Utility Billing Software and Implementation Services

RFP published: May 4th, 2026

Pre-proposal conference: May 18th, 2026

Vendor questions due: May 22nd, 2026

Addendum issued: May 29th, 2026

Proposals due: June 26th, 2026

Shortlist notification: July 2nd, 2026

Demonstrations/Reference checks/Site visits: July 6th, 2026 – July 31st, 2026

Selection notification: August 5th, 2026

Board approval: August 13th, 2026

This RFP seeks a vendor to provide a comprehensive utility billing software solution along with implementation services that address both current core functions and anticipated future needs. The system must support end-to-end utility services, including account management, billing, collections, payments, reporting and analytics, and integrations with other platforms. Implementation services must cover the full project cycle, such as project management, system configuration, integration, testing, data conversion, staff training, go-live support, and the subsequent stabilization period.

Security and compliance are emphasized, requiring robust controls suitable for the chosen deployment model, as well as features like identity integration, audit logging, encryption, vulnerability management, and incident response. The vendor must also provide thorough documentation—including system and user manuals, runbooks, and administrative guides—to ensure effective knowledge transfer.

Customer and account management functionalities should include the management of customer and premise/service accounts, supporting owner/tenant relationships, balance and payment transfers, service changes, and maintaining detailed audit trails. Billing management requirements encompass bill preparation and generation for sewer, fire, and refuse services, handling bill cycles, adjustments, consolidated statements, electronic bill presentment, bill messaging, and print file creation for third-party billers. Financial management features must facilitate payment intake across diverse channels, apply adjustments and refunds, handle accounting entries, enable automated payment plans, enforce write-off rules, and maintain auditability.

The selected provider will also need to deliver a robust set of standard and ad-hoc reporting, dashboards, data exports, and data retention aligned with relevant policies and legal requirements. The initial contract term is for one year. A pre-bid meeting is scheduled for May 18, 2026, and all questions must be submitted by May 22, 2026.