CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 25-012, Utility Billing Software Consultant, to Whitlock Consulting Group, for an amount not to exceed $169,720 and for a two-year term
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DEPARTMENT: Finance Department
SUBMITTED BY: Raymond Munch, Director of Finance
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Naviline is the City’s legacy utility billing (UB) and customer information solution (CIS). Since 1991, the City’s electric, water/wastewater and refuse/recycling customer accounts and billing have been maintained using this solution. The software runs on an IBM AS400 platform that is limited in its integration capabilities with our many other enterprise-grade and SaaS solutions. The software also lacks many of the newer features and functionality of today’s modern UB/CIS systems.
Upon conducting market research and evaluating the software landscape, it was determined that implementing new UB software has a high degree of complexity. Due to the scale and impact of replacing such a critical system, staff hired a qualified consulting firm to guide the current state assessment, RFP creation, vendor selection, and potential implementation of a new UB/CIS solution.
The selected consultant’s responsibilities will involve the following tasks outlined in the RFP:
• Task 1: Project Management. Facilitate identification of all project stakeholders; formalize a communication plan; develop a project plan including timelines; facilitate project meetings; track all decisions; and track all issues with proposed actions.
• Task 2: Needs Assessment/Gap Analysis. Review, evaluate, and document existing systems; and determine and document the functional requirements necessary to meet the business needs of all City departments that use the UB/CIS system. In collaboration with the City’s subject matter experts (SME), identify deficiencies within the current systems that can be enhanced with a new UB/CIS solution and propose opportunities for improved system design and efficiency.
• Task 3: Data Mapping/Clean Up. In collaboration with the City’s SME, review and identify the multiple datasets used to store and transmit utility billing related data, map the relationships and connections between data fields in the datasets, identify and correct errors, inconsistencies and redundancies in the datasets and determine the appropriate systems of record for the data.
• Task 4: RFP Development. Based on the results of the Needs Assessment and Gap Analysis, coordinate with the City’s Procurement Team and SMEs to prepare an RFP to be issued by the City for a new UB/CIS solution.
• Task 5: Implementation Action Plan Development. Complete a comprehensive action plan to implement the UB/CIS solution, including prioritization of solution requirements, suggested time frames for implementing the solution, necessary City staff resources, and allocation of time
• Task 6: Evaluation and Selection of UB Solution. Participate in the evaluation and selection process. Assist with the identification of potential risks and issues to ensure the City makes a quality selection decision, which achieves the City’s UB/CIS solution requirements.
• Task 7: Contract Negotiations. Assist City staff in negotiating a contract. May attend the City Council meeting(s) and assist with the presentation for the selection and award of the chosen solution.
• Task 8: Implementation (Optional). Guide the City through the implementation of the selected solution and assist with the identification and assessment of process changes necessary for a successful UB/CIS solution roll-out, including monitoring training; monitoring vendor compliance to negotiated contract; providing guidance in conducting user acceptance testing; and authorizing system acceptance for project closeout.
DISCUSSION:
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Advertisement Date: |
03/13/2025 |
Notices Sent: |
551 |
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Opening Date: |
04/25/2025 |
Planholders: |
55 |
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Proposals Received: |
14 |
Proposals were received from the following vendors:
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Raftelis Financial Consultants, Inc. |
Data Climb, LLC |
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Whitlock Consulting Group |
Validos |
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Kaihen |
Sure Power Consulting |
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BerryDunn |
Utilities Solution Partners |
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TMG Consulting |
E Source Companies, LLC |
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ScottMadden, Inc. |
Plante & Moran, PLLC |
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Raybern Utility Solutions, LLC |
Land People Place, LLC |
A selection team comprised of representatives from the Finance, Information Technology, Water/Wastewater Utilities, Electric Utility, and Finance and Information Technology departments evaluated the proposals, which were scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Proposer (40%)
2. Suitability and Quality of the Approach (40%)
3. Milestones and Deliverables (20%)
After reviewing and scoring the proposals, the selection committee invited the top four vendors, Whitlock Consulting Group (WCG), TMG Consulting, Utilities Solution Partners, and E Source Companies, LLC to attend interviews.
Following the completion of the interviews, the selection committee rescored the vendors. The vendor with the highest qualification score, WCG, is recommended for the award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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Whitlock Consulting Group |
85.0 |
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Utility Solutions Partners |
74.4 |
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E-Source |
72.6 |
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TMG |
63.0 |
WCG demonstrated a deep understanding of how municipal electric and water utilities operate within utility billing platforms. WCG has 12 years of dedicated experience helping municipalities of similar size and complexity modernize their utility billing platform.
The requested award amount of $169,720 represents the not-to-exceed amount, including labor, travel, and other direct costs for Tasks 1-7. WCG has also provided a 2025 flat hourly labor rate of $175 per hour for the optional Task 8. In the event staff chooses to exercise Task 8, a formal recommendation, in the form of a Change Order, will be brought before the City Council for approval.
The contract term is from the date of execution to August 31, 2027.
FISCAL IMPACT:
CIP #: EG016
Utility billing software consultant services will be expensed to the Technology accounts listed below. The 2025 budget includes $50,000 to EG016, the utility billing software upgrade. A portion of this award can be accommodated within the 2025 budget. Moving forward, these expenses will be largely allocated to both the Electric and Water Utility Funds, with a small portion being expensed to the Capital Projects Fund. While the 2026 budget is currently being developed, staff will ensure sufficient funding is included to support this work in 2026.
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Account Number |
Fund Description |
Total Budget Amount |
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15102200-551504 |
Capital Projects Fund |
TBD |
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15101300-551504 |
Electric Utility Fund |
TBD |
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15101500-551504 |
Water Utility Fund |
TBD |