Utility Bill Management Tool Services

The vendor is required to provide consolidating the account management and reporting of utility information within an applicant-hosted web-based system that allows for multiple simultaneous user access.
- Furnishing all IT services, software and secure, web-based, hosting services to provide and maintain utility management software capable of tracking and reporting on multiple accounts and buildings.
- The software should be capable of tracking information for a minimum of 6,000 utility accounts, including but not limited to: electricity, natural gas, water (including wastewater), stormwater, fuel oils, vehicle fuels, and steam.
- The database should contain the capacity to input specific city asset management information including type, square footage, age, systems, occupancy, occupant hours, unique identifying numbers, and conditions.
- Providing web-enabled access to multiple users with varying levels of access based on job description, need, and authorizations.
- Reporting capabilities that allow a user to generate pre-determined reports as well as custom, user-defined reports using parameter inputs on a graphical user interface.
- Building analytical reporting tools to perform energy benchmarking of facilities in order to compare consumption and energy use intensities from year to year and detect anomalies.
- Services include:
• A user-friendly interface with graphics that are easy to understand and where energy usage and cost of an account, facility, department, fund, or the entire city can be quickly attained.
• A user-friendly search/report pulling interface and the ability to search the database by part of an account number, facility name, meter number, and possibly associate key words or numbers.
• Access to multiple customer service options that provide support to multiple user levels such as a phone line, help menu, screen sharing, or live chat capabilities.
• The capability to include notes and attachments on accounts and/or facilities and visual indication of existing notes or attachments.
• Be able to understand when/if an account number changes.
• The ability to easily see associations that an account has with different levels of the city’s hierarchy of accounts including departments, facilities and city funds.
• The ability to use nicknames or “aka” for facilities that have had their name changed or the utility company calls it something different than what the department calls it.
• The ability to set and track facility, department, and city energy conservation reduction goals and additionally monitor progress and impact of implemented, planned and proposed energy efficiency projects and programs.
• The ability to import month by month historical data during initiation.
• The ability to easily see historical data associated with an account and report on it.
• The ability to incorporate audit mechanisms and approaches to auditing for different kinds of utility billing errors. 
• Generate related reports both during monthly data imports and after the data has been added to the system.
• The ability to deactivate an account when it closes, yet still have the billing data show in reports for the period it was active.
• The ability to change utilities suppliers and incorporate the effects of the change to data imports and tariff information.
• The ability to easily manage import errors, to provide an interface to easily correct and log them once they have been addressed by a database user.
• The ability to address technical concerns like date and bill overlaps as well as gaps.
• Documentation of how the software sets tolerances for these types of issues.
• The ability to understand and see how utilities cancel bills and re-bill the city.
• A database backup in the event there are failures or data issues. 
• Database should be backed up at a minimum of every 24 hours.
- Contract Period/Term: 1 year
- Pre-Proposal Meeting Date: June 16, 2025
- Questions/Inquires Deadline: June 20, 2025