The following questions were submitted in response to the City’s Request for Proposals for a municipal financial software system. Answers are in bold and italicized.
- What is the total number of utility billing customers/utility connections, and how many are residential vs. commercial accounts:
Answer: We have roughly 6,000 total accounts, of that we estimate approximately 5,000 residential customers and 1,000 commercial customers.
- What is the preferred document format for responses, i.e. attached PDF, word doc, PPT?
Answer: PDF is preferred, but the City will accept any and all of the formats listed.
- There is mention of contracted IT services. Should responders with IT service options include that in the proposal?
Answer: The City is not seeking full-service IT services through this request. However, responders should describe the extent to which they are able to service their software as well as any additional IT support is typically associated with installing, maintaining, and updating the software packages, in addition to any physical hardware (servers, etc.) that may be required. The ability of the responder to work closely with third party IT providers may also be included.
- Will there be a short list, or will the committee proceed straight to selection after proposal review?
Answer: The City reserves the right to establish a short list, or to proceed straight to selection after proposal review. This decision will depend on the number and quality of responses.
- How many monthly or quarterly bills do you provide?
Answer: We bill bi-monthly to each account, so approximately 6,000 bills every two months.
- Have you conducted any demonstrations of potential software solutions in advance of this RFP?
Answer: No.
- What is the file size limitation for electronic submittal?
Answer: We are not aware of any file size limitations.
- What makes your current provider not a good fit for you?
Answer: The City’s current financial software is outdated and is no longer supported with updates. Due to its age (approximately ten years old), there are challenges in integrating the software with newer models: technology has advanced significantly in the last decade, and the existing software is no longer providing the same advantages in terms of workflow and staff time as it once did, and no longer reflects what is possible and expected of financial software systems for local government. In addition, the City believes that there are opportunities to seek updated financial software modules that will permit greater streamlining of operations, less manual entry, less reliance on paper documentation, and enhanced security features, both in regard to cybersecurity as well as internal fraud. The City also believes that there are opportunities to improve the segregation of duties and to establish and maintain software-based internal controls without relying on additional policies or procedures necessary to interact with the current modules.
The City has a number of Boards and Commissions that work to advise the City Council on a broad array of subjects. These are volunteer positions but absolutely essential to providing quality input to the City’s decision-making process.