Utilities Billing Software

The Vendor is required to provide on a Utility billing software package.
- Utility Services provides steam, chilled water, electricity, hot water, domestic water, well water, and natural gas to many campus customers.
- The campus customers are billed for their utility usage.
- The billing comes from over 800 meters recording consumption.
- These meters also split out the consumption charge based on percent square foot owned in the building being metered.
- Meter Records
•    Meter record should include:
o    Unique Meter Identifier, Serial number, Model Number, Type, Manufacturer, Unit Multiplier, Meter Multiplier,
•    Unit s of Measure, Utility, Meter format, Meter site installed, Meter Site Installation date
•    A Meter Site record shall contain: Number, Type, Utility, Utility System, Description, Status, Billing Allocations (able to be charged to multiple accounts based on percentage to total consumption or no), Location, and Associated Meter
•    Ability to set up meter sites in a layered structure or in a manner that allows for calculation of losses between Supply (generation), Production (amount entering distribution system), and Consumption (what customers use)
•    Ability to bill out virtual (Production minus consumption) meters
•    Ability to designate meter site as a record, keep active but not billing
•    Ability to designate a meter site as negative production. This type removed this meter’s consumption from production but does not bill out
•    Ability to import meter site cost allocations into the software system from a normally formatted spreadsheet
•    Meter sites must be able to support recurring consumption-based estimates
•    Functionality to swap a meter in and out of a meter site and handle consumption when this happens in the middle of a billing period
- Generation of monthly utility bills.
•    Once consumption is verified software shall produce monthly bills
•    Consumption shall be multiplied by rate for each Utility to determine cost. Utility rates shall be set at Utility level or override rates may be entered at meter site level
•    Minimum bill logic shall be applied that will bill a minimum charge if consumption is below a set value for the utility. Once the threshold is reached, charge is simply calculated by consumption times rate
•    Bills shall be in the form of an excel spreadsheet with the minimum data:
o    SpendCategory, RevenueCategory, LedgerAccountId, Company ID, Accounting (Program, grant ID, gift ID, DeptDtlId, Assignee ID), DebitAmount, CreditAmount, Unique ID.
o    Formatting of excel spreadsheet shall be flexible to accommodate upload into Workday. This spreadsheet will contain two (credit/debit) lines for each account on each meter site
- History
•    Historical records of all final meter reads shall be maintained
•    Historical records of all final consumptions shall be maintained
•    Historical consumptions shall be editable without affecting current billing month. 
•    Corrections bills shall be created when going back to correct previous billing cycle’s errors in consumptions, the corrective bill shall be stored with the normal monthly consumptions
•    Historical records of all final cost out of a meter shall be maintained
•    Historical meter reads and consumptions shall not depend on each other.

- Contract Period/Term: 3 to 5 years
- Questions/Inquires Deadline: October 31, 2025