2025-007 Utility Billing Software

The City of Thomasville is issuing a solicitation to acquire and implement a comprehensive Utility Billing Software Package designed to replace its existing billing platform. The project aims to establish a unified system capable of managing customer accounts and billing for a broad range of utility services including electricity, water, gas, sewer, stormwater, and refuse. The new system must support current and future rate structures, facilitate integration with external data sources such as meter reading providers and third-party payment processors, and provide customer-facing applications for online and mobile payments. It is expected to serve as both a billing and Customer Information System, with a minimum operational lifespan of fifteen years, requiring regular updates and support. Proposals are evaluated based on multiple criteria, including the vendor’s experience, ability to deliver a comprehensive integrated solution, customer service, financial stability, and cost, with the ability to meet the City’s functional and technical specifications being paramount. The selected vendor will be responsible for delivering a fully integrated, Microsoft Windows 365-based software solution, including configuration, data migration, training, and post-implementation support. The contract will be a fixed-price agreement, with detailed cost components covering hardware, licenses, support, customization, and future upgrades, and will include provisions for insurance, performance bonds, and certifications. The City emphasizes a competitive process, with the potential for negotiations and adjustments based on project scope and costs, and reserves the right to reject any proposals. The project timeline anticipates initiation within 30 days of contract approval, with a focus on providing a secure, scalable, and cost-effective solution to meet current needs and accommodate future growth.