Response Code Y Yes N No CO Configuration CU Customization Utility Billing System Functional s Matrix Exhibit B Definition The functionality exists in a proposed product for which the solution provider has established practice areas with dedicated consultants performing billable work. The functionality shall be implemented out of the box without configuration, customizations or modifications to the existing applications or reports. shall not be provided. shall be met through changes to settings of tables, switches, and rules without modification to source code. Include any changes to the existing or out of the box workflow functionality. shall be met by changing existing software or through the use of software tools such as application report writer, query, etc. Note: In the column next to this response, you shall indicate the following: Description of customization estimated level of complexity (High, Medium, Low) If there is an additional cost it shall be included in the cost proposal exhibit. F Future shall be met by packaged software that is currently under development or not yet released. Note: In the column next to this response, indicate the date when requirement shall be available for implementation. If possible, also indicate any additional costs. 3 Supplied by 3rd Party Comment Field The requirement shall be met by a third-party software package for which the solution provider does not have an established practice area, and the third party software is included in this Proposal for implementation. Note: In the column, indicate the name of the proposed 3rd party software package and indicate the interface/integration services being proposed. Definition Provide information, description, clarification, or explanation to assist the City in making an informed decision. Page 1 of 6
2.0 SYSTEM SPECIFICATIONS AND FUNCTIONALITY 2.1 Front End Functions A. Software shall provide, via the internet, the ability for customers to view and make payments on utility bills, view payment history, customer usage and consumption history B. Software shall provide real-time access to customer account activity, to include payment activity performed with web functions C. Software shall provide the ability to be configurable by the Contractor to match the City s current financial chart of accounts structure. A chart of accounts is created from a list of the accounts used by the City to define each account number of items for which revenue, receivable, money or the equivalent is recorded or received. A chart of accounts structure is a required structure or format, xxx-xxx-xxxxxx format, consisting of three (3) sections of numeric characters which identifies the fund (company), department (business unit), and account number 2.2 Billing Functions Utility Billing System Functional s A. Software shall provide the ability to bill on scheduled days or every so many days (the City bills approximately every 12 to 15 days). The City is divided into 4 billing cycles, we bill bimonthly 2 cycles per month B. Software shall provide the ability to bill final bills weekly C. Software shall provide the ability for tiered rates and graduated rates D. Software shall provide the ability for surcharge rates E. Software shall provide the ability to have different rate structures F. Software shall provide the ability to prorate a customer's bill G. Software shall provide the ability to bill for a selected group of customers quarterly H. Software shall provide the ability to interface a two way process with the City s Sensus AutoRead meter reading system I. Software shall provide the ability to provide separate bills or a single consolidated bill for customers with multiple accounts and/or locations J. Software shall provide the ability to bill more than one party for the same account (landlord/tenant) K. Software shall provide the ability to create a file to send to a third party vendor to print bills which includes paper bills and electronic bills L. Software shall provide the ability to track long term water and sewer obligations for capital and lateral charges with an amortization schedule M. Software shall provide the ability to create a delinquent account listing and file for delinquent accounts for tax roll assignment N. Software shall provide the ability to prepare delinquent notices O. Software shall provide the ability to print one or more user defined message(s) on bills P. Software shall provide the ability to process a deduct meter for outside water use. This is a common set up for residents in the City where there is one account/location that has 2 meters. One meter measures all water and the second (deduct) meter measure outside water use. Software has to provide the ability to bill meter one s use for water and then take meter one s use less meter 2 use and bill for sewer The City requires that this system be able to provide the following capabilities, at a minimum: Page 2 of 6
Utility Billing System Functional s Q. Software shall provide the ability to generate a meter reading exception report used as the first step in the billing process to review high/low, zero usage, and skipped meter reads R. Software shall provide the ability to automatically and manually add late penalties to delinquent accounts according to rate structure S. Software shall provide the ability to create an ACH Debit file that may be submitted to the bank for processing T. Software shall provide the ability to keep the current account number and bill configuration from the current billing system and also provide for digit expansion U. Software shall provide the ability to generate a corrected bill after an adjustment (credit/debit) has been made to a customer s account V. Software shall provide the ability to provide a bill register after a cycle updates for a billing, this serves as a final quality assurance mechanism to ensure accurate bills W. Software shall provide the ability to create a workflow process to generate letters to customers that the City either had to manually read their meter or had to estimate water usage which required the City to manually enter into the billing process X. Software shall provide the ability to track miscellaneous items such as returned mail 2.3 Administration Functions A. Software shall provide the ability to easily incorporate new and unique rates B. Software shall provide the ability to internally audit accounts within the billing database for accounts that were initially set up incorrectly, have conflicting information, etc C. Software shall provide the ability to export data generated through reports and filters/queries to other formats such as MS Excel and Adobe Acrobat D. Software shall provide the ability to import batch payment files from all payment sources (bank lockbox, credit card, ACH Debit, etc) E. Software shall provide the ability to provide an audit trail by user name, date and time to reflect account, administrative, and configuration changes F. Software shall provide the ability to control user permissions G. Software shall provide the ability to run a test platform for testing of new functionality H. Software shall provide the ability to set up an appointment date and time and create a service order that will automatically create a work request and/or work order in Lucity; I. Software shall provide the ability to create a daily batch to review prior to updating the billing software for specific meter information from work orders completed in Lucity 2.4 Customer Service and Inquiry Functions A. Software shall provide the ability to record unlimited notes for an account B. Software shall provide the ability to track information through the system by account number and service address C. Software shall provide the ability to link accounts together to view all accounts that a customer has and the current status of these accounts and any outstanding balance(s) with the ability to drill down to the account details Page 3 of 6
Utility Billing System Functional s D. Software shall provide the ability to establish "alerts" (cash only customer, lien exists, etc.) on the customer s account E. Software shall provide the ability to associate a service location with an account numbers and property tax identification number and track information through the system by street address F. Software shall provide the ability to view online all current and past account activity at a location and any outstanding balance(s) with the ability to drill down to the account details G. Software shall provide the ability to maintain seven (7) years of history on all customer accounts and locations H. Software shall provide the ability to purge by date selection or by other specific criteria; I. Software shall provide the ability to secure customer bank account information for an auto-payment option and limit the access to this information J. Software shall require certain fields and/or data be completed before a new account can be created. This may include but not limited to the following: meter numbers, remote number, MXU number, longitude and latitude, etc. 2.5 Reports A. Software shall provide the ability for comprehensive utility reports that may be customized for specific utility billing users and departments B. Software shall provide the ability to allow creation of custom reports by City staff C. Software shall provide the ability for End of the Month reporting D. Software shall provide the following reports: a) Reports after consumption transferred reads: Consumption listing Meters not written to meter read file Deduct meter greater than house's main meter Zero consumption usage Water read adjustment listing (manual and estimates) b) Reports Pre-Billing List of re-reads Accounts not billed Water type and multiple code billing No bill water only Invalid meter reads Prior billing reports: Account status report Accounts balance report (arrears register) Long term water obligation register c) Billing reports: Billing register Flat rate sewer billing Consumption Other non-city consumption ACH/Debit Account Listing After billing reports: Accounts status report Accounts balance report (arrears register) Long term water obligation register Page 4 of 6
Utility Billing System Functional s d) Month end reports; Accounts balance detailed report Long term water obligation listing Aging Report e) Balancing and reconcilation reports Trial balance report To monitor A/R aging reports from month to month Billing register detail This allows customer service to review prior to billing Billing register summary This is a summary of all billings Service address/location register This is a listing by street address 2.6 Customer Payments and Protective Measures A. The current payment processing is accomplished through the following methods: Automated clearing house payments (ACH) currently through Bank of America Debit/Credit Cards payments current processed through Official Payments Payments posted through an online bill payment provider currently PayMode through Bank of America Lockbox service provided through Bank of America Over the counter B. Software shall provide the ability to process in real time C. Software shall provide the ability to update billing payments and integrate with a third party cash receipting system D. System shall provide the ability to track payments by dollar amount, location, receipt date, customer and payment method E. System shall provide the ability to allow for multiple levels of administration and end-user security (read-only, add/update/delete, etc.) and F. System shall provide the ability to control security at a department and/or division level 3.1 Training s: 3.0 SYSTEM REQUIREMENTS 3.2 License s 3.3 Website s 3.4 Security Procedures and Security s 3.5 Global s Page 5 of 6
4.1 Data Conversion Utility Billing System Functional s 4.0 INSTALLATION REQUIREMENTS 4.2 System Interface(s) and Integration Page 6 of 6