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Proposal in Billing System

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					Request for Proposal

          for

Utility Billing System
 Needs Assessment




     May 28, 2009




   City of Oceanside
300 North Coast Highway
  Oceanside Ca 92054
                                  CITY OF OCEANSIDE
                             REQUEST FOR PROPOSAL
                                      FOR
                   UTILITY BILLING SYSTEM NEEDS ASSESSMENT


The City of Oceanside is soliciting proposals from qualified consulting firms for services related
to the performance of a Needs Assessment for the City’s Utility Billing System. When
completed, the City shall have an Assessment Report documenting existing and recommended
hardware, software, and network resources required for operation and maintenance of the
system and cost estimates for procurement and/or implementation of recommendations.

Please carefully read the Request for Proposal in its entirety. Each firm responding to this RFP
must follow the rules stated within this section. Adherence to these rules will ensure a fair and
objective analysis of all proposals. Pages may be attached as necessary. Failure to comply
with or complete any part of this request may result in rejection of a proposal.


             Inquiries regarding this Request for Proposal shall be directed to:

                       Sheri Brown, Financial Services Division Manager
                                 Sbrown@ci.oceanside.ca.us

 All questions must be submitted in writing and emailed to Sbrown@ci.oceanside.ca.us. Every
 question submitted in writing to the City of Oceanside will be forwarded, with an answer, to all
            participating firms. The City of Oceanside will not respond to phone calls.



              Please submit an original plus six (6) copies of the proposal to:

                       Sheri Brown, Financial Services Division Manager
                                Financial Services Department
                                       City of Oceanside
                                      300 N. Coast Hwy
                                    Oceanside, CA 92054




                      Proposals must be received at the office by:

                                 5:00 p.m., July 2, 2009
                               No Late Proposals will be accepted.




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I. PROJECT DESCRIPTION

The City of Oceanside wishes to replace the current Utility Billing Software/Hardware
System used to bill and collect for water, sewer and solid waste services.

II. TIME OF COMPLETION

City staff has set a deadline of October 15, 2009 for delivery of the Needs Assessment
Report, with the intention of soliciting proposals for implementation of selected
recommendations by December 31, 2009. Please see the attached timeline for additional
deadlines. If these deadlines do not present a reasonable timeframe for completion of the
project, the proposal shall include an alternate timeline.

III. SCOPE OF WORK

The City of Oceanside is seeking a qualified consulting firm to perform a Needs Assessment
for the City’s Utility Billing System and prepare a final report. The final report shall be
submitted in both hard copy and electronic format (Microsoft Word or Excel). The selected
consultant is expected to complete the following:

   a. Assessment Report documenting existing and recommended hardware, software,
      and network required for operation and maintenance of the system

   b. Cost estimates for procurement and/or implementation of recommendations

The City is interested in the total scope of services offered by the consultants who have a
specific focus on providing billing systems for governmental fund accounting environments.

IV. PROPOSAL SUBMISSION REQUIREMENTS

Proposals should be as concise as possible and shall contain, at a minimum, the information
requested below. Additional materials, including detailed resumes and brochures, may be
submitted as an attached appendix. Brochures and marketing materials not directly related
to specific experience with the proposed Scope of Work shall not be submitted. Any
exceptions to the requirements stated herein shall be clearly explained.

Completed proposals and price information must be received no later than 5:00 p.m. on
July 2, 2009.


Proposals shall include the following

a. An introductory letter, addressed to the Finance Division Manager, containing the firm’s
   mailing address, telephone number, fax number, type of ownership, and the name of the
   person to contact regarding the proposal. This letter shall be signed by an official
   authorized to bind the firm, shall express the consultant’s interest in the work, and shall
   contain a statement to the effect that the proposal is valid for at least 120 days.

b. Identification and role of key personnel to be assigned to the project including their
   backgrounds and experience. The proposal shall include a project team organization


                                          ~2~
     chart and shall be specific in identifying the nature and extent of each person’s
     participation in the needs assessment.

c. A detailed description of the consultant’s approach to the needs assessment as
   described in the Scope of Work. The description shall convey the consultant’s basic
   understanding of the work to be accomplished.

d. A statement of the consultant’s ability to perform services within the required time of
   completion, including an estimated time schedule.

e. A “not to exceed” cost estimate and in this estimate describe how and when fees are
   billed.

f.   A minimum of three references for which the consultant has provided similar services
     during the past five years. If the project team includes sub-consultants, clearly state
     which firm was responsible for each specific project reference, and identify any previous
     projects that were jointly completed.


V. ACCEPTANCE CRITERIA AND LEGAL OBLIGATIONS

The City of Oceanside will not pay any costs incurred for the proposal preparation and
submission in response to this RFP. All costs for the preparation of the proposal shall be
borne by the proposing firm. The firm is responsible for all travel arrangements and
expenses.

Each bidder is solely responsible for the accuracy and completeness of its bid. The City of
Oceanside is not liable for any cost incurred by the bidders prior to execution of a contract
and the issuance of a purchase order.

Responses to this RFP will become part of any future contracts. The City of Oceanside
reserves the right to negotiate the final contract and price with the most responsive firm(s)

Proposals may be modified or withdrawn prior to the date and time specified for proposal
submission by an authorized representative of the firm or by formal written notice to the City.
Proposals submitted will become the property of the City of Oceanside after the proposal
submission deadline and may not be withdrawn.

The selected bidder shall be required to assume responsibility for all items offered in his bid
whether or not he produces them. Further, the agency shall consider the selected bidder to
be the sole point of contact with regard to contractual matters, including payment of any and
all charges resulting from the contract.

The City of Oceanside reserves the right to reject any and all proposals or any part of any
proposal, to waive minor defects or technicalities, or to solicit new proposals on the same
project or on a modified project which may include portions of the originally proposed project
as the City of Oceanside may deem necessary in its interest.

The successful consultant shall agree to indemnify the City of Oceanside, its officers and
employees against loss or damage (including reasonable attorney’s fees and other costs of
litigation) caused by the successful consultant's negligent acts or omissions or the negligent

                                           ~3~
acts or omissions of the successful consultant's agents or employees. The successful
consultant shall agree to defend any suit against the City of Oceanside alleging injuries or
damages arising out of the service provided, however, that nothing contained herein shall
require the successful consultant to defend or indemnify the city for injuries or damages
arising out the negligence of the City of Oceanside its agents, or employees.

VI. SELECTION PROCESS

The City of Oceanside will review all proposals with particular emphasis to determine:

       a. Consultant's previous record of performance and service, and experience in the
          industry
       b. Conformance to required contract provisions
       c. Completeness of the proposal
       d. References

The City of Oceanside will be the sole judge of the appropriateness and completeness of
any and all proposals and reserves the right to reject any and all proposals that do not
provide the information requested. Neither the City nor any agent thereof on behalf of the
City shall be obligated in any fashion by any response(s) to this RFP. The City of
Oceanside reserves the right to negotiate those issues not included in the proposal
document. The City of Oceanside will not reimburse consultants for costs incurred in
preparing proposals or traveling to the City to demonstrate services.


VII. CITY OF OCEANSIDE PROFILE

City of Oceanside is a full service city providing its 179,681 residents with full police and fire
protection, public works, water service and recreation facilities. Its full-time staff of 1,060
employees manage and run the business of the City.

The operational makeup of the Oceanside Financial Services Department consists of 43
employees responsible for accounts payable, general ledger activities, purchasing, payroll,
and revenue processing.

The Revenue Division of the Financial Services Department consists of 23 employees with
12 assigned to utility billing, central cashiering and reprographics. The utility bill is
comprised of water, sewer and solid waste charges with approximately 44,000 regular bills,
divided into 20 cycles, mailed monthly. Approximately 4,500 delinquent notices are mailed
monthly with 2,000 shut-off notices generated monthly. Every month approximately 500
new accounts are started. Because we are a beach community, the volume of new
accounts opened increases in the summer months. Also, current foreclosure rates have
had an impact on the volume of new accounts opened.

Rate changes for solid waste services have occurred annually for many years while water
and sewer rates have recently been changing every two years. Our City has adopted water
rates for declared drought statuses that will be applied if/when specific conservation targets
are mandated.       The water rates for most account classifications are tiered with the
exception of non-residential. Single family sewer rates are recalculated annually because
the flow rates are based on the prior year lowest winter quarter average water use. Multi-
family sewer rates are based on the number of dwelling units being served while commercial

                                            ~4~
sewer rates are classified based on the type of business operation. Solid waste rates are
flat monthly amounts based on the level of service.

The following pages represent the rates currently in place.




                                          ~5~
                                     CITY OF OCEANSIDE
                   Financial Services Department - Revenue Division
                         Breakdown of Utility Billing Charges

WATER
 1 unit = 748 gallons of water

BASE WATER SERVICE MONTHLY CHARGE

    $12.97    5/8" METER                       $262.98    4" METER
    $28.59    1" METER                         $523.42    6" METER
    $54.63    1 1/2" METER                     $835.93    8" METER
    $85.89    2" METER                        $1,200.54   10" METER
   $158.81    3" METER

MWD READY-TO-SERVE                       SDCWA INFRASTRUCTURE
    (billed monthly)
        5/8"       $1.15                                         $1.90
          1"       $2.87                                         $3.04
     1 1/2"        $5.74                                         $5.70
          2"       $9.18                                         $9.88
          3"      $17.21                                        $18.24
          4"      $28.68                                        $31.16
          6"      $57.35                                        $57.00
          8"      $91.76                                        $98.80
        10"        $131.91                                     $148.20

SDCWA SURCHARGE for all meter sizes - $0.25 for each unit of water used

CLEAN WATER PROGRAM for all services - $0.07 for each unit of water used

CONSUMPTION CHARGES
SINGLE FAMILY RESIDENTIAL
Consumption Tier 1               Based on usage               X $1.88 First 0-13 units used
Consumption Tier 2               Based on usage               X $2.16 14 units and above

MULTI-FAMILY RESIDENTIAL (Per dwelling unit)
Consumption Tier 1               Based on usage               X $1.74 First 0-7 units used
Consumption Tier 2               Based on usage               X $2.00 8 units and above

MASTER-METERED SINGLE FAMILY (MS) (Per dwelling unit)
Consumption Tier 1               Based on usage               X $1.88 First 0-13 units used
Consumption Tier 2               Based on usage               X $2.16 14 units and above


                                                  ~6~
MANUFACTURED HOMES (MH) (Per dwelling unit)
Consumption Tier 1           Based on usage                  X $1.74 First 0-7 units used
Consumption Tier 2           Based on usage                  X $2.00 8 units and above

NON-RESIDENTIAL
All consumption              Amount of usage            X $2.05

RECLAIMED WATER
All consumption              Amount of usage            X $1.65




SEWER

BASE SEWER SERVICE MONTHLY CHARGE
    $15.93    5/8" METER                     $320.00    4" METER
    $34.93    1" METER                       $636.76    6" METER
    $66.60    1 1/2" METER                  $1,016.85   8" METER
   $104.61    2" METER                      $1,460.30   10" METER
   $193.30    3" METER

FLOW CHARGE
SINGLE FAMILY RESIDENTIAL
(BASED ON YOUR TWO LOWEST CONSUMPTIONS FOR THE WINTER QUARTER AVG)
Effective July 1st thru June 30th of the year following the Winter Quarter Average

Low Sewer Flow                 $8.90 0-5 units consumed during the WQA
Medium Sewer Flow             $19.18 6-10 units consumed during the WQA
High Sewer Flow               $37.44 11 + units consumed during the WQA
                             ~ plus srvc fee based on mtr size

MASTER-METERED SINGLE FAMILY (MS) (Per dwelling unit )
    $15.04                   ~ plus srvc fee based on mtr size

MANUFACTURED HOMES (Per dwelling unit )
    $10.28                   ~ plus srvc fee based on mtr size

MULTI-FAMILY RESIDENTIAL (Per dwelling unit )
      $2.42 X 75% of consumption~w/o separate irrigation meter~MF
      $2.42 X 90% of consumption~w/ separate irrigation meter~MI
                        ~ plus srvc fee based on mtr size




                                               ~7~
NON-RESIDENTIAL
SEWER FLOW CHARGES

 RATE    SIC CODE                    CLASS                         MULTIPLIER
   $2.42        20s              General Comm Low Strng        X    90% consumption
   $2.74        30s              Medium Strength               X    90% consumption
   $3.92        40s              Medium High Strength          X    90% consumption
   $4.69        50s              High Strength                 X    90% consumption
   $2.42        80s              RV Parks, Hotel, Motel        X    90% consumption
   $2.42      61,63              Churches/Mbsh org             X    90% consumption
   $2.42         62              Public Schools (w/ sep irr)   X    90% consumption
   $2.42         62              " " no sep irr mtr            X    75% consumption
   $1.49         73              Deutsch Co.                   X    47% consumption
   $2.42         75              Cal Mat Co.                   X     2% consumption
   $2.42         75              Superior Ready Mix            X     2% consumption
   $2.42         75              Orco Cement Mix               X     2% consumption
   $2.03         72              Mission Linen                 X    75% consumption
   $2.42         74              Tri City Hospital             X   100% consumption
   $2.40         70              Hydranautics                  X    90% consumption
   $2.42         76              Mountain Water Ice            X     1% consumption
   $1.46         23              Genentech - NICO/OCP          X    90% consumption
   $1.62         23              Genentech - NIMO              X    90% consumption
   $4.07         50              Metro Tile/Metro Roof         X    90% consumption
   $2.42         23              Dan Rose (Elite Metal)        X    90% consumption
   $2.42         37              Nitto Denko                   X    90% consumption
   $3.60         24              Ca Creative Foods             X    90% consumption
   $8.20         24              RNH&J Prop (Sepro)            X    90% consumption


TRASH REMOVAL          (ONE MONTH ADVANCE CHARGE)

CHARGES

CODE      SERVICE                                                           RATE
M170      Residential/1 time per week with green waste                     $19.44
X170      Residential/1 time per week without green waste                  $16.30
M171      Residential/2 times per week with green waste                    $37.98
M172      Residential/1 time per week/1 extra green waste                  $20.61
M173      Residential/1 time per week/2 extra green waste                  $21.79
M174      Residential/1 time per week/3 extra green waste                  $22.96
M175      Green waste only                                                  $3.14
M176      Residential/1 time per week/4 extra green waste                  $24.15
M180      Multi-family recycling                                            $1.16



                                        ~8~
CODE         SERVICE                                                        RATE
M181         3-Yard mixed paper                                              $46.94
M182         3-Yard green waste                                              $77.59
M183         96 gallon green waste toter                                     $16.77
M184         96 gallon glass/commingled toter                                $14.85
M270         Commercial Can (1xweek)                                         $26.35
M271         Commercial Can (2xweek)                                         $47.91
M274         Commercial Pickup (3yd bin 1xweek)                              $94.76
M275         Commercial Pickup (3yd bin 2xweek)                             $171.55
M276         Commercial Pickup (3yd bin 3xweek)                             $248.34
M277         Commercial Pickup (3yd bin 4xweek)                             $325.11
M278         Commercial Pickup (3yd bin 5xweek)                             $401.92
M279         Commercial Pickup (3yd bin 6xweek)                             $478.70
M281         Pull Out Fee                                                     $3.76
M285         Initial Lock Fee                                                 $3.82
M286         Additional Lock Fee                                              $1.91
M374         Commercial Pickup (4yd bin 1xweek)                             $124.62
M375         Commercial Pickup (4yd bin 2xweek)                             $225.30
M376         Commercial Pickup (4yd bin 3xweek)                             $325.99
M377         Commercial Pickup (4yd bin 4xweek)                             $426.67
M378         Commercial Pickup (4yd bin 5xweek)                             $527.37
M379         Commercial Pickup (4yd bin 6xweek)                             $628.05

CITY WASTE DISPOSAL

Public Streets $3.77                 Private Streets $3.55

ADMINISTRATIVE FEES

Set Up Fee (Billed on the first billing of every account)                    $35.00
After Hours Fee (Water service requested on after regular business hours)   $110.00
Reinstatement Fee (Reactivate service turned off for non-payment)            $40.00
Returned Check Fee (Fee required for any check returned by bank)             $25.00
Lock Check Fee                                                               $10.00
Delinquent Tagging Fee                                                       $10.00
Broken Lock Fee                                                              $20.00




                                           ~9~
         Utility Billing Needs Assessment Schedule

2009

May            Develop scope of service for needs assessment
May 28         Distribute RFP for needs assessment
July 2         Proposals due to City
July 20 – 24   Interview limited number of vendors
July 27 – 31   Select a vendor for the needs assessment
August 3 - 7   Prepare and finalize contract for services
August 10      Begin needs assessment process
September 30   Draft needs assessment report submitted to City
October 15     Final needs assessment report submitted to City
November 19    Draft request for proposal distributed to team
December 31    Finalize request for proposal




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