Financial Management and Utility Billing Systems

The Vendor is required to provide financial management and utility billing systems for include:
1. Project initiation and discovery
• Conduct project kickoff meetings
• Develop a project management plan and communication plan
• Identify key stakeholders and governance structure
• Review existing systems, documentation, contracts, and integrations
• Conduct interviews, workshops, and stakeholder engagement sessions
• Assess current business processes and workflows
• Evaluate operational pain points and future needs
• Review current reporting and analytics capabilities
• Assess cybersecurity, compliance, and disaster recovery considerations
• Evaluate current architecture and infrastructure dependencies
2. Needs assessment and requirements development
• Facilitate future-state business process discussions
• Identify desired functionality and process improvements
• Develop detailed business and technical requirements
• Define integration requirements
• Define reporting and dashboard requirements
• Define data migration requirements
• Identify implementation risks and mitigation strategies
• Develop evaluation criteria and scoring methodology
3. Procurement support and vendor selection
• Assist the city in preparing software procurement documents
• Develop technical specifications
• Support vendor question and answer process
• Evaluate proposals and vendor responses
• Facilitate software demonstrations and workshops
• Conduct reference checks
• Assist with total cost of ownership analysis
• Assist with contract review and negotiations
• Prepare vendor evaluation summaries and recommendations
4. Project implementation management
• Implementation project governance support
• Schedule and milestone monitoring
• Budget tracking and risk management
• Coordination between city staff and software vendor
• Data migration oversight
• Integration oversight
• Configuration and customization review
• Testing oversight and quality assurance
• Change management support
• Training coordination
• Go-live readiness assessment
• Post-implementation stabilization support
5. Desired system characteristics
• Cloud-hosted SaaS architecture
• Secure remote access capabilities
• Mobile-friendly functionality
• Workflow automation
• Role-based security
• Open APIs and integration capabilities
• Advanced reporting and dashboards
• Electronic document management integration
• GIS integration capabilities
• Customer self-service portal
• Online payment processing
• Automated notifications and communications
• Scalability for future growth
• Disaster recovery and business continuity capabilities
• Compliance with applicable regulatory requirements.