RFI Utility Billing Software Systems

Agency: Charles County
State: Maryland
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
Posted Date: Sep 5, 2019
Due Date: Sep 26, 2019
Solicitation No: 20-15
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Purchasing Office
Department of Fiscal and Administrative Services
(301) 645-0656 phone
(301) 645-0543 fax
RFI Utility Billing Software Systems
Bid Number: 20-15 Type: Request for Proposals
Open Date: 09/05/2019 Close Date: 09/26/19 Before 1:00
Pre-Bid/Proposal Meeting: See Solicitation Document
Bond Requirements: See Solicitation Document
Brief Description: The County Commissioners of Charles County have issued this Request for Information (RFI) seeking industry information on automated utility billing software systems.
Documents for Review/Download:
The following documents (if any) regarding this solicitation may be downloaded. However, please be advised that the Charles County Purchasing Office does not maintain any records of firms which have downloaded these documents from the website. Therefore, it is the total responsibility of the bidder to ensure that they also download any subsequent amendments or addenda to the bid which will also be posted on the website and to duly acknowledge receipt of said amendments or addenda on the proper bid forms. Failure to do so may cause rejection of a bid.
09/05/2019 RFI Utility Billing Software Systems

Attachment Preview

September 5, 2019
Re: Request for Information (RFI) 20-15
Utility Billing Software Systems
1.0 GENERAL OVERVIEW
The County Commissioners of Charles County have issued this Request for Information (RFI) seeking industry information
on automated utility billing software systems. This RFI is issued solely to obtain information to assist Charles County
Government (County) in its planning process and to identify vendors that may be interested in participating in any future
procurement.
It is the County’s intent to analyze the responses to identify potential appropriate and suitable solutions to meet the County’s
needs and to potentially develop specifications for a future Request for Proposals. This RFI does not constitute a Request
for Qualifications, a RFP, or any other solicitation document. This RFI does not commit the County to contract for any
supply or service, nor will any response to this RFI be considered in the evaluation of any response to any future solicitation.
The County will not pay for any information or administrative cost incurred in response to this RFI.
2.0 PURCHASING DIVISION RFI POINT OF CONTACT
Mrs. Teresa Polli, Procurement Specialist
Email: PolliT@CharlesCountyMD.gov
Fax: (301) 645-0543
3.0 RFI SCHEDULE
Event
RFI Issued
Date
September 5, 2019
RFI Response
September 26, 2019 before 1:00 p.m.
(Eastern Time)
The County will post any addenda to the County Bid Board. The County may elect to follow-up directly with respondents
with more detailed questions or to clarify submissions.
4.0 BACKGROUND AND PURPOSE
The County requires Utility Billing software that will import/export meter read information and calculate, bill, adjust and
collect utility billings for the County, as well as for any mandated MD State and/or Federal utility requirements.
The County currently utilizes New World Systems Logos software for its utility billing processes and wishes to replace this
software with a new, state-of-the-art solution. The County currently utilizes Badger Meter, Meter Reading software
ReadCenter but will be updating to Badger Meter’s new Meter Reading software, BEACON, in the near future. The County
is looking for a Utility Billing solution that will interface with this software.
RE: RFI 20-15, Utility Billing Software Systems
Page 2
September 5, 2019
5.0 RFI RESPONSE
The Request for Information (RFI) response format and information requested is provided in Attachment A – Information
Requested.
The information requested is not seeking proposals to provide the services, but rather information about available software,
clients, and functionality.
Responses shall be emailed to the Point of Contact in Section 2.0, above before the date and time specified in the RFI
Schedule. If the response contains proprietary information, submit one copy that DOES NOT contain proprietary
information, and mark it as REDACTED.
6.0 PUBLIC INFORMATION ACT
Respondents should give specific attention and identification of those specific portions of their submission which they deem
to contain confidential and/or proprietary information. Such information must be individually noted as being confidential
or proprietary, either at that location, or in a separate consolidated listing contained within the submission, and provide
justification of why the material should not be subject to disclosure by the County upon request under the Maryland Public
Information Act. Respondents may not declare their entire submission to be confidential or proprietary. Failure to provide
specific identification and justification may result in the County releasing the information if requested to do so. All written
correspondence, exhibits, photographs, reports, other printed material, tapes, electronic disks, and other graphic and visual
aids submitted in response to this RFI are, upon their receipt by the County, the property of the County, may not be returned
to the submitting parties.
All questions regarding this RFI should be submitted by email to Mrs. Teresa Polli, Procurement Specialist at
PolliT@CharlesCountyMD.gov.
RE: RFI 20-15, Utility Billing Software Systems
Page 3
September 5, 2019
ATTACHMENT A INFORMATION REQUESTED
The County requests that respondents answer the following questions and/or topics in the format listed below. If your
solution does not support an item, please indicate that the item is not available.
PART 1 TITLE PAGE
Company name, address, and point-of-contact name, email address, and phone number.
PART 2 COMPANY OVERVIEW
Company profile describing respondent company, products, and services.
PART 3 DETAILED INFORMATION
1) The software name and version.
2) Provide a list of county governments that use your solution.
a) Provide a list of when the above jurisdictions implemented your solution.
3) The recommended technical architecture of your solution, include recommended hardware platform, operating systems,
communications requirements, database platform, etc.
4) Do you commit to implementing all mandated Maryland state and federal requirements in relation to utility billing
billings?
a) What is your timeline for implementing MD state and federal mandated utility billing requirements?
5) Explain how your proposed solution can interface or integrate with our existing financial software.
6) Does your system interface with Laserfiche?
a) If yes, describe interface functionality.
b) If no, does your system include any document management functionality? If yes, please describe.
7) Does your system interface with ArcGIS? If yes, describe interface functionality.
8) Does your system interface with the Infor Work Order system? If yes, please describe.
9) Does your system include an interfaced Work Order system? If yes, please describe.
10) Does your system include a configurable workflow management system to automate business processes? If yes, what
workflow product is utilized?
11) Detail functionality available for County system administrators to configure and maintain utility billing software
parameters/settings/users once software is installed and selected vendor has completed contractual obligations.
12) Does your system include a Citizen Self-Service Portal? If so, describe the functionality that citizens have via this self-
service portal.
13) Does your system include a Cashiering module which integrates seamlessly with the Utility Billing system?
14) Does your system include credit/debit card processing functionality for utility payments? If so, please describe. Include
options for payments through Citizen Self-Service Portal and from the Utility Billing Office.
15) Does your system Include a report generator, providing end users with the ability to create their own reports? If yes,
what report generator product is utilized?
16) Does your system include a mobile app to allow meter reading staff access to the system while in the field? If yes,
please describe functionality.
17) Customers, Meter Accounts/Locations
a) Describe how your system handles customers.
b) Describe how your system handles multiple meter locations/accounts associated with one customer.
c) Does your system allow for user defined alert flags to be placed on customer and meter locations/accounts to notify
internal users of specific situations (e.g., foreclosed, vacant, etc.)?
d) Can these alert flags trigger automatic business actions? If yes, please describe.
e) Detail specifically the information that can be captured for a customer.
RE: RFI 20-15, Utility Billing Software Systems
Page 4
September 5, 2019
f) Detail specifically the information that can be captured for a meter location/account.
g) Does your system allow the ability to maintain multiple service types at a meter account/location (e.g., water, sewer,
hydrant, trash, etc.)?
18) Customer communication
a) Does your system provide the ability to email bills/notices to customers?
b) Does your system include any texting ability? Please describe.
c) Does your system provide automated, system-generated standardized forms and letters which merge customer and
associated account/location information, as required (e.g., thank you letters, customer feedback regarding new
customer connection, rebill account, estimated reading, etc.)?
19) Meters
a) Does your system interface with Badger Meter meter reading system? If yes, describe interface functionality.
b) Detail specifically the information that can be captured for a meter and meter reads.
c) Describe how your system organizes meters into routes.
d) Describe how your system handles multiple meters at the same location.
20) Rates and Billing
a) Detail the various rate/fee structures available with your system.
b) Does your system support cycle billing? If yes, please describe.
c) Detail specifically the information that can be captured for a bill.
d) Does your system follow U.S. Postal Service standards when printing bills to allow for discount postage?
e) Describe how your system handles delinquent bills.
PART 4 ADDITIONAL INFORMATION
Provide any additional information regarding your solution’s functionality.

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