Utility Billing Software

The Vendor is required to provide for an innovative cloud-based utility billing software system that will provide an easy-to-use platform supported by standard web browsers (Chrome and Microsoft Edge) and includes a mobile application to enhance accessibility and convenience for customers.
- Aims to implement a modern, user-friendly system that enhances efficiency, supports accurate billing and customer service, and integrates with the Workday ERP platform.
- Utility billing is structured to accommodate various customer types and service needs:
• A portion of residential accounts are billed weekly
• Most commercial accounts are billed monthly
• Certain commercial accounts follow a custom billing cycle
• Special assessments are billed annually on select accounts
• Special service districts are billed quarterly
• Hydrant meters and City-owned meters are billed monthly on a separate cycle
• Seasonal services are billed based on operational schedules.
- Provide a comprehensive utility billing SaaS solution that meets the operational, technical, and service needs of the city.
- Software Functional Requirements:
1. Utility billing & rate management
• Support for water, sewer, sanitation, streetlight, storm drain, and various special service district services
• Management of rate structures, billing adjustments, budget (equal payment) plans, payment arrangements, and delinquency workflows
• Proration capabilities for new services added to existing accounts, as well as negative billing proration for accounts billed beyond their final service date, ensuring accurate adjustments based on actual service periods
2. Customer information & payment processing
• Customer account management, including history and contact preferences
• Real-time payment processing and reconciliation
○ The city currently uses invoice cloud to process online utility payments. 
• The software should be able to integrate with the invoice cloud system
3. Online customer self-service portal
• A robust, mobile-responsive online portal (web and app-based) must allow utility customers to:
• View account details, current meter readings, and usage history
• Access and download pdf copies of utility bills
• Receive email or text leak alerts and other notifications
• Submit and track service requests
• Log in using single sign-on (SSO) with invoice cloud credentials
• Integrate with invoice cloud for online payment processing and real-time account balance updates
4. Meter reading integration
• Full integration with master meter system, including AMR/AMI data support
5. Service & operations management
• Service request and work order management, including mapping and mobile tools
6. Reporting & business intelligence
• Customizable reporting tools and dashboards
• Ad-hoc report generation and export options
7. User interface & accessibility
• Intuitive, user-friendly interface with responsive design
• Clear navigation and role-based customization
• Accessibility features for both internal staff and external customers
• Receipt printer compatibility
- The solution must also support:
• Browser-based access (i.e. but not limited to Microsoft edge or google chrome) with multitasking support
• Integration with Microsoft office 365
• API-based integration with workday ERP, invoice cloud, matrix (formerly data prose), harmony, and other systems
• A licensing model that accommodates growth, with transparent pricing for additional users and functionality for a period of ten years. 
• Providers must address this term requirement in the questions and answer section of agency if pricing cannot be provided for the ten-year period
• The first term of the licensing agreement must be prorated to expire on June 30, 2026. 
• Each subsequent annual renewal term shall be effective July 1 through June 30 of the following year.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 8, 2025