RFP Utility Billing Software

The City of Ashland, located in Jackson County, Oregon, is seeking proposals for a comprehensive utility billing software solution through a Request for Proposals (RFP) issued on January 5, 2026. The procurement targets a cloud-based platform to support the city's utility services for over 13,000 customers across Water, Wastewater, Stormwater, Electric, and Telecommunications services. Vendors must provide a solution with multiple concurrent user support, customizable user-defined fields, robust security features including role-based access controls, SOC and PCI-DSS compliance, and seamless integration capabilities with existing systems like MUNIS by Tyler Technologies, Itron meter reading systems, and ESRI ArcGIS. The proposed software must include a fully integrated customer web portal for online payments and account management. Proposals are due by 2:00 PM PST on February 2, 2026, with questions accepted until January 21, 2026. The evaluation process will occur from February 3-20, 2026, with proposal scoring based on nine criteria totaling 100 points, including references (10 points), existing application systems (10 points), system support, application specifications, data conversion, training, maintenance, and cost proposal.

The RFP does not specify specific set-aside designations or restrictions for disadvantaged enterprises. The current infrastructure involves Tyler Technology MUNIS for financial management, Itron for meter reading, and Selectron for interactive voice response and delinquent account processing. The selected vendor will be responsible for converting eight years of historical records, providing comprehensive staff training, and delivering ongoing technical support during business hours. The city operates ten billing cycles with two to three billing routes per cycle and requires the new system to support features such as virtual net metering credit distribution, automated meter reading review, equal payment program functionality, text and email notifications, and automated service order management. While no specific budget range is explicitly stated, vendors must provide detailed pricing including first-year costs (implementation, licensing, travel), yearly costs (technical support and maintenance), and additional hardware costs. The city reserves the right to award to a single vendor or multiple vendors and may cancel or delay the procurement at its discretion, with final City Council approval anticipated on March 3, 2026.