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RFP #21103 - Utility Billilng System for LCPW

Addendum #1

June 25, 2021

Question:  Whether companies from Outside USA can apply for this?

Response:  The RFP is open to all companies.

Question:  Whether we need to come over there for meetings?

Response:  The project may require in person meetings.

Question:  Can we perform the tasks (related to RFP) outside USA?

Response:  This will be decided with the award vendor.

Question:  Can we submit the proposals via email?

Response:  Lake County is only accepting electronic responses via the Lake County Purchasing Portal.

July 2, 2021

Question:  We would like to request editable versions of the two RFP documents for the Utility Billing RFP 21103. 

Response:  Lake County does not release editable versions of the RFP documents.

July 12, 2021

Question:  How many Wholesale Customers do you have?  

Response:  19 Wholesale Customer Communities.

Question:  Do you have any C&I customers?  

Response:  Yes.

Question:  What interval frequency meter reading information is collected? Is it daily per account or just the monthly billing?  

Response:  For our retail customers, reads are reported hourly and daily, and accounts are billed bi-monthly.

Question:  How many Field Technicians will need access to work orders? How many devices will need work orders access? 

Response:  We have one field technician that would require access as well as 6 office staff members that would require access all on their own devices/computers.

Question:  What is the budget range for the current project’s implementation cost and annual cost?

Response:  Up to $450,000 initial contract implementation budgeted with a $50,000 annual maintenance budget.

July 19, 2021

Question:  What is the County’s total number of residential customers and Commercial & Industrial (C&I) customers?

Response:  Active Residential: 30,872   Active Commercial/Industrial: 2,277

Question:  What are the County’s billing cycles (monthly, quarterly, etc.)?

Response:  Every two months.

Question:  Can the County please provide the number of channels per meter, the interval sizes, and the frequency that the data is retrieved per meter?

Response:  100 Channels on fixed network and 50 on handheld, pulls in the data on 6 minute intervals. We use Badger meters but CIS doesn’t talk directly to the meters but to Itron’s network file.

July 28, 2021

Question:  Currently which vendor is providing “Utility Billing System”?

Response:  Advanced Utility Systems.

Question:  Is the scope includes “Customer portal” for the customer to pay their utility bills?

Response:  Yes.

Question:  Is the customer-portal and associated mobile-apps are in the scope?

Response:  Yes.

Question:  Can we get a copy of the current “contract” with the existing contractor for providing “Utility Billing System” ?

Response:  A copy of the existing contract can be found on our website https://www.lakecountypurchasingportal.com/awarded-contracts/

Question:  What are the areas of the existing applications city is not very satisfied? Please give us some examples.

Response:  Mostly satisfied with current capability but would like to have the capability to prorate bills with rate change effective dates; “single sign-on” capability for customers to review bills and meter data; and the mobile app capability for customers to pay and view bills.

Question:  Currently, how much cities is spending Annually on “Utility Billing System”?

Response:  $50,000 Annual Maintenance.

What is the budget range for the current project’s implementation cost and annual cost? 

Response:  Up to $450,000 initial contract implementation budgeted with a $50,000 annual maintenance budget.

Question:  How many customer license and employee-license is required?

Response:  No Customer Licenses.  We have one field technician that would require access as well as 6 office staff members that would require access all on their own devices/computers. 

Question:  Approximately when the city is planning to go live with the new system?

Response:  By December of 2022.

Question:  How many Field Technicians will need access to work orders? How many devices will need work orders access? 

Response:  We have one field technician that would require access as well as 6 office staff members that would require access all on their own devices/computers.

August 12, 2021

Question:  With respect to the document entitled 21103 Technical Specifications Final do we just include comments where we feel more elaboration is needed and/or a customization is required?

Response:  For Mission Critical Tasks: Use the comments column to identify processes required to accomplish “Mission Critical” tasks. If customization is required note the difficulty or time needed to complete customization.  For Other Tasks: Use the comments column to identify if customization or third-party support is required. Note the difficulty or time needed to complete customization or third-party integration.

August 13, 2021

Question:  Customer Self Service Portal - Is the County interested in consolidating down to one customer-facing portal that would include embedded screens of NCR, iTRON, etc…). As part of the Customer Portal, is the County’s vision to display monthly billed consumption or Interval meter data within the Portal?

Response:  Yes.  One location for access to monthly bill and meter data.

Question:  The RFP states that Lake County has a Cloud First Strategy. When considering “Cloud First” does the county have any preference between Hosted vs. True Cloud (SaaS) applications?

Response:  Not specifically but it must meet the requirements identified in the Technical Specifications.

Question:  Integrations - “integrating with Lake County Public Works existing systems as outlined above” Can you please elaborate on how you envision the integration working between EnerGov and VueWorks with the new CIS? A summary of the information the County would like to be exchanged would be helpful.

Response:  Both EnerGov and VueWorks are SaaS solutions.  Currently there is no interface between these solutions and the Utility Billing System.

Question:  The RFP Evaluation timeline appears very condensed. In our experience, one month to announce shortlist, complete vendor demonstrations, negotiate a contracts and seek board approval may not be realistic. Has the County viewed any demonstrations prior to issuing the RFP? No. If so, what vendors has the County reviewed?

Response:  None. (not counting previous RFP)

Question:  Does the County use ESRI as it’s GIS and would you like integration between the CIS and the GIS to expose data layers within the CIS?

Response:  We do use ESRI as our GIS but no requirement to integrate layers at this time.

Question:  Does DataProse or AUS currently manage changes to the Bill Template? If the template is managed by DataProse does the county prefer to send t them a collated PDF file of bills for Print & Mail Purposes or a file export?

Response:  DataProse manages the bill template.  Late notice and disconnect notices are sent as PDF to bill print vendor, and billing files are sent as a file export.

Question:  Is the expectation to design a new bill template as part of this project or do you plan to keep the existing template.

Response:  The plan would be to retain the bill template as provided by bill print vendor.

Question:  Does the County work with any Collection Agencies? If so, is there a Collection Agency file interface process in scope? 

Response:  We do not work with a collection agency.

Question:  Can we have the last 3 months payment processing statements from your current vendor, including the interchange reports? 

Response:  This information is not available for review.

Question:  Based on an initial review, Lake County currently absorbs the cost of accepting credit cards and ACH/Echeck Payments, is this accurate?

Response:  Yes.

Question:  What is the average credit card payment?

Response:  There is a large variance in credit card payments amount. Minimum payment is $10.00.

Question:  How many credit card payments are accepted on an average monthly basis? 

Response:  Approximately 3,000.

Question:  Is the county considering a convenience fee for credit card payments, or will the county continue to absorb these costs?

Response:  Continue to absorb these costs.

Question:  Does the county support any kiosks for bill payment?

Response:  No.

Question:  How many credit card terminals are required for the customer service team for in person payments?

Response:  One.

August 16, 2021

Question:  It is stated that "the following sections, including this cover sheet, shall be considered integral of this solicitation". Does this mean we need to return this specific page as part of our response?

Response:  No.  This page does not need to be returned as part of your response.

Question:  Where does the County want the Proposer to include the Addendum Acknowledgement form? As an appendix?

Response:  An appendix is acceptable.

Question:  Where does the County want the Proposer to include the General Information Sheet? Is this what the County refers to include in Section A "Introduction Material and Executive Summary"? Or can we attach this form as an Appendix?

Response:  An appendix is acceptable.

Question:  Sections E and F appear in different order on page 15 and page 16 of the RFP detailed submittal requirements' section. Page 15 has Section E listed as "Technical Requirements and Security", but page 16 has Section listed as "Training Plan". Which section order does the County prefer?

Response:  Use the order that is identified when the sections are described (i.e. pg. 16).

Question:  Section C in the main RFP pdf document "Scope of Services" mentions Exhibit A. Can the County please confirm Exhibit A is the document titled, “21103 Technical Specifications Final.pdf”?

Response:  Exhibit A is the Technical Specifications document, i.e. pdf titled “21103 Technical Specifications Final”.

Question:  Does the County need a mobile workforce management system for collecting reads and working field activities in the field, or does the County already have these capabilities with existing Itron or other products? 

Response:  The County has the mobile system for collecting reads and working field activities using iTron.

Phone: 1.800.555.5555

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