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REQUEST FOR PROPOSALS
Project No. fin-14-10404
Contract Specifications for:
UTILITY BILLING SOFTWARE SOLUTION AND IMPLEMENTATION
PROPOSALS MUST BE RECEIVED PRIOR TO 4:00 P.M. SEPTEMBER 11, 2014
DELIVER TO: / CITY OF MERIDIAN, PURCHASING DEPARTMENT33 EAST BROADWAY AVENUE, STE 106
MERIDIAN, ID 83642
PRE-PROPOSAL CONFERENCE ☐ MANDATORY ☒ NOT MANDATORY
Pre-Proposal Conference / August 19, 2014 at 10:00A33 East Broadway Ave., Meridian
1. Online Meeting: https://global.gotomeeting.com/join/685281261
2. Conference call: +1 (312) 757-3111
3. Conference Access Code: 685-281-261#
4. Audio PIN: Shown after joining the meeting
Prepared by: KEITH WATTS
NAME OF PROPOSER SUBMITTING PROPOSALBUSINESS NAME:
City of Meridian – Purchasing Department Revised 08.07.2014
RFP FIN-14-10404 – Page 3
Table of Contents
Introduction 4
PURPOSE 4
BACKGROUND 4
City of Meridian 4
Current Utility Billing System 5
Utility Billing System Interface Diagram 6
Procurement Schedule 7
Instructions to Proposers 8
EXAMINATION OF CONTRACT DOCUMENTS 8
CONDITIONS AFFECTING THE WORK 8
SUBMITTAL REQUIREMENTS 8
Vendor Proposal Requirements 8
Vendor Cost Proposal Requirements 8
Vendor Proposal Validity 8
PRE-PROPOSAL CONFERENCE 9
LATE PROPOSALS AND MODIFICATIONS 9
INTENT OF THE CITY 9
BASIS FOR SELECTION 9
AWARD 10
PRESENTATIONS | DEMONSTRATIONS 11
PURCHASE AGREEMENT DOCUMENTS 11
PUBLIC RECORDS 11
Scope of Work 12
REQUIRED SERVICES 12
Installation 12
Customization and Reporting 13
Data Mapping/Migration/Integration 14
Training 15
Testing 16
Implementation Project Plan 16
Post Implementation Support 17
Maintenance 17
City’s Representatives 18
Attachments 19
Attachment A Vendor Proposal 19
Attachment B Vendor Cost Proposal 19
Attachment C System Requirements 19
Attachment D Standard Terms and Conditions 19
Attachment E Vendor Demonstration Evaluation Criteria 19
City of Meridian – Purchasing Department Revised 08.07.2014
RFP FIN-14-10404 | Page 19
Introduction
PURPOSE
The City of Meridian plans to purchase software to replace its current Utility Billing system. The purpose of RFP FIN-14-10404 is to solicit proposals from qualified vendors who can be responsive to the City’s short and long-term needs and who can offer a comprehensive solution. The City seeks to obtain proposals that address software purchase, installation, training, mapping and integration, testing, implementation and maintenance.
Mission The City plans to improve effectiveness and efficiency of billing system services and customer information through the selection and implementation of a new enterprise utility billing software solution.
Vision The City envisions an enterprise utility billing system capable of providing secure integrated/shared, correct and timely billing information through user friendly, customizable, intuitive access methods.
Objectives The Project Team’s objectives are to research, evaluate, select, purchase, configure, and implement a new enterprise utility billing solution that will support the mission.
Goals The goals of purchasing new software are designed to: 1) Ensure accurate, complete, consistent/trusted, secure and timely data, 2) Provide user friendly/intuitive, useful (high usability) access methods, 3) Integrate the new utility billing system with relevant business systems to allow for uncomplicated data sharing opportunities, 4) Ensure supportability (complements current infrastructure), sustainability (can address growing/changing business needs) and maintainability i.e. minimal customization, and 5) Securely store and limit access to information based on roles/needs.
BACKGROUND
City of Meridian
The City of Meridian is located in the center of what is referred to as the Boise metropolitan area. The Boise metropolitan area covers 5 counties and is 11,738 square miles with the population concentrated in the “Treasure Valley”. The Treasure Valley is dominated by Ada County, the state’s largest county, housing 25% of the state’s population. Boise, the state capital has a population just over 200,000, the largest city in the state, with Meridian and neighboring Nampa as the two second largest cities in the state with population around 85,000.
The Treasure Valley has been recognized recently on several national “best of” lists. A location with easy access to outdoor activities such as skiing, boating, hiking, and biking plus a growing arts and culture scene, and mild climate, have resulted in population migration leading to significant growth during the last decade and a half. In May of 2014, the City of Meridian received the news that they are the tenth fastest growing city in the United States.
As of March 2014, unemployment in Meridian was 4.6% compared to an unemployment rate of 4.9% in Ada County and 5.2% statewide. Meridian’s population grew rapidly over a short period of time and the population tends to be younger than the rest of the state as well as have a higher median income and house value. The City of Meridian has benefited from the stability of the health sector and the growth of private as well as public education. The Meridian School District is the largest school district in Idaho, Idaho State University has a Meridian branch that offers a variety of degrees in health services, and several for-profit schools such as University of Phoenix and Broadview University have also located in Meridian.
St Luke’s Health Systems is the largest employer in the Boise/Nampa metropolitan area with a large regional hospital and medical center located in Meridian. A privately funded group called Idaho Coalition for Innovation works successfully to bring health and health-related research business to Meridian as well as creates an environment to support existing businesses. In addition, Meridian has been attractive to several large and small retailers. For example, The Village, a combination of unique retail, office space, and restaurants opened in 2013. With a great deal of undeveloped land, and a recently opened freeway exchange, Meridian will continue to attract retail and residential jobs as long as the economy remains receptive to development.
Current Utility Billing System
Meridian’s current utility billing system, Caselle, has been in place for fifteen years, and was first installed, in 1999, when Meridian had 10,000 utility accounts. The number of accounts has outgrown the software, both the version the City is currently using, and the upgrade to Caselle Clarity. As of May 2014, the City has approximately 30,000 water and sewer accounts. The Utility system has need for a more effective software solution to manage the increasing demands for business analysis, technology advances for billing and payment practices, and daily integration with other business applications.
The monthly utility bill is based on the services that are provided to the property during a particular billing cycle. Water, sewer, and trash are consistently billed from month to month, with other charges being assessed as necessary, including turn on fees, false alarm charges, and/or code enforcement billing.
The City charges an operating rate for water and another one for sewer. The rate consists of two components:
Base (minimum charge) – Charges that cover Administrative costs that stay fixed regardless of the level of operation, such as billing and accounting services. Even if the account has zero usage this rate will be charged.
Volume – Charges that covers the direct costs of providing the service, typically fluctuating with the quantity of output. Such costs include maintenance and repairs, depreciation of assets and plant labor and are typically charged per 1000 gallons.
Monthly charges for sewer are calculated by averaging four winter months, which is charged for the remaining eight months and recalculated each spring.
The responsibility for the account stays with the owner of the property. If the property is rented, the City will bill the renter with a directive, referring to a third party billing agreement, from the property owner. However, the primary responsibility still lies with the owner of the property.
Meter readings are gathered with Auto View and Auto Read, and for each property integrated into Caselle for billing once a month. One side of the City is billed at the start of the month and the other side is billed the second part of the month. Bills are printed and mailed by a third party vendor. This vendor also manages a website that enables online payments, as well as acts as the City’s lockbox and merchant services.
Daily receipt batches are 20 - 30 batches per day, and coupled with payments coming from merchant services, ACH, EFT, cash and checks, creating a cash reconciliation process that has become very time-consuming and complex.
Based on current estimates, approximately 63 employees will use the new billing system.
Utility Billing System Interface Diagram
Meridian’s current utility billing system, Caselle, currently interfaces with or has some form of electronic data interchange with several key systems. Below is a proposed integration diagram:
Procurement Schedule
Select Time Zone: ☐ Mountain Standard (GMT-7) ☒ Mountain Daylight (GMT-6)
Activity / Start Date / End Date1. Distribute RFP / August 12,2014 / N/A
2. Pre-Proposal Conference / August 19, 2014 / N/A
3. End of Question Period / September 1, 2014 / N/A
4. Issue Addendum / September 4, 2014 / N/A
5. Proposals Due / September 11, 2014 / N/A
6. Evaluate Proposals / September 12, 2014 / October 3, 2014
7. Notify Short Listed Proposers / October 6, 2014 / N/A
8. Conduct Proposer Demos (City Hall) / October 27, 2014 / October 30, 2014
9. Conduct Client Site Visits / November 17, 2014 / November 21, 2014
10. Report Project Update to Council / November 25, 2014 / N/A
11. Notify Proposers of Final Ranking / November 26, 2014 / N/A
12. Negotiate Contract / November 26, 2014 / December 19, 2014
13. City Council Award of Contract / December 23, 2014 / N/A
14. Issue Notice to Proceed / December 24, 2014 / N/A
City of Meridian – Purchasing Department Revised 08.07.2014
RFP FIN-14-10404 | Page 19
Instructions to Proposers
EXAMINATION OF CONTRACT DOCUMENTS
The Proposers shall carefully examine the specifications, and satisfy themselves as to their sufficiency, and shall not at any time after submission of the Proposal, dispute such specifications and the directions explaining or interpreting them.
CONDITIONS AFFECTING THE WORK
Before submitting a proposal, each Proposer shall (1) examine the Request for Proposals documents thoroughly, (2) familiarize himself/herself with Federal, State and Local laws, ordinances, rules and regulations that may, in any manner, affect cost, progress or performance of the work; and (3) study and carefully correlate Proposer’s observations with the Request for Proposal’s. Failure to do so will not relieve Proposer from responsibility for estimating properly the difficulty or cost of successfully performing the work. The City will assume no responsibility for any understanding or representations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in the Request for Proposal’s, or any addendum.
SUBMITTAL REQUIREMENTS
Vendor Proposal Requirements
The Proposer’s proposal must be completed using Attachment A – Vendor Proposal and must include a completed copy of Attachment C – Requirements. One (1) original, five (5) copies and one (1) soft copy of the Proposer’s sealed proposal will be received by the City on September 11, 2014 until 4:00 P.M., Mountain Time at the office of the Purchasing Agent, City of Meridian, 33 East Broadway Avenue, Meridian, Idaho 83642. The soft copy should be on a USB flash drive.
Vendor Cost Proposal Requirements
Under separate cover, the Proposer’s cost proposal must be completed using Attachment B – Vendor Cost Proposal. One (1) original, five (5) copies and one (1) soft copy of the Proposer’s sealed proposal will be received by the City on September 11, 2014 until 4:00 P.M., Mountain Time at the office of the Purchasing Agent, City of Meridian, 33 East Broadway Avenue, Meridian, Idaho 83642. The soft copy should be on a USB flash drive.
Vendor Proposal Validity
To receive consideration, the proposal must comply with the following additional requirements:
- The proposal and all other documents or material submitted will be deemed to constitute part of the proposal.
- Proposals must be valid for a period of one hundred-twenty (120) calendar days from the date of opening.
Mistakes must be corrected and the correction inserted; correction must be initialed in ink by the person signing the Proposal.
Proposals and must be sealed and addressed as directed below. Failure to do so may result in a premature opening of, or a failure to open, such proposals. Such premature or late opening, or failure to open, may result in disqualification of the proposal. The outside of the envelope must bear the notation:
PROJECT # FIN-14-10404
UTILITY BILLING SOFTWARE SOLUTION & IMPLEMENTATION
SEPTEMBER 11, 2014 4:00 P.M.
The envelope must be addressed and delivered to: City of Meridian, Purchasing Department, 33 East Broadway Avenue, Ste. 106, Meridian, Idaho 83642.
PRE-PROPOSAL CONFERENCE
A Pre-Proposal Conference will be held on August 19, 2014 10:00 A.M. at Meridian City Hall, Purchasing Department located at 33 East Broadway in Meridian. Proposers may attend online and via conference call, in lieu of attending in person, as follows:
1. Online Meeting: https://global.gotomeeting.com/join/685281261
2. Conference call: +1 (312) 757-3111
3. Conference Access Code: 685-281-261#
4. Audio PIN: Shown after joining the meeting
LATE PROPOSALS AND MODIFICATIONS
Proposals and modifications, thereof received after the exact time of closing of proposals, which is 4:00 P.M. MDT, SEPTEMBER 11, 2014, will not be considered.
INTENT OF THE CITY
The objective of this Request for Proposals is to provide sufficient information to enable qualified Proposers to submit written proposals. This Request for Proposals is not a contractual offer or commitment to purchase services. Contents of this Request for Proposal and Proposer’s proposal may be used for establishment of final contractual obligation. It is to be understood that this Request for Proposal and the Proposer’s proposal may be attached or included by reference in an agreement between the City and successful Proposer.
BASIS FOR SELECTION
The System Requirements (refer to Attachment C) for this Request for Proposal will be evaluated using three evaluation categories:
- Mandatory – Pass/Fail
- Mandatory Evaluated (270 pts) – Points in the category are assessed based on how well the core system addresses the respective requirement. Out of the Box (OOB) and Configuration (Config) are weighted highest, with 3rd Party Vendor weighted lowest.
- Desired (5 pts) – Points added in the category are considered bonus points.
- Cost (30 pts) – Points in the category are assessed based on total cost. The lowest cost proposal will receive 30 points. Other proposals will receive a proportionate number of points based on dividing the low proposal by the next lower amount and multiplying by 30.
- Vendor Profile (300 pts) – Points in the category are assessed based on how well the Proposer addresses the information requested in the Vendor Profile section of Attachment A (Vendor Proposal Response), and how well the information provided, aligns with the City’s needs. Note: History from current and previous projects and customers of the Proposer may be used to evaluate the information provided in the Vendor Profile section of Attachment A
As well, for those Proposers who are selected to demonstrate their respective systems, the City reserves the right to conduct site visits to client sites, to validate demonstrated functionality and to confirm a production version of the proposed system meets select mandatory functional and technical requirements.