Electronic Billing and Payment Management Services

The vendor is required to provide electronic billing (eBilling) and payments management system that can handle electronic notifications and collections for a diverse and complex portfolio.
- System implementation
•    The contractor shall develop, fully implement, and host on a service cloud a complete enterprise solution. 
•    The city shall have an enterprise license with an unlimited number of users. 
•    The system shall be fully operational at the go-live date.
•    System must have the ability to exchange information and data and integrate with other city applications using an application programming interface (API).
•    A documented and accepted implementation process that incorporates the following phases:
o    Discovery phase – contractor shall, at a minimum, perform a needs analysis to assess, and identify system gaps; suggest process improvements and create baseline configuration to support functionality of desired features and functions to provide a responsive user interface to citizens.
o    Delivery phase – contractor shall conduct high level discussions introducing proposed project plan, resources, data sources, analytics, on-line tools, onsite and web-based technical services, on-site consultation necessary for successful completion of the project plan.
o    Configuration and integration and data migration phase – contractor shall deliver a functional application with developed integration and interfaces with current and existing software.
o    Validation and testing phase – contractor shall ensure system meets the treasurer’s business needs and can respond during high volume use in a robust and stable manner; contractor shall ensure the system passes all operational and functional testing. 
o    Functional testing shall include, at a minimum, data validation, integration with other applications, alignment of invoices with accounts, and email and text notifications.
o    Training phase – contractor shall provide both classroom and hands-on training for departmental subject-matter-experts (SMES) and all users associated with the treasurer’s office.
o    Go-live phase – contractor shall provide technical expert to be present when legacy system is permanently shut down and placed out of production to assist personnel and fix any issues that might arise. 
o    Final acceptance – the acceptance period will consist of a minimum of ninety (90) consecutive calendar days, twenty-four (24) hours per day, and will begin at 8:00 am on the first workday following “go live” on the system.
•    Provide maintenance for all software for a minimum of three (3) years upon the go-live date. 
•    The city may request the contractor to provide additional data conversion and training services if the city decides to transfer from other billing systems throughout the term of this agreement.
- Project staffing
•    Project manager assigned to this project to guide the implementation process through the go-live period who will work closely with the city’s project manager for all activities associated with the e-billing and payment management system implementation.
•    This includes all activities and documentation associated with software, imaging and configuration, and installation.
•    The assigned project manager shall ensure contractor’s staff follows all approved procedures and completes all assigned tasks in a timely, efficient and professional manner.

- Questions/Inquires Deadline: October 17, 2025