Questions and Answers Utility Billing Software RFP 010926.pdf
PDF 303 KB Posted
- Attached to
- RFP Utility Billing Software
- Solicitation number
- S-KA0010-00015673
- Issued by
- Jackson County, Amity City, Oregon
About this file
This is a Questions and Answers document issued by the City of Ashland, Oregon's Purchasing Department in response to vendor inquiries regarding an RFP for utility billing software released on January 5, 2026. The City of Ashland seeks a comprehensive utility billing software solution to support billing operations across five utility services: Electric (13,156 accounts), Water (9,836 accounts), Sewer (9,036 accounts), Internet (4,400 accounts), and Telecommunications. Vendors must submit proposals by February 2, 2026, at 2:00 PM PST through the OregonBuys website (bid # S-KA0010-00015673) or by mail to 20 East Main Street, Ashland, OR 97520. Questions regarding the RFP were accepted until January 21, 2026, with the evaluation period scheduled for February 3-20, 2026, and final City Council approval anticipated on March 3, 2026. The City prefers a commercial, off-the-shelf solution with customizable features rather than a custom development product.
The City has not established a specific budget range for this project and has not previously contacted other vendors regarding the procurement. The City's current billing system utilizes Tyler MUNIS, which has been in operation since 2018, and the selected vendor must ensure seamless integration with this system as well as existing Itron meter reading systems and ESRI ArcGIS. No specific set-asides or restrictions for disadvantaged enterprises are noted in the documentation. Vendors must provide detailed pricing proposals including first-year implementation and licensing costs, annual technical support and maintenance costs, and any additional hardware expenses. The RFP evaluation criteria allocate 100 points across nine categories, including references (10 points), existing application systems (10 points), system support, application specifications, data conversion, training, maintenance, and cost proposal.
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Text version
www.Ashlandoregon.gov
20 East Main Street
Ashland, Oregon 97520
541.552.2009
ASHLAND | OREGON
Purchasing
Questions and Answers
Utility Billing Software RFP
To: Plan Holders
Date: January 9, 2026
Clarifications to the Request for Proposals:
1. Question: Please direct where vendors can upload proposals through OregonBuys site- has this option (as detailed in the RFP) been set up yet? Or would the City accept an emailed submission?
Answer: You will need to search for bid # S-KA0010-00015673 on the OregonBuys website or click on the link. The bid has been sent so you can upload your proposal when you are ready. You may also mail your proposal using the information provided on page 4 of the RFP. Proposals must be received by Monday, February 2, 2026, by 2:00:00 PM (PST) to be considered.
2. Question: Has a budget range been identified for this project? If so, could you share the estimated implementation cost, annual operating cost, and anticipated term (in years)?
Answer: No budget range has been identified for this project.
3. Question: Has the City been in contact with other vendors before the release of RFP? If so, please list vendors.
Answer: No current staff members have been in contact with other vendors before the release of the
RFP.
4. Question: How many accounts per utility service does the City manage?
Answer:
Electric: 13,156 Water: 9,836 Sewer: 9,036 Internet: 4,400
5. Question: Regarding the RFP for Utility Billing Software can you please clarify for me if your agency is seeking a commercial off the shelf solution, or if you are seeking a custom development product?
Answer: We prefer a commercial, off the shelf solution with customizable features.
6. Question: What is your current CIS solution and how long has the City been using it?
Answer: We use Tyler Munis, which has been in use since 2018.
http://www.ashlandoregon.gov/ https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-KA0010-00015673&external=true&parentUrl=close www.Ashlandoregon.gov
20 East Main Street
Ashland, Oregon 97520
541.552.2009
ASHLAND | OREGON
Purchasing
Keanna Khlafallah, Procurement Specialist City of Ashland http://www.ashlandoregon.gov/
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