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City of Port Townsend
Request for Proposals for a Utility Billing software system
Requirements and Specifications
General Overview: The City of Port Townsend is requesting proposals for a Utility Billing software system and an entire integrated municipal finance software system. This will be a competitive negotiation process. At this time the City is in need of a Utility Billing system since its current one is not Y2K compliant. Your proposal must be fully Y2K compliant. The City is requesting proposals for both a Utility Billing system and an entire integrated municipal finance software system in anticipation of a future upgrade of the entire system. The City reserves the right to reject all bids and issue another Request for Proposals. This RFP does not commit Port Townsend to reimburse vendors for proposal submission costs. Price is an important consideration in this process, but not the only consideration. Other factors will include track record of successes at other municipalities or utilities, identification and understanding of the City's requirements as embodied in the following list of questions, and experience and qualifications of key personnel.
Deadline: The City hereby sets a deadline two weeks from the date of publication of this Request for Proposals. All proposals must he postmarked by this deadline.
Proposal Instructions: Please answer the stated questions listed below. If additional pages are necessary please feel free to attach them to your proposal. Please feel free to include pre-printed product literature regarding your system(s) should you desire. Please provide one price quote for your Utility Billing system and another separate quote for the entire system. Please indicate the length of time over which your price quote applies. Please identify if the City could purchase the Utility Billing system now and the rest of the system at a later date at a cumulative price equal to your price quote for the entire system, as well as any applicable time constraints. If enhancements are required to accomodate a specific task identified below please identify the cost of such enhancement. For each subsystem, please identify when the application was first put into production, how many sites are using the application, and how many installations are in progress.
Proposals may be mailed to: City Clerk
City of Port Townsend
540 Water Street
Port Townsend, WA 98368
The following requirements and features have been identified by the City of Port Townsend for inclusion in the desired system. The responses should be in the following format:
Enter "Y" if the item is included as part of the standard system package: Hardware, Application Software, or System Software.
Enter "N" if the item is not available.
Enter "M" if the system requires modifications to meet this specification. Please identify the estimated cost of any required modification.
1. Single Input - Information should be entered into the system one time. Duplicate
entry of data should be eliminated. This should provide greater efficiency, timely
information, and eliminate errors introduced through data re-entry.
2. Solution proposed must be a client/server application.
3. Ease of Use - The system must be easy to use and learn. A Windows environment
Please specify which version(s) of Windows on which your system will run:
4. Real Time Information - system must be real time, not batch.
Budget - Transactions that will affect financial balances should be reflected immediately in the appropriate ledgers.
Forecast - Users should be able to forecast required resources based on current, actual data.
5. Remote Access - The system must provide access to remote departments for budget and other financial information.
6. Schedule - Install system in a timely manner and according to the City of Port Townsend schedule.
7. Convenient Communications - The system should facilitate the exchange of information by supporting electronic messaging and mail functions.
8. Ad Hoc Reporting - The system should provide reporting tools for generating custom reports from system information.
9. Do you currently sponsor regular (i.e., quarterly) user group meetings for each module? Where does the nearest (to Port Townsend) user group meet?
10. Do you provide system documentation manuals for each subsystem?
11. Do you provide user documentation manuals for each subsystem?
12. Training and Support - Provide detailed on-site training, documentation, and support. Is ongoing training and support available? Please state hours of live support availability:
13. Please specify how many staff-days of training you anticipate providing as part of your proposal:
System Overview
General Ledger
Accounts Payable
Cash Receipting
Payroll
Utility Billing
Job Costing
14. How many City staff will be able to attend each training session?
System Overview
General Ledger
Accounts Payable
Cash Receipting
Payroll
Utility Billing
Job Costing
15. If you are chosen as a finalist, are you willing to provide a functional fit in order to
confirm your proposal responses in order to allow the City to more fully evaluate
your product? (Y/N)
16. Please provide a list of municipalities or public utilities which use your system, along with names
and phone numbers of responsible individuals who can be contacted.
17. As part of your proposal, please provide staff hourly rates for additional work outside the scope of
any contract should the vendor be selected.
18. Please describe how your report writer works and identify if it is provided by another entity.
19. Please provide a timeline that assures the Utility Billing system will be fully operational by
December 31, 1999.
20. Please provide a vendor profile which indicates number of staff, years established, and key staff.
21. Describe how you conduct product testing and explain how it will ensure the system is ready for
production.
22. Security - The system should be capable of enforcing uniform policies and procedures
throughout the City of Port Townsend. Security should cover various levels from user
to user class or group. Please describe, on a separate sheet, what security provisions
your system has.
System Specifications
The followng requirements and features have been identified by the City of Port Townsend for inclusion in the desired system. The responses should be in the following format:
Enter "Y" if the item is included as part of the standard system package: Hardware, Application Software, or System Software.
Enter "N" if the item is not available.
Enter "M" if the system requires modifications to meet this specification.
Enter "N" if you have attached details in response to the "M" or other answers in the requirement section.
Please note:
You may attach additional sheets wherever necessary to provide and adequate response.
Specifications and Requirements
System Environment:
1. Does the system include basic password protection for standard access?
2. For the password can you specify:
That it must include numbers?
That it cannot be the same as a prior password?
3. Can application access be restricted by password?
4. Does the system use a GUI interface?
5. Is file recovery automatic after a system failure?
6. State-of-the art database, such as Progress, Oracle, or MS SQL?
7. Does the database support real-time processes?
8. Is the system Year 2000 compliant? [See attached warranty.]
9. Does system run on an NT network/Windows workstations or Novell? [required]
Financial System
General Ledger
1. System is real time system not batch processing?
2. Menus have drill-down capabilities for detail?
3. ALL screens in a GUI format?
4. System has complete on-line help function?
5. Report writer for ad-hoc reporting?
6. Handle an unlimited number of accounts?
7. Interface to Bank Reconciliation, AP, PM, PO, JC?
8. Does the system provide for centralized account management?
9. Are users restricted from access of applications not within their authority?
10. Can information be exported to other systems such as Excel?
11. Can reports be generated for each individual fund?
12. Can accounts be added in years other than the current fiscal year?
13. Is security provided by user?
14. Allow at least 13 periods per year with open periods?
15. Allow unlimited number of years of detail information?
16. Does the system provide for real time maintenance of account:
Status?
Balance?
17. VVhich of the following reports are available:
Trial Balance?
Balance Sheet?
Detail of transactions by account/object code?
Revenue and expense detail by account?
Revenue and expense summary?
18. Is selectivity for accounting information available:
By account?
By period?
By date range?
19. Can reports be rerun for periods other than the current period?
20. Does the system support multiple accounting methods:
Cash Basis?
Modified Accrual?
Full Accrual?
21. Can entries be reversed and deleted automatically?
22. Are entries tracked as to:
Transaction date and time?
Posting date and time?
23. Allow unlimited number of journal entries?
24. Have unlimited number of recurring journal entries?
25. On-line screen inquiry including unlimited history ?
26. Can the previous year be "locked" after year-end closure occurs so inadvertant
changes cannot be made?
27. Does your system provide year-end annual reporting for:
Balance sheets?
Operating statements?
Cash flow statements?
28. Does your system support the following charts of accounts:
BARS?
NARUC?
FERC?
29. Allow on-line notes to accounts?
How many? #
30. How many user defined chart of account components? #
31. How many characters available in the chart of accounts? #
32. How many funds can your system manage? #
33. Is a fixed asset system available?
Cost: $
Financial System
Accounts Payable
1. System is real time system not batch processing?
2. Menus have drill-down capabilities for detail?
3. ALL screens in a GUI format?
4. System has complete on-line help function?
5. Report writer for ad-hoc reporting?
6. Handle an unlimited number of accounts?
7. Does the system provide for vendor maintenance:
By vendor name?
By vendor number?
8. Does the system support temporary vendors?
9. Does the system track whether vendors require 1099s or not?
10. Will your system track vendor product/service codes?
II. Can you cancel invoices in your system?
12. Can you cancel checks in your system?
13. Allow unlimited number of vendors?
14. Allow unlimited years of history?
15. Will your system allow you to work in both current and future periods?
16. Does your system interface with other systems such as:
General Ledger?
Budgets & Encumbrances?
Cash Receipting (refunds)?
Purchasing (purchase orders)?
Fixed Assets?
Inventory?
Job Costing?
17. Does your system support both check and voucher printing?
18. Do transactions directly affect General Ledger accounts in:
Income?
Expenses?
Budget?
19. Does the system support recurring entries (biweekly, monthly)?
20. Does your system provide a check reconciliation system?
21. Are duplicate payments prevented?
22. Can the system print 1099s at year-end for vendors requiring them?
23. Can the system generate a payment approval list for City Council approval?
24. Does your system provide user-defined payment terms?
25. Access vendor history by vendor, invoice date, check date?
26. History drill-down to include: invoice information, P.O.'s, GL account number?
27. Does your system allow the user to inquire vendor by name?
28. Does your system track Washington state "use" tax by expenditure account?
29.-1- Does your vendor screen information include contract limits?
30. Does your system allow for use of both treasurer checks and warrants and have
two separate check reconciliation systems?
31. Please describe (on a separate sheet) how your Accounts Payable system integrates
with Job Costing.
32. Does your system provide the use of clearing funds for accounts payable and
payroll to disburse cash?
33. Does your system accomodate wire transfers of funds?
34. Does your system verify budget status prior to accepting a transaction?
Financial System
Cash Receipting
1. System is real time system not batch processing?
2. Menus have drill-down capabilities for detail?
3. ALL screens in a GUI format?
4. System has complete on-line help function?
5. Report writer for ad-hoc reporting?
6. Handle an unlimited number of accounts or transaction codes?
7. Does the system provide centralized collections?
8. Will the system distribute appropriate information to:
General Ledger?
Utility Billing?
9. Can the system track all entered payments including voided receipts?
10. Does your system provide integration to an electronic cash drawer system?
11. Can your system allow collection of all methods of payment at one location?
12. Does your system provide a cash out procedure for balancing each operator?
13. Can your system print a cash receipt on demand?
14. Can you view transactions in the cash receipts inquiry?
Pending transactions?
Historical transactions?
15. Does your system provide on-line payment information?
16. Does your system allow one or more transactions per receipt?
17. Does your system allow for posting of charges from billed-out jobs and your Job
Costing system?
18. Will your Cash Receipting system post to a different vendor's Utility Billing system
and General Ledger?
19. Will your system allow for credit card payments?
Financial System
Payroll
1. System is real time system not batch processing?
2. Menus have drill-down capabilities for detail?
3. ALL screens in a GUI format?
4. System has complete on-line help function?
5. Report writer for ad-hoc reporting?
6. Handle an unlimited number of accounts?
7. Does your system support standard user defined salary tables?
8. Allow unlimited salary tables?
9. Does your system support part-time and hourly employees, with pro-rated benefits?
10. Does your system accomodate employees with unusual shifts (i.e., firefighters)?
II. Can your system support multiple positions for a single employee?
12. Does your system automatically account for and distribute overtime pay in accordance
with the Fair Labor Standards Act (FLSA)?
13. Is the payroll system integrated to the General Ledger and budget?
14. Does your system track accrued time earned?
Vacation?
Sick Time?
Comp Time?
How many user defined accruals? #
15. Does your system support multiple pay periods?
16. Does your system support payroll draws?
17. Allow unlimited number of pay types ?
18. Can your system support the State PERS retirement program requirements?
19. Will your system generate all Federal and State reporting requirements?
20. Can your system generate:
W2 statements?
1099R statements?
941 and other quarterly reports?
21. Unlimited number of years of history?
22. Can your system track job or project costing information?
23. Unlimited number of employees allowed?
24. Can your system support labor union or other:
Deduction calculations?
Reporting?
Deferred compensation plus employer match?
Payroll contributions such as state employment security payments?
Flexible spending (Section 125) plan?
25. Can tax tables be maintained and updated by the user?
26. Can the system provide daily time entry?
27. Support other methods of time entry such as electronic time clocks?
28. 19 an automatic payroll deposit provided?
29. Does your Payroll system allow for remote data entry of timesheets?
30. Is all pertinent payroll information on one or two screens?
31. What type of security does your system provide for Payroll? Please attach response.
32. How are employee screens set up? Please attach response on a separate sheet.
33. Please describe (on a separate sheet) how your Payroll system integrates with
Job Costing.
Financial System
Utility Billing
1. System is real time system not batch processing?
2. Menus have drill-down capabilities for detail?
3. ALL screens in a GUI format?
4. System has complete on-line help function?
5. Report writer for ad-hoc reporting?
6. Handle an unlimited number of accounts?
7. Does your system support multiple billing cycles?
Monthly billing?
Bi-monthly billing?
Mixture of monthly and bi-monthly?
Quarterly billing/mixture of quarterly and monthly?
8. Does your system integrate with:
General Ledger?
Cash Receipting?
Accounts Payable (refunds)?
9. Allow unlimited number of customers?
10. Unlimited number of rates per service?
11. Does your system have a meter changeout program?
12. Can your system generate work orders?
Connection?
Disconnect?
Service?
13. Does your system support hand-held meter reading devices?
What kind(s)?
Support unlimited number of meters?
14. Does your system have a meter inventory?
Locations?
Type?
Class?
15. Does your system track meter maintenance?
16. Does your system support user-defined bill calculations?
17. Does the system provide user-defined penalty options?
18. Can the system prorate billings?
19. Are grace/tolerance days user-definable?
20. Does your system produce "dunning" letters?
Door hangers?
Rate changes?
Reminders?
21. Does your system have ad-hoc report writing capabilities?
Does your system include a built-in utility consumption and revenue summary by rate
class?
22. Unlimited number of years of billing information?
23. Can your system automatically generate credit refunds?
24. System capability for customer direct withdrawal?
25. - Allow special charges and lien charges?
26. Date sensitive user defined code comment screen?
27. Unlimited notes per account?
28. A separate lot screen listing at least:
Service location
Lot number
Parcel number
Inside/outside City code
Lot size
Buildable/impervious/developed lot size
29. Does your system allow for "unbundling" of charges and show them separately
on the customer's utility bill?
30. Does your system accomodate average payment plans?
Low income or other discounts?
31. Does your system accomodate Internet bill delivery and payment?
32. Will your Utility Billing system post to another vendor's General Ledger system?
33. Does your system print shut-off notices?
34. Will your system print bills on a line printer?
35. A separate "Meter Screen" listing at least:
Route number
Sequence number
Meter serial number
Installation date
Manufacturer code
Meter size
# of digits
EDU'S, status code, type of meter
Radio read capability (MXU-ID, Reg-ID, longitude, and latitude)
How many user defined meter fields? #
36. How many services per customer? #
37. How many user defined fields? #
38. How many name/address sections (i.e. master, owner, "bill-to")? #
Financial System
Job Costing
1. System is real time system not batch processing?
2. Menus have drill-down capabilities for detail?
3. ALL screens in a GUI format?
4. System has complete on-line help function?
5. Report writer for ad-hoc reporting?
6. Handle an unlimited number ofjob and activity numbers?
7. Does your system allow for compilation of project life costs?
8. Does your system integrate with:
General Ledger?
Payroll?
Accounts Payable?
Cash Receipts? -
9. Are labor costs, including fringe benefits, derived directly from the payroll system?
10. Does your system have the flexibility to add a percentage to cover overhead costs
such as supervision and "unproductive" time (vacation, sick leave, etc.)?
11. Does your system have a project summary report available?
Activity summary report?
Project detail report?
Activity detail report?
Are other stock reports available (please list)?
12. How many job type codes are available?
Work order or project number? #
Project type code? #
Sub-project code? #
Activity number? #
Activity type code? #
Sub-activity code? #
Additional codes? #
13. Is an inventory system available?
Cost:
Does it integrate with job costing?
14. Is an equipment or fleet management system available?
Cost:
Does it integrate with job costing?