Addendum #1
1/2/2018
Question 1. What is the relationship between RFP #15178 for a Utility Billing Service Provider and RFP #18008 for a Utility Billing System?
Response: RFP #15178 was for vendor services related to printing, folding and mailing (or e-mailing) Lake County water/sewer bills to customers. RFP #18008 is for procurement and implementation of a new Utility Billing System for Lake County water/sewer billing. This new UBS will be integrated with meter reading, bill generation related to the printing, folding, mailing services, and customer analytics.
Question 2. I saw a previous RFP back from 2015 for a Utility Billing Service Provider. Was a contract ever awarded for RFP #15178 for a Utility Billing Service Provider? If so, to who, on what date and for what amount. What vendors responded to the RFP #15178?
Response: To obtain additional information regarding the award of RFP #15178, please submit a Freedom of Information Act request.
Question 3. What's the budget allocated for this project?
Response: The County has budgeted $500,000 for this project.
Question 4. Does the County desire a "Product", or a "Customized Development" approach?
Response: The proposer may identify if they have an out of the box solution or whether certain requirements will require a customized solution.
Question 5. Have any vendors demonstrated their software/capabilities to the County? If yes, please share their names along with the product names.
Response: No vendor demonstrations have taken place.
Question 6. What are the key drivers behind this requirement? How is Billing happening currently?
Response: The key driver is for the County to replace the current UBS with a new system that meets the requirements of the RFP and satisfies IT security standards. The current billing system is Advanced CIS Infinity version 3.
Question 7. Could you please provide a call in number for the pre-bid on 1/10/18 for the Utility Billing System RFP?
Response: A call in number has been provided, Dial: 1-847-377-3200, and then enter the access code: 0194853 press the (#) pound sign after entering the access code, then it will ask for your name. Please RSVP, if you will be attending the Pre-Proposal meeting by call in number, to purchasing@lakecountyil.gov.
Question 8. Please note there are skipped numbers on the sheets that impact the summary statistics by counting as NO Answer when all requirements have been answered. For example on the GENERAL and TECHNICAL sheet, it indicates 56 requirements, however there are only 52 listed as references numbers G5, G25, G28 and G35 are skipped. This results in 4 counted as no answer. May we correct the counts?
Response: A revised spreadsheet has been issued, please use the attached spreadsheet. Revised Exhibit A - Technical Requirements
1/10/2018
Question 9: How man field users will be required for a mobile (service order) module?
Response:
3 area operations divisions
1 meter/maintenance division
5 Customer Service Reps (includes receptionist and supervisor)
10 concurrent user licenses will be adequate
Question 10. Can the County provide a sample of the following requirement? RPT 51 - Ability to uniquely identify receivables such as multi-part primary key (parcel number, town code, year, tax zone, tax type) when printing tax bills.
Response: We do not print tax bills, this requirement may be removed.
Question 11. Integration with the Assessing application was not listed in CURRENT requirement. Is this a required interface/integration? See following requirement. UTB 92 - Ability to track accounts that have become inactive to Utility Management via access to vacant lot/house information by tax identification number and parcel id. (i.e. query integration with Assessing application).
Response: Although we do not currently interface with the County’s assessment program the ability for this feature in the future is requested.
Question 12. Can the County provide samples of:
a. Current bills to customer with various scenarios.
b. Current statements with various scenarios
c. Current letters
d. Current notices
e. G/L interface mapping table (if available).
Response: The County can provide samples of a, c and d. We do not have the ability to provide b. The software does not currently interface with our GL system.
Question 13. What are the total payments received monthly paid by E-Check and Credit Card?
Response: The Annual e check/Credit Card revenue for the 12 month period ending 11/30/2017 (FY2017) was $3,217,529 over 26,231 transactions for an average of $268,127 (2,186 transactions) per month.
Question 14. The County has listed and scored required interfaces on the Integrations Tab of the Utility Billing Technical and Functional Requirements worksheet . Most requirements state that “System has ability to…” Does the County expect that a “Y” response would indicate that the interface already exists and is in production or that the system will be delivered with these required interfaces? Further, if there is no additional cost for these interfaces, but they will be delivered with the system would a “Y” be appropriate?
Response: A “Y” response would indicate that the system has the ability to create interfaces and will be delivered with these required interfaces.
Question 15. Please clarify, the need for a single sign-on for a customer? Is this requirement stating that the customer log on pass thru from the billing self-service portal where their bill is presented to the Itron metering system? INT 7 - System has the ability to integrate with EBPP and metering systems utilizing single sign on for customer in an online portal.
Response: Yes, currently customers must register in two separate portals. We would like a combined log in that would allow customers to see both billing (payment) and metering data.
Question 16. Does the County currently have a policy describing the authentication method(s) required? If so, please provide. EBPP 88 - Allow the COUNTY to designate the authentication method(s) used for customer to locate and/or pay electronic bill.
Response: No we would like to develop a policy as part of the implementation.
Question 17. Please provide more information on requirement EBPP 22 - Offer a program specifically for utilities to qualify for card association utility rates, if desired by the COUNTY.
Response: Credit card providers would offer utility rate, ie per transaction fee vs per dollar amount of transaction.
Question 18. Please provide more information on requirement EBPP 88 - Ability to administer the online customer request ticketing system through the account management tool.
Response: The software would provide a tool for county staff to see and complete Customers’ requests submitted online.
Question 19. Please provide more information requirement EBPP 80 - Allowing partial payments and/or over payments if selected by COUNTY for specific bill types.
Response: The software would allow customers to pay more or less than the actual amount owed on their account.
1/19/18
Question 20. The following requirements for a customer contact module were found on rows 160-173 on the Utility Billing Tab. Should these be numbered and included as requirements?
Yes an updated spreadsheet is provided herein: Updated Spreadsheet