Questions and Answers Utility Billing Software RFP 011626.pdf
PDF 199 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 for the City of Ashland, Oregon's Request for Proposals for utility billing software, issued on January 16, 2026. The City of Ashland seeks a comprehensive utility billing solution encompassing Utility Billing/Customer Information System (CIS), customer portal, mobile work management, analytics, payment processing, and Interactive Voice Response (IVR) capabilities. The RFP targets replacement or enhancement of the city's existing utility billing infrastructure serving over 13,000 customers across multiple service lines. Questions were accepted until January 21, 2026, with proposals due by 2:00 PM PST on February 2, 2026. Evaluation is scheduled for February 3-20, 2026, with City Council approval anticipated on March 3, 2026. The document does not specify a formal bidders' conference or site visits.
The City currently operates Tyler Technologies MUNIS for financial management, CSS portal through Tyler MUNIS for customer self-service, Global Payments for payment processing, and systems from Positron, Calix, and Harmonic for device connectivity. The City absorbs payment processing fees rather than passing them to customers. The RFP requires integration with existing systems including Itron meter reading and ESRI ArcGIS. In December 2025, the City processed 6,593 payments totaling $1,658,842.87. The City declined a two-week deadline extension and indicated openness to alternative payment processors if costs warrant change. Specific budget ranges and prior vendor demonstrations were referenced in earlier Q&A responses posted on January 9, 2026, in OregonBuys. The City requires data conversion of eight years of historical records and daily usage capture capability, currently operating on monthly billing cycles.
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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 16, 2026
Clarifications to the Request for Proposals:
1. Question: Please confirm the number of active customers and what is the split between residential and commercial customers.
Answer: See prior response in Q&A posted 01/09/2026 in OregonBuys.
2. Question: Is the City using a procurement consultant to manage this procurement?
Answer: The City uses our Procurement Specialist who is a City employee.
3. Question: Would the City be open to extending the due date two weeks?
Answer: No.
4. Question: Can the City share the budget range approved for this procurement?
5. Question: Can the City confirm they are looking for a vendor that can provide a fully integrated solution for Utility Billing/CIS, Customer Portal, Mobile Work Mgmt., Analytics, and Payment Processing. Is there a desire to include IVR or will the selected solution integrate with the City's existing IVR solution?
Answer: Yes, the City is looking for a vendor that can provide all and including IVR. If a specific item does not meet the needs of the City, the City will look elsewhere if the remainder meets the needs.
6. Question: What is the City's current customer self service portal solution?
Answer: CSS through Tyler Munis
7. Question: What is the City's current utility billing/CIS solution?
8. Question: Who is your payment processing vendor today? Please confirm the selected vendor will provide payment processing services going forward, post go live.
Answer: Global payments. We are open to a new payment processor if costs warrant it.
http://www.ashlandoregon.gov/
Ashland, Oregon 97520
541.552.2009
9. Question: Can you please provide the following information as it relates to online payment volumes:
• Average monthly residential bill payment
• Average monthly commercial bill payment
• Average number of monthly e-check payments and the average payment amount.
• Average number of monthly credit card payments and average payment amount.
Answer: We do not have this information available to us. In December, we had 6,593 total payments totaling $1,658,842.87.
10. Question: Does the City pass on the payment processing fees to the customer (convenience model) or does the City pay the processing fees (absorbed model) Answer: Absorb.
11. Question: Has the County had any demos of UB/CIS solutions prior to your RFP release? If yes, which vendors?
12. Question: Does the City send the bill print vendor images of the bills or do you send them a raw data flat file or XML file and the vendor renders the bill images?
Answer: raw data file and vendor creates bills
13. Question: Can you please elaborate on the use cases for Positron, Calix, and Harmonic integrations.
Answer: Positron, Calix, and Harmonic all support APIs to connect and disconnect customers and devices. AFN would like a solution that either natively integrates with these systems or has an API that we (or the vendor) can program to support integration.
14. Question: Does the City capture interval usage data today? Or is it just monthly usage?
Answer: Currently monthly, however we would like the ability to capture daily.
15. Question: I was able to access the page for this specific procurement (Bid Solicitation: S-KA0010- 00015673). I was able to download the RFP, Appendix A, and Clarification to RFP. However, I see no option to upload a file. I reviewed this page in Chrome and IE. Can you advise pls how vendors upload their proposal.
Keanna Khlafallah, Procurement Specialist City of Ashland
Ashland, Oregon 97520
541.552.2009
File details come from the government source that posted it. Updated .