REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS UTILITY BILLING SOFTWARE DUE DATE: NO LATER THAN 5:00 PM EASTERN TIME, MARCH 11, 2016 QUESTIONS: JESSICA MARTIN-LANE NOTE: THE COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY. 1 of 12 Harnett County Public Utilities Department: Utility Billing RFP

2 Request for Proposals for Utility Billing Software Overview The County is requesting sealed proposals from interested and qualified vendors for Utility Billing Software. The proposed solution should accommodate all current County utility billing processes and procedures. The selection and implementation of new utility billing software should also be seen as an opportunity to improve County business functions, productivity and the use of new and future technology. It is anticipated that the contract will be for a five (5) year period beginning in Proposals signed by the authorized officials of the institution will be received until 5:00 p.m. Eastern Time on March 11, Under no circumstances will proposals be accepted after the 5:00 p.m. deadline. Materially incomplete proposals may result in the rejection of the entire proposal; however, minor irregularities and technicalities may be waived. The County reserves the right to contact respondents at its discretion for further clarification or questions concerning the bid proposals. A variety of factors will be considered by the County in determining the successful Potential Contractor the County, in its sole discretion, believes provides the overall proposal at a fair and reasonable price and consistent with the goals and objectives of the County. Thus, while Potential Contractors are strongly encouraged to offer the lowest price and total cost and highest value possible, the Potential Contractor offering the lowest price and total cost may not be selected as the successful Potential Contractor. It is the intent of the evaluation process established by Harnett County to determine whether each Proposal meets the needs of the County, as outlined in the RFP, and then to determine which proposal best suits those needs. The County reserves the right to reject any and all proposals. Introduction The Harnett County Department of Public Utilities (HCDPU) is a strategic regional water and wastewater utility that provides service to approximately 125,000 people in Harnett County and surrounding counties. As a regional provider of high quality and dependable water and wastewater services to residents and businesses, HCDPU desires to service its customers in an efficient and effective manner as possible. Over the past decade, the HCDPU service area has grown significantly and the legacy processes and systems that were once adequate, are not currently meeting the needs of a utility of this magnitude and complexity. Through this Request for Qualification (RFQ) process, the HCDPU desires to rethink its approach to utility billing/payment/collection and account management services and source a new solution that will accommodate all of the current County utility billing processes and needs. The HCDPU would also like to use this sourcing process as an 2 of 12 Harnett County Public Utilities Department: Utility Billing RFP

3 opportunity to improve County business functions, customer support services, productivity and the use of technology in serving it customers. HCDPU is requesting qualifications from interested and qualified vendors for utility billing and account management software. Billing and Support Background The customer support and billing department of HCDPU currently utilizes SunGard H.T.E., financial system software for financial, customer account management and billing services. The department also utilizes CityWorks for some customer support functions for locations that do not have a 911 addresses associated with them in the H.T.E. System. The customer support and billing department is staffed from 8 AM to 5.00 PM and has 13 full time associates responsible for the billing, collection, account management and customer support functions. Utility bill mailing services are provided by Total Billings and lockbox services are currently provided by First Tennessee Bank. Some customer self service capabilities are available through H.T.E. s web based customer application and through the Selectron phone system. The County has four (4) meter reading and billing cycles. Meters are read seven days per week and utility bills are produced in batches so that each customer receives one bill monthly. The County has multiple differing rate structures for residential, commercial and bulk customers. Sewer charges are billed based upon water consumption. Meter reading, billing and shut offs for non payment are accomplished on a calendar that is currently maintained outside of the billing system. Water meters are Itron and read via drive by and manual collection processes. The County will continue to transition over to Itron AMR over the next few years. Handhelds are returned to the PUD nightly and data is uploaded into the HTE system using software provided by Iron. Daily payment processing is accomplished through a variety of methods. These include in person, online web payments, automated clearing house payments (ACH), electronic receipt, and payments posted through online bill payment providers. Payment processing also includes scanning of remittance stubs received through the mail by our lockbox service provider and over the counter. Schedule (subject to change as required) Activity Proposed Timeline RFP Released 2/17/2016 Supplier questions in writing due 2/26/2016 Written responses to supplier questions distributed 3/4/2016 RFP responses due from suppliers ( Due Date ) 3/11/2016 Notification sent to suppliers regarding who will be invited to participate in supplier presentations 4/1/2016 Supplier presentations 4/11/16-4/15/16 Reference calls / visits 4/15/16-4/22/16 Supplier selection 4/22/ of 12 Harnett County Public Utilities Department: Utility Billing RFP

4 Contact Information Questions regarding this Request for Proposals should be submitted via by February 26, 2016 to: Jessica Martin-Lane RFP Consultant for Harnett County Any questions received that affect the Request for Proposals process will be issued as addenda by the date outlined in the schedule. NOTE: The County has retained the services of Martin-McGill, Inc. as their sourcing consulting to manage the procurement effort on behalf of the County. All communications regarding this effort should be directed to the contact listed above. Any attempt to contact County staff or Board directly is discouraged and will result in automatic disqualification of your company in the selection process. Scope of Services The County desires a utility billing software application that will meet current core functions and future needs of the County, and will integrate all aspects of utility services, including maintaining accounts, billing and collection, interface to financial/accounting system, interface to meter reading system, interface to asset management system, work/service order processing, payment interfaces, and customer web access. Additionally, the County desires to implement improvements to reporting functions, the ability to bills and improving the automation and streamlining of the utility billing process. In addition to utility billing software, the vendor must lead the installation of the new software and the conversion of current utility billing data to the new software database. The County also requires the vendor to train all key users and to extend technical support so long as the County contracts with the vendor. At the end of this RFP the County will enter into a professional services agreement with the vendor that provides the best value for the utility billing software including installation, conversion, implementation, training and support, and meets all the specifications of this RFP. Required Functionality The functions desired from the County s new utility billing are outlined in the RFP response spreadsheet Appendix A. Additionally, a representation of the current flows of data are outlined in Appendix B. Proposal Submission and Format Requirements The submitted proposal must address all expectations within this RFP. Before submitting a proposal, vendors shall examine the specifications in the RFP document and Appendices in order to 4 of 12 Harnett County Public Utilities Department: Utility Billing RFP

5 understand the desired functions as well as all existing conditions and limitations. The vendor shall submit: Completed Excel Spreadsheet Tabs A E of RFP Appendix A. Please note, do not make any changes to the formatting or structure of the Excel spreadsheet. The County may choose to disqualify providers that do not follow the format as provided in the original document. o Tab A: Company & Solution Overview o Tab B: Technology & Reporting o Tab C: Support & Transition o Tab D: Solution Details o Tab E: Price Proposal Supplemental Information Referenced in Appendix A associated with Attachments A K o Attachment A: Certificate of Insurance o Attachment B: Summary of products/services you would recommend for Harnett County s billing solution o Attachment C: Company s product/services development roadmap o Attachment D: Screenshots or a presentation that depicts your primary client interface dashboard o Attachment E: Samples of ALL standard reports o Attachment F: Company s disaster recovery plan o Attachment G: Copy of your product and services warranty o Attachment H: Detailed project plan for installation, conversion and training for Harnett County o Attachment I: Detailed project schedule o Attachment J: Information on key project and account management personal and supporting resumes o Attachment K: Pricing schedule for development services o Attachment J: Additional information vendor would like to submit (may or may not be considered) o Form 1: Execution of Proposal Page o Form 2: Affidavit Responses to this RFP shall be submitted in a sealed package addressed as noted below, and clearly identifying the vendor making the submission. The package must be marked as CONFIDENTIAL Utility Billing Software RFP. One original and two copies must be submitted by each vendor. Vendor should also submit electronic version of a materials on a flash drive. Vendor is liable for any of the costs incurred in preparing and submitting a proposal. Please review the RFP fully, complete all responses and submit the package so that it is received no later than 5:00 P.M. on March 11, Responses received after this date/time will not be considered. Postmark date will not constitute timely delivery. Vendors are solely responsible for ensuring timely receipt of their responses. Delivery by fax is not acceptable. 5 of 12 Harnett County Public Utilities Department: Utility Billing RFP

6 Mail to: Martin-McGill, Inc C/O Jessica Martin-Lane 55 Broad Street Asheville, NC The County reserves the right to cancel this RFP at any time and for any reason without any liability to any proponent or to waive irregularities at their own discretion. The County reserves the right to accept or reject any or all submissions. Proposal Evaluation and Selection The County will review submitted proposals and determine those that are most qualified. The County will select a vendor who in its sole judgment, best suits the current and future needs of the County. The evaluation criteria which are neither weighted nor prioritized include, but are not limited, to the following: 1. Understanding of the work required by the County. 2. Quality, clarity, and responsiveness of the proposal. 3. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the County. 4. Recent experience in successfully performing similar scope and services to municipal utility agencies. 5. Proposed approach in completing the work, and ability to implement and transition to the replacement solution in an efficient and timely manner. 6. Background and related experience of the specific individuals to be assigned to this project. 7. Industry knowledge, focus on innovation, continuous improvement, proactivity and partnership. 8. Ongoing training and support personnel and structures. 9. Fee structure and cost effectiveness of the proposal. 10. References. The County will short list two or more vendors to continue with further evaluation. The short list will be selected using the criteria identified above. Additional discovery may be performed to assist in selecting the short list vendors. The short list vendors will be contacted regarding their status as shortlisted vendors. The County reserves the right to award contract, or to forego awarding contract without notice. Please note that dates for on site demonstrations for short listed vendors are outlined in the schedule. Specific days and times for each short listed vendor will be determined at a later date, but vendors should be prepared to conduct the on site demonstrations during this timeframe. It is expected that the proposed Project Manager and future Account Manager take part in the on site demonstration sessions. 6 of 12 Harnett County Public Utilities Department: Utility Billing RFP

7 As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the County. After evaluating the proposals and discussing them further with the finalists or the tentatively selected vendor, the County reserves the right to further negotiate the proposed work and/or method and amount of compensation. 7 of 12 Harnett County Public Utilities Department: Utility Billing RFP

8 GENERAL INFORMATION A. PROPOSALS SUBJECT TO PUBLIC RECORDS LAWS All Proposals, data, materials and documentation originated, prepared and submitted to the County pursuant to this RFP shall belong exclusively to the County and may become available to the public in accordance with the North Carolina Public Records Act as provided in N.C.G.S et. seq. County will make reasonable attempts to maintain, in accordance with the Public Records Laws and the Act, the confidentiality of any trade secrets or confidential information that meets the requirements of N.C.G.S of the Public Records Laws if such Potential Contractors properly and conspicuously identify the particular data or other materials which are Confidential Information in accordance with the Public Records Laws. B. REJECTION OF PROPOSALS AND CANCELLATION OF RFP; REISSUE OF RFP Issuance of this RFP does not constitute a commitment on the part of the County to award or execute a Contract. The County retains the right, in its sole discretion, at any time to reject any or all Proposals, in whole or in part, and to cancel or cancel and reissue this RFP, before or after receipt and opening of Proposals in response thereto, or take any other actions, if it considers it to be in the best interests of the County. C. PROPOSAL VALIDITY; INCURRED EXPENSES All Proposals shall remain valid for 90 calendar days (the Proposal Offer Period ) after the RFP Due Date. A Proposal constitutes an offer by the Potential Contractor to contract with the County in accordance with the terms of the Proposal and this RFP, which offer is irrevocable for the duration of the Proposal Offer Period and may not be withdrawn or amended during the Proposal Offer Period without the written consent of the County. The County shall not be liable or responsible for any costs, expenses, reimbursements or fees incurred by a Potential Contractor in preparing and submitting a Proposal or in performing any other action in connection with this procurement. D. RIGHT TO USE INFORMATION IN THE PROPOSAL Upon submission, all materials submitted to the County by Potential Contractors shall become the County s property and may be used as the County deems appropriate. 8 of 12 Harnett County Public Utilities Department: Utility Billing RFP

9 GENERAL TERMS AND CONDITIONS A. GOVERNING LAW This Procurement and any Contract resulting from this RFP shall be governed by and constructed in accordance with the laws of the State of North Carolina. Any and all claims or disputes arising under or in connection with this RFP or the Contract shall be exclusively governed by the laws of the State of North Carolina, and venue shall be exclusively within Harnett County, North Carolina. B. TRANSFER, ASSIGNMENT, OR SUBCONTRACT The covenants and agreements contained within the awarded proposal are specifically binding and the County will not allow the awarded proposal to be transferred, assigned or subcontracted to any other party or parties without the express written consent from the County. C. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION By submission of this Proposal, the Potential Contractor certifies and, in the case of a joint Proposal, each party thereto certifies as to its own organization, that in connection with this Procurement: A. The price in this Proposal has been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other Potential Contractor or with any competitor; B. Unless otherwise required by law, the prices which have been quoted in this Proposal have not and will not be knowingly disclosed by the Potential Contractor prior to the Proposal opening, directly or indirectly, to any other Potential Contractor or to any competition; and C. No attempt has been made or will be made by the Potential Contractor to induce any other person or firm to submit or not to submit a Proposal for the purpose of restricting competition. D. E-VERIFY COMPLIANCE By submission of this Proposal, the Potential Contractor certifies that it and any subcontractors complies with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. E. EQUAL OPPORTUNITY EMPLOYER County is an equal employment opportunity employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CFR 601.4(a), 41 CFR (a), and 41 CFR are incorporated herein by reference, where applicable. 9 of 12 Harnett County Public Utilities Department: Utility Billing RFP

10 F. INSURANCE VERIFICATION 10 of 12 Harnett County Public Utilities Department: Utility Billing RFP

11 Form 1 EXECUTION OF PROPOSAL PAGE UTILITY BILLING SOFTWARE DATE: The Potential Contractor certifies the following by placing an X in all blank spaces: An authorized representative of the Potential Contractor has signed this proposal. The Potential Contractor has determined the cost and availability of all equipment, materials and supplies associated with performing the services outlined herein. All labor costs, direct and indirect, have been determined and included in the proposed cost. The Potential Contractor agrees to the conditions as set forth in this Request for Proposal with no exceptions. Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within 90 days from the date of the opening, to furnish the services for the prices quoted. Firm: Mailing Address: City, State, Zip Code: Telephone Number: Principal Place of Business if different from above By Title: (Type or Print Name) THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR PROPOSAL. 11 of 12 Harnett County Public Utilities Department: Utility Billing RFP

12 (Affix Official/Notarial Seal) Form 2 STATE OF NORTH CAROLINA AFFIDAVIT COUNTY OF HARNETT ************************** I, (the individual attesting below), being duly authorized by and on behalf of (Contractor "Employer") after first being duly sworn hereby swears or affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS 64-25(5). 2. Employer is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in this State. (mark Yes or No) a. YES, or b. NO 3. Employer understands that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E- Verify in accordance with NCGS 64-26(a). 4. Employer's subcontractors comply with E-Verify pursuant to federal law, and Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer. This day of, 201. Signature of Affiant Print or Type Name: State of North Carolina County of Signed and sworn to (or affirmed) before me, this the day of, 201. My Commission Expires: Notary Public 12 of 12 Harnett County Public Utilities Department: Utility Billing RFP