Addendum #4: RFP #15P-013 Software and Implementation Services: Billing, Collection and Customer Service System November 24, :00 am

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1 VILLAGE CENTER COMMUNITY DEVELOPMENT DISTRICT 1071 CANAL STREET THE VILLAGES, FLORIDA PHONE: (352) * FAX: (352) marilyn.douglas@districtgov.org Addendum #4: RFP #15P-013 Software and Implementation Services: Billing, Collection and Customer Service System November 24, :00 am A. Notice to Contractors: Whenever a conflict appears between this addendum and the initial solicitation, or plans, this addendum shall prevail, and as such shall constitute a binding portion of the contract documents. All provisions of the original specifications shall remain in force, except as specifically modified or changed herein. B. Additions, Deletions, and/or Clarifications: This addendum forms a part of the Contract Documents and modified the original Quote Documents as noted below and supersedes all contrary information and requirements. Contractors shall acknowledge receipt of this Addendum. Change to RFP Timeline: See attached revised Calendar of Events/RFP Timeline. Questions and Responses: Vendor: Logics, LLC 1. UB-21- Please describe the Amenity Fee Programming and the level of integration required into the Utility Billing Software? The amenity fee billings are made on a flat basis prospectively for each month (not retroactively like the water and sewer billings which are based on meter readings). They are a flat monthly rate that is adjusted either annually or every three years based on the change in the CPI. The billings for amenity fees must be on the same bills as all other items (water, sewer, irrigation water, solid waste and RV rental fees). All items are billed in advance except those items based on meter readings. 2. UB-65- Please describe the Districts Pro-rations software and level of integration required into the Utility Billing Software? The proration software allows the current bill to be imported from the monthly billing routine, modified for any termination amounts or deposit refunds and generates a report of what the old owner and new owner owe for the month of closing s bill. This information can then be transmitted to attorneys and title companies for closing purposes.

2 3. UB-70- Does The Villages have GIS software platform that is already linked to the three county clerk offices websites? No. 4. Work Order Management WO-1-Does The Villages desire to interface and pass data to and from the Work Order Management system of CH2MHill and not purchase a new Work Order Management system? If so, does that make WO-1 to WO -47 irrelevant? No. The Billing and customer Service Division must be able to generate and track the status of all work orders. This requirement requires items WO-1 through WO-47. In addition the software must be able to export the software to the OMI software and import updated work order information from the OMI software to the District software, using a standard data interface. Vendor: Continental Utility Solutions, Inc TUI Would you consider solutions that do not provide a TUI? Answer: We would consider a solution with only a GUI interface. We would not consider a solution with only a TUI interface. Preference is to have both interfaces. 2. UB-21 More details on the level of integration. See response above under Logics, LLC vendor. 3. UB-23 More details on the level of integration. Answer: This request is to allow the periodic annotation on the bill for recurring events that happen infrequently. For commercial customers there are annual grease trap and backflow preventer inspections that must be noticed annually on some bills. The ability to track and place standard recurring messages into the information section of appropriate bills is requested. 4. UB-70 More details on the level of integration. Answer: This is a nice to have. We are seeking the ability to interface the billing program to an interface port where we can do a quick lien search on a property address at the County Clerk s web sites in Lake, Marion and Sumter Counties. 5. CC-8 Can you explain the available codes authorized for that operator? Answer: The list of codes needs to be established. What is sought is the ability for the cashier to go to a table that can be user defined to pull up the appropriate category of receipt being collected. These could be template so the cashier only has to input variable information. 6. CC-9 Can you please further explain the desired option for an optional default charge. Answer: these codes are user defined. However, there may be one code where the majority of transactions are collected. If the screen could default to that template, it would save key strokes. 7. CC-26 What is a valid operator code? Answer: Each employee would be assigned an individual code that identifies that person, as part of the sign on to accept receipts.

3 8. Are you looking for integration to your existing JD Edwards/Oracle Financials Answer: Yes, we need the ability to upload transactions to the General Ledger for example: The Billing Module serves as subsidiary ledgers to multiple Districts and Funds general ledger account. Currently we are using JD Edwards/Oracle. In the future we will look to interface with other compatible modules to the Utility Billing Module we acquire. 9. Could you please define more of the level of integration you are looking for with the following? Both with Billing and Work Asset Order Management Payroll Not at this time. Fixed Assets Not at this time. Purchasing System Not at this time. Accounts Receivable Not at this time. Project Accounting Not at this time. GL Yes, both of them. CH2M Hill Maintenance Connect Yes, Work Order Management. Vendor: GC Services 1. For each debt category, will the District please provide? o The dollar amount and associated number of accounts placed for collection during each of the last three years o Average balance o Age of accounts o Recovery rates achieved in each of the last three years o Commission rate charged o Agency retention period We have placed no accounts receivable for collection in the last three years. This question has no bearing on RFP# 15P-013. Vendor: STIC Computing Solutions/Ace Applications: 1. The RFP has a performance bond requirement. Typically, performance bonds are required for on premise deployment. If the vendor provides a 100 percent hosted billing and collections solution will the performance bond requirement be waived or made optional? Answer: Currently the performance bond is required. 1. If performance bond is mandatory when is 24 month performance bond check required to be submitted? Answer: From the date of contract award or as stipulated in the RFP document. 3. What s the current data process flow between the current legacy Financial Management? Answer: System runs on IBMi 8203E4A V7R1 and software components: a. Oracle JDE 7.3 CUM 14, converting to A9.3 first quarter 2014 b. ASI Utility Billing Software c. DocuSphere Image Management d. Fixed Asset ProMoney Soft Inc. (PC based)

4 e. Safari version Recreation and Related Cash Receipting f. Along with a host of in house developed interfaces 5. Per RFP section 12.0 client references would the Village consider non-government clients as references as well? a Client References. Vendors should provide a list of governmental client references that are similar in size and complexity of the proposed project and have utilized the proposed system in a comparable computing environment. Submit references for fully completed installations only. At least one reference should be from a client located in the State of Florida. List the breadth of the software solution (e.g., GL, AP, Payroll etc.). Information should include at the minimum: date of installation, length of implementation, name of client reference, name of agency s project manager, jurisdiction, address, telephone and addresses. Answer: No. Vendor: Northstar Utilities: 1. UB 5 - Can you confirm if VCCDD would prefer to have all 4 billing entities in one database or in a multi-organizational environment utilizing one application layer with separate databases? Answer: The Vendor should propose the database arrangement that makes the most sense or provide separately priced options with the pros and cons of each option. The vendor knows their software capabilities better than the District and should be prepared to address both options, with a recommendation that makes the most sense in their application. 2. UB 10 Can you confirm these are all flat billing arrangements? Answer: Some of these items are billed in arrears based on meter readings and some are billed in advance of each month based on flat monthly rates. The point is that at least 10 different services, some in arrears and some in advance must be billable on a single bill. 3. UB 92 Can you elaborate on the seasonal tracking identification requirement? Answer: Particularly in meter based services customers often make comparisons to their prior month bill or their prior year's bill for the same month of the year. The ability for the customer service representative to be able to pull up multiple months information in an easy to use format is required. 4. UB 104 Can you elaborate on the special assessment module? Answer: Currently the Districts have Special Assessments, some of which are billed to commercial assessment areas on a monthly basis. They are fixed monthly amounts to be billed for a specified number of months. 5. Are bills printed in-house and then sent to IBM? Or does IBM handle the bill printing from a data extract file? Answer: Currently we use an IBM AS400 computer to bill all customers. The actual bill print function, involving over 25 separate billing cycles each month are initialed by one of the District Staff members who computes the actual cycle of 1-2,000 plus or minus individual bills. The bill cycle is transmitted to TSG, our IT service provider who prints them in country code and ZIP code sequence to reduce postage costs. TSG then sends them to their mail room where they are

5 inserted along with any flyers and postage applied. They then take to the Lady Lake, FL Post Office for bulk mailing. 6. Can you confirm that the customer utility account total is for the 4 entities is 100, 550? Answer: There are currently about 53,000 different customer accounts. About 3,000 additional accounts are added each calendar year as The Villages builds out. Current build out is projected for 2017 with a projection of about 60,000 customer accounts. This may change in the future if the developer acquires new land. Most of the accounts have two meters assigned, one for potable water and one for non-potable water used for landscape sprinkling. 7. Can you confirm that there is interest in replacing the existing Document Management system? Answer: Yes, there is interest in replacing our document imaging system; however, it is not a part of this RFP requirement. 8. How many office locations are staff located in for training purposes? Answer: One. 9. Are you able to provide the budgeted amount for the CIS project? Answer: First year budget is $455,000. This covers all items including licenses, first year maintenance support, training, data conversion, necessary software interfaces and customization, and any other costs required to make the new software suitable for use. Vendor: BS&A Software (repeat with additional information): 1. There are several companies that use or have used ASI as their system name. Are you referring to Associated Systems Incorporated out of Greenville, South Carolina or some other company? Yes, Associated Systems Inc. (ASI) out of Greenville, SC 2. In Specification UB-5, you stated, Determine how the District s four companies can be incorporated into one billing system while keeping unique necessary features for accounting and billing purposes. Could you please further define what those unique features are? Some examples follow: a. Does each of the four companies have different Past Due / Shut-off Policies? No b. Does each company have different Penalty and Interest fees? Yes, the three District owned companies have the same penalty and interest fee policies. The fourth utility company, privately owned is PSC regulated and they have a different penalty and interest fee policy. 3. In Specification UB-16, you stated, Import required fields from Deal Master software and establish an independent utility and customer service database that can be utilized by every department for read capability, adding their own notes pages and mailing list. It is not clear what you are asking for could you elaborate? a. Are you meaning to do a one-time import the data from Deal Master into the Utility Billing system and then get rid of Deal Master? Answer: We currently import information from the Developer s Deal Master software when we are setting up new accounts. The new software should be able to accept this imported data using a standard protocol into a secure portal.

6 b. Did you mean to say export information from the billing system to Deal Master and then use Deal Master as the single customer service database. Answer: No. It is to import information from Deal Master into the billing application to populate standard fields for new customer accounts. 4. Specification UB-21 states Integration of Amenity fee programming and various configurations related to CPI, timing of increases and frequencies of rate changes. Could you elaborate on what you are asking for? Answer: There are three provisions for updating the amenity fee amounts for each account as follows - 1. Based on the contract sale month of the original buyer from the developer, a CPI adjustment based on the annual change in a specific CPI is used to adjust rate either annually for a one year adjustment or every three years for a three year adjustment. 2. When a house is sold the new buyer s amenity fee rate adjusts to the then current rate set by the Developer, currently $ per month. 3. Currently there is a cap on all adjustments so the monthly rate will not exceed $ per month. 5. Specification UB-63 states Automatic upload for overnight billing which does not interfere with daily activities. Could elaborate on what that means? Answer: Running the billing cycles can be memory intensive, so the District would like to have the ability to schedule a billing cycle to run during the day and have it actually run and computed overnight for delivery to our printing and mailing vendor early morning of the next working day. 6. Specification UB-69 states, System should be able to transfer property specific information such as bond information from seller to buyer when the move in/move out is done. Could you elaborate on what is required? What bond information are you referring to? Are you talking about a deposit? Answer: Most residential properties have special assessments that are owed on the property to one of the Districts. As an alert to staff, a field needs to be available to show which accounts still have an outstanding bond assessment that is still being collected.

7 CALENDAR OF EVENTS / RFP TIMELINE REVISED Listed below are the important dates and times by which the actions noted must be completed. All dates are subject to change by the Purchasing Department. If the Purchasing Department finds it necessary to change any of these dates or times prior to the proposal due date, the change will be accomplished by addendum or by Notice to Respondents if proposal due date has passed. ACTION COMPLETION DATE Issue RFP September 26, 2014 Pre-Proposal Conference NA to this addendum Last Day for Questions NA to this addendum Wednesday, December 3, 3:00 pm Deliver proposals to 1071 Canal Street, The Villages, FL prior to due date and time. Proposals Due (Date was Revised via Addendum #3) Pre-Selection Committee Meeting (REVISED) Selection Committee Meeting (To Short List) (REVISED) Short Listed Vendor Presentations (REVISED) Final Selection Committee Meeting Proposals to be opened at 984 Old Mill Run, The Villages (Large Conference Room) Monday December 8, 9:00 am 984 Old Mill Run, The Villages (Executive Conference Room) Monday, January 5, 2:00 pm 984 Old Mill Run, The Villages (Executive Conference Room) January 19 thru January 23, 2015 Wednesday, January 28, 9:00 am

8 Village Center District Board Approval February 19, 2015 Contract Negotiation February 23 thru March 4, 2015