REQUEST FOR PROPOSAL FOR UTILITY BILLING/CIS
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CITY OF CLEARWATER, FLORIDA
DEPARTMENT OF ADMINISTRATIVE SERVICES
REQUEST FOR PROPOSAL
FOR
UTiliTY BilliNG/CUSTOMER
INFORMATION SYSTEM
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Release Date: January 16, 1990
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TABLE OF CONTENTS
1.0 INTRODUCTION
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1.1 PURPOSE. .
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1. 2 BACKGROUND
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2.0
REQUIREMENTS
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2.1
PROGRAMMING CONVENTIONS .
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2.2
SUBMISSION DATA . .
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2.3
PROPOSAL
2.3.1
2.3.2
2.3.3
FORMA.T .. .......... .. iii
Letter Of Transmittal ........ iii
Project Overview . . . . . . . . . . .. iv
Required Statement . . . . . . . iv
VERBAL INSTRUCTIONS . .
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iv
2.5 DELIVERY DATES AND WORK EFFORT
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2.6 CALENDAR OF EVENTS
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2.7 VENDOR INQUIRIES
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2.9
2.8 ADDENDA TO THE RFP
ALTERNATE PROPOSALS .
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2.10 CONTRACTOR'S ORAL PRESENTATION
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2.11 SITE VISITS. . .
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2.12 ECONOMY OF PREPARATION
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2.13 FUNDING.
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2.14 COLLUSION CLAUSE
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3.0
2.15 PERFORMANCE BOND
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PROPOSAL EVALUATION . . . .
3.0.1 Selection Criteria
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1.0 INTRODUCTION
The following sections outline the purpose, mandatory
requirements, proposal format, evaluation criteria, and specific
needs of applications software currently being considered for
purchase by the City of Clearwater, Florida (hereafter called
"the City").
1.1 PURPOSE
This request for proposal is being issued to all qualified
vendors for the purpose of obtaining the best plan for the
acquisition of a Customer Information/Utility Billing System,
including software and hardware, and for the complete turnkey
implementation of all acquired systems. This effort must include
all necessary program modifications required to meet Florida
state and local requirements, on-site training of both data
processing and user department personnel, and full implementation
on the specified hardware.
It is the intent of the City to select a single vendor to supply
all of the services necessary for the successful completion of
the project.
The right to reject any or all proposals or waive any informality
deemed in the best interest of the community is reserved by the
City.
1.2
BACKGROUND
The City of Clearwater is a mid-sized, west-coast Florida city
with a population of approximately 100,000 and 1400 employees.
The population is subject to significant seasonal fluctuation
in population, with corresponding Utility billing activity. An
average of approximately 44,000 bills are printed per month, and
current services include gas, water, sanitary sewer, refuse
collection, appliance sales, gas appliance service, and
fines/penalties.
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The City is currently running a 12 year old utility Billing
System that was converted from a batch to on-line system by City
data processing personnel several years ago. The system is
written in COBOL-74 and runs on a Unisys A-6 mainframe,
configured with 12 mg of memory and 2.5 gigabytes of disk
storage. The A-6 also supports a Human Resources
(Payroll/Personnel) system (purchased in 1988); a batch Fund
Accounting Package; a custom written Occupational License
package; and other smaller applications.
The City replaced its cashiering system in October 1989. The new
system runs on Unisys BTOS hardware, utilizing a software package
developed by CORE Technologies of East Providence, RI. The CORE
Cashiering system interfaces to the existing utility billing
system on-line during normal working hours.
Meter reading is accomplished using a handheld unit from Porta-
Printer Systems, Inc., Largo, Florida, running on second
generation software, acquired in 1986. The handheld units
interface to IBM compatible PC and are loaded to the Unisys A-
6 via the ICC communications software. Some of the data collected
by the handhelds cannot be utilized by current mainframe
software.
The existing utility Billing System has been modified hundreds
of times during the past 12 years, and has reached a point where
additional major modifications and/or additions to the system are
no longer feasible. The City is considering the purchase of a
completed, working software package that will provide flexibility
that the current system lacks, as well as the ability to handle
Storm Water Runoff and other applicable services.
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2.0 REQUIREMENTS
The vendor's proposal must contain a complete response to each
requirement of the Request for Proposal. Each proposal is to be
submitted in seven copies, and no distribution of the proposal,
other than as directed by the City, is allowable. Proposals are
to be signed by an officer of the company authorized to bind the
submi tter to its provisions. Proposals are to contain a statement
indicating the period during which the proposals will remain
valid. A period of not less than ninety (90) days is required.
2.1 PROGRAJOUHG CONVENTIONS
COBOL-74 and COBOL-8S are the preferred languages, as the City
already has an experienced COBOL programming staff. However,
other languages will be considered and should be specified, as
requested, under the "response" section of the RFP.
2.2 SUBKISSIOH DATA
Vendors shall submit their proposals in the proposed format by
the time indicated in the Calendar of Events. Requests for
extension of the submission date will not be granted. Proposals
are due by 11,:00 a.m. EST on February 16, 1990. Proposals
received after that time will not be accepted. Vendors mailing
proposals should allow adequate time to ensure receipt on or
before the time specified.
2.3 PROPOSAL PORMAT
Proposals submitted will adhere to the following format to aid
in the evaluation process. Vendors who disregard this request
shall not be considered. Vendors will find instructions and forms
in Appendix "A" for submitting the following information:
Networking Considerations
Training and Support
Costs
Vendor Information
Implementation/Conversion
Other Product Lines
2.3.1
Le~~er Of TraDsmi~~al
A letter agreeing to all general requirements and
indicating areas worthy of special consideration should
precede the proposal.
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2.3.2
project Overview
This area should cover, in general terms, the project
as perceived by the vendor, the plan of the vendor for
implementation, and other such facts which will provide
a summary of the project and its anticipated benefits.
The overview should be very concise, in the format of
an "Executive Summary" and a maximum of two (2) pages
in length.
2.3.3
Required statement
The submission of a sworn statement under Section
287.133(3) (A) Florida Statutes on Public Entity Crimes
is required. The copy of the statement is found in
Appendix "C". This signed statement must be returned
with the RFP.
2.4 VERBAL INSTROCTIONS
No negotiations, decisions, or actions shall be executed by
the vendor as a result of any discussions with personnel. Only
transactions which are in writing and signed by authorized
persons will be considered binding. Conversely, the City will
honor only communications from vendors which are in writing.
2.5
2.6
DELIVERY DATES AND WORK EFFORT
In order to be considered for selection, the vendor shall agree
to deliver all required items of the RFP in accordance with the
dates indicated in the Calendar of Events of this RFP.
CALENDAR OF EVENTS
General Release of the
Request for Proposal.
RFP Public Opening 11:00 a.m.
Selection of Top 3 Candidates
Top 3 VeRdor Demonstrations.
Site Visits -Top 2 Vendors
Staff Recommendation
City Commission Action
Projected Contract Initiation
Project Complete - System Live
Date
01/16/90
02/16/90
02/23/90
Week of 03/05/90
Week of 03/19/90
03/26/90
05/03/90
05/07/90
01/01/91
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RFPs returned by U.S. mail should be sent to:
City of Clearwater
Attn: Purchasing Manager
P.O. Box 4748
Clearwater, FL 34618-4748
RFPs returned by other delivery methods should be sent to:
City of Clearwater
Attn: Purchasing Manager
711 Maple Street
Clearwater, FL 34615
2.7 VBHDOR INQUIRIES
All requests for additional information or clarification
concerning this RFP shall be submitted in writing to:
City Of Clearwater
Attn: Purchasing Manager
P.O. Box 4748
Clearwater, FL 34618
Questions may be faxed to: Purchasing Manager
(813) 462-6865
All responses will be via U.S. Mail. No FAX responses will be
provided. Please reference RFP # 30-90 on all correspondence.
ABSOLUTELY NO PHONK INQUIRIES WILL BE ACCEPTED.
2.8 ADDEHDA TO THE UP
All addenda to this RFP will be mailed to qualified vendors
by Certified Mail with the content and number of pages
described.
2.9
ALTBRHATE PROPOSALS
Alternate proposals will not be considered under this Request
for Proposal.
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2.10
CONTRACTOR'S ORAL PRESENTATION
Oral presentations to supplement the vendor's proposal may be
required. This presentation should include a discussion of:
A. Job Understanding
B. System Concept
C. Programming Commitments and Resources
D. Documentation Procedures
E. Implementation Plan
F. Payment Procedures
At the discretion of the City Manager, the successful vendor
may be required to make a presentation to the City Commission.
The TOP THREE vendors will be required to provide the City
with a demonstration of their product. This demonstration will
take place in Pinellas or Hillsborough County. All vendor costs
associated with any demonstrations and presentations will be
the responsibility of the vendor.
The Vendor will be provided with an agenda, on February 23, 1990,
detailing the order of the software demonstration. This order of
presentation will be strictly adhered to, to facilitate the scoring
of the product by the selection committee.
ALL FEATURES DEFINED AS "CURRENTLY AVAILABLE" MUST BE DEMONSTRATED.
2.11
SITE VISITS
The City may, at its option, visit vendor sites. The location
of the site visits will be finalized following the Top three
vendor demonstrations. All costs incurred by the City will be
the responsibility of the City.
2.12
ECONOMY OP PREPARATION
Proposals should be prepared simply and economically, providing
a straightforward, concise description of the SUbmitter's
ability to meet the requirements of the RFP. Fancy bindings,
colored displays are not desired; however, technical literature
relating to proposed services may be included. Emphasis should
be on completeness and Clarity of content.
Vendors MUST return the RFP in its original bound format. All
pages must be in the original order. Supplementary information
should be provided under separate cover. RFP' S THAT ARE MISSING
PAGES, REORGANIZED OR CONTAIN INCOMPLETE PAGES MAY NOT BE
CONSIDERED. '
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2.13
2.14
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FtnmING
Buyer, as an entity of government, is subject to the
appropriation of funds by its legislative body in an amount
sufficient to allow continuation of its performance in
accordance with the terms and conditions of this contract.
Buyer and Seller understand and intend that ad valorem tax
funds will not be used to meet the Buyer's financial
obligations under this contract. Furthermore, the Seller shall
have no right to require or compel Buyer to levy ad valorem
taxes for the payments due under the contract.
COLLUSION CLAUSB
By offering a submission to this RFP, the proposer certifies
the proposer has not divulged to, discussed, or compared his
competitive proposal with other proposers and has not colluded
with any other proposers or parties to this competitive
proposal whatsoever. Also proposer certifies, and in the case
of a joint competitive proposal, each party thereto certifies
as to its own organization, that in connection with the
competitive proposal:
A. any prices and/or cost data submitted have been arrived at
independently, without consultation, communication, or
agreement, for the purpose of restricting competition, as
to any matter relating to such prices and/or cost data, with
any other proposer or with any competitor;
B. any prices and/or cost data quoted for this competitive
proposal have not been knowingly disclosed by the
competitive proposal and will not knowingly be disclosed by
the proposer, directly or indirectly to any other proposer
or to any competitor, prior to the scheduled opening;
c. no attempt has been made or will be made by the proposer to
induce any other person or firm to submit or not to submit
a competitive proposal for the purpose of restricting
competition;
D. the only person or persons interested in this competitive
proposal, principal, or principals is/are named therein and
that no person other than therein mentioned has any interest
in this competi ti ve proposal or in the Agreement to be
entered into; and
E. no person or agency has been employed or retained to solicit
or secure this Agreement upon an agreement or understanding
for a commission, percentage, brokerage, or contingent fee,
excepting bonafide employees or established commercial
agencies maintained by the purchaser for the purpose of
doing business.
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2.15
PERFORMANCE BOND
A Performance Bond is required. Documentation is provided in
Appendix C
3.0 PROPOSAL EVALUATION
The vendor shall allow the time indicated for proposal
evaluation. The content of the proposal submi tted . by the
successful vendor shall be considered to be a contractual
obligation. Failure to meet these obligations and contractual
requirements will result in the cancellation of the award.
3.0.1 Selection Criteria
All proposals shall be subject to an evaluation by a
select committee of qualified City personnel, as
determined by the City. The following areas of
consideration will be used in determining the successful
bidder:
A. Understanding of the Problem. This refers to the
submitter's understanding of the needs that
generated the RFP, of the objectives in asking for
the services or undertaking the study of the
project, and of the nature and scope of the work
involved.
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B. Soundness of Approach. Emphasis here is on the
techniques for collecting and analyzing data,
sequence and relationships of major steps, and
methods for performing the job.
c. Available Equipment Facilities. The criterion
considers the availability of vendor owned equipment
and facilities for program testing and committed
technical staff which, in conjunction with the time
constraints established in this RFP, becomes a
signi~icant factor of project completion.
The evaluation committee will select the best proposal
based upon the criterion listed below and the associated
values:
1) Numeric score based on "Response"
section
Percentaae
50%
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2) Qualifications of Proposed Technical Staff 15%
3) Proposed Management Plan 10%
4) Vendor Experience with Hardware 10%
5) Level of Support Available 10%
6) Total Cost 5%
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I.
GENERAL
II.
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TABLE OF CONTENTS
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. . .
SOFTWARE DESIGN CONSIDERATIONS . . . . . . . . . . . .
A. Software - Operating System . . . . . . . . . . . .
B. Application Design Considerations: ......
III.
HARDWARE CONSIDERATIONS
A. Hardware Configuration
B. Hardware Maintenance
CUSTOMER INFORMATION SYSTEM . . . . . . . . . . . . .
A. METER READING AND SERVICES . . . . . . . . . .
1. Meter Readina Uodate . . . . . . . . . . . .
* 2. Standard Packaae Hiah/Low Edits . . . .
* 3. Meter Readina Account Status Edit . . .
* 4. Proration of Hiah/Low Edits . . . . . .
* 5. Demand Hiah/Low Edit Reoort . . . . . .
* 6. Problem/Exceotion processina . . . . . .
* 7. Interface with Meters and Services ...
8. Produce Meter Read Letters . .. ....
* 9. Reread Scheduling . . . . . . .
*10. Flexible Locations . . . . . . .
*11. Editina and Ad;ustments On-line
correction of meter readinas . . . . . .
*12. DailY Meter Readina Activity Reoort . . . .
*13. WeeklY/MonthlY and Annual Reading
Analysis Reoorts . . . . . . . .
Automatic Consumotion Estimation . . . . . .
Standard Packaae Estimation Methods
Elimination of Hiahs/Lows in . . . . . .
Estimated Readinas Reoort . . . . . . .
Estimated Readina Freauency Reoort
Manually Calculated Estimates
User Overrides of Consumotions and
Readinas . . . . . . . . . . . .
cycled Meters . . . . .
Neaative Consumotion . . . .
Multiole Meter Readina
Master/Sub Meter Readina . . .
Meter Readina Cycles . . .
Meter Readina Data . . .
Historv Information
Meter Reader Performance Reoorting
Remote Meter Reading . . . . . . .
IV.
*14.
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*19.
*20.
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. B. CUSTOMER BILLING . . . . . . . . . . . . . . . 14
1. Customer Invoice Information . . . . . . 14
2. Customer Invoices . . . . . . 17
* 3. Bill Production . . . . . . . . . . . 17
* 4. Billina Control . . . . . . . . . . . 17
* 5. Reissued Bill . . . . . . . . . . . . . . 17
* 6. Reminder . . . . . . . . . . . . 17
* 7. Standard Packaae Reminder Notices . . 18
* 8. MultiDle ProDertv Billina . . . . . . 18
* 9. MultiDle Meter Billing . . . . . 18
10. Billina Charaes . . . . . . 18
11. MultiDle Meter Partial Sewer Charaes 20
12. ADDlication of Late Charaes . . . 20
13. Late Charaes Calculation . . . . 20
13A. Penalty Charaes . . . . . . 21
14. Extended Due Date . . . . . . . . . . . . 21
15. Rate Schedule Effective Dates . . . . 21
*16. Volume Based Rates . . . . . . . . . 21
*17. Recalculation of Charaes . . . . . . 21
*17A. Recalculation of Charaes 21
*18. Messaaes on Bills . . . . . . . . . . 22
19. Combined MultiDle Service Bills . 22
20. CUstomer Invoice Printing . . . . 22
*21. Billina CYcles . . . . . . . . . 23
*22. Nine Digit ZiD Code Sort . . . . . . . . 23
23. BAR Coding . . . . . . . . . . . . . 23
. 24. CUstomer Billina Sort . . . . . . . . . . 23
25. Geo Sort . . . . . . . . . . . . . . . . 23
26. Fixed. Recurrina Charaes . . . . 23
27. Scheduled Recurrina Charaes . . . . . 24
*28. Billina Holds . . . . . . . . . . . . 24
29. Aaed Readina ReDort . . . . . . . . . . . 24
*30. Billina Historv ReDort . . . . . . . 24
31. Billina Account Master Data . 24
*32. Common Account Master . . . . . . . . 28
*33. OwnershiD Billina . . . . . . . . 28
*34. pavment Aareements . . . . . . . . . 28
*35. Past Due PaYment Aareements . . . . . 28
*36. Proration of Non-metered Charaes 29
*37. Alternate Location Service Billing . . . 29
*38. Cash Only Notice . . . . . . . . . . . . 29
*39. Cash Only Release . . . . . . . . . . 29
*40. Taxes & Fees . . . . . . . . . . . . 29
41. Additional CUstomer Identifier . . . 29
42. Comment Field . . . . . . . . . . . . 29
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C. METERS
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*17.
*18.
*19.
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*21. '
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*23.
*24.
*25.
*26.
*27.
*28.
*29.
*30.
*31.
*32.
*33.
*34.
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AND SERVICES . . . . . . . . . . .
Meter/Master File Data . . . .
1.1 "Services" Master File . .
Meter Master File Availability . . .
Meter Master File UDdate . . .
Accounts Affected Durina Service
$hut-off . . . . . . . . . . . . . .
MultiDle SUDDlies . . . . . . . .
Meter Test/InsDection Listinas . . .
Random SamDle . . . . . . . . . .
Test ImDact . . . .. ......
Meter Test ReDort .. ........
Inventorv Chanaes . . . . . . . . . . . .
New Meter Reauirements . . .
Statistical ReDorting . . . . . . . .
Billina Service Order Services . . .
Meters and Services Charges Postina .
Service Field Order Creation . . . .
Service Field Order printina
Service Order UDdates . . . . . . . .
Print Pendina Service Orders . . . .
On-Line Account UDdate . . . . .
Meters and Service Order Data . . . .
Service Order History . . . . . . . . . .
Service Order ReDorting .
IncomDlete Service Orders . ...
Violation Notices . . . . ....
Violation Turn Off Notice . . . .
Outside Reaister ComDarison Notice . . .
Location cut Off . . . . . . . . . .
Service Order Fee PaYment . . . . . . . .
Service Order Matchina . .. .. . .
DUDlicate Service Orders . . . . . . . .
Meter Readina/Service Order
ExceDtions . . . . . . . . . . . . .
Service Order Schedulina and Routina
Dailv No ResDonse List . . . . . . .
TemDorarv or Construction Meters
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D. "BACKFLOW PREVENTERS" . . . . . . .
E. PAYMENT
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*11.
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PROCESSING . . . . . . . .
PaYment Transactions Postina . . . . . .
PaYment Scannina System . . .. ...
Partial PaYment ADDlication . . . . . . .
PaYment ADDlication bv Period . . . .
PaYment ADDlication for Combined
Bills . . . . . . . . . . . . . . . . . .
PaYment Media . . . .. .. . . . . .
Mixed PaYment . . . . . . . . . . . .
Outstandina Receivables ReDort . . .
Snmmarv Cash ReDort . . . . . . .
Aaed Receivables ReDort . . .
A/R Trial Balance . . . . . . . . . .
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. 12. Adiustment/Error Correction Listing . 43
*13. Lock Box processina . . . . . . . 43
*14. Electronic File Transfer . . . . 43
*15. Third Party Collections . . . . . . . . . 43
*16. Returned Check Processing . . . . 43
*17. Dailv pavment Transaction Journal . . 44
*18. OverDavment ReDort . . . . . . . . . 44
*19. Overoavment Processina . . . . . . . 44
*20. Credit ADDlication . . . 44
*21. Delinauencv ReDort . . . . . . . . . 44
*22. Past Due Collection ReDort . . . . . 45
*23. Budaet Pavment Plans . . . . . . 45
*24. Credit/Debit Card pavment and Voucher 45
25. Turn On Service Order Creation . . . 45
F. CUSTOMER SERVICE . . . . . . . . . . . . . 46
1. CUstomer Master Data . . . . . . 46
2. CUstomer Master ~ UDdate . . . 47
* 3. Trackina of CUstomer Movement . . . . 47
* 4. Common CUstomer Master . . . . . . . 48
* 5. Statement of Account . . . . . . . . . . 48
* 6. Real Estate Closina Statement . . . . 48
* 7. Account Number Format . . . . . . . . . . 48
* 8. Standard Packaae Account Number Check
Diait . . . . . . . . . 48
* 9. Settlement and Final Bills . . . 48
. *10. ConsumDtion ReDortina . . . . . . . . . . 48
*11. Revenue ReDortina . . . . . . . . 49
*12. On-line Adiustment and Corrected
Bills . . . . . . . . . . . 49
*13. External CorresDondence . . . . . . . . . 49
*14. Potential Shut Off Notices . . . . . . . 49
*15. Generation of Shut Off Notices . . . 49
16. Generation of Shut Off Service Orders 49
*17. CUstomer Service Production Tracking 51
*18. Performance ReDortina . . . . . . . . . . 51
*19. Bad Debt Historv . . . . . . . . . . . . 51
20. Third Party Charaes . . . . . . . . . . . 51
*21. "Service Billed" ReDorting . . . . . 51
*22. CUstomer DeDosits . . . . . . . . 51
23. DeDosit Interest . . . . . . . . . . . . 51
*24. DeDosit Reevaluation . . . . . . . . . . 52
*25. On-Line Pavment Arranaement . . . . . 52
*26. ImDact of Service Activitv . . . . . . . 52
27. Account Transfer . . . . . . . . 52
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APPENDIX A .
APPENDIX B .
APPENDIX C .
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PROCESSING . . . . . . . . . . .. ... 52
Miscellaneous Charqes Postinq . ... 52
Interface with Accounts Payable . . .. . . 52
Tax Lien Surcharqe . . . . . . . . . 52
Multi Field Address . . . . . . . . . 53
Standard Address Format . . . 53
Uniform Street SDellinqs . . . . . . 53
6A. Street Direction File . . . 53
Microfilm/Microfiche . . . . . . . . . . 53
ReDort Generator . . . .. ..... 54
VoluntarY Charitable Contribution . . 54
.................
. 55
................
. 67
...... ........
. 70
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I. GENERAL
The City has the requirement to implement a data processing
system to assist in the management of all utility billing
procedures. The desired system is to reflect the latest
innovations in the industry.
The following questions must be completed by each vendor.
The vendor should carefully review and consider each of
these requirements in light of their packaged software's
capability to satisfy them, then annotate each feature and
function, on the line provided, according to the following:
o. This feature or function is excluded from the vendors
proposal.
1. This feature or function is not currently available and
will be included at additional cost (cost to be stated
within the proposal).
2. This feature or function is not currently available but
will be included at no additional charge.
3. This feature or function exists, is demonstratabie, but
must be modified prior to implementation.
4. This feature or function currently exists, is
demonstratable, and is running live at user sites.
Items marked with an asterisk are considered mandatory by
the City, and will be weighted during the evaluation
process.
Some items provide space for the vendor to write in an
answer. All write-in items must be completed. Enter "N/A"
if your product does. not support the item.
The vendor should check each feature and function with the
appropriate designation and include the completed checklist
in the proposal. Failure to respond to each question may
disqualify the bidder. When a further explanation is
required to explain any point, reference the same number on
an additional sheet.
Supplementary information should be included under a separate
cover. The RFP must be returned in its oriqinal binder.
1
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II. SOFTWARE DESIGN CONSIDERATIONS
Software design considerations apply to all applications.
Any exceptions are to be noted by the proposer.
RESPONSES
43210
A. Software - Operating System
1. Primary Operating System: VMS
Version: 5.0
2. Memory Required:
mbs.
8 MB
* 3. Operating
Included.
System
Documentation
4
4. Hardware is capable of running UNIX
4
5. Vendor supplies User oriented UNIX
Interface
4 (See Note)
6. Remote operating system support
available.
4
.
7. Hours of availability of operating
system support:
8:00-5:00
* 8. It is the norm for data processing
personnel to upgrade the operating
system without vendor on-site
support. (YjN) Yes
B. . Application Design Considerations:
1.
Primary Language:
Version: 74
COBOL
* 2. Language
included.
Development
License
4
* 3. Language Run Time Included.
4. Estimated Memory Required for
Application: 8 MB
4
* 5. Programs utilize structured coding
techniques.
4
.
2
A.5
Unix interface has not been included in proposal.
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6. All functions and features are
contained in individual modules.
7. All input and output calls are
contained in independent modules.
(Y/N) Yes
8. All data calls are contained in
independent modules.
* 9. Program narratives, system-flow and
all other design documentation is
included in the fixed price.
10. Source code is provided and included
in the fixed price.
*11. Security by terminal
application is provided.
and/or
*12. Application
password.
is
controlled
by
*13. Individual employee identification
controls:
.
a. Data Entry Functions
b. Inquiry Requests
c. Reports Requests
d. Security Functions
*14.
Application security controlled by
non-technical personnel.
*15.
Security tables may be modified in
a real time environment by non-
technical personnel.
*16.
System menu screens provided for all
features allowing the user to by-
pass the menus if desired.
*17.
Operator prompting techniques
provided for all CRT operations.
18.
An on-line, real time screen and
edit parameter generator is
provided. (i.e. screen design
package which allows field editing)
.
3
4
4
4
4
4
4
4
4
4
4
4
4
4
4
No, but is
available.
.
.
.
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19. The ability to dynamically modify
the communications network without
recompilation is provided.
4
*20.
Reports
parameters
date range,
etc. ) .
provide individual
for selection (such as
sequence, total breaks,
4
*21. Each application must have the
capability of servicing multiple
users with individual security,
independent f~scal years, modified
report headings, etc.
4
*22. The System(s) provide for both warm
and cold restart without re-entry of
data.
4
III. HARDWARE CONSIDERATIONS
The following questions should be answered based on the
following general system configuration:
History: 3 years
# or Accounts: 50,000
Projected Growth: 2% or less per year
Acceptable Response Time: Average 2-3 seconds
A. Hardware Configuration
1. Vendor Digital Equipment Corporation
2. Model(s) MicroVAX 3900
3. Single or Multi Processor
Single
4. Has hardware been modified?
No
5. Maximum number of addressable devices system can
handle: Virtually unlimited, practically 100-125
Is system compatible with VT100 emulation devices?
Yes
6. Maximum number of devices system can handle as
configured under "COST" section: 88
4
.
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7. Maximum number of line printers
Vendor/Model (1200LPM or above)
LP-37. 1200 LPM
1 parallel. unlimited
serial
8. Maximum number of tape drives
Vendor/Model 'l'ITRl If\OO/f\?I:)O RPT
8A. Other methods of backup media:
TK70 296 MB Cartrldge Tape.
9. Disk storage
Recommended amount of disk storage: 2.4 GB
Vendor/Model: RA90 1.2 GB Disk
Maximum system disk storage capacity: 9.7 GB
Drive seek time:
10. Is system compatible ~ith:
Paradyne MPX modems? If synch - should be compatible
Paradyne 3441 modems?
11. Size of UPS system required to keep system up for
15 minutes: Recommend 6 KVA (KVA)
B. Hardware Maintenance
1. Primary support provider f)iqital F.qllipment: c.orporation
6.
7.
8.
9.
10.
ll.
.
10.
2. Secondary support provider N/~
3. Hardware support available on-site
Yes
4. Hardware remote diagnostics/support included?
5. Hardware warranty? (Y/N) Yes
Length of warranty? 1 Year
Yes
Hours covered under "Basic Support" 8 a.m. - 5 p.m.
Monday-Friday, except locally observed Digital holiday.
Response time guarantee under "Basic Support"
Best efforts basis, usually next day.
Cost of "Extended Support" 20-30% premium
Response time guarantee under "Extended Support"
4 hours
Maintenance price can be "locked in" for period of
lease purchase of hardware? Yes, an extended warranty
(years 2-3) can be provided for a fixed price. The cost
Standard delivery time of hardware
~pproximat:ply 10-41:) nays_
5
(Cont.) of maintenance beyond year 3 can be quoted at
a not to exceed percentage over subsequent years.
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IV. CUSTOMER INFORMATION SYSTEM
RESPONSES
A. METER READING AND SERVICES
1. Meter Readinq Uodate
Meter readings update the meter
reading records in which of the
following methods:
Batch update following on-line entry
of meter readings
* Batch update following capture of
meter readings via Interface with
handheld meter reading device and its
associated microcomputers in the
uploading and downloading of meter
reading-related data
.
* - Real time update following; on-line
entry of meter readings
* 2. Standard Packaqe Hiqh/Low Edits
Describe or attach a description of
the High/Low edit functions included
in the standard version of the
software.
* 3. Meter Rea1inq Account Status Edit
Identifies readings for accounts with
a status which indicates that the
service is currently turned off.
* 4. Proration of Hiqh/Low Edits
Automatically prorate all high/ low
edit limits based on the number of
days of service to which the readings
apply.
* 5. Demand Hiqh/Low Edit Report
Report of all demand locations that
have failed the high/low edit for a
user def ined number of consecutive
months.
.
6
43210
o
4
4
See €ittached
description.
4
4
1
6 Hours
.
.
.
utility Bill ng - SETUP
Revision 3.50
Licensed Proprietary Product of NCC
II - 26
CONTROL PERCENT SETUP
The Control Percent file is used in the meter reading verification
program to check for abnormally low and high readings. The screen
has fields for all twelve months. The user is responsible for
determining the percent that is abnormal for that month. Each
service has a different table so that it can be change according
to the usage.
The principle of the file is that readings within a certain range
are assumed to be correct, and those outside that range are to be
checked for accuracy.
Normally, the system will be installed with +/- 30% ranges. This
means that a reading 30% above or 30% below the running average
for the account is acceptable, but one greater than 30% above the
average or less than 30 below the average is suspect, and the
reading verification will so indicate.
Note that if it is a particularly dry July, you might want to UP
the water service's high reading to 50, permitting consumptions
50% above average for that month. At the same time you might
bring the low to 15%, since a consumption less than that is
probably inaccurate. Note that these variances are approximate,
and used to "warn" you of potential reading errors.
It is recommended that you use the 30% figures for the initial
functioning of the system. This is more important when we
consider that we do not have the running averages as yet to rely
upon. This means that the first couple of month's verification
report might be misleading in the HIGH/LOW field.
IV. CUSTOMER INFORMATION SYSTEM
RESPONSE
A. METER READING AND SERVICES
*2. Standard Package High/Low Edits
(Extracted from System Reference Manual)
l
I
Utility Billing
I
SETUP
r
Revision 3.50
Licensed Proprietary Product of NCC
II
27
.
+===== MAIN MENU ======+
1.. File Maint
2.. Cust Inquiry
3.. Meter System
4.. Billing
5.. Cash Receipts
6.. Pen/Cutoff
7.. Reporting
8.. Supervisory
(8) Action Desired
+======================+
+====
1..
2. .
3. .
(1 )
Supervisori =====+
System Maint
Purge & Clear
Operations
Action Desired
+=== System Maint =====+
1.. Client Defn
2.. Service Maint
3.. Rate Table
4.. T:::-ans Codes
5.. Summary Maint
6,. Ctrl Percents
7.. Pay Deposit Int
8.. Mass Deposit Ref
9.. Message for Bill
( ) Action Desired
+======================+
+======================+
F-5
Inter
ESC
Up 1
STEP 1:
e
SELECT OPTION #6 FROM THE SYSTEM MAINT SUB-MENU
The following screen will display:
-,
-;.=::::::~= ~~!N MENU 1C.:.W;:c.CJ:+
"' - .
r.:.le MG~n-:
Cus": Inqu:. ry
Me-:e:- Sys-:em
E::":~in9
Cash Receip-::s
Pen/Cu-::c:=
Repc=-::'-ns
Supe::-visc::-;: , .
Ac-:i:::1 Des:..::-ec
5. .
E. .
( )
-~============::::::========
.~~~~=K-=-CC:c.~CR;:c.cc:c.c:c.=r UB880 -=-CC=kC=:c.===cc=====~==~_
Va::-:.anCE: Co::~=o:
Mon-:h
JJ:,.)-;
?e:::-cen-:ages: Se=-':,c€:
Plus M:'-nus
30 30
30 30
30 30
30 30
30 30
3D 30
50 :0
30 3D
3D 2J
(0: )
l".J:..R
J:,.?R
t-t:; ";-
Je));
~~:..,
^uG
s::?
c::':
t\:JV
30
3D
30
3D
3D
~:c.c:c.=====c:c.ccc:c.==ccc====c==========================_
?-5
:::sc
':"~L:e:-
Ut) :
.
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a. Report of all demand locations
that have failed the edit a user
defined number of timas during a
specified number of billing
periods.
* 6. Problem/ExceDtion Processing
Problems/Exceptions encountered in
reading meters should be identified.
Problems will be captured on the
hand-held readers and reported by the
system after transmission of data
from the personal computer.
* 7. Interface with Meters and Services
Based upon the problems encountered
in recording and processing the meter
readings, the system should pass
information to Meters and Services
for generation of field orders. Based
upon a review of exception reports,
Meters and Services personnel will
request field orders for specific
accounts.
.
8. Produce Meter Read Letters
Generate letters to customers for
accounts with estimated readings for
more than a user designated number of
consecutive times.
* 9. Reread Scheduling
Generate listing of required rereads,
sorted by route number.
A.
Automatic loading of
information to Porta-
Processor for re-reads. No
generation of paper.
*10. Flexible Locations
Capabili ty to compress or expand a
selected location or route without
changing account numbers and without
programmer intervention. The location
should be independent of account
number.
.
7
4
4
3
4
4 Hours
4
*14. Automatic Consumption Estimation
Provide the capabili ty to
automatically estimate consumption
for those accounts where a reading
was attempted but not obtained.
*15. Standard Packaqe Estimation Methods 4
Describe or attach a description of
the consumption estimation functions
included in the standard version of
the software. The consumption
estimate is computed as an averaqe
of last month's consumption and the
consumption for the same month last year.
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*11. Editinq and Adiustments On-line
correction of meter readinqs
The corrections and adjustments can
be controlled in the following
manner:
Generation
transactions
of
adjustment
Transactions listed
adjustment reports
on
daily
Require supervisor
security codes
entry
of
*12. DailY Meter Readinq Activity Report
Report listing all meter reading
activity by location including actual
readings and no-reads.
.
*13. WeeklY/MonthlY and Annual Reading
Analysis Reports
These reports should summarize the
number of readings and no reads on a
weekly, monthly and annual basis,
comparing the current time period
with the time period the previous
year.
Estimation methodology is parameter
driven and can be user modified.
.
8
4
4
3
4
4
3
4
1
10 Hours
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*16. Elimination of Hiqhs/Lows in
Estimation
Estimating algorithms should allow
ignoring of unusually high or low
consumption amounts within a user
specified range.
*17. Estimated Readinqs Reoort
A report of accounts with a user
defined number of consecutive
estimated readings should be
generated from the system and
displayed in user defined order,
based on user request.
*18. Estimated Readinq Freauencv Reoort
A report of all estimated readings
and a number of consecutive estimated
readings for each location.
*19. Manuallv Calculated Estimates
Accept estimates manually calculated
and entered by appropriate personnel.
.
*20. User Overrides of Consumotions and
Readinqs
Allow user entry of consumption
amounts which do not match meter
readings. These entries are
controlled in the following manner:
Generation
transactions
of
adjustment
Transactions listed on daily
adjustment reports
Require supervisor
security codes
entry
of
*21. CYcled Meters
Identify cycled meters (meters where
the dials or digits have rolled past
zero) and adjust readings as
appropriate.
.
9
4
4
4
4
4
4
4
4
4
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*22. Neqative Consumption
a. System accepts negative
consumption readings, and
calculates a credi t for the
variable amount of the billing
amount. These may be due to prior
estimates which were too high, or
prior readings which were
erroneous or back flow problems.
B. Produces
detailing
entries.
exception report
negative consumption
*23. Multiple Meter Readinq
Capture meter readings and correctly
calculate consumption for meters with
multiple sets of meter registers.
.
*24. Master/Sub Meter Readinq
Capture meter readings and correctly
calculate total consumption for
situations such as condominium
complexes where a master meter and
submeters are used. The master meter
reflects the total consumption of a
number of submeters, as well as
additional usage for items such as
outdoor watering. The consumption for
each submeter is billed to specific
tenants, the difference between the
total of all of the submeters and the
master meter is billed to the
condominium association.
*25. Meter Readinq Cycles
The system should allow users to set
up meter reading cycles independently
from the billing cycles without
programmer intervention. Cycles can
be of varying frequencies (Ability to
handle bimonthly readings) .
.
10
4
3
4
4
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*26. Meter Readinq Data
The following data are maintained for
each meter register reading. Vendors
are to indicate next to each item
whether the system currently includes
the data element. All data elements
need not be contained in one file or
data base segment.
Billing account number
Meter number
Register number
Number of dials on meter
Average daily consumption for the
current reading period
Indication
(estimated,
read)
of type of reading
dial card or actual
Prior reading
.
Current reading
CUrrent consumption
CUrrent service charge ra~es
Vehicle odometer
Location of meter
Free form comments from handheld
meter readers
Reading date
Reading time of day
Reader i.d.
User i.d. if manually entered
.
11
4
4
4
4
4
4
4
4
4
4
1 6 Hrs.
4
1 4 Hrs.
4
0
0
0
,
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*27. Historv Information
Meter reading records should be
maintained for minimum of three
(3) years.
Calculate and maintain average
periodic consumption during the
last twelve billing periods.
*28. Meter Reader Performance Reoortinq
Report of the number of meters read,
the number of exception rereads, and
the average time required for each
reading by meter reader or route over
a user specified time period.
.
29. Remote Meter Readinq
At some point in the near future, the
City may begin utilizing remote meter
reading devices. The system should
provide the capability to interface
wi th these devices to capture the
meter readings. The vendor should
describe what capabilities currently
exist and what future enhancements
are planned in this area on an
attached page.
29.
NCC has continually adapted to new
technology in the meter reading
device arena and will continue to
stay abreast of new technology.
.
12
4
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o
See Below
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30. The City is considering, in the
future, the use of handheld devices
to automate several other utility
functions. The system should be
designed to facilitate an interface
to various handheld units. Potential
applications include:
Sanitation variable collection
reading
Sanitation recycling credits
Service Personnel collection of
service order status and turn
on/turn offs
Collection Personnel logging of
collections and changes to account
status, including loading of
future payment dates.
.
Attach supplementary sheet
describing what capabilities exist
for interfacing with hand held
collection units and what future
enhancements are planned.
NCC has had prior experience with
the Itron hand-held collection
units and can offer expertise in
interfacing such devices.
.
13
"See Note Below"
I
I
. B. CUSTOMER BILLING 4 3 2 1 0
l. Customer Invoice Information
Vendors should indicate which of the
following data elements are included
on the customer invoice.
* Customer number 4
* Bill count number 1 2 Hrs.
* Mailing address/Mailing address
name 4
* Service address/Service address
name 4
* Customer type 4
* Account number 4
Billing period from and to dates
for each service type 4
* Due date 4
. * Days in use for each service type:
Water .1
Garbage/trash 4
Gas 4
Storm water utility 4
Other services 4
* Date of bill 4
* Next scheduled meter reading date
For each meter/register including:
Lawn water 1 2 Hrs.
Regular water 1
Gas/natural 1
Gas/LP 1
. Sewer 1
14
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Optional
* Reading method (i.e. "Estimated"
"Actual" for all services)
* CUrrent reading (all services)
* Previous reading (all services)
* Meter read date
* Total CCF (cubic feet in hundreds)
For all applicable services
Total gas consumption in therms
* Previous bill total
* Previous payments
* Other charges (User definable)
* Balance forward
.
Current charaes:
The following charge information should
appear on the invoice:
* - Meters and services charges
* - Water charges:,
lawn and regular
* - Sewer charges
*
Gas charges - natural & LP
* - Garbage/trash
* - Other charges (up to 15)
* - Storm water runoff utility
* - Adjustments
Date transactions effective
Meter size (List each meter)
*
Unit of measure for each meter:
(therm/cu. ft.)
.
15
4
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4
4
4
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4
4
4
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*
Rates for all charges
4
*
Fees (i.e. Franchise fees)
4
*
Taxes
4
*
Amount due (Needs to be very obvious.)
4
Weekly and monthly payment agreement
including:
* - Amount in arrears 2
* - Amount or percentage of payment
agreed to
2
* - Monthly amount due
2
* - Due date
2
* - Frequency of payments
2
* - Unpaid balance
2
.
* - Date of Agreement
2
Service order numbers, dates
4
*
Service order charges
4
* Messages:
- Field length:
40
4
- Shut off warning
4
- Reminder notices
4
*
Past due account detail
(Detailed on reminder only. Becomes
balance forward subsequent statements)
4
*
Average daily consumption
(all services)
I 4 Hrs.
*
Average daily consumption same period
last year (gas & water)
3 2 Hrs.
* Deposit amount (Total for all services)
4
.
16
.
)
I
The following items, encoded in a manner readable
by an automated scanning device, will appear on
the invoice:
*
*
Account number
2
Total amount due
Special handling flag
(Cash only or no payment due)
2
I 2 Hrs.
What types of scanning devices currently interface with the
system? Industrv standard barcode.
The City currently uses: UNISYS Model EF4580
Do you have an interface to this hardware? (Y/N)
Can you develop the interface for the City? (YjN)
.
* 3.
* 4.
* 5.
* 6.
.
N
Y
2. CUstomer Invoices
Vendors should indicate the types of invoices
currently provided in the proposed system.
* Letter size-window envelope Typically this is
other (self-mailers)
customized for your requirements.
Bill Production 4
Invoices should be calculated and produced by the
system for those accounts with actual and estimated
readings which meet user defined criteria. The system
should automatically establish due dates based on a
user entered billing cycle code.
4
Billinq Control
What controls exist to ensure that all customers are
billed? Multiple edits and non-bill rpgi~rpr~
Reissued Bill
Generate a duplicate bill upon request.
Reminder 4
Identify those accounts with an outstanding balance
after their respective due dates. The system should
produce reminder notices, based on user option for
these accounts.
4
17
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* 7.
standard Packaqe Reminder Notices 4
Describe the method currently used to identify
accounts for which reminder notices are generated:
Based on the delinquent dateJreminder notices are
provided for accounts meeting the date outstanding
amount and book criteria.
* 8.
Multiole Prooertv Billinq
A single bill should be produced for owners
than one property or more than one meter,
option.
How is this accomplished? Multiple meters at one
site get a single bill. Multiple premises with
like addresses can receive a single bill.
4
of more
at user
.
* 9. Multiole Meter Billinq 4
A single bill should be produced for a single
property with more than one meter, at user option.
How is this accomplished? All meters at an individual
address can be aqqregated into a single bill.
10. Billinq Charqes
The system should accommodate billing for the
following types of items and accounts:
* At least 40 gas/water meter sizes
5/8" to 12".
4
* Graduated usage charges for all
service types.
4
Billing of all account types:
* - Residential/commercial,
governmental, interruptible,
non-profit, public service,
& "others"
4
* - Resident owner/non-resident owner
4
.
18
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* - Outside City limits
(Also billed by residential/
commercial, governmental, interruptible,
non-profit, public service, other)
* - Fire protection
* - Detect meters
* - Hydrants
* - Commercial sewer
* - Residential sewer
* - Certified sewer (backflow prevention
charges)
.
* - Sewer only, water usage supplied by
third party
* - Sewer only, water usage unknown
* - Storm water only accounts
* - Air conditioning cooling towers,
* - For multiple register meters, the system
should allow for multiple readings.
H8w many reaQings does the,sy~tem allow?
ne peT reglster per perl~d
* - Periodic charges for non-water services,
based on water consumption.
Billing of multiple people for one
meter, e.g., owner billed for fixed
charges, tenant billed for consumption
or variable charges.
* "One-arounds" for small and large meters
where the meter's dial has reached its
capacity and has returned the count to
zero. The system should provide the
capacity for nine digits; one more than
the number of digits on the dial.
.
19
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4
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4
4
4
4
4
4
4
4 '
1 2 Hrs.
4
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* - Billing should be available for agency
receivable services such as meter
installation~, water repairs, service
charges to contractors, meter tests,
fire connection charges, water
reconnection charges for nonpayment, and
sanitary (garbage) collection service
orders.
4
*
Billing should be available for tap
fees. Tap fee charges are calculated
based on the dollar amount of the impact
fees paid to the Building Department. Tap
fees should be table driven. (i. e. A
specified dollar amount of impact
charges allows a customer to get a tap
up to, or less than, a specified size.
CUstomers can request a tap smaller then
the maxim~m allowed, but not larger.)
3
.
11. Multiole Meter Partial Sewer Charqes
* The City has certain multiple meter
accounts where the sewer charge is
based on only water consumption from
some of the meters. Vendors are to
indicate whether or not the system
can provide the capability to
generate these charges.
4
12. Aoolication of Late Charqes
* Assess optional late charges on
delinquent amounts due, over a
specif ied minimum amount, which
differ by type of charge (water,
sewer, all other services.)
4
* Allow override or adjustments to late
charges with supervisor approval.
4
13. Late Charqes Calculation
Late charges may be composed of:
* Percentage of the overdue amount
4
* A fixed amount
4
* A minimum charge
4
* A maximum charge
3
.
20
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.
13A. Penalty Charqes
* Assess Optional penalty charges
(as "other" charge)
4
14. Extended Due Date
Allow override of the standard payment due date. These
entries are controlled in the following manner:
* Generation of adjustment transactions
1 2 Hrs.
* Transactions listed
adjustment reports
on
daily
1 2 Hrs.
* Require supervisor entry of security
codes
4
* Logging number of occurrences during
current calendar year.
1 2 Hrs.
.
15. Rate Schedule Effective Dates
* Changes to the rate schedules should
include a rate effective date.
Ability to establish new rates with
future effective dates. System should
automatically use the new rate based
on effective date.
3 4 Hrs.
* Rate changes must be able to be
performed by non-technical personnel.
4
*16. Volume Based Rates
Charging large commercial customers
different rates based on the volume
consumed. The volume consumed may be
a total of consumption from multiple
meters at multiple locations. (Gas &
Water)
4
Future need: Sewer and all services
4
*17.
Recalculation of Charqes
Calculation of charges using previous
rate schedules should be provided for
all services. (3 years of history)
2 See Note
*17A.
Recalculation of Charqes
Usinq Proiections
Recalculation of charges
using projected future rates
for all services.
1 20 Hrs.
.
21
17.
Planned for next revision.
.
*18.
I
I
Messaqes on Bills
Capability to print a variety
messages on the bill such as:
1 8 Hrs.
of user defined
"This Read::.ng Was Verified on 'DATE'"
"Your Unusually High Usage May Indicate A Leak! Please
Call Your Plumber or the Water Department at xxx-xxxx
Immediately."
"This is a Duplicate Bill"
# of different message available per bill run
100
# of characters per message
240
Messages may be assigned to customer invoices based on:
- Account type 1 4 Hrs.
- Service type 1 4 Hrs.
- Billing cycle 4
- Customer number 2
. - Account number 2
- Other (User defined) 0
19.
20.
.
Combined MultiDle Service Bills
* - Produce combined or separate
customer bills for sewer, water,
garbage, gas and other services.
This option can be selected by
the user based on the billing
account number.
3
*
Combined bills have
services shown on
sections of the bill.
4
multiple
separate
CUstomer Invoice printinq
CUstomer invoices are produced in
which of the following modes:
* Batch printing for all accounts
in current billing cycle, based
on a formal, step by step process
including prebilling edits, trial
balances, etc.
4
22
.
*21.
*22.
23.
.
24.
25.
26.
.
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*
Batch printing for selected
accounts (which may include those
in the current billing cycle and
other accounts which have had
adjustments made to consumption
or other charges applied) based
on a formal, step by step process
including prebilling edits, trial
balances, etc.
4
*
Real time (immediate) production
of invoices based on user request
o
Billinq Cycles
User defined billing cycles. These
cycles may be daily, weekly, monthly,
bimonthly, quarterly, semiannually
and annually.
4
Nine Diqit Zip Code Sort
Sorting and printing of customer
invoices, notices, and labels in
nine digit zip code order, based
on the mailing address.
3
BAR Codinq
Software produces zip
coding, for scanning
service.
I
8 Hrs.
code bar
by postal
CUstomer Billinq Sort
Sorting and printing of invoices
into customer order to allow
stuffing of multiple invoices
into one envelope, when the City
does not desire to print all
billings for a customer onto one
invoice.
I 2 Hrs.
Geo Sort
Ability to sort by a User selected
field to send selected mailings.
These selected mailings will need to
be zip code, as well as Geocode,
sorted.
4
Fixed. Recurrinq Charqes
User defined, fixed, recurring
service charges which are billed on
various frequencies such as monthly,
annual, etc.
4
23
.
27.
*28.
29.
*30.
31.
.
.
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Scheduled Recurrinq Charqes
Users may define charges to be
applied based on a system calendar.
Charges may be applied during user
selected months or billing periods.
Billinq Holds
Users may define periods for which
charges will not be billed. Amounts
will be accumulated and billed in a
s~bsequent period.
o
4
Aqed Readinq Reoort
Aged Reading Report including each
billed account and the number of days
elapsed since the date of the last
reading. (Aged Report for meter
reading)
1 4 Hrs.
Billinq
Provide
history
periods
Historv Reoort
a report listing selected
items for past billing
for selected accounts.
4
Billinq Account Master Data
The following data are maintained for
each billing account. Billing
accounts may contain multiple meters,
and/or multiple sizes of refuse
containers. Customers with multiple
locations will have multiple
accounts. Vendors are to indicate
next to each item whether the system
currently includes the data element.
All data elements need not be
contained in one file or data base
segment.
* - Billing account number
4
* - CUstomer name
* - Meter numbers for this billing
account
4
* - Bill mailing address (#1)
(Ipcluding city, state & 9 digit
zip)
4
* - Bill mailing address (#2)
(Including city, state & 9 digit
zip)
4
24
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- Voting precinct
1 2 Hrs.
- Customer type (residential,
commercial, etc.)
4
- Property
family,
building)
type (condo, single
apartment, apartment
1
2 Hrs.
- Ownership type (city,
business/individual,
county)
private
federal,
1
2 Hrs.
* - City district
4
* - City section
4
* - City unit
4
* - City route
4
* - Property service address
4
* - Property mailing address
4
.
* - Number of units
4
* - Billing account status
(status Flag)
4
* - Billing cycle code
4
* - Indication of owner or tenant
occupancy
4
* - History of shut off dates
4
* - Reason codes for shut offs
1 2 Hrs.
* - History of turn on dates
4
* - HBI (High billing inquiry/number
of meter test requests within the
last 3 years)
3
* - Last investigation date
3
- PSC investigation status
1 2 Hrs.
- PSC investigation status date
1 2 Hrs.
.
25
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* - Collection status (collection
agency in use to collect amounts
due)
2
* - Collection status date
2
* - Third party payor name and
address (if different than tenant
or owner)
4
* - Tenant name
4
* - CUstomer Social Security number
4
* - Customer Drivers License number
and state
4
* - Occupied/vacant indicator
4
* - Current amount due
4
4
* - Detail on all charges not paid
.
- Backflow preventer needed
(NOTE: Type of backflow preventer
will be chargeable in the
future. )
4
* - Detail of all transactions,
including charges, payments,
adjustments for the previous 3
years, regardless if paid or not
4
* - Service order numbers for service
order charges
4
* - Number of times delinquent during
last 5 years with dates of
delinquency.
1 16 Hrs.
* - Special payment agreements which
identify the amount to be paid
each billing period for a
specified number of periods
4
* - Number of NSF checks during last
5 years with dates
4
* - Last payment amount
4
.
26
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* - Last payment date
4
* - Tax ID status (church, non-
profit, etc.)
4
* - Number of sewer connections
4
* - Periodic charge codes
1 16 Hrs.
* - Invoice type
3
* - No invoice indicator
4
* - Census tract
4
* - Key-Required indicator
3
* - Jurisdiction code
4
* - No-shut-off indicator
4
* - Deposit history
4
*
Credit code (EXAMPLE: no late
charge assessed)
4
.
*
Bill count (# of copies of bill
sent to customers)
4
* - Garbage pickup frequency
3
* - # of' garbage containers
3
*
size of garbage containers
3
*
Hardship Flag (No charge for rear
yard pickup)
4
*
Hardship Date (Reset when new
customer moves in)
3
*
Premium Service (Twice the charge
for rear yard pickup)
4
*
Premium service Date
] 4 Hrs.
Track Deposit Records for water,
sewer, gas, garbage, other
services including:
4
*
Deposit Transaction #
4
.
27
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'*
Ticket #
*
Date of deposit
Amount of deposit
*
Deposit Flag (Indicate that
deposit has been increased, is to
be increased, has been refunded)
specify your standard method of
refunding deposit:
Apply to AIR and check for
credit amount if any.
* Automatic application of deposits
towards payments
.
*32. Common Account Master
System utilizes a common account master
file for all types of charges and
accounts. These include residential,
commercial, wholesale, all service
types, meters, and any other types of
accounts and charges. Account master
must be loaded/modified by non-
technical personnel.
*33. Ownership Billinq
Automatically revert billing for an
account to an owner or management
company following termination of
service for a tenant.
*34. Payment Aqreements
The system should be able to recognize
those accounts who have established
special agreement plans with Customer
Service. The invoice should reflect the
amount due based on the payment
agreement.
*35. Past Due Payment Aqreements
Generate a report of all accounts with
acti ve payment agreements which are
delinquent.
.
28
4
4
4
3
4
4
3
3
3
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.
*36. Proration of Non-metered Charqes
Prorate charges for non-metered
services based on the number of days
the service was provided.
*37. Alternate Location Service Billinq
Include non-metered charges for
services at alternate locations on the
primary invoice for an account's main
service location.
*38. Cash Only Notice
Automatically flag accounts with NSF
checks to indicate that only cash
payments are acceptable. Automatically
include a message on the customer
invoice indicating only cash will be
accepted.
*39. Cash Only Release
Release an account from cash only
status based on user defined criteria.
*40. Taxes & Fees
Application of sales or other taxes and
fees on amounts due.
.
41. Additional CUstomer Identifier
(i.e. "Doing Business As")
42. Comment Field 4
To handle safety violations, missing
inspections, etc.
Field length: Several paqes is permissab1e.
Each page = 16 x 60 characters.
.
29
4
1 12 Hrs.
3
4
4
1 8 Hrs.
.
C.
METERS AND SERVICES
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43210
1. Meter/Master File Data
The following data is maintained for each meter. Vendors are
to indicate next to each item whether the system currently
includes the data element. All data elements need not be
contained in one file or data base segment.
4
* - Meter number
* -
* -
* -
* -
* -
* -
* -
. *
*
*
*
*
*
*
*
*
.
Billing account number
4
Meter manufacturer
4
Meter size
4
Meter type
4
Number of positions to be read
4
Meter service type
(Gas/water/sewer/other)
4
Number of registers
4
Register serial numbers
4
Register unit of measure
4
Account number
4
Installation date for current location
(set date)
4
Special reading instructions
1
Previous account numbers for this meter
4
Indication of whether the meter is a
master meter with sub meters or a sub
meter
4
Indication of whether the meter is a
master meter with sub meters or a sub
meter
4
Submeter numbers
4
Date purchased
4
Location (indicate if in shop)
4
30
.
.
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*
4
Purchase price
*
1 2 Hrs.
Scrapped date
*
1 2 Hrs.
Salvage value
*
Meter capacity
(CuF/hour/gal. per minute)
1 2 Hrs.
*
Meter reading cycle code
(i.e. monthly/bimonthly)
1 2 Hrs.
*
Tap/branch number
4
*
Meter/service turn on dates
(Past or future)
4
*
Meter/service turn off dates
(Past or future)
4
*
Free form comments from heldheld
readers
4
*
Meter address
4
*
Life-to-date consumption
2
*
Meter reading sequence number
4
User defined table containing
parameters which indicate when
manufacturer recommends replacing meter
1 4 Hrs.
*
Automatically produce service order
when Life-to-date consumption equals or
exceeds manufacturers suggested
parameters, as entered in user-loaded
table
1 4 Hrs.
*
Telephone number at meter location
4
*
Meter pressure
1 2 Hrs.
*
Free form meter location instructions
3
*
Coded location instructions
(Codes for side yard/back year)
Tap location (Coded)
4
4
*
*
Meter status (On/off)
4
31
.
.
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*
Meter test date
4
*
Plat page
4
*
Service size
4
*
Remote register location
1 2 Hrs.
*
Meter conditions (i. e. Broken glass,
buried/rusted)
4
*
Latest test results (100%, 90%)
4
*
Test reason (Specify format: Coded or
Free Form)
3
*
Number of buildings served by meter
1 3 Hrs.
*
YTD number of non-reads
1 2 Hrs.
*
Meter jurisdiction (City/County)
4
*
YTD number of non-accesses
3 J-Irs.
1 2 Hrs.
*
By-pass available (Y/N)
1.1 "Services" Master File
The following data is maintenance for
each service (i.e. garbage collection)
that is not meter related. Vendors are
to indicate next to each item whether
the system includes the data element.
Billing account #
4
Container manufacturer
1 3 Hrs.
Container size
4
Container style
1 2 Hrs.
Wheels (Y/N)
1 2 Hrs.
Container Serial No.
1 2 Hrs.
Date purchased
4
Purchase price
4
Date refurbished
? firs.
I 2 Hrs.
Date scrapped
32
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Set date
Container address
2. Meter Master File Availabilitv
ci ty requires that portions of the Meter
Master file data be available for inquiry 24
hours per day, seven days per week. Vendor
should indicate whether this is possible,
given the processing characteristics of the
proposed systems. Indicate if certain
application software features require
un shared use of the meter master file. (City
realizes that certain processes such as
back-up of data files and system down time
may affect availability of data for inquiry
purposes. )
How is this accomplished?
Relational database allows access even
during backups.
.
3. Meter Master File Update
Meter master file data are updated in which
of the following modes:
*
Batch update following on-line entry
of transactions
*
Real time update after entry of each
transaction
* 4. Accounts Affected Durinq Service Shut-Off
Identify meter which will be affected by a
tap/branch shut off.
* 5. Multiple Supplies
Ability to identify properties with multiple
service supplies which interconnect prior to
the meter.
* 6. Meter Test/Inspection Listinqs
Generate listings of meters for testing and
inspections based on last test date.
.
33
4
4
4
o
4
3
o
3
I
I
.
* 7.
Random Sample
Create listings of meters
sampling based on user defined
such as manufacturer, type,
consumption.
for random
parameters
age, or
* 8. Test Impact
Calculate the consumption and financial
impact resulting from a meter that tested
abnormally fast or slow.
* 9. Meter Test Report
Report of all meters that have been tested
over a user defined time period.
10. Inventorv Chanqes
Report of the number of meters scrapped and
purchased.
*11.
New Meter Reauirements
Project new meter requirements by
meter, based on prior purchases,
inventory, prior scrap rates, and
growth rates in number of accounts.
type of
current
current
.
*12. Statistical Reporting
Statistical reports by manufacturer, meter
type, and repair history to assist in
monitoring meter performance. Include years
in seryice, size, LTD volume of gas/water
used, and grand total.
*13. Billinq Service Order Services
Generate charges and invoices to customers
or third parties incurring charges for
services. The charges should be included on
the regular bill.
14. Meters and Services Charqes Posting
Meters and Services charges update the
customer account balance in which of the
following modes:
*
Batch update. following on-line entry
of transactions
*
Real time update after entry of each
transaction
.
34
2
o
2
o
1
6 Hrs.
2
4
4
o
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15. Service Field Order Creation
Service orders are created and update an
open service order file in which of the
following modes:
*
Batch update following on-line entry
of transactions
*
Real time update after entry of each
transaction
*16. Service Order Printing
Service orders are printed in which of the
following modes:
*
Batch update following on-line entry
of transactions
*
Real time update after entry of each
transaction
*17. Service Order Updates
Meters and Services field orders are updated
for work activity in which of the following
modes:
.
*
Batch update following on-line entry of
transactions
*
Real time update after entry of each
transaction
*18. Print Pendinq Service Orders
Print pending service orders automatically
based upon the work date or other user
specified criteria. User override capability
required.
*19. On-Line Account Update
Automatically update customer account,
sarvice orders, generate applicable charges,
update meter status, and any other
applicable attributes as a result of
completing a service order.
.
35
o
4
4
4
4
o
4
4
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20. Meters and Service Order Data
The following data are maintained for each service order.
Vendors are to indicate next to each item whether the system
currently includes the data element. All data elements need
not be contained in one file or data base segment. Service
orders must be automatically generated based upon system
activity. Please include detail of what activity generates
a service order. Please include detail as to whether service
order activity is user parameter driven.
Service order portion of system
designed to handle all services
sanitation services. Is your
capable of this?
should be
including
software
* Contact phone number
Yes
4
4
4
4
4
4
4
4
4
4
1 2 Hrs.
4
3
3
3
4
4
4
* Service order number
* Billing account number
* CUstomer number
* Service type code (Type of service)
* Request date
* Request reason
.
*
Actual service dates
* Service and findings narrative
Field length:
* Charges resulting from service
* Service address
* "Doing Business As" name
* Appointment date
* Contact person
* Contact location
* Personnel i.d. for work completed
*
Materials used and related costs
*
Department responsible
.
36
.
.
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*
Meter location instructions
4
*
Meter location code
1 2 Hrs.
*
Scheduled begin date
Scheduled end date
4
*
4
*
Old meter number
4
*
New meter number
4
*
Old meter reading upon arrival
4
*
Meter reading upon completion
Ll.
*
Environmental condition warning codes
(dogs, ants, dangerous area)
1 2 Hrs.
*
Service order status
(Completed/Incomplete)
4
4
* Meter size/container size
*
Meter type/container size
4
*
Customer service representative
requesting service order
3
*
Service on or off when arrived
1 2 Hrs.
*
Service on or off when left
2 Hrs.
1 2 Hrs.
Number of days service not available
*21. Service Order Historv
Maintain service order history and report
historical activity by service location,
meter, customer, meter type, meter location,
service person, or department. Minimum: 3
years
4
*22. Service Order Reporting
Reports of service orders by type, status,
creation date, or completion date for each
service person or customer service
representative or collectively for the
respective department.
4
*23. Incomplete Service Orders
Report service orders which have not been
completed by their scheduled work date.
.
4
37
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*24. Violation Notices
Generation of violation notices based on
service order results or user request.
System should generate notice to customer
indicating the type of violation. Generation
of notice should also trigger charge to
customer account based on user option.
1 6 Hrs.
*25. Violation Turn Off Notice
Based on user option, generate notice to
customer stating that if violations such as
plumbing problems are not corrected, the
service will be shut off.
1 4 Hrs.
*26.
Outside
Generate
that the
outside
readings
Reqister Comoarison Notice
a notice to the customer requesting
customer read the inside meter and
meter register and forward the
to the city.
4
*27. Location CUt Off
Create cut off notice and service order to
have any or all services cut off for one or
more accounts at a user entered location.
4
.
*28. Service Order Fee Pavrnent
Require payment collection prior to printing
or scheduling of a service order, based on
use option, account status or service
activity type.
4
*29. Service Order Matchinq
Match and consolidate multiple service
orders which are outstanding for a common
account or location. One example is a
pending connect service order and a pending
disconnection.
4
*30. Duolicate Service Orders
Prevent the creation and issuance of
duplicate service orders for the same
account or location and the same service.
System should automatically identify similar
pending service orders.
4
*31. Meter Readinq/Service Order Exceotions
Identify meters with service orders and
readings scheduled for the same day. Sort by
reading route.
3
.
38
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*32. Service Order Schedulinq and Routing
The system should develop daily schedules of
service appointments and should generate
service repair work routes. Service orders
must consider Geographic location and meter
reading sequence I. Keep all geographically
close services on same routes.
1 10 Hrs.
Scheduling is broken
commercial/residential.
down
by
1 2 Hrs.
*33. Dailv No Response List
The system should produce a list of no
responses to service visits listed by
account number. Report should include:
* House number
1 10 Hrs.
1
1
1
1
1
2
* Street name
* Zip code
* Repair reason
* Meter number
.
* Activity type code
*34. Temporarv or Construction Meters
Report of meters installed with a temporary
or construction status and indicate the
length of time that the meter has been in
service.
D. "BACKFLOW PREVENTERS"
The following data is maintained for backflow preventers. Vendors
must indicate next to each item whether the system contains that
item. All data elements need not be contained in one file or data
base segment.
* - Meter number 4
* - Billing account number 4
* - Meter/manufacturer 4
* - Meter/size .:1
* - Meter/type 4
. 39
.
.
.
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*
Account number
4
*
Installation date for current location
(set date)
4
*
Previous account numbers for
this meter
3
*
Date purchased
4
*
Location (indicate if in shop)
4
Purchase price
4
Scrapped date
? Hrs.
1 2 Hrs.
Salvage value
*
Free form comments from handheld
readers
Field length:
o
*
Meter address
4
*
Telephone number at meter location
3
*
Free form meter location instructions
Field length:
3
*
Coded location instructions
(Codes for side yard/back yard)
1 2 Hrs.
*
Meter status (On/Off)
4
*
Meter test date
1 2 Hrs.
*
Meter conditions (i.e. Broken glass,
buried, rusted)
1 2 Hrs.
*
Latest test results (100%, 90%)
? Hrs.
* Test reason
(Vendor, please specify format: coded
or free form)
1 2 Hrs.
* - Number of buildings served by meter
1 2 Hrs.
40
.
.
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E.
PAYMENT PROCESSING
1. PaYment Transactions Postinq
Payment transactions update customer account
balances in which of the following modes:
*
Batch update following on-line entry
of transactions by users
*
Batch update following creation of
batches via automated scanning devices
*
Real time update
entered by users
transaction
of transactions
following each
*
Real time update of transactions
captured via automated scanning devices
* 2. PaYment Scanninq System
System currently supports what
remi ttance scanning processors?
system must utilize current
devices.) Bar code
types of
(Selected
scanning
* 3. Partial PaYment Aoolication
Application of payment by user defined rules
if the payment amount is different than the
total amount due (sewer, water, past,
current, service order, etc.).
* 4. PaYment Aoolication bv Period
Payments may be applied to specified
charges or periods.
standard: Oldest charges paid off first
* 5. PaYment Aoolication for Combined Bills
For payments received on multiple accounts,
allow user to apply payment as desired on
one data entry screen.
6. PaYment Media
Capture the following information related
to the payment:
*
Payment form (cash, check, cashier's
check, credit cards)
41
.. 3 2 1 0
4
4
o
o
2
4
4
4
4
4
j
I
.
*
Payment document number
1 5 Hrs.
*
Automatic capture if document number if
OCR encoded
1 5 Hrs.
*
Community Service Vouchers (promise of
future payment of all or patial amounts
due
1 5 Hrs.
* 7. Mixed PaYment
Entry of payments which are composed of a
combination of cash, check, or credit/debit
cards in one transaction.
3
8. Outstandinq Receivables Report
A report of outstanding receivables should
be genera~ed upon request to show the
receivable balances for each account. Report
should contain:
* Telephone No.
2
* Name & address
2
* Billing Date
2
.
* Beginning receivable balance
2
* Charges
2
* Payments
2
* Adjustments
2
* Ending balance
2
9. Summary Cash Report
Produce a daily cash summary report to
include the following:
*
Cash collected by service
4
*10~ Aaed Receivables Report
Detailed and summary agings of unpaid
amounts by due date based on user entered
aging categories (0-30, 31-60, 61-90, etc.).
4
.
42
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I
.
*11. AIR Trial Balance
Detailed listing of all unpaid transactions
for each account.
12. Adiustment/Error Correction Listinq
A daily adjustment/error correction report
listing all adjustments made to customer
accounts.
*
Account number
*
Type of adjustment
Adjustment date
*
*
User Ld.
*
Authorizing supervisor (Adjustment/
corrections are authorized based on
dollar amount cut-offs. This report
must list the name of the highest
authorizing supervisor.)
*
Total adjustment amount
*
Total number of adjustments
.
*13. Lock Box Processing
Support processing of a tape or other
information media from a bank for lock box
processing.
*14. Electronic File Transfer
Accept electronic file transfer payments via
exchanging data tapes or other media with
financial organizations.
*15. Third Partv Collections
Support recording of payments collected by
third parties.
*16. Returned Check processinq
Provide a returned check transaction which will:
*
Apply a returned check status to the
account
*
Apply a returned check fee to the
account
*
Generate a transaction to reverse the
original payment transaction
.
43
3
4
4
4
4
1 6 Hrs.
4
4
4
3
4
4
4
1 6 Hrs.
J
I
.
*
Update the returned check counter
4
*
Apply a returned check reason code to
the account.
2
*17. Dailv PaYment Transaction Journal
Provide a daily detail listing of all
transactions posted by customer account
number. The report should indicate the
amounts paid by category for each payment
transaction, and provide balancing control
totals.
4
*18. Overoavment Reoort
Produce a report listing all overpayments.
1 4 Hrs.
*19. Overoavment Processing
Automatically review all of a customer's
accounts to determine if there is an
outstanding amount due which matches or can
be paid with an overpayment amount. Based on
user option, apply the overpayment to the
account or accounts found.
1 8 Hrs.
.
*20. Credit Aoolication
Apply credits in ~ne account to the balance
in another account. The following controls
are in place to ensure proper actions are
taken:
*
Edit lists of all balances transfers,
2
*
Generation of transactions to both
accounts,
2
*
Require supervisor entry of security
code to generate the transactions.
2
*21. Delinauencv Reoort
Report of all accounts that have a
delinquent status as of the date of the
report. Also lists those accounts that have
been removed from delinquency during the
reported week. A summary report of the
counts and dollar value of the outstanding
balance and account status should be
included for both the delinquent accounts
and those removed from delinquency.
4
.
44
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*22. Past Due Collection Reoort
Produce a collection report for past due
accounts, based on user entered parameters.
4
*23. Budaet PaYment Plans
System estimates yearly consumption and
calculates payments evenly over the billing
periods. Periodic billings reflect
calculated payment amount. One bill each
year reflects the variance ,between the
estimated consumption and actual consumption
for the year.
4
*24. Credit/Debit Card PaYment and Voucher
Accept payments made with either a credit or
debit card. System should capture the method
of payment and generate listings for further
processing and actual collection of revenue
from issuing organizations, including
community organizations for payment of
vouchers.
3
.
25. Turn On Service Order Creation
Automatically create a turn-on service order
when a payment recei ved is equal to or
greater than the outstanding past-due
~alance for'an account that has been turned
off.
1 8 Hrs.
.
45
.
.
.
I
I
F.
CUSTOMER SERVICE
1. Customer Master Data
*
*
customer number
Account numbers
*
Billing mailing address
*
Previous account numbers for this
customer
*
Customer social security number
*
History of customer complaints or
inquiries (30 free format entries of 60
characters each, includes some non-
free format data such as date, time,
city employee recording the data,
complaint type code)
*
correspondence sent to the customer
during the last 2 years, to include
date and correspondence type/i.d.
*
Credit codes
*
New customer date
*
Last investigator
*
Tax exemption number (11 positions)
*
Name (Last, first, MI)
*
Driver's license number & state
*
Home telephone number
*
Work telephone number
Access to customer data by the following
data elements:
*
Customer number
*
Billing account number
*
Tax key i. d.
*
Name - exact match on last name
46
43210
4
4
4
4
4
4
1 20 Hrs.
4
4
1 2 Hrs.
4
4
4
4
3
4
4
1 8 Hrs.
4
I
I
.
*
Telephone #
* Name - exact match on last and first
name
* Name - partial match on last name
* Meter address
* Billing address
* Billing - Partial match
* Service address
* Service address - Partial match
* Meter number
* Tap number
* Tenant number
* customer driver's license number and
state
.
*
customer social security number
* "Doing Business As" Name
2. customer Master File Uodate
customer master file data are updated in
which of the following modes:
Batch update following on-line entry
of transactions
*
*
Real time update after entry of each
transaction
* 3. Trackina of customer Movement
When a customer moves from one location to
another, the system should provide a
tracking mechanism to ensure that the
historical information related to the
customer is visible within the new customer
account. Vendors should explain how this
occurs.
.
47
1 6 Hrs.
4
4
4
0
0
4
LL
4
1 2 Hrs.
4
1 4 Hrs.
1 4 Hrs.
0
o
LL
LL
I
I
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* 4. Common c~stomer Master
System utilizes a common customer master
file for all types of charges and accounts.
These include, but may not be limited to,
residential, commercial, public service,
wholesale, water, sewer , sanitation, meters,
storm water runoff and services, and any
other types of accounts and charges.
* 5. statement of Account
Letter format statement showing the current
status of the customer account. Includes
data on customer invoice and reflects
estimate of consumption from the last
reading through the current date. Also
indicates status of any deposit amount,
outstanding customer complaints and service
orders.
* 6. Real Estate Closinq statement
Automatically generate a Statement of
Account and charge the customer or a third
party a fixed charge for the closing
statement.
.
* 7. Account Number Format
Descr ibe the system's current account number
format, length, and the significance of each
portion of the account number for processing
purposes.
13 Dlglts, tree-torm
* 8. standard Packaqe Account Number Check Diqit
Software utilizes a check digit algorithm
for the account number. Describe the type
of check digit used.
* 9. Settlement and Final Bills
A settlement bill should be automatically
produced in those cases where a change in
ownership has occurred or the owner has
applied for a discontinuance. A final bill
should be calculated and produced for the
current customer. The final meter reading
should be available for the new occupant.
*10. Consumption Reportinq
Report which compares actual consumption to
billed consumption for each customer type
for each billing period.
.
48
4
1 8 Hrs.
1 8 Hrs.
o
4
4
I
I
.
*11. Revenue Reoortinq
Report revenue received by:
o
* Property type
* CUstomer type
4
* Geo code
1 8 Hrs.
*12. On-line Adiustment and Corrected Bills
The system should accommodate on-line
adjustments and generate a corrected bill
with an extended due date upon request. The
following controls are in place to ensure
proper actions are' taken:
*
Edit lists of all adjustments
3
*
Generation of adjustment transactions
3
*
Requires supervisor entry of security
code to allow adjustment
3
4
*13. External corresoondence
Ability to maintain a file of standard
notices and letters sent to customers.
.
*14. Potential Shut Off Notices
Identify accounts which meet user specified
rules for potential shut off notices. These
accounts would be flagged for shut off
notices and users would be required to
override the flags to prohibit production of
a notice. specified rules may include not
flagging acccunts under PSC investigation
or with certain owner or occupancy types.
4
4
*15. Generation of Shut Off Notices
Based on system flagging of accounts,
produce shut off notices to customers,
notifying them of pending shut off if
amounts due are not paid.
.
49
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.
*11. Revenue Reportinq
Report revenue received by:
* Property type
* Customer type
* Geo code
*12. On-line Adiustment and Corrected Bills
The system should accommodate on-line
adjustments and generate a corrected bill
with an extended due date upon request. The
following controls are in place to ensure
proper actions are' taken:
* Edit lists of all adjustments
* Generation of adjustment transactions
* Requires supervisor entry of security
code to allow adjustment
*13. External Correspondence
Ability to maintain a file of st~ndard
notices and letters sent to customers.
.
*14. Potential Shut Off Notices
Identify accounts which meet user specified
rules for potential shut off notices. These
accounts would be flagged for shut off
notices and users would be required to
override the flags to prohibit production of
a notice. Specified rules may include not
flagging accounts under PSC investigation
or with certain owner or occupancy types.
*15. Generation of Shut Off Notices
Based on system flagging of accounts,
produce shut off notices to customers,
notifying them of pending shut off if
amounts due are not paid.
*16. Generation of Shut Off Service Orders
Based on a user defined waiting period,
identify accounts which have had shut off
notices generated and have not been paid.
List these accounts for user review,
generate service orders for shut off. Users
must ove~ride flagged accounts to prohibit
production of service orde~s.
2
.
49
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*17. Customer Service Production Trackino
Tracking of telephone calls and other
customer service inquiries handled by type.
system should attach the user i.d. to system
entries to allow production reporting for
each user.
3
*18. Performance Reportino
Report on performance of customer service
representatives and other employee
categories in areas such as number of
accounts set up and number of customers
served.
3
This report should be available either by
individual representative or aggregated for
all representatives.
*19. Bad Debt Historv
Automatically search history files and
notify customer service representative of
any bad debt history during establishment
of a new customer account.
4
4 See Note
.
20. Third Party Charoes
Charge outside parties for certain services
such as production of a real estate closing
statement, various information searches,
etc. System provides ability to produce
invoices:
*
Real time
o
*
Batch mode
4
*21. "Service Billed" Reportino
Standard reports which detail and summarize
consumption and/or dollars collected by type
of service.
4
*22. Customer Deposits
Maintain data regarding a deposit from the
customer. system must allow application of
deposit to any outstanding amounts due.
4
23. Deposit Interest
Calculation of interest on deposits
4
Interest percentages may vary based on:
Deposit type
4
Account type
? firs.
.
20.
50
Requires NCC Miscellaneous Accounts Receivable system.
I
t
.
*24. Deoosit Reevaluation
periodic programmatic evaluation of
historical consumption and billed amounts to
determine if the deposit on hand covers a
user specified number of billing periods.
*25. On-Line Payment Arranaement
Accept and record on-line all arrangements
related to installment payment plans for
past due balances.
*26. Imoact of Service Activitv
Display messages about service order
activities which will affect areas of the
city. This would include generation of lists
of all accounts which are affected by an
activity.
27. Account Transfer
Transfer of account balances from one
account to another, including moving
balances from an inactive account to a new
active account. Requires supervisor input of
security code to generate transaction.
.
.
51
4
4
2
4
.
.
.
I
I
G.
OTHER PROCESSING
1. Miscellaneous Charqes Postinq
Miscellaneous charges to customers update
the customer account balance in which of the
following modes:
*
Batch update following on-line entry of
transactions
*
Real time update after entry of each
transaction
2. Interface with Accounts Payable
Automated method of interfacing with an
accounts payable system to produce
deposit ~nd interest refunds, credit
balance refunds, builder rebates and
other items.
* other method of disbursing deposit
refunds, refunds of credit balances:
Direct checks from Utility Billing
has been custom developed before.
3. Tax Lien Surcharqe
The county currently handles all property
tax billing. However, the system should
provide the ability to pass the amount due
to the county via hard copy reports or
magnetic tape. In addition, the capacity to
increase the amount due from the customer by
a user specified percentage. This percentage
may differ based on the type of charge which
is overdue.
* Ability to pass data to county
Method:
Mag tape
*
Ability to add a user specified
percentage surcharge prior to passing
amounts due.
52
See ~low
4
o
See Below
4
See Below
2
1 4 Hrs.
I
I
.
*
Generation of transactions to the
account for:
Surcharge amount
4
Amount passed to county, no longer
due on City account
1 6 Hrs.
4. Multi Field Address
Provide individual fields for components of
street address (e. g. , street number,
fractional street number, direction prefix,
street name, direction suffix, apartment
number, city, state, and nine digit zip.)
4
5. Standard Address Format
Addresses are formatted as follows:
3
.
House number
House number suffix
(Designed to handle
addresses such as "1/2"
Street prefix
Street name
Street suffix
Street type
Building/Unit
Apartment No.
City
State
Zip Code
9 ( 6)
x ( 3)
x ( 2)
x(20)
x ( 2)
x ( 2)
x ( 4)
x ( 4)
x(20)
x ( 2)
x( 9)
* 6. Uniform Street Soellinqs
The system should require uniform spelling
and designation of street names on all
transactions requiring street address. These
street spellings may be based on a master
file of all street names or another method
suggested by the vendor.
3
6A. Street Direction File
Street master file also includes
directions, which will print
automatically on service address.
* 7. Microfilm/Microfiche
Describe any special capabilities the system
provides for the p'roductionof
microfilm/fiche. Offload Vla reports.
4
3
.
53
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* 8. ReDort Generator
System contains a report generated that is
designed to be utilized by nontechnical
personnel.
Report Generator produces reports on-line.
Report Generator produces reports as part of
batch run
Report Geneator allows calculations to be
specified.
* 9 Voluntarv Charitable Contribution
System includes the ability to receive
voluntary donations from customer. These
funds are used to pay for utility services
in selected hardship cases, and may be of
varying amounts based on what the customer
chooses to contribute.
.
.
54
4
4
4
4
1
.
)
I
APPDDIX A
I. NETWORKING CONSIDERATIONS
.
.
The City of Clearwater utilizes several different computers,
including 11 Novell Local Area Networks, several BTOS networks,
a Unisys A-6 mainframe, a Unisys A-4 mainframe (devoted to Police
Computer Aided Dispatch functions), a Digital Equipment
Corporation Microvax (dedicated to Fleet Management), a CLSI POP
- based Library Circulation and Card Catalog system and a
Concurrent (Perkin Elmer) Traffic System.
The ci ty is interested in the vendor's abili ty to network a
multivendor environment. Specifically, the utility System needs
to interface with other City systems as follows:
1)
Inspection/permit Files
The Inspection Division is the primary point of contact for
developing a Utility Record. For example, a person must have
a permit and pass certain inspections before gas, water or
sewer service can be started at the address. The City would
like appropriate information from the Building Inspection
system (such as owner's name, , address, phone) to
automatically load into the utility system as a "skeleton
account". This will alleviate the need to enter information
twice - once into the Building System and once into the
utilities System. The utilities Division also needs to be
able to inquire into the Building Permit System to check on
the status of permits.
The Building Permit system is running on a Novell network
using Dbase. The Building Division is located in the City
Hall Annex, in the same building as the Data Processing
Center and about 1.5 miles from the utilities Building.
The Building Division is currently able to access the A-6
mainframe on selected PC's via a terminal emulation package
(Handshake) .
2)
Police Department
The Police Department needs to access the utility data base
on a inquiry-only basis. The Police department has a Novell
LAN, and is located about 1 mile from the utilities
building, and 1.5 miles from the Data Processing Center.
They currently do not have access to the existing devices
via the A-6 computer.
3)
Annexations
The City periodically receives requests to annex sections
of land into the City. The paperwork associated with the
annexation is handled by the Planning department, and
55
.
.
)
I
includes all of the addresses in the annexed area. This
preliminary data (owner, address and zip code) needs to be
entered into the utility system by the Planning, Department,
as it is the first step towards providing the new area
utility service. The Planning Department is located in the
City Hall Annex, in the same building as the Data Processing
Center, about 1.5 miles from the utilities building. They
have access to the A-6 system via terminal emulation.
4)
occupational Licenses
An in-house developed Occupational License System runs on
the Unisys A-6 computer located in the City Hall Annex. The
utility staff needs to access this database for inquiry
only.
Interface to county Systam
utilities Staff members frequently inquire into the County
Property Appraiser's system which runs on a Vax cluster.
The utilities employees would like to access the County
database wi thout leaving their workstations. Currently,
access is achieved via a centrally located terminal and a
dial-up modem.
Other remote locations
The Public Service, City Hall, Gas Division, Water Division,
Sanitation Division and Meter Shop are located in numerous
buildings throughout the City. These sites range form .5 to
6 miles from the utili ty Building and Data Processing
Center, and are currently connected to the A-6 via 9600 baud
phone lines, using Paradyne 3412 modems. These sites need
to continue as on-line users. Please explain how you would
connect these users.
5)
6)
The system should be designed to allow the user access as stated above
without moving to a different terminal or signing out of the utilities
system completely. A "window" type of technology would be ideal.
The vendor is requested to brieflY state how his/her system addresses
each of these issues. The vendor is not expected to include a detailed
proposal on how to accomplish these tasks, but rather provide the City
with a reasonable solution to each situation to enable the City to
determine the vendor's commitment to multi-vendor networking. Include
information as to what vendors supply the recommended networking
hardware and software.
.
56
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.
II. TRAINING AND SUPPORT
Please fill in the following information.
A. Training
5.
6.
7.
. 8.
9.
10.
11.
B. Support
1.
Number of
training
employees responsible
10
for
2. Average years of experience training on
your software 7
3. Location of training:
Clearwater, Florida (on-site)
4.
Training t~e included with package
price:
Additional training costs, per
See Costing
Number of copies of training materials
included in quoted price:
1
Charge for additional training
materials, per copy $50 per System Reference Manual
Charge for ~raining at customer's location
See cost~ng.
Other training costs Travel and expenses are billed
separately.
Do you have Computer-Based Software Training available
(i.e. self-stUdy courses?)No - Application Software
Yes - Hardware & VMS Opere Syst.
PLEASE ATTACH A DETAILED NEW INSTALLATION TRAINING
AGENDA.
Attached
1. Number of Employees responsible for support 15
2. Average years of experience supporting your software
10
3. Detail support provided as part of package cost.
Include length of warranty period, hours of coverage
per day, number of days per week Warranty - One (1) year
Norma!: 8 a.m. - 5 .m. Mon.-Fri; Emer enc 24 hours/day,
7 days week
4. Charge for on-site support, per (X): $65/hour*
Plus travel expenses.
.
57
*Free, if covered by Software Maintenance Agreement.
. 5.
6.
7.
8.
9.
10.
11.
.
.
)
I
Software support is available during what days/hours?
Normal: 8 a.m.-5 p.m. Mon-Fri; Emerqency 24 hrs/day
7 days/week
Do you have a support hot-line? Yes
Do you provide a toll-free hot-line? Yes
Do you offer a support contract? Yes
Do you provide custom programming? VP~
Rate per hour for custom programming:
$62.50/hour
Minimum number of hours charged for custom programming
services 1 Hr.
58
.
.
.
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III. COSTS
The vendor is expected to provide detailed costs with the RFP.
Please included:
1. Utility Billing/customer Information Software Costs
A. Standard Package Cost $65,000
Includes (list items such as software modules,
training, pre-installation plans, installation and
software warranty/support) :
Includes 1st year software maintenance costs and
pre-installation planninq. Also includes 10 from
Proqrammed Intelliqence.
B. Based on the vendor's examination of mandatory items
listed in the RFP (those items preceded with an "*")
please estimate software modification costs: $?O,918
Detail (estimated number of hours, cost per hour):
Estimated 335 hours at $62.50 per hour.
C.
Training Costs: $7,000
Detail any start-up training costs not included as
part of the package: 20 days @$350. Additional
days would be billed at $500 per day.
59
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.
D.
utility System Support Costs: Included
Detail Software Support costs not included as part of
the package for the first year:
TOTAL STANDARD PACKAGE COST:
$'65,000
ESTIMATED MODIFICATION COSTS:
20,938
TOTAL TRAINING COSTS:
7,000
TOTAL 1ST YEAR SUPPORT COSTS:
Included
GRAND TOTAL FOR PACKAGE:
$92,938
2. Hardware Costs
Configure the system to handle 64 user I/O devices.
A . CPU ( s) :
Cost: $188,020
.
Description/Components Included: MicroVAX 3900 with
64 MR of Memor5- ~_4 GR of njsk Srorage (2 RA-90 1.2
GB Disks) TK 7 296 MB Cartridqe Tape, VMS License
Unlimited users. VMS servcies for MS-DOS.
TOTAL COST IS TO BE CALCULATED BY MULTIPLYING THE COST PER
UNIT BY THE QUANTITY LISTED.
I
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3. Hardware Installation/Maintenance
A. Hardware Installation
Included
B.
Hardware Maintenance for ALL
First Year: Included
Second Year: $20,760
Third Year: $20,760
Forth Year: $20,760
Fifth Year: $20,760
COMPONENTS,
Note: Maintenance fees
can be guaranteed if
purchased with hardware.
Discounts for pre-payment
are available.
C. ADDITIONAL Cost for Extended Service See note below
Coverage for all components listed above. (Total
coverage - standard + extended - should equal 12
hours, 8 - 8, Monday thru Friday)
D. Remote Diagnostics Cost per year Tncluded
E. Other Costs
Detail
.
4. Operating System/ Language Software Costs (one time fees)
A. Standard Operating System No charge
Software Included: DEC VMS
B. Language Compiler $9.668
C.
Run Time System
Included
D. Other "Layered Products" RDB - 521.064
Detail: VAX Cluster License - 2,056
5. Operating System/ Language Software License Costs
(per year)
A. Standard Operating System None
Software Included:
B.
Language Compiler
None
C.
Run Time System
None
.
61
3. C. Extended Service is offered for 24 hour - 7 day, at an
average premium of 20-25% of the basic warranty fees
stated. Each clients particular needs, location, and
hardware configuration is evaluated in setting the fee.
I
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.
D.
other "Layered Products" ,
Detail:
6. Operatinq System/ Lanquaqe Software Support Costs
(per year)
A. Standard Operating System No Charqe
Software Included:
B.
Language Compiler
$341 Cobol
C. Run Time System
D.
Other lILayered Products"
Detail:
$771 RDB
7.
Operating/Layered Products system Upqrades
Are upgrades includes in licensing or support fees
Support.
.
HARDWARE TOTAL COST:
$331,202
HARDWARE INSTALL/MAINT
(1st year/ 12 hour coverage)
8 Hr. Included
OPERATING/LANGUAGE ONE-TIME COST
OPERATING/LANGUAGE LICENSE/YEAR
OPERATING/LANGUAGE SUPPORT/YEAR
SOFTWARE UPGRADE FEES
32,788
None
1,112
None
GRAND TOTAL
$365.102
Less: Municipal discount on
hardware
(52,992)
ADJUSTED GRAND TOTAL ~~!~~!!R
. 62
.
.
.
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I
IV. VENDOR INFORMATION
1 . Vendor
Corporate Name:
5.
Network Computing Corporation
DBA Name:
Same as Above
Legal Address:
5301 77 Center Drive
Charlotte, North Carolina 28217
Contact Person:
Dennis Dull
Title:
Sales Representative
'"
Phone:
(704) 525-8810
2.
Vendor History
Years in Business
20
Years in Business in Government Market
20
Date of First Government Installation
1971
Date of last major release of Utility Product
Date of next planned release of UtilITY Product
Next Release not planned; recently upgraded.
Total Number of Employees
1989
N/A
85
3.
Employees Responsible for utility Product (Mini) ]5
On-line Computing Service (l?) Mainframe software (7)
Employees Average # Years Exper1ence (Mini) lR
Number of Utility Billing Installations (Mini) 42
On-line Computing Service (20) Mainframe Software (7)
Number of Government Utility Installations (Mini) 32
On-line Computing Services (20) Mainframe Software (6)
Vendor Financial
The successful Bidder will be required to submit a
financial statement indicating a net worth equal or
exceeding the proposed contract cost.
4.
Personnel References
The vendor must submit resumes of at least 5 employees who
will be used on this project. Substitutions of key
personnel must be approved by the City prior to the award
of the contract.
Vendor Insurability
Evidence of vendor insurability must be provided prior to
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the award of the contract
6.
Vendor Reference
Please enclose a reference list of at least 10 Utility
System installations.
7. Please enclose Copies of:
- Sales Contracts - Hardware and Software
- Software Support Contract
- operating System and utilities Product
- Hardware Support Contract
- License Agreements
- Custom Programming Agreement
.
.
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v. conversion/Implementation
1. Conversion
Do you offer a system conversion service (i.e. the
conversion of existing Utilities information to the new
system format)? YP~
How are your conversion costs determined? Estimates of
manhours required to convert existing datafiles, aud~t,
and reconcile.
Rate of conversion services: $62.50/Hour
2. Implementation
Please attach a detailed description of your standard
implementation procedures and scope of services.
.
Include: Pre-installation sessions and location of same;
Installation Schedule
Personnel responsible for each task
Operations Training
Specification of management and projects control
Freqency of update of management plan during
installation
Quality control procedures (Testing proc~dures)
Systems Training
User Training
Other vendor installation policies/standards
(Attached)
.
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.
.
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IX. Other Product Lines
Please indicate, using the 0 - 4 coding scheme, whether the following
products are available:
1. Fund Accounting (Budgetary Accounting System)
2. Budget Preparation (Enhanced Budget)
3. Purchasing System
4. Stores/Inventory (Inventory Control)
4
4
4
4
5. Accounts Payable
4
6. Other
Investment Mana ement, Pro "ect Cost, Fixed Assets, Vehicle Main-
tenance, Work Orders, Payroll, Human Resources ersonne, ax
Billing & Collections, Occupational Licenses, Accounts Receivable,
Centralized Cash Receipts, Records Management (Voter Registration,
Jury Selection, Census, Building Permits)
3 - Land Use Database (Under Bevelopment)
4 - Authorized Distributor of Itron "Encore" Meter'Readingpystems
3 - Public Safety (Under development - Migration to Digital plat-
form, currently running on Data General mini-computers).
Also, NCC has established strategic alliances with complimentary
solutions in the areas of:
Geographic Informaiton Systems (ESRI, McDonnell Douglas)
Computer-Aided Dispatch (Command Data Systems)
Maintenance Management (Hansen Software, Inc.)
Ad Hoc Query & Report Writer (IQ - Programmed Intelligence Corp) I
and an array of Office Automation, Word Processing, Electronic
Spreadsheet, etc.
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