Utility Billing Software

The Vendor is required to provide a cloud-based utility billing software (UBS) for its sewer utilities.  
- Solution will replace the city's existing UBS and must integrate with its mapping software (ArcGIS), county auditor's general ledger (Prospero), and customer payment options.
- Provide the following:
•    Software to support the utility billing and associated functions.
•    Software to support miscellaneous revenue receipts.
•    Installation of the software.
•    Conversion from the existing software to the new software.
•    Integration with online payment options or offer a comparable solution with an implementation plan.
•    Training for staff on new software.
•    Annual maintenance contract to maintain the system, correct deficiencies and provide accessible operations assistance as required.
•    Provide technical support between 8:00am and 4:30pm Central Time Monday through Friday. 
•    Software security services and PCI-DSS compliance, as well as data backups.
- Services include:
•    Billing (Utility)-Software shall be able to support multiple service codes and rate structures. Must be able to handle penalty and late fee capabilities and tracking. System shall have flexibility and be able to accurately invoice items such as multiple service charges and credits. The system must have the ability to store historical data such as invoices and account histories and be able to reprint these as necessary.
•    Billing (Miscellaneous) - Software shall have the capability of billing miscellaneous utility items for work order related services, and other non-routine collections.
•    Backflow Management-Provide a customer facing website/application for filing and payment of fees during new installation and/or annual certification.
•    Invoices Utility bills shall be presented in a format designed to meet the requirements of the existing County print department (County Clerk) and have the ability to reformat and design bills in-house as required.
•    Collections-Reports such as accounts receivable, aging and payment histories must be able to be provided at any specified point in time and be able to be recreated as needed. Aging reports specifying 30, 60, 90 and 120 days are required. Automated generation of notices.
•    Receipting-A cash management system and web-based/application payment center with the ability to receive all types of payments (cash, check, credit card, etc.) is required. The software system shall report payments in real time with end of day reporting to include payments from all sources. PCI-DSS compliance maintained by software provider.
•    Digital Payment Platform-Payments shall be able to be made online, via email, text, or phone. Customer ability to schedule payments, enroll in autopay or checkout as a guest. Payments shall be one-click through email, text or calendar reminders.
•    Customer Online Portal - Customer to opt in/out of auto alerts, have access to bill history and usage history.
•    Delinquents and Disconnections-Ability to track and process delinquent notices. All types of documents associated with delinquent accounts such as payment agreements and liens shall be easy to execute, access and edit.
•    Adjustments to Bills and Payments-The software must have the ability to adjust a customer's billing and/or payments as needed and produce corrected bills.
•    Reporting Tools-Ability to create custom reports in addition to the systems template reports and download data in multiple formats. The software shall be able to provide daily, monthly, and annual reports that are summarized by service rates, customer type or other specific categories. Reports to assist with billing such as high/low consumption, no reads, customer changes, and possible errors are required.
•    Notes-The software shall provide the capability to add unlimited notes on customer accounts. Notes field shall be indexed for search functionality across all records simultaneously. The ability to add documents such as user agreements, connection records, billing agreements, easements, and other pertinent information to individual account records is required.
•    User Tracking-The ability to track changes made to customer accounts, service codes, reading. Etc. is required for both internal and external users.
•    Training-The vendor shall provide training to all key personnel and extend technical support for as long as the City contracts with the vendor.
•    On-line Account Transfer-The successful vendor shall work with the agency to develop a plan to convert active on-line accounts to the new software. The plan shall include notification to account holders and transfer of all accounts currently enrolled in electronic payments.