ESBD_File_353172_RFI_UtilityInvProcessing_3.8.24.pdf

125 EAST 11TH STREET, AUSTIN, TEXAS 78701-2483 | 512.463.8588 | WWW.TXDOT.GOV

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REQUEST FOR INFORMATION (RFI)

UTILITY INVOICE PROCESSING SERVICE

TxDOT is seeking information regarding industry standards, best practices, potential performance measures, cost structures. or pricing methodologies and any additional information about 3rd party utility invoice processing companies to monitor utility usage (electric and water), resolve utility billing issues, and handle manual receipt of all agency utility statements monthly, including conversion of utility statements into payment files.

INFORMATION REQUESTED

Vendors who have experience in this type of system should provide a short description of their solution. Vendors are encouraged to respond to this RFI in full or partial.

TxDOT is gathering information on companies/systems that can work directly with Energy Companies to ensure account setup and handle overall account management. Include a payment file type solution as the state cannot pass authority off to a third party. TxDOT is also gathering additional information for the following:

• The ability to receive the utility invoices either through paper mail or electronically.

• Image processing

• Automated image processing

• Manual image processing

• Account Management

• Run usage reports

• Ability to add and delete people to the system to limit usage

• Key account person and a backup during regular hours

• Capture all pertinent information from the utility invoice for usage and costs owed for services.

• Utility invoices usage or cost falling outside set tolerances.

• Able to identify and prevent duplicate payments for services.

• Prevent late payments.

• Ensure accurate entry of payment data.

• Provide notes within company’s system for any invoice delays http://www.txdot.gov/

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• The ability to date-stamp each bill with date it is received.

• Provide daily emails detailing how many payments were processed that day, and how many files were sent.

• Ability to integrate with third party solutions. (Ex. Peoplesoft, OnBase etc.)

• A system/application to access payment history, service, addresses, copies of bills, chart-fields used and usage for agency’s accounts.

• Be able to provide notes in the system if any “edits” occur.

• Support and Maintenance options for the solution

• Any licensing requirements

Recommended implementation best practices

• Describe implementing a third-party utility invoicing system including requirements development and verification; system configuration, design and testing; reporting used in the development and verification process.

Best practices incorporated into your solution

• Describe the configurable versus non-configurable functionality/elements of your solution

• Describe the tools available for transaction monitoring, reconciliation, and reporting and auditing

• Describe the methods by which your solution supports high-volume utility invoices inflow, processing, and timely acknowledgements and dispositioning responses

• Describe your solution platform and scalability for growth

• Describe the customer relationship management (CRM) element of the system.

• Describe the performance monitoring and reporting tools for system performance available to TxDOT

• Describe your approach to solution support staffing including onshore and offshore and insourced or outsourced

• Describe your data governance measures utilized which support similar objectives to Senate Bill 475, adopted by the Texas Legislature in 2021 (87th Regular Session)

1) An overview of the solutions that are available for 3rd Party Utility Invoicing.

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2) Explain the time it will take to implement the solution.

3) Explain the delivery platforms offered and hosting options.

4) Provide applicable Information Security assurances for safeguarding customer data.

GENERAL INFORMATION

RFI Issuance Date: 03/08/2024

RFI Due Date: 03/27/2024

TxDOT Point of Contact:

Name: Carolyn Brooks, CTCD, CTCM

Phone: 512-839-8199

Mobile: 512-486-5431

E-mail: Carolyn.brooks@txdot.gov

RFI SUBMISSION

Email responses must be sent to carolyn.brooks@txdot.gov. Email responses must be received on or before the date specified in the General Information Section, shall not exceed 20 MB, and be in unsecured portable document format (PDF).

Emails exceeding 20 MB must be sent to carolyn.brooks@txdot.gov through managed file transfer services such as, but not restricted to, Dropbox™.

QUESTIONS

Questions regarding this RFI must be submitted in writing by email to the TxDOT point of contact.

Verbal questions will NOT be accepted. Questions should NOT contain proprietary or classified information. Questions and Answers will be posted to the ESBD website:

https://www.txsmartbuy.com/esbd.

INDUSTRY DISCUSSIONS

TxDOT representatives may or may not choose to meet with vendors to request demonstrations or clarifications of the information submitted.

https://www.txsmartbuy.com/esbd

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CONFIDENTIALITY/PUBLIC INFORMATION ACT

Respondents are advised that any responses TxDOT receives to this RFI will be made available to stakeholders and the public and may be posted on TxDOT’s website. Each respondent firm, by submitting a response to this RFI, consents to the disclosures described in this RFI and all other disclosures required by law, and expressly waives any right to contest, impede, prevent, or delay such disclosure or to initiate any proceeding that may have the effect of impeding, preventing, or delaying such disclosure, under Section 223.204 of the Code, the Rules, the Public Information Act, or any other law relating to the confidentiality or disclosure of information. Under no circumstances will TxDOT be responsible or liable to the respondent or any other party as a result of disclosing any such materials.

DISCLOSURE

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal/Request for Offer (RFP/RFO) or a promise to issue a formal solicitation in the future. This request for information does not commit TxDOT to contract for any supply or service whatsoever. Respondents are advised that TxDOT will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP/RFO, if any is issued. Please note that while a response to this RFI is not a prerequisite to participating in any resulting procurement process, potential respondents are encouraged to respond to the RFI.

INFORMATION REQUESTED