billing	System charges administrative fee for deduct meters
157	UB	Collections	System can provide a file for a third party bill printer
158	UB	Collections	System automatically applies late penalties to any overdue payments
159	UB	Collections	System generates reminder notices for late payments
160	UB	Collections	System provides statement with all outstanding payments and late charges
161	UB	Collections	System provides dunning capabilities (30/60/90 statements)
162	UB	Collections	System generates statement with outstanding charges, penalties/interest
163	UB	Collections	System generates statements with consumption history
164	UB	Collections	System provides account write-off capability
165	UB	Collections	System termination letters identify which service or services and minimum amount to pay to avoid disconnect
166	UB	Collections	Can consolidate different services on a disconnect letter
167	UB	Collections	Ability to establish date parameters and separate current billings from past due bills
168	UB	Collections	System automatically generates reconnect fee for payment to be reconnected
169	UB	Collections	Ability to establish payment plans with payment rules and establish in the disconnects file
170	UB	Collections	System can establish a disconnect process for payment plan customers and for unpaid deposits
171	UB	Account Close	System can generate an estimated final bill with current meter read for review or information without posting to customer account
172	UB	Account Close	System can generate final bill and 2 reminder bills
173	UB	Account Close	Calculates final bills during any cycle, based on the internal system issuance of a turn-off service order, or closing/transfer of a customer account
174	UB	Account Close	Permit off-cycle billing for accounts that have been disconnected in order to get final bills to customer’s as soon as possible
175	UB	Account Close	System can apply deposit amount to final bill
176	UB	Reporting	Ad-hoc reporting is available throughout the system.
177	UB	Reporting	Reports of paid and non-paid that are time sensitive. As of dating for outstanding bills.
178	UB	Self-Service	System allows users access online payment portal to view current and past bills
179	UB	Self-Service	System allows users access online payment portal to review consumption information
180	UB	Self-Service	System allows users access online payment portal to view payment history
181	UB	Self-Service	System allows users access online payment portal to make payment
182	UB	Self-Service	System allows customer to make payment through credit card
183	UB	Self-Service	System allows customer to make payment through direct withdrawal from checking account or other account (credit/debit)
184	UB	Self-Service	Customer can set up automatic payments on website through bank draft and/or credit card

File details come from the government source that posted it. Updated Sep 17, 2025.