2025-007 utility billing software

The City of Thomasville, Georgia, located in Terrell County, is issuing a Request for Proposals (RFP 2025-007) to procure and implement a comprehensive utility billing software package to replace its current Harris Computer Cogsdale system. The procurement seeks a single vendor or combination of vendors to provide integrated billing software, professional services, installation, data conversion, and ongoing maintenance and support for managing customer accounts across multiple utility services including electric, water, natural gas, sewer, stormwater, and refuse. The City currently serves approximately 15,378 residential customers, 2,940 commercial customers, 15 industrial customers, and 9 school accounts, operating 32,002 electric meters (16,308 AMI), 12,897 water meters (12,476 AMI), and 3,923 natural gas meters (2,821 AMI) from manufacturers including Itron, Aclara, GE, Badger, and Sensus. Deliverables include core hardware costs, base license fees, per-user licenses (currently 50 concurrent users with future expansion capability), implementation services including API creation/integrations, historical data conversion for five years of existing data, training, a customer web portal and mobile app, and a minimum five-year software maintenance agreement with 24/7 technical support to accommodate the City's 24/7 Utility Response Center. Required integrations include Tyler MUNIS (financial management), Parsons (meter data aggregation), Northrop Grumman RouteManager, Milsoft IVR services, ArcGIS (mapping), Facility Dude Inc.'s Mobile311, MuniCode (bill printing), Invoice Cloud (credit card processing), City Works, Laserfiche, and a third-party OAuth-based web portal for customer authentication. The evaluation criteria include Market Focus (10%), Stability/Financial Viability (10%), Customer Service and References (10%), Ability to Provide Comprehensive Integrated Solution (50%), and Cost (20%). Proposals are due July 16, 2025, at 11:00 a.m. EST with submission requirements including one signed original, three paper copies of technical proposal without pricing, one USB flash drive copy, and one separately sealed paper copy with pricing; the deadline for submitting questions was June 18, 2025, at 5:00 p.m., with responses provided by June 27, 2025; product demonstrations, references, and site visits are scheduled for July 21-25, 2025, with contract negotiations scheduled for July 28-August 1, 2025; contract award is expected in the third quarter of 2025, with planning and implementation beginning in January 2026.

The RFP does not specify any set-aside designations or restrictions limiting participation to disadvantaged enterprises or specific organization types; the City is open to proposals from single vendors or combinations of vendors and is willing to make multiple awards if deemed advantageous. The City is replacing its current Harris Computer Cogsdale utility billing system and currently uses Tyler Technologies' MUNIS for financial management, with the RFP specifically noting that the City imports data into MUNIS through flat file exports rather than API integration and is seeking vendors who can implement API-based integration if possible. Additional existing infrastructure requiring integration includes Parsons for meter data aggregation, Northrop Grumman's RouteManager for manual meter readings, Milsoft Utility Solutions for IVR services, ArcGIS for mapping, Facility Dude Inc.'s Mobile311 for refuse management, MuniCode Corporation for bill printing, Invoice Cloud for credit card processing, City Works, and Laserfiche. Insurance requirements include Workers' Compensation ($1,000,000 per incident), General Liability ($2,000,000 aggregate/$1,000,000 per occurrence), Professional Liability ($2,000,000 per occurrence/aggregate), and Vehicle Liability ($1,000,000 combined single limit). The solution must be hosted in the United States with support teams based in the United States and/or Canada, and multi-factor authentication is a mandatory requirement. The City has not disclosed an approved budget for implementation and ongoing subscription costs, and vendors should prepare cost proposals without specific financial constraints from the City, with payment for post-project invoices to be made upon approval and milestone-based payment structures to be negotiated after contract execution.