HomeMy WebLinkAboutPSA with TruePoint for Utility Billing System ImplementationAGREEMENT FOR PROFESSIONAL SERVICES
TRUEBILL BILLING SYSTEM IMPLEMENTATION
PROJECT NUMBER 10404
THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 10th day of
February, 2015, and entered into by and between the City of Meridian, a municipal corporation
organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Broadway
Avenue, Meridian, Idaho 83642, and TruePoint Solutions LLC, hereinafter referred to as
"CONSULTANT", whose business address is 774 Mays Blvd, Suite 10-377, Incline Village, Nevada
89451.
INTRODUCTION
Whereas, the City has a need for services involving system installation, customization
and reporting, data mapping/migration/integration, training, testing, implementation planning, and
post -implementation support related to the acquisition of a software license for the TrueBill software
solution being purchased by the CITY under a separate agreement ; and
WHEREAS, the Consultant represents and warrants that it is specially trained,
experienced and competent to perform and has agreed to provide such services and is appropriately
accredited and licensed by all applicable agencies and governmental entities;
NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and
conditions hereinafter contained, the parties agree as follows:
TERMS AND CONDITIONS
Scope of Services:
1.1 CONSULTANT shall perform and furnish to the City upon execution of this Agreement
and receipt of the City's written notice to proceed, all services, and comply in all respects, as
specified in the following documents titled "Scope of Services" and "System Requirements",
copies of which are respectively attached hereto as Attachment "A" Scope of Services and
Attachment "C' System Requirements and incorporated herein by this reference, together with
any amendments that may be agreed to in writing by the parties.
1.2 All documents, drawings and written work product prepared or produced by the
Consultant under this Agreement, including without limitation electronic document files, are the
property of the Consultant; provided, however, the City shall have the right to reproduce,
publish and use all such work, or any part thereof, in any manner and for any purposes
whatsoever and to authorize others to do so. If any such work is copyrightable, the Consultant
may copyright the same, except that, as to any work which is copyrighted by the Consultant,
the City reserves a royalty -free, non-exclusive, and irrevocable license to reproduce, publish
and use such work, or any part thereof, and to authorize others to do so.
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1.3 The Consultant shall provide services and work under this Agreement consistent with
the requirements and standards established by applicable federal, state and city laws,
ordinances, regulations and resolutions. The Consultant represents and warrants that it will
perform its work in accordance with generally accepted industry standards and practices for
the profession or professions that are used in performance of this Agreement and that are in
effect at the time of performance of this Agreement. Except for that representation and any
representations made or contained in any proposal submitted by the Consultant and any
reports or opinions prepared or issued as part of the work performed by the Consultant under
this Agreement, Consultant makes no other warranties, either express or implied, as part of
this Agreement.
1.4 Services and work provided by the consultant at the City's request under this
Agreement shall be performed in a timely manner in accordance with a Schedule of Work and
completed based on Acceptance Criteria, which the parties hereto shall agree to. The
Schedule of Work and Acceptance Criteria may be revised from time to time upon mutual
written consent of the parties.
2. Consideration
2.1 The Consultant shall be compensated on a Not -to -Exceed basis as provided in
Attachment B "Payment Schedule" attached hereto and by reference made a part hereof for
the Not -to -Exceed amount of $259,000
2.2 The Consultant shall provide the City with a monthly statement, as services warrant, of
fees earned and costs incurred for services provided during the billing period, which the City
will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not
withhold any Federal or State income taxes or Social Security Tax from any payment made by
City to Consultant under the terms and conditions of this Agreement. Payment of all taxes and
other assessments on such sums is the sole responsibility of Consultant.
2.3 Except as expressly provided in this Agreement, Consultant shall not be entitled to
receive from the City any additional consideration, compensation, salary, wages, or other type
of remuneration for services rendered under this Agreement., including , but not limited to,
meals, lodging, transportation, drawings, renderings or mockups. Specifically, Consultant shall
not be entitled by virtue of this Agreement to consideration in the form of overtime, health
insurance benefits, retirement benefits, paid holidays or other paid leaves of absence of any
type or kind whatsoever.
3. Time of Performance:
This agreement shall become effective upon execution by both parties, and shall expire upon
completion of the agreed upon services, or unless sooner terminated as provided below.
Consultant shall begin the work stated in the "Scope of Services" upon written notice to
proceed.
4. Independent Contractor:
4.1 In all matters pertaining to this agreement, CONSULTANT shall be acting as an
independent contractor, and neither CONSULTANT nor any officer, employee, agent or sub -
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consultant of CONSULTANT will be deemed an employee of CITY. Except as expressly
provided in Attachment A, Consultant has no authority or responsibility to exercise any rights
or power vested in the City. The selection and designation of the personnel of the CITY in the
performance of this agreement shall be made by the CITY.
4.2 Consultant shall determine the method, details and means of performing the work and
services to be provided by Consultant under this Agreement. Consultant shall be responsible
to City only for the requirements and results specified in this Agreement and, except as
expressly provided in this Agreement, shall not be subjected to City's control with respect to
the physical action or activities of Consultant in fulfillment of this Agreement.
5. Indemnification and Insurance:
CONSULTANT shall indemnify and save and hold harmless CITY from and for any and all
losses, claims, actions, judgments for damages, or injury to persons or property and losses
and expenses and other costs including litigation costs and attorney's fees, arising out of,
resulting from, or in connection with the negligent acts and/or errors or omissions by the
CONSULTANT, its servants, agents, officers, employees, guests, and business invitees, and
not caused by or arising out of the tortuous conduct of CITY or its employees. CONSULTANT
shall maintain, and specifically agrees that it will maintain, throughout the term of this
Agreement, liability insurance in the minimum amounts as follow, General Liability One Million
Dollars ($1,000,000) per incident or occurrence, Professional Liability / Professional errors
and omissions One Million Dollars ($1,000,000) aggregate, Automobile Liability Insurance One
Million Dollars ($1,000,000) per incident or occurrence and Workers' Compensation Insurance
, in the statutory limits as required by law. The CITY shall be named an additional insured on
both General Liability and Automotive policies. The limits of insurance shall not be deemed a
limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY
becomes liable for an amount in excess of the insurance limits, herein provided,
CONSULTANT covenants and agrees to indemnify and save and hold harmless CITY from
and for all such losses, claims, actions, or judgments for damages or injury to persons or
property and other costs, including litigation costs and attorneys' fees, arising out of, resulting
from , or in connection with the performance of this Agreement by the Consultant or
Consultant's officers, employs, agents, .representatives or subcontractors and resulting in or
attributable to personal injury, death, or damage or destruction to tangible or intangible
property, including use of. CONSULTANT shall provide CITY with a Certificate of Insurance,
or other proof of insurance evidencing CONSULTANT'S compliance with the requirements of
this paragraph and file such proof of insurance with the CITY at least ten (10) days prior to the
date Consultant begins performance of its obligations under this Agreement. In the event the
insurance minimums are changed, CONSULTANT shall immediately submit proof of
compliance with the changed limits. Evidence of all insurance shall be submitted to the City
Purchasing Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue,
Meridian, Idaho 83642.
6. Notices: Any and all notices required to be given by either of the parties hereto, unless
otherwise stated in this agreement, shall be in writing and be deemed communicated when
mailed in the United States mail, certified, return receipt requested, addressed as follows:
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CITY
City of Meridian
Keith Watts, Purchasing Manager
33 E Broadway Ave
Meridian, ID 83642
208-888-4433
Email: kwatts@meridiancity.org
CONSULTANT
TruePoint Solutions LLC
Attn: Kent Johnson, Chief Executive Officer
759 Mays Blvd. #10-377
Incline Village, NV 89451
Phone: 916.259.1293 ext. 202
Email: kjohnson@truepointsolutions.com
Either party may change their address for the purpose of this paragraph by giving written
notice of such change to the other in the manner herein provided.
7. Attorney Fees: Should any litigation be commenced between the parties hereto concerning
this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be
granted, to court costs and reasonable attorneys' fees as determined by a Court of competent
jurisdiction. This provision shall be deemed to be a separate contract between the parties and
shall survive any default, termination or forfeiture of this Agreement.
8. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the
essence with respect to each and every term, condition and provision hereof, and that the
failure to timely perform any of the obligations hereunder shall constitute a breach of, and a
default under, this Agreement by the party so failing to perform.
9. Assignment: It is expressly agreed and understood by the parties hereto, that CONSULTANT
shall not have the right to assign, transfer, hypothecate or sell any of its rights under this
Agreement except upon the prior express written consent of CITY.
10. Discrimination Prohibited: In performing the Services required herein, CONSULTANT shall
not unlawfully discriminate in violation of any federal, state or local law, rule or regulation
against any person on the basis of race, color, religion, sex, national origin or ancestry, age or
disability.
11. Reports and Information:
11.1 At such times and in such forms as the CITY may require, there shall be furnished to
the CITY such statements, records, reports, data and information as the CITY may request
pertaining to matters covered by this Agreement.
11.2 Consultant shall maintain all writings, documents and records prepared or compiled in
connection with the performance of this Agreement for a minimum of four (4) years from the
termination or completion of this Agreement. This includes any handwriting, typewriting,
printing, photo static, photographic and every other means of recording upon any tangible
thing, any form of communication or representation including letters, words, pictures, sounds
or symbols or any combination thereof.
12. Audits and Inspections: At any time during normal business hours and as often as the CITY
may deem necessary, there shall be made available to the CITY for examination all of
CONSULTANT'S records with respect to all matters covered by this Agreement.
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CONSULTANT shall permit the CITY to audit, examine, and make excerpts or transcripts from
such records, and to make audits of all contracts, invoices, materials, payrolls, records of
personnel, conditions of employment and other data relating to all matters covered by this
Agreement.
13. Publication, Reproduction and Use of Material: No material produced in whole or in part
under this Agreement shall be subject to copyright in the United States or in any other country.
The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or
in part, any reports, data or other materials prepared under this Agreement.
14. Compliance: In performing the Scope of Services required hereunder, CONSULTANT shall
comply with all applicable laws, ordinances, and codes of Federal, State, and local
governments. Contractor, at no expense to the City of Meridian, shall secure and maintain in
full force and effect during the term of this Contract all required licenses, permits, and similar
legal authorizations, and comply with all requirements thereof.
15. Changes: The CITY may, from time to time, request changes in the Scope of Services to be
performed hereunder. Such changes, including any increase or decrease in the amount of
CONSULTANT'S compensation, which are mutually agreed upon by and between the CITY
and CONSULTANT, shall be incorporated in written amendments to this Agreement.
16. Termination: If, through any cause, CONSULTANT, its officers, employees, or agents fails to
fulfill in a timely and proper manner its obligations under this Agreement, violates any of the
covenants, agreements, or stipulations of this Agreement, falsifies any record or document
required to be prepared under this agreement, engages in fraud, dishonesty, or any other act
of misconduct in the performance of this contract, or if the City Council determines that
termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the
right to terminate this Agreement, in part or in its entirety, by giving written notice to
CONSULTANT of such termination and specifying the effective date thereof at least fifteen
(15) days before the effective date of such termination. CONSULTANT may terminate this
agreement at any time by giving at least sixty (60) days' notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished documents, data,
and reports prepared by CONSULTANT under this Agreement shall, at the option of the CITY,
become its property, and CONSULTANT shall be entitled to receive just and equitable
compensation for any work satisfactorily complete hereunder.
Notwithstanding the above, CONSULTANT shall not be relieved of liability to the CITY for
damages sustained by the CITY by virtue of any breach of this Agreement by CONSULTANT,
and the CITY may withhold any payments to CONSULTANT for the purposes of set-off until
such time as the exact amount of damages due the CITY from CONSULTANT is determined.
This provision shall survive the termination of this agreement and shall not relieve
CONSULTANT of its liability to the CITY for damages.
17. Construction and Severability: If any part of this Agreement is held to be invalid or
unenforceable, such holding will not affect the validity or enforceability of any other part of this
Agreement so long as the remainder of the Agreement is reasonably capable of completion.
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18. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It
has received independent legal advice from its attorney's or the opportunity to seek such
advice.
19. Entire Agreement: This Agreement contains the entire agreement of the parties and
supersedes any and all other agreements or understandings, oral or written, whether previous
to the execution hereof or contemporaneous herewith.
20. Order of Precedence: Any inconsistency in this Agreement shall be resolved by giving
precedence in the following order:
A. Attachment C — System Requirements;
B. Attachment A — Scope of Services;
C. Attachment B — Payment Schedule.
21. Warranties: Contractor warrants that all materials, equipment, and/or services provided under
this Contract shall be fit for the purpose(s) for which intended, for merchantability, are properly
package, proper instructions and warnings are supplied, that all goods comply with applicable
safety and health standards, that an MSDS Sheet is supplied as required by law, and that
products or services conform to the requirements and specifications herein. Acceptance of
any service and inspection incidental thereto by Meridian shall not alter or affect the obligations
of the Contractor or the rights of Meridian.
22. Public Records Act: Pursuant to Idaho Code Section 9-335, et seq., information or
documents received from the Contractor may be open to public inspection and copying unless
exempt from disclosure. The Contractor shall clearly designate individual documents as
11 exempt' on each page of such documents and shall indicate the basis for such exemption.
The CITY will not accept the marking of an entire document as exempt. In addition, the CITY
will not accept a legend or statement on one (1) page that all, or substantially all, of the
document is exempt from disclosure. The Contractor shall indemnify and defend the CITY
against all liability, claims, damages, losses, expenses, actions, attorney fees and suits
whatsoever for honoring such a designation or for the Contractor's failure to designate
individual documents as exempt. The Contractor's failure to designate as exempt any
document or portion of a document that is released by the CITY shall constitute a complete
waiver of any and all claims for damages caused by any such release.
23. Confidentiality: Consultant understands and acknowledges that all tests and
results(confidential information) are intended solely for the City. Consultant agrees to hold all
confidential information in confidence and will not disclose the confidential information to any
person or entity without the express prior written consent of City.
24. Applicable Law: This Agreement shall be governed by and construed and enforced in
accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian.
25. Approval Required: This Agreement shall not become effective or binding until approved by
the City of Meridian.
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CITY OF MERIDIAN
By: fjy v
Tammy De W� r , ufayer
Dated: 2 — jO — /
Approved By Council: 2—/0—/
Holman, City Clerk
Purchasiinn Approval
By:
Keith t
Watts, Purchasing Manager
Dated::
TRUEPOINT
By:_
Kent
i
2
LLC
Officer
Finance Department Approval
By: dfA `cs 16, 14, 11 n 01
Stacy Kilch nmann, 'Chid Financial Officer
Dated:: a // B &r
#10404 Truebill Billing System Installation and Implementation Page 7 of 36
Attachment A
SCOPE OF SERVICES
Installation
1. Installation, training, and documentation services, which focus on design, configuration, and
implementation of application environments, and certification of the proper baseline application(s)
installations for all environments and associated customization and upgrades to the baseline applications.
a) Verification, documentation and acceptance of the application installation (including backup and
recovery procedures) in all environments utilized by the UBS solution. This includes subsequent
upgrades to support newer versions of the software
b) Implementation of necessary tools to support the acceptance and migration of new versions or releases
of the UBS solutions across the various development, maintenance and production environments. A
migration strategy for new application versions/releases will be put in place to support "code drops."
Database performance reviews will be conducted on a regular basis to provide recommendations for
database tuning, as needed.
c) Ensure quality and viability "code drops" in support of enhancements, interfaces and the migration of
these "code drops" across the various development, maintenance, and production environments.
2. While the City prefers to execute all software application installation and environment creation, the
Proposer will provide guidance, oversight and document the implementation of the technology
infrastructure necessary to operate the UBS solution. Additionally, it consists of the following components:
a) Recommend configuration, and provide acceptance of the proposed server environment and
associated networking and storage systems as provided by the City. This includes all hardware and
system software required to support the development, test, training, production (high availability), and
possible disaster recovery environments within specified service levels and a schedule of upgrades to
the environment to support various stages of the development effort leading up to production operation.
b) Monitoring and tuning of both batch and on-line performance in conjunction with agreed upon service
levels.
3. Proposer shall provide recommendations and mentor city staff in all configuration activities. These
application configuration services will focus on configuring the application to meet the City's processing and
business requirements, including workflow. The City will work with each Proposer to understand if their
solution is pre -configured and will support the specific needs of the City. The primary method of meeting
the City's business requirements and processing will be through configuration rather than customization
work.
4. Solution security services focus on the design, development, and testing of security roles for the UBS
solutions.
Customization and Reporting
1. Solution development services focus on developing the baseline UBS solutions and other required
software to meet the City's specific needs, including in the following areas:
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a) Enhancements. While product enhancements are not the preferred method to solution development,
there may be instances in which the need to customize the new UBS solutions are identified. This
activity deals with the identification, design, programming, unit testing, and delivery of any extensions,
reports, interfaces and other customization to the City environment.
b) Workflows. The project will identify those business transactions and associated workflow/work queues
that require automation. This activity deals with the configuration, unit testing, and delivery of the
automated workflows to the UBS solution. The City will require the Proposer to conduct all business
process requirements (BPR) activities, provide all BPR deliverables including desktop procedures and
detailed workflows.
2. Data access and product reporting services focus on the modification of all standard reports within the UBS
solutions, and the design and development of new production reports. In addition to the required reports
identified in the reporting section of Attachment C System Requirements, the City expects the following
tasks to be included in the implementation activities.
a) Reports. The City expects unidentified reporting requirements to come up during implementation. Thus
a series of queries and reports outside of the standard UBS solution offerings and those identified in the
Attachment C System Requirements will be identified. This activity deals with the design,
programming, unit testing, and delivery of an unanticipated query/report to the City's environment.
These query/reports will ultimately be delivered into a system testing and user acceptance
environment.
b) Statements. With the implementation of the new UBS solution, the City plans to review its bill
formatting and production process. The City envisions that its billing statements will be redesigned
incorporating additional information desired by its customers. The City will have a number of different
bill statements, invoices, notices, and other correspondence, which the system is required to produce.
A vendor's third party software may be used to accommodate the production and distribution of these
statements. This activity provides for the implementation and configuration of the bill production and
distribution hardware and software, the redesign of the bill and other statements and the production of
various statements in both hardcopy and electronic copy. This function may also deal with the
electronic bill presentation and payment process.
Data Mapping/Migration/Integration
1. Solution conversion services focused on cleansing and converting data from the old legacy systems to the
new UBS solution, and includes the following activities:
a) Cleansing. This activity deals with the identification of data in the legacy systems that needs to be
scrubbed or cleaned in order to ensure that information loaded into the new UBS solutions is accurate
and will support processing within the new environment. Typically, a series of reports within the
conversion process will identify problem areas that require either a manual or automated cleanup
process. An automated process will be developed in cases where large amounts of data need to be
cleaned and is possible in a programmatic manner.
b) Conversion. Data will be mapped between the legacy systems and the new UBS solution. The
implementer will be solely responsible for the extraction, transformation and loading of all converted
data. The proposer will develop conversion programs to conduct an automated conversion of data from
the current UBS (Caselle) and other systems to the new UBS solution. A series of extracts and loads
will be conducted over the course of the development process to ensure that the conversion process is
working as designed. This process may be conducted over a 3 -day weekend. In addition, a balancing
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program will be developed and executed with each conversion to ensure that all counts and dollars are
accounted for in the conversion process. Additionally, data from legacy systems, as well as historical
information from legacy systems in various formats, including databases, tapes, flat files, etc., will be
converted to provide ongoing query capabilities and allow the archive of legacy applications. At this
time, the City is planning to convert all accounts and five (5) years of history for these accounts. This
historical data will be used for new estimation algorithms and for high bill inquiries. Provide
recommendations concerning the best approach to creating a read only version of the legacy system
for future reference.
c) Interchange. Interfaces and integration services focus on the efficient and effective means to share and
transfer information among the City's systems, including external entities. The key to this project's
success will be the overall integration design. It is imperative that the proposer provide comprehensive
and competent integration experts that can provide recommendations, design, and then manage the
execution of the services need to meet the requirements of this project. The City has identified a
number of interfaces that will require the development of either a one-way or two-way interfaces
between the UBS solutions and the City's other identified applications. This activity deals with the
identification, design, programming, unit testing, and delivery of the customized interfaces to the City's
environment. Knowledge transfer is -a critical element of interface development so City Staff has the
requisite knowledge to maintain these interfaces in a production environment. Refer to Attachment C —
System Requirements 700.
Training
1. Training services will focus on training materials and the identification and training of users in processes
supporting the new UBS solution i.e. "train the trainer", including the following activities:
a) Core Team Training. Proposer shall provide product training to all Core Team members for the
purpose of orientation and familiarization with product terminology and operation that is needed for
proper understanding of subsequent implementation activities. This includes functional and technical
training.
b) Training Development. The Proposer will provide baseline training documentation with the base UBS
solution. This will include but may not be limited to, course content, instructor guides and exercises.
Training development team will include Proposer staff with specific product expertise to guide the
development of training materials. Proposer will utilize these materials as the starting point and will
modify the materials to reflect the City's specific configuration, workflows and processes including
appropriate desktop procedures/job aids/quick reference user guides and associated test data. Dry
runs of training materials and courses will be conducted to ensure that the materials are accurate. This
activity results in the delivery of both hardcopy and electronic materials.
c) Training Delivery. A training plan will be developed and delivered to the City for approval. The
approved training program shall be delivered to all users of the system, including primary, secondary,
and casual users. Proposer staff delivering training must be very knowledgeable with the UBS solution
product. A trainer with no prior product expertise to deliver courses is not acceptable. During these
training sessions a City SME will be in attendance to facilitate training. This may be accomplished using
a combination of delivery methods, including classroom training courses, computer based training,
personal practice time, Internet based training, etc. Training plan will include learning objectives and
performance indicators to ensure the training outcome is measureable and successful. The training
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plan include activities to address training needs during and immediately following production
implementation for"refresher" training as needed.
Note: The City prefers all training be held onsite between the hours of 9:00 am and 4:00 pm. The City will
provide a suitable training facility. City requires an experienced facilitator(s) onsite to deliver a complete
curriculum of UBS solution training classes to a Core Team of approximately twenty (20) team members. The
number of end users requiring training is approximately sixty-three (63). City requires original electronic files for
"all" training documentation to be reproduced for all our end users. City also requires onsite Technical Training
delivered to the Technical Team for the UBS solution products.
Below is a breakdown of the number of users to be trained by department.
Department Function No. of Users
Utility Billing Customer Service 5
Billing 2
Accounting/Finance Cash Receipting/Reporting 2
Water Department Meter 23
Reading/Technician/Other
Other Asset Management 2
GIS 2
Public Works 6
Trash Contractor 2
Testing
Testing services will include the development of an overall test plan, which will include unit testing, usability
testing, user acceptance testing, system testing and as needed, regression testing.
1. As well, testing services will include the development of quality assurance criteria and success
measures/performance indicators that will mitigate for false positives on test results.
a) Requirements Matrix. Proposer shall use the Attachment C System Requirements worksheet to
baseline the number of test scripts/scenarios that need to be developed. The System Requirements
worksheet will be used as a "cradle to grave" tracking of requirements to ensure each requirement is
addressed, tested, measured, approved and implemented.
b) Parallel Testing. Proposer shall provide a pros and cons evaluation of parallel testing, and shall
provide recommendations to mitigate for challenges and issues with parallel testing accordingly.
c) Test Reporting. Proposer shall provide a means to track actual test results against expected results
and to document changes in test scripts/scenarios/expectations precipitated by test results.
d) Measures/Success Criteria. Proposer shall develop success criteria, target percentages and
measurement methods report/measure the success rate of test results
Implementation Project Plan
The Proposer shall provide project management and administration services involved with the installation,
implementation and post implementation support of the UBS solution. Activities will include but are not limited
to: building and maintaining the project plan, scope and change management, issue and problem
management, and Proposer personnel management.
The Proposer shall provide a complete project plan that includes, but is not limited to:
1. Project schedule detailing the resources, tasks and target durations for scope of work activities for
Installation, Customization and Reporting, Data Mapping/Migration/Integration, Training, Testing,
Implementation and Post Implementation
2. Project success criteria and key performance indicators
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3. Risk Matrix with identified strategies
4. Statement of Scope (what it is in scope and what it is out of scope for this implementation)
5. Change Request/Change Control approval and tracking procedures
6. Requirements tracking methodology that provides the means to track system requirements (Attachment C)
through testing and to production implementation
7. Description of project status and progress reporting procedures and tools
Post Implementation Support
1. The Proposer shall provide services to document all of the enhancements, plug -ins, reports, workflows and
extensions that are developed during the course of this project so that the City can modify and reinsert or
reuse those enhancements as new releases and product versions are available. Overall, the proposer will
be required to provide documentation of all their activities and work products throughout the project life
cycle.
a) Additionally, implementation services will include knowledge transfer for all aspects of the project,
reporting and project status management, communication and document management, risk
management, quality assurance of implementer provided deliverables, and quality control
management.
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Attachment B
PAYMENT SCHEDULE
A. Total and complete compensation for this Agreement shall not exceed $259,000.00.
Milestone
Description
Rate
Hours
Amount
Installation Services
Payment will be monthly based on hours
$150
200
$30,000
worked. Percentage complete and work
remaining will be reported monthly.
Customization and Reporting
Payment will be monthly based on hours
$150
200
$30,000
worked. Percentage complete and work
remaining will be reported monthly.
Data Mapping/Migration/
Payment will be monthly based on hours
$150
300
$45,000
Integration
worked. Percentage complete and work
remaining will be reported monthly.
Training
Payment will be monthly based on hours
$150
200
$30,000
worked. Percentage complete and work
remaining will be reported monthly.
Testing
Payment will be monthly based on hours
$150
200
$30,000
worked. Percentage complete and work
remaining will be reported monthly.
Implementation Plan/Project
Payment will be monthly based on hours
$150
134
$20,000
Management
worked. Percentage complete and work
remaining will be reported monthly.
Deliverable will be an approved
Im lementation Plan.
Post -Implementation Support
Payment will be monthly based on hours
$150
134
$20,000
worked. Percentage complete and work
remaining will be reported monthly.
Additional Requirements Post-
Payment will be monthly based on hours
$150
360
$54,000
RFP (2nd Name, Group Profile,
worked. Percentage complete and work
Inspector Portal, BIDS
remaining will be reported monthly.
Integration, SOTO Dashboard,
Deliverable will be an approved
Tables and UI for storage of
Implementation Plan.
basic register/MXU data
attributes; Search Companion
functionality to query data
related to the MXU
information; Import/Export
processes to allow import of
mass MXU data from the
manufacturer(s))
Totals
$150
1728
$259,000.00
Per RFP FIN -14-10404, no travel expenses will be accepted as valid charges.
#10404 Truebill Billing System Installation and Implementation Page 13 of 36
Attachment C
SYSTEM REQUIREMENTS
Mandatory
RegNbr Daeslls the system being proposed:
Rank
1, 2,
3
Choose the best option for how your
system meets the requirement:
Comments
100.00 Technical Requirements MANDATORY
101.00 Store Data in Microsoft SOL Server 2008 R2 and higher 1 OBB
102.00 SupportMicrosoft Windows Server 2008 R2 (Server) and higher 1 OOB
103.00 Support Microsoft Windows 764-bil(Client)and -higher 1 000
104.00 Supportvmware 5.5 and higher 1 008
105.00 Support Internet Explorer 9 and higher for internal use 1 008
105.01 Support HTML4-5 browsers e.g. Chrome, firefox, IE (if web app) 1 OOB
106.00 Support at least 100,000 customer accounts 1 OOB
107.00 Support Single Sign -on using Active Directory users and groups for authentication 1 OOB
108.00 Provide role -based secured access to system, functions (Including reporting), and 1 DOB
data; maintainable via user interface i.e. no programming required
109,00 Log allactivity[notjustsecurityviolations]YAMonlinefelectronicreporilreview 1 BOB
capability
110.00 Offer an abundance of user configurable/defined fields 1 ODB
111.00 Can mask/reveal encrypted data based on role 1 OOB
112.00 Support encrypted database fields (AES 256 or FIPS 140-2 compliance) 1 BOB
113.00 Support SSRS reports to be run against the SOL database 1 DOB
114.00 Support Instances of the application in multiple environments (training, dev, QA, 1 OOB
ori
119.00 Provide source code via escrow 1 DOB
200.00 Usability Requirements MANDATORY
201.00 Use drop-down lists wherever practical to avoid data entry mislays
1
DOB
202.00 Support multiple users performing the same function at the same time but riot on
the same record
1
000
#10404 Truebill Billing System Installation and Implementation Page 14 of 36
cua.uu
mmw nawganon oeaveen wmaows anal varus pursuers vam0ut having to exitout
1
OOB
of each window.
204.00
Provide the ability to quickly access entry fors using shortcuts for heads down I
1
008
high volume data entry (without using the mouse).
205.00
Offer ability to searchlsorYfilterlquery in all modules on the following fields:
1
OOB
205.01
customer name, or substring within name
1
OOB
205.02
mailing address
1
OOB
205.03
service address
1
008
205.04
account number
1
0013
205.05
associated asset ID number (meter, etc.)
i
COB
205.06
phone number
1
OOB
206.00
Able to perform copy/cul/paste functions
1
OOB
207.00
Track and display slaws of cuslomer account (active, inactive, pending, etc.)
1
OOB
208.00
Track and display account balance status (delinquent, cellections, write.off,etc)
1
008
209.00
Provide user -defined dropdowm menus, autofill fields, look -up [table] data
1
COB
209.01
Able to select table data (with description) from a dropdown menu based on
1
OOB
customer/transaction type, etc.
210.00
Provide standard terms and service types to ensure data consistency for meMcs
1
OOB
Device, searchability and reponng
211.00
Able to build new account from old account information - able to carry forward
1
008 Attributes of the Service Location remain
certain default attributes of the property owner; Able to copy/paste account data into
static regardless of the active account al
new record
the location.
300.00
Billing Requirements MANDATORY
301.00
Provide information to be associated for Primary parry on account: Multiple phone
1
OOB
numbers, email addresses, employment information and identification numbers. All
fields have unique labels by field type. e.g phone number 1, 2, 3 ; address 1, 2, 3 -
owner phone, renter phone, etc. ensure residence (billing), mailing
(ownenlandlord/PM), special conlacl (PM, Landlord) - add backflow specific
address information Ex: Capture multiple address types, such as billing, seasonal
etc Ex: able to handle multiple addresses tied to one meter e.g. one building but
multiple suites that need separate billing
#10404 Truebill Billing System Installation and Implementation Page 15 of 36
302.00
Provide information to be associated for Secondary party on account Multiple
1
OOB
phone numbers, emall addresses, employment informagan and idenfificatian
numbers. All fields have unique labels by field type, e.g phone number 1, 2, 3;
address 1, 2, 3 - owner phone, renter phone, etc. ensure residence (billing), mailing
(ownerdandlord(PM), special contact (PM, Landlord) Ex: Capture multiple address
types, such as billing, seasonal etc Ex: able to handle multiple addresses tied to
one meter e.g. one building but multiple suites that need separate billing Ex: Allow a
second person to be named on an account along with a descripgon of the
relationship to the primary amount holder
303.00
Provide for unique premises identification fields, including:
1
OOB
303.01
ward lneighborhood/ subdivision /etc.
1
OOB
303.02
service area
i
0013
303.03
GIS coordinates
1
OOB
303.04
lot#
1
OOB
303.05
block If
1
OOB
304.00
Able to allow for a custom field to be entered per account which is a water-
1
config
deparlment-specific zone assignment. Route and sequence are used to load
specific areas and are standard In all types of meter reading . The Water Division
creates account Vs off these mutes which are unique. These amount Ars represent
areas not only for meter routing, but for field personnel as well. Ex: Account
36.88.0606.01 means this meter is located on the south side (2000-5400) of
Meridian. First two digits'36' represent route 3600; 2nd two digits'88' represent
subdivision; next four digits represent lot and block, 'Lot 06"Block 06' represent the
route sequence: 606 (since meters are now read by radio frequency, a sequence is
not mandatory and some old accounts do not have it; '36.88.0606' is the complete
locabonno. The last two digits of an account act as a generation number, '.01'
means this account belongs to the first property owner. So if amount#'s
3688000101-3688999999 are entered into the current system, this would
displaylexport all the homes for this subdivision. To have customer accounts
system-generated would completely alter how we set up routes and how we route
service orders and call-outs.
305.00
Able to add and modify of rates per account electronically via user interface
1
OOB
305.01
Able to electronically add a newly created rate to apply to all accounts based on
1
config
customer type or some other variable as appropriate via user interface. Ex: Create
a new fee e.g. an inigation fee, that would apply to all residential properties; we
would want to add the fee in the rate table, then be able to electronically apply to all
residenfial accounts.
305.02
Able to add and modify of rates per table electronically via user interface
1
DOB
306.00
Able to allow future possibility of'tiered rates"; related to planning for future growth
i
COB
#10404 Truebill Billing System Installation and Implementation Page 16 of 36
307.00
Able to make changes to rale tables via a user interface with edits and with ability to
1
0013
Multiple evnironments will be provieded
run sample bill Wth new rate applied
for testing purposes. Rate changes are
made globally and automatically apply to
all applicable customer accounts based
upon their service location.
308.00
Able to select roles (with description) from a dropdown menu based on customer
1
OOB
e
309.00
Provide one customer bill with line items for the following scenarios:
1
OOB
309.01
Multiple service accounts at a single parcel location
i
OOB
309.02
Multiple charges of the same type on a single customer bill
1
OOB
309.03
Multiple meters to be billed on the same bill, maintaining usage and charges
1
OOB
independently for each
309.04
for display(onscreen) and print (on bill) multiple meter read son one accountibill
1
00B
309.05
for display (on screen) and print (on bill) prorated billing information
1
0013
309.06
for different garbage services (e.g. Sizes, types) including tax amounts
1
OOB
309.07
for charges to be grouped into sections for separate subtotalling; several late
1
00B
charges would list details of late charge and a subtotal
310.00
Provide options to view billed amounts and payments at either a service/detail level
1
008
or at a summary level
310.01
Able to drill down on a bill to see corresponding payment details; current process
i
o0B
All transactions contain a link to related
does not show the details of the payments against the billing remaining balance
transactions. This allows users to open
individual receivable items and drill down
to the payment applied, credit applied or
original source when the receivalbe has
been transferred from another customer
account.
312.00
Allow billing for associated services e.g. Reconnect charges, water, sewer, trash,
1
00B
code enforcement, etc.
313.00
Allow manual entry of charges
1
OOB
314.00
Allow prorated charges for mid-cycle tenant changes; e.g. able to generate prorated
"move
1
001
Move In / Move Out Wizard manages all
billing for tenant in/move our situations; ex: allow mid -billing cycle customer
aspects of mid-cycle move in/out acUvl[y
changes at a single location to produce part@] billing for the dates within the month
including proration and transfer of
each customer was responsible for (aka "prorated billing")
reclevables when the move infoul is back
dated to a previous billing period.
315.00
Produce charges based an previous usage from prior periods (i.e. Sewer charge u1
008
Both Winter averaging and usage
based on prior years winter months average usage)
estimates have several configuration
options including the use of same time,
previous year usage values.
#10404 Truebill Billing System Installation and Implementation Page 17 of 36
315,01
Allow manual override for calculated usages see #332
1
o0B
316.00
Allow association of account with property, not customer, so if a renter leaves, the
1
DOB
System allows users to add any number
landlord becomes responsible as of the move -out date
of "Bill To" customers on each acwunt.
Each "Bill To" can contain a role (Tenant,
Owner, Operational Contact, Etc) which
can be managed in the Move In / Out
process.
317.00
Allow for billing of temporary meters (hydrant meters) -both rental charges and
1
OOB
usage associated with the meter; Able to manage hydran#conslruction meters
based on billing cycle as opposed to upon customer request; This will require a
change in business process related req #336 Maybe add a GPS tracking device
and have Darcy drive and read via Auti
318.00
Accommodate potenfial future change in units from "1000s of gallons'to'gallons"
1
DOB
319.00
Identify customer as renter or owner
1
DOB
Customers are assigned to an account
using Roles. Roles are identified using a
user defined drop down list allowing for
unlinked roles.
320.00
Able to perform re -bills for specific accounts to correct for previous billing errors (no
1
OOB
data from original bill will change)
321.00
Produce customer bill with previous read dale along with the previous meter read
1
00B
322.00
Able to bill forladjust for multiple types of changestadjustments[e.g.
1
0013
Fire[PolicelGarbagelDirecl Pay Delinquencies/NSF checks] with minimal manual
Intervention and data entry Fire false alarm billing is all manual. NSF checks require
manual adjustment, $20 fee, requires manual billing until amount is caught
up.Dumpster import process still requires manual entry of charges for garbage
service. Fire Hydrant import process requires manual set up for meter, meter tax
and water type. Both imports require manual audit of the check out process to
ensure no errors.
323.00
Able to generate a final billing without closing the customer account initially; Me
1
GOB
companies call for final meter read/billing but sale tells through - the issue is the
system closes out the customer amount automatically when a final bill is generated
324,00
Able to editirejecl meter readings with obvious erroneous values e.g. All zeros, all
1
OOB
An extensive Meter Read Review tool is
9's before generating a bill with extraordinary charges
used to manage each read entered or
imported into the system. Suspect reads
are flagged so an accurate read can be
obtained or the read can be conecled
prior to reaching the billing process.
325.00
Ah le to prohibit backdating customer account postings
1
DOB
326.00 1
Has payment register that tracks cash receipts
1
DOB
#10404 Truebill Billing System Installation and Implementation Page 18 or 36
327.00
Able to set up alerts on customer accounts that require special service or attention 1
OOB
e.g. flagsinotes which will be immediately visible to anyone who accesses the
amount Ex: Landlords requires payments be made on certain day of month; or City
1
requires cash payments only due to history of NSF checks
-customer
328.00
Have automated workflow associated with new account (hat adds basic 1
OOB
services as a default
329.00
Able to select services (based on customer type) using check boxes for multiple 1
DOB
options to appy to one customer; make sure (here is a customer type that allows
waterlsewer/bash and spdnkers as applicable options
330.00
Ensure searchlinquiry produces the same results regardless if search is by 1
OOB
customer or service address; ensure data integrity by creating a primary key
undenwhich service address information is managed
331.00
Able to manually wile -off a selected charge 1
000
332.00
Able to assess backflow device fees, including but not limited to: 1
OOB
332.01
Illegal Turn on 1
OOB
332.02
Angle Valve 1
008
332.03
Reinstallation 1
OOB
332.04
Labor (based on two operators) 1
000
332.05
Truck (trip fee) 1
OOB
332,06
Padlock 1
OOB
332,07
Lid Replacement1
OOB
332.08
Ring Replacement 1
0013
400.00
Backflow Device Tracking.Requiremonts MANDATORY
401.00
Maintain inspection schedule for backflow devices
1
OOB
402.00
Able to back records of inspection, details of inspection outcome such as photos,
1
000
Attachemenls are stored at the
documents, etc. for service accounts i.e. scan/slerelamess documents and images
application database level.
- would like this feature to store documengiimages separate from the application
database
403.00
Produce reminder lists and letters for accounts with backflow devices near or past
1
00B
Custom Report
their inspection date workflow after promissory generated/signed so generated for
shut off then fallow normal solo procedures
404.00
Produce account shut off%urn on lists based on overdue inspection
1
OOB
Custom Report
405.00
Store the following fields related to backflow inspections: (see Billing requirements
1
000
for billing contact data entry fields) (See Data Integration requirements for address
requtremenls)
405.01
Date and Time of inspection
1
OOB
405.02
Name of inspecting company
1
COB
#10404 Truebill Billing System Installation and Implementation Page 19 til 36
405,03
Contact info for inspecting company
1
OOB
405,04
Location of backflow device on premises
1
0OB
405.05
New assembly? (Y, N)
1
DOB
Can be added to notes
405.06
Air gap provided? (Y, N, NIA)
i
DOB
Can be added to notes
405.07
System water PSI
1
DOB
405.08
Device Identification such as serial number, make and model
1
OOB
405.09
For each lest performed, specific outcome values (each check has a separate
value that needs to be a separate field, actions taken drop down with other titan
other field for data entry, and pass/fall results
1
OOB
405.10
Tester Name (First, MI, Last)
1
008
405.11
Licenself bat no.bat prefix 3 to 5 dgils may need zerofilVpad
1
OOB
405.12
Device slate (On, Off, WA)
1
OOB
Service Location
405.12
Water slate (On, OV, NIA)
1
DOB
Service Location
405.13
Notes field for additional comments or description of tests performed
1
DOB
406.00
Able to aggregate billing for customers with multiple devices - generale one letter
with multiple devices listed (Hospital account has 253 devices, currently system
generates letter for each device)
1
OOB
500.00
Service orders (work orders) Requirements MANDATORY
501.00
Create Service Orders with pdodty/due date
1
008
502.00
Charge fees from dropdawn menus, as follows:
1
OOB
Our aproach differes in that we create
specific Service Order Request types that
can be configured to auto create a
pending charge or invoice for activity that
requires a fee.
502.01
Go back fee on revisit to meter pit that was damaged
1
DOB
502.02
(legal turn -on
1
OOB
502.03
Angle Valve
1
OOB
502.04
Reinstall fee
1
008
502.05
Labor (two operators)
1
DOB
502.06
Truck fee
1
OOB
502.07 1
Pad Lock replacement
1
OOB
502.08
Lid replacement
1
OOB
502.09
Ring replacement
1
DOB
503.00
Allow users to assign or "pick up" Service Orders; Daily service orders online
realtime access to reorder the assignment, etc.
1
OOB
Service Orders can be auto assigned.
504.00
Store service order dala� including:
1
#10404 Truebill Billing System Installation and Implementation Page 20 of 36
504.01
codes to represent typical tasks
1
0013
504.02
custom task or request
1
009
504.03
desaipfive text
1
008
564.04
details on location of request (back of Fouse, basemen(, etc.)
1
00B
504.05
contact occupant? Y/N
1
0013
504.06
left door hanger? YM
1
- OOB
504.07
comments
1
OOB
505.00
Allow sorting and filtering of service orders based on location, type, due dale,
1
00B
and priority
506.00
Provide status -on service orders including but not limited to:
1
OOB
506.01
released
1
0013
506.02
canceled
1
GOB
506.03
closed/completed
1
0013
506.04
pending/open
1
008
506.05
assigned
1
008
506.06
hold (pending further info)
1
Conflg
507.00
Allow users to define "templates" or pre -filled fields for repetitive servirerequests
1
000
508.00
Allow for a single service order to accommodate multiple actions for a single
1
OOB
service
509.00
Validate/confirm duplicate entries (e.g. To prevent two connect orders being
1
Config
placed at the same premise and service for the same customer)
510.00
Initiate and complete a service request after the work has already been
1
008
completed
511.00
Have workflow that automatically generates a service request based on system
1
OOB
events/riggers; Ex: Updating the system that a door knocker was left, would trigger
a recheck Service Order
512.00
Allow field crew to review assigned service orders on a mobile device
1
008
Service orders can be assigned using a
laptop or using a M.S. Surface tablet in a
cilrix environment.
513.00
Able to track stared documentsfimages associated with a service order such as
1
008
photos, documents, etc. for service accounts i.e. scan/store/access documents and
images -would like this feature to store documenlsfmages in a separate database
from the application database
514.00
Provide workflow/routing process for service requests and work orders to bring
1
00B
attention to the current assignee; could apply GPS information to determine who
should receive next service order; allow field crew to re -assign service orders while
in the field to expedite completing orders in the queue
#10404 Truebill Billing System Installation and Implementation Page 21 0136
515.00
Able to associate meter readings with Service Order, which are then used for usage
1
OOB
in the system
516.00
Able to generate a work order from a service order (via integration with Hansen 8
1
008
Inter Public Sector); Ex: Technician discovers customer complaint about water
service turns out to be a device issue and needs to generale a work order for that
asset
517.00
Able to view work order history from customer account record (work orders will be
1
00B
stored in EAM - Hansen 8 Infor Public Sector)
518.00
Able to view 3yrs of customer history regarding prior complaints; could be viewed
1
OOB
Service orders can be assigned using a
from any mobile device will Windows 018
laptop or using a M.S. Surface tablet in a
citdx environment.
519.00
Able to view realtime customer information; could be viewed from any mobile device
1
OOB
Software can be accessed using a laptop
with Windom O/S
or using a M.S. Surface tablet in a citrin
environment.
600.00
Account Management Requirements MANDATORY
601.00
Able to establish a payment plan with arrangement terms for a customer
1
OOB
Payment Arrangement tool is fully
integrated with the collections process.
Customers who enter an arrangement
can be automatically removed from
collections while their arrangment is
active. If the customer fails to satisfy the
arrangement, the customer is
automatically placed back into the correct
step in the collection process.
601.01
Able to manage customers with payment arrangements (payment arrangement
1
000
form is currently an excel worksheet, and all of the process to manage these
payment arrangement accounts, is manual)
601.02
Alert when payment is past due
1
OOB
601.03
Send customer late notice
1
008
601.04
Automatically generate service order for shut -o0 based on grace period enddate
1
OOB
Account shut -o0 and service order
and monetary threshhold
creation is fully automated within the
collection process.
601.05
Ailomalically rescind shutoff service order if payment is made.
1
Config
601.06
Able to produce a list of payment arrangement terms which have not been met
1
OOB
(payments have not been made according to the plan)
601.07
Able to monilor aging amounts to conlact before colleclions
1
OOB
601.08
Able to ameptlestablish parameters for initialing the wilectlons process
1
OUB
#10404 Truebill Billing System Installation and Implementation Page 22 of 36
601.09
Able to produce letters to send to customers before sending to collections, back
dales on sent letters so that users can be notified when the time has come to send
a customer to collections (tickler process); based on aging - create notifications that
might lead to payment arrangment, or could lead directly to collections.
1
008
602.00
Able to capture and modify customer account data, including:
1
008
602,01
name (first, middle, last, title, suffix)
1
OOB
602.02
company name (for non-residential accounts)
1
008
602.03
additional types of customer Identification (SSN, Tax ID, drivers license)
1
OOB
602.04
addresses (house number and unit number, street name, city, stale, zip plus 4)
1
008
603.00
Provide processing controls to prove the accuracy and completeness of all
processing. Additionally, these controls must prevent reprocessing where the
process has already been done. Example: The system should issue a warning if
attempting to double post the usage from meter reading or double post cash
roosillits, etc.
1
OOB
700.00
Data Requirements MANDATORY
701.00
Data lmporgExport MANDATORY
702.00
ImpoNExport with autowlauloread
1
000
702.01
Create and export survey grade meter location route data -for autow/auloread
1
00B
702.02
Create and export route data -Able to optimize routes for auloread export
1
008
The system indudes several methods of
route sequencing.
702.03
Create and export route data -accept usage data from autoread
1
OOB
703.00
Import new accounts and services from Accela, but provide a manual review/accept
process to prevent numerous false positives from being imported
1
00B
704,00
Able to import or otherwise process all garbage service charges from 3rd party
1
Config
705.00
Import payments from BOB (Billing Document Specialists)
1
008
706.00
Able to export select data to Excel, CSV, RTF, etc.
1
OOB
706.01
Able to export or create view of monthly usage (water and/or sewer) data by
customer type, service location (parcel number), land uselcounty assessment
(sewer), per capita (water) - alternatively, create a data cube that houses this
specific data and is updated annually
1
00B
707.00
Allow electronic uploadrimport of rales and rale updates
1
Config
708.00
Export file with current charges for delivery to BDS (Billing Document Specialists);
data is used to produce and distribute bills
1
OOB
709.00
Data Integration MANDATORY
710.00
Able to integrate with Hansen 8(aka lnfor Public Sector) for asset association see
tfM3
1
OOB
Integration Required
410404 Truebill Billing System Installation and Implementation Page 23 of 36
710.01
Able to provide single point of data entry for work order creation-integrate with
1
OOB
EAM (Hansen B Infer Public Sector)
711.00
Able to integrate addresses from MEAD, the city's SOL Server addressing database
1
Conrig
and populate address data fields using MEAD format
711,01
Able to Integrate addresses from MEAD to populate address data fields for the
1
Cenlig
Backfin Device Tracking functions - refer to req 9405
711.02
Able to ensure mailing address format (edits) are the same as MEAD (Meridian
1
OOB
Enterprise Address Database) for the Backfiow Device Tracking functions
712.00
Able to integrate cash and billing data with MIP (Finance System)
1
OOB
712.01
Create cash receipts batches
i
I OOB
712.02
Able to integrate billing summary data
1
OOB
712.03
Able to Integrate Cash Receipt summaries by accounlcode to MIP(finance
1
COB
system)
712.04
Able to interface monthly billing summaries with MIP(finarice system)
1
OOB
713.00
Able to integrate with GIS for meter location information- or provide GIS information
1
GOB
on customer record regarding meter location- see #710
714.00
Able to integrate SOTO (Water and Back0ow.NET web apps) functionality into
1
Config
core system- see 900 and 1000 for functional requirements)
718.00
Data Management MANDATORY
719.00
Able to define or select impodlexporl parameters to ensure correct format for
1
OOB
custom usage CSV files from third parties
720.00
Able to display/prin /produce) export running 12 months' historical usage data for
1
GOB
online Portal viewing, Internal System management, Reporting, and Billing
purposes
721.00
Able to provide end user with the ability to create and define configurable data fields
1
OOB
Without system programming.
722.00
Data Migration MANDATORY
723.00
Able to map and migrate 5 yrs of customer account data, including billing and usage
1
COB
data from existing Casette system to the new UBS
724.00
Able to map and migrate 5 yrs of meter data from existing Caselle system to the
1
008
new UBS
725.00
Able to allow previously assigned account numbers to be retained during data
1
Config
mapping and conversion
726.00
Able to preserve and maintain Location No. values during data mapping and
1
OOB
migration data migration OR able to create unique value that can be linked to GIS
Location No
727.00
Able to store and maintain a unique location Identifer for accounts without a
1
COB
physical[building) address
#10404 Truebill Billing System Installation and Implementation Page 24 of 36
#10404 Truebill Billing System Installation and Implementation Page 25 of 36
ora vxaenaue mwnunwm
729.00
Ensure edits do not allow characters not supported by the database search engine
1
OOB
Spell check is included
730.00
Provide data field-level validalion to ensure proper formatting of fields (e.g. Phone
numbers are validated to match proper format)
1
009
800.00
Reporting Requirements MANDATORY
801.00
Able to manage access to querieslmpods based on role-based security (see #108)
1
000
802.00
Able to provide user-oriented conversion of report data to PDF, XLXS, CSV,
.DOCX, etc. output Icmlats
1
DOB
803.00
Able to produce historical usage reportloutpul for a single -account or for all
accounts (for extemal analysis purposes)
1
o0B
804.00
Able 10 provide user-odented custom reporting module for ad hoc reporting with the
following options:
1
000
804.01
Print to screen, disk, or hard copy
1
00B
804.02
Customizable reports and forms
1
0013
804.03
Font control
1
000
804.04
On-demand for selected periods or selected dale ranges
1
OOB
804.05
Detail and summary options
1
OOB
804.06
Sort levels with subtotals
1
DOB
804.07
Exception reporting
1
ODB
804.08
Multiple sort keys
1
OOB
804.09
Multi-level sullolals and totals
1
OOB
804.10
Calculations on selected data
1
008
804.11
Save and easily recall formatted reports
1
008
804.12
Access to multiple database sources
1
DOB
805.00
Able to provide user-oriented ability to modify"canned" reports including:
1
0013
805.01
Removing unnecessary fields
1
000
805,02
Adding related fields
1
OOB
805.03
Changing location of fields
1
DDg
805.04
Changing field descriptions to fit City of Meridian terminology?
1
00B
805.05
Adding field, screen, and report help
1
0013
806.00
Able to generale summary Accounts Receivable and Cash Receipts reports by
account code
1
OOB
807.00
Able to report on Accounts Receivable balance with Days Outstanding, Billed Vs.
Collected, Accrual options
1
009
#10404 Truebill Billing System Installation and Implementation Page 25 of 36
oun.uunose
m avow customer access to current account Information and to generalelprint
reports from customer portal
1
OOB
809.00
Able to produce summary report after billing cycle is generated with number of bills
produced, total charges per charge type, etc.
1
OOB
810.00
Provide exception detection/reporting for following scenarios:
1
OOB
810.01
Misapplied payments
1
OOB
810.02
Inactive accounts with usage
1
000
870.03
Active accounts with no usage
1
008 Identifed in our Meter Read Review
process but can be included in a report if
necessary.
810.03
Accounts with usage outside expected (user-defined)range
1
DOB
811.00
Produce reports for accounts to send to collection agency
1
OOB
812.00
Able to report on how many gallons used per account type; Year over year
comparison and compare between customer types
1
008
813.00
Able to report on the history of SOTO (Water and Backflow) data field values e.g.
Shut -of Dates, Locations, Service Addresses, Customers' Names.
1
OOB
814.00
Able to create queries for Backflow SOTO statistics, including but not limited to:
1
COB
814,01
Tolal#Assemblies
1
008
814.02
Total#Primary
1
OOB
814.03
Total#Secondary
1
OOB
874.04
Total# City Owned Assemblies
1
00B
814.05
Total # of Reminder Letters Sent (by Month)
1
-0B
814.06
Total# Past Due Letters Sot (by Month)
7
00B
814.07
Total# of Accounts Turned OB for Non-Compltance(by Month)
1
OOB
814.08
Total # of Extensions Given (by Month)
1
OOB
814.09
Total of Test Received (by Montt)
1
OOB
814.10
Total #of$10 Creditssusued(by Month)
1
008
814.11
Total# of Surveys Completed (by Month)
1
008
814.12
Total If of Dual Connections Found (by Month)
1
OOB
814.13
Total # of Dual Connections Removed (by Month)
1
OOB
900.00
Water Shut-off and Turn<m (SOTO) Requirements MANDATORY
901.00
Able to manage water shut offfturn on process with minimal manual intervention,
using Active Directory or LDAP for secured access
1
OOB
902.00
Able gag water SOTO candidates using user -defined selection criteria, currently
inductito ng:
1
OOB
#10404 Truebill Billing System Installation and Implementation Page 26 of 36
902M
Accounts that are two billing cycles in arrears
1
OOB
902.02
And, the delinquent amount is equal to or greater than $50
1
OOB
903.00
Able to add "backing' flags to accounts, including but not limited to:
1
OOB
903.01
Do Not Shut Off (check box)
1
DOB
Critical Service Flag
903.02
Special Attention- High Priority (check box)
1
008
Information can beentered into order
comments
903.03
Turn On No Pmt Recd (check box)1
008
903.04
Pulled Meter (check box)
1
000
903.05
Found On (check box)
1
OOB
903.06
Installed Padlock (check box)
1
DOB
903.07
Not Able to Install Padlock (check box)
1
008
903.08
Waive Tum On Fees (check box)
1
OOB
903.09
No Access to Meter (foliage, other, blocking access) (check box)
1
008
904.00
Provide a dashboard which displays status changes and which denotes the next
action to be taken and also denote the priority, of the status change by color- ex:
Red would mean "needs immediate attention" - ex: Red could communicate a
payment has been made, and there is no longer a need to turn off the water- if file
water has already been turned off, the field technician would go back to turn on the
water.
1
000
904.01
Provide a view train the dashboard that displays all flagged accounts (see 4903
requirements), with current status and all other flags set for these accounts
1
contig
Search Companion Query could be used
to managed accounts by stains.
905.00
Able to create SOTO routes that can be sorted by area and leveled in terms of field
resource allocation
1
DDB
905.01
Able to set up field teams
1
008
User Groups can be created in access
central or employees can be added into
various department groups.
905.02
Able to assign accounts to field teamslteam members (north team, south team)
1
Config
906.00
Able to notify/alert field resources of changes in SOTO status
1
OOB
907.00
Able to reassign field resources as routes change or work is completed, and notify
field resources accordingly
1
Config
908.00
Able to seVchange account status realtime, and notify/alert field resources realtime
1
Config
909.00
Able to a' esslwatve "turn an" fees
1
056
909.10Upon
final step of the SOTO process be able to assess -a$30 turn -on fee for
each account automatically.
1
OOB
#10404 Trueblll Billing System Installation and Implementation Page 27 of 36
910.00
Able to provide different views of the SOTO/flagged accounts ex: Assigned
Amounts (each technician would see only his/her assigned amounts), All Accounts,
Open Amounts (SOTO action has not started).
1
OOB
911.00
Able to autare0esh data to ensure realtime accuracy of status changes
1
DOB
912.00
Able to store and managed the follow data fields:
1
OOB
912.01
DateRme Water was Shut off(datelime format)
1
008
912.02
Meter Reading (unedited text field)
1
008
912.03
Lock Type (Drop town with Padlock, Bonnet, "Off, not Locked')
1
008
912.04
Time of Payment(datetime format)
1
ooB
912.05
DaleRime Water was Turned On (daletime formal
1
OOB
912.06
1 After Hours DateMme Water was Turned On (daletime formal)
1
OOB
912.07
Notes (unedited text field)
1
000
913.00
Able to amess the SOTO functionality, dashboard etc. from the field via VPN into
the network
1
OOB
914.00
Able to'starr or run a new Shut-off cycle based on account flags (see #902)
1
OOB
915.00
Able to search by Water SOTO data field values and check box values
1
OOB
1000.00
Backflow Shut-off and Tum -on (SOTO) Requirements (Seasonal)
MANDATORY
1001.00
Able to manage backflow shut off tum on process with minimal manual intervention,
using Active Directory or LDAP for secured access
1
OOB
1002.00
Able to flag Backflow Tracking Device customers based on user defined criteria:
1
DOB
1002.01
No test on file within required period
1
000
1003.00
Able to add'Ifacking' flags to amounts, Including but not limited to:
1
Our internal backflow tool manages many
different aspects of the backflow process.
1003.01
Do Not Shut Off (check box)
1
00B
1003.02
Special Attention- High Priority(check box)
1
OOB
1003.03
Tum On No Pmt Recd (check box)
i
00B
1003.04
Pulled Meter (check box)
1
OOB
1003.05
Found On (check box)
1
OOB
1003.06
Installed Padlock (check box)
1
0013
1003.07
Not Able to Install Padlock (check box)1
OOB
1003.08
Waive Tum On Fees (check box)
1
OOB
1003,09
No Access to Meter (foliage, other, blocking access) (check box)
1
0013
1003.10
Door Tag Signed (check box)
1
008
1003.11 1
Assembly Tagged (check box) with dropdown of Tester's Name (choose from
i
ooe
#10404 Truebill Billing System Installation and Implementation Page 28 of 36
1000.00
Back0ow Shut-off and Turn -on (SOTO) Requirements (Seasonal)
MANDATORY
list)
1003.12
Function: Able to add new Tesler Name to Tester Name dropdown list
1
OOB
1003.13
Assemby Removed (check box)
1
OOB
1003.14
Survey Needed (check box)
1
008
1003.15
Test Received in Office (check box)
1
OOB
1003.16
Test Received in Field (check box)
1
008
1003.17
Test Scheduled (check box)
1
OOB
1004.00
Provide a dashboard which displays status changes and which denotes the next
action to be taken and also denote the priority of the status change by color- ex:
Red would mean "needs Immediate atention"- ex: Red could communicate a
payment has been made, and there is no longer a need to tum off the water - if the
water has already been turned off, the field technician would go back to turn on the
water.
1
OOB
The browser based technology allows
field staff to access all or limited levies of
the billing system from the field.
1004.01
Provide a view from the dashboard that displays all flagged amounts (see 0903
requirements), with current status and all other flags set for these accounts
1
Config
Search Companion Query could be used
to managed accounts by status.
1005.00
Able to create SOTO routes that can be sorted by area and leveled in terms of field
resource allocation
1
OOB
1006.00
Able to nofiy/alert field resources of changes in SOTO status
1
008
1007.00
Able to reassign field resources as routes change or work is completed, and notify
field resources accordingly
i
008
1008.00
Able to setichange account status realtme, and nofiy/aleft field resources realtime
1
GOB
1009.00
Able to assess/waive"turn on" fees
1
OOB
1009.10
Upon final step of the SOTO process be able to assess a $30 tum -on fee for
each account automatically.
1
OOB
1010.00
Able to provide different views of the SOTO/gagged amountsex:Assigned
Accounts (each technician would see only hisfibu assigned accounts), All Accounts,
Open Amounts (SOTO action has not started).
1
00B
1011.00
Able to autorefresh data to ensure realtime accuracy of status changes
1
OOB
1012.00
Able to store and managed the follow data fields:
1
OOB
1012.01
DaleRme Test Scheduled(daletime format)
1
008
1012.02
Date/Ttme Water was Shut off (daletime format)
1
Son r'
1012.03
Meter Reading (uner ited text field)
1
OOB
1012.04
Lock Type(Dropdown with Padlock, Bonnel,"Off,not Locked")
1
Confg
1012.05
Time of Payment(datetime format)
1
Contig
010404 Truebill Billing System Installation and Implementation Page 29 or 36
1000.00
Backflow Shut-off and Turn -on (SOTO) Requirements (Seasonal)
MANDATORY
Rank
Choose the best option for how your system
Comments
1012.06
Daterrime Water was Turned On (datelime formal)
1
Config
1012.07
After Hours DalelTime Water was Turned On (datetime formal
1
Contig
1012.08
Notes (unedited text field)
1
00B
1013.00
Able to access the SOTO functionality, dashboard etc. from the field via VPN into
the network
1
OOB
1014.00
Able to "starr or run a new Shut-off cycle based on account flags (see#1002)
1
GOB
1015.00
Able to search by Backflow SOTO data field values and check box values
1
009
Search Companion queries can be used
to search for information in existing
functionality.
1016.00
Able to establish a test extension plan wiU arrangement term (fora customer
1
Oonfg
1016.01
Able to manage customers with teslextension arrangements
1
0onfig
1016.02
Alert when backflow device test is past due
1
OOB
1016.03
Send customer late notice
1
009
1016.04
Automatically generate service order for shut-off based on grace period end date
1
008
1016.05
Automatically rescind shut-off service order if test results are received
1
Confg
1016.06
Able to produce a list of test extension arrangement terms which have not been
met (tests have not be scheduled and conducted according to the plan)
1
00B
1016.07
Able to monitor aging accounts to contact before shutting off water
1
OOB
1016.08
Able to acceptlestablish parameters for Imitating the shut off process
1
009
1016.09
Able to produce letters to send to customers before shutting off water, track
dates on sent letters so that users can be notified when the time has come to flag a
customer for Backflow SOTO; based on aging - create notifications that might lead
to extension anangment, or could lead directly to Backflow SOTO status.
1
0013
Mandatory Evaluated
RegNbr
Doeslls the system being proposed:
Rank
Choose the best option for how your system
Comments
1, 2,
meets the requirement
3
100.00
Technical Requirements MANDATORY EVALUATED
115.00
Create new roles via user interface, i.e. no programming required, based on
2
OOB
Active Directory dept. Groups
116.00
Provide easy assignment of new employees to appropriate roles and
2
00B
permissions via user interface i.e. no programming required
#10404 Truebill Billing System Installation and Implementation Page 30 of 36
117.00
Provide Entity Relationship Diagram including primary keys, fables, constraints,
2
DOB
and how tables relate.
118.00
Provide user-inWifive ad hoc reporting via user interface e.g. tablelcheck box
2
GOB
driven selection
200.00
Usability Requirements MANDATORY EVALUATED
212.00
Provide searchable end user and system dorumenlation and help
2
OOB
Browser basedusgergutde will be
installed with the application.
213.00
Allow multiple accounts to be opened at one time - managed through windows,
2
008
labs, etc.
214.00
Able [o update accounts while billing cycle u °running'
2
OGB
215.00
Able to run reports while billing cycle is "running'
2
OOB
216.00
Provitle navigation labs in order presented on the screen on all entry screens
2
003
217.00
Provide modulesfinlerfaces, including reports and menus, that have a consistent
2
000
look and feel
218.00
Maintain key heatler lnforma0on from one screen to the next-include account
2
000
number as part of the key header information.
219.00
Provide a list of recently viewed accounts for quick access, or alternately, provide
"bookmark"
2
008
Recent activityis available for various
functionality to allow user to quickly move back to the marked recerd(s).
aspects of the system Including recent
accounts, recent service orders and
220.00
Provide "back bu0on' functionality to reWrn to las[ screeNaceeunl accessed
2
OOB
recent a enl batches to name a few.
221.00
Able fo create searchable a0ribules rather than reviewing notes in the customer
2
000
file
300.00
Billing Requirements MANDATORY EVALUATED
333 02A61e
to charge different turn on rales
2
GOB
Pending charges can be configured with a
default rate which can be locked down or
334.00
Able to retain hisWry of rales independen0y using effective date ranges
2
OOB
made editable b users.
All rate codas are managed by dale and
cannot be deleted. Users have the ability
to New all active rate codes or see the
#10404 Truebill Billing System Installation and Implementation Page 31 of 36
#10404 Truebill Billing System Installation and Implementation Page 32 of 36
items that have been expired.
335.00
Able to credit backflow device account $10 when test is entered and if falls witll
2
OOB
date range and based on device type.
336.00
Retain history of name and address changes
2
00B
System logging is embeded through out
Ne software to track changes at various
337.00
Define payment application order so partial payments can be applied to highest
2
000
levels of Ufifi Billing.
Payment application order can be
priority charges as defined by user e.g. FIFO (oldest bill is paid hal)
configured in many different ways using a
drag and drop configuration tool. In
addition, when payments are entred by
CSR's the system allows the uers to
choose specific receivalbes to apply the
payment to.
338.00
Allow a category or type to be assigned to a customer note
2
OOB
339.00
Provide an integrated view of account notes with filleringlsoring by typelcalegory
2
OOB
and date
339.01
Able to track customer notes in terms of daleffimestamp and user ID
2
COB
Custom Search queries can be used to
manage the notes on an amounL
340.00
Identify specific accounts with gag that will exclude them from excepffon reports
2
0013
during certain months; e.g. sprinkler only accounts, snowbird amounts
341.00
Able to automate most of the billing cycle to eliminate [all day] manual desk audit
2
00B
Average bill processing speed is around
activities; Current process has a 4 -pg checklist for manual desk audit activifies.
1200 -1500 accounts per minute.
(5hrscyclelandiO hrs for cycle 2 Semi monthcycles)
342.00
Able to process debit(w/pin) and credit card transaction via POS system
2
Contig
343.00
Provide one -lime entry for customer informaffon; System needs to have a
2
0013
customer table that is accessible by other modulestfunctions in the system.
344.00
Able [o drive fhe end user lc the coneG screeNmodule/syslem for payment
2
OOB
transaction type if payment requires another system for processing
345.00
Provide the ability to have daily balancing including cash, returned items,
2
008
A full payment reconciliation tool is
amounts receivable, deposits, and billing as well as the capability for diagnostic
included in the package that allows
reporting if out of balance. Cash and lockbox do not balance - need to have
agencies to balance payment transactions
diagnostic on errors -were looking for the ability to track deposits too.
between the payment processor, billing
s stem and agen shank.
#10404 Truebill Billing System Installation and Implementation Page 32 of 36
400.00
Backflow Device Tracking Requirements MANDATORY EVALUATED
407.00
Provide a portal for independent inspectors to enter details of inspections into
2
0o Nor Offer
system In a uniform manner
500.00
Service orders (work orders) Requirements MANDATORY EVALUATED
520.00
Able to view multiple meter assets per amount (via integration with EAM system
2
000
'Hansen 8 Infer Public Sector")
521.00
Able to generate email noflficallon to service lechnician(s) with new service order
2
008
information. This will eliminate the need for phone call nolificaflon for each service
request. Maybe this is a workflow queue- like SOTO ? Or email based on north or
south route
600.00
Account Management Requirements MANDATORY EVALUATED
604.00
Provide web parlalfor customers forasingle customer view showing billed
2
OBB
amounts and payments e.g. Dashboard - see usage, bends, billing history (12
mos); Allow customers to generate service order to request Shut-offfrum-ons;
Customers travel for long periods of time (spend the winter in AZ for example) Allow
customers to generale service order to request sprinkler torn -on
605.00
Able to allow user to query the property far usage and maintenance history,
2
009
Including open orders -year over year comparison for customer, year over year
between and and residential, etc.-
tc:606.00
606.00
Allow remote utility employees to see real-time updates to account delinquency
2
008
(i.e. When a payment is made, quickly update account status to prevent service
shulo ; See 900 Water SOTO r uirements
607.00
Find accounts owed more than $25 credit to initiate refund process
2
BOB
608.00
Able to make global changes to data labels in tables
2
Do Not Offer
609.00
Able to record changes for elements including
2
O00
609.01
user ID, daleltime stamp of change
2
BOB
609.02
changed acceunl info
2
008
609.03
changed rates
2
DOB
#10404 Truebill Billing System Installation and Implementation Page 33 of 36
609.04
changed billing adjustments and other manual entries
2
DDB
609.05
changed service order information
2
OOB
700.00
Data Requirements MANDATORY EVALUATED
709.00
Data Integration
715.00
Able to (eventually) integrate with Advanced Metering Infrasture (AMI -
2
00B
Sensus.com) data (future meter read software) to obtain realtime meter reading
information - would do away with 'final'read process.
716.00
Able to track field data such as photos, documents, etc. for service accounts i.e.
2
OOB
Attachments is a standard feature.
scaolstorelaccess documents and Images -would like this feature to store
documentimages in a separate database from the application database
717.00
Provide integration functionality by means of an AN (Application Programming
2
DOB
Interface)
728.00
Data Validation
731.00
Perform error checking during data entry- example, compare new mad against
2
COB
old read and if new read is less Than old read, the system would issue an error
message
800.00
Reporting Requirements MANDATORY EVALUATED
815.00
Able to report on customer service orders and distinguish between isolated
2
OOB
events and geo-cluster events (able determine if the problem is bigger khan one
service account
816.00
Able to perform electronic audllwilh Ifmeslamp of bank transmiftals (receipts)
2
COB
817.00
Able to track suspense items (transactions posted but not deared through the
2
OOB
bank yet- mostly credit card settlements)
818.00
Able to allow changes in default parameters of "all' reports this is related to new
2
OOB
service type, etc. that would need to be added to report data selection parameters
819.00
Able to produce reports that have to option to click on account data to viewlopen
2
008
Search Companion allows users to drill
the amount in applica8on (dril4down capability)
down to amount information.
Desired
#10404 Truebill Billing System Installation and Implementation Page 34 of 36
RegNbr
DoesiIs the system being proposed:
Rank
Choose the best option For how
Comments
1,2,
your system meets the
3
requirement:
200.00
Usability Requirements DESIRED
205.00
Offer ability to searchlscriffilterlquery in all modules on the following fields:
3
0013
205.07
last four digits SSN, Drivels License, etc.
3
OOB
222.00
Allow users to save search parameters for fuWre use
3
0013
Seardhes are completely customizable and
allow uers to save personal searches or
global searches. In addition, the Search
Companion tool is designed so that uers do
not have to be extremely savvy with
creating queries in order to utilitze the tool.
223.00
Use auto -completion functionality to assist in searching and data entry
3
OOB
224.00
Provide the ability to use hot keys or fast -paths to navigate throughout The system.
3
Do Not Offer
225.00
Provide a calendar function as an option where date fields are provided Throughout
3
00B
thesystem.
226.00
Provide the ability lc display tlhe amount of time a report will lake to run,
3
Do Not Otter
227.00
Provide the option it a report is aver x number of lines to limit the report to x pages.
3
OOB
300,00
Bllling Requirements DESIRED
346.00
Al low establishment of"equal pay' program (to level monthly payments throughout
3
x$lOK
the year) Note: This is problematic for rental situation - this would work for
homeowners - maybe need a way to track person not just property
600.00
Account Management Requirements DESIRED
010.00
Able to allow customers to self-report meter readings in special cases (via
3
Config
Customer Portal?)
611.00
Able W validate sell -reported readings (via Customer Portal?)
3
OOB
All meter readings are validated before
being posted.
612.00
Provide online application functionality: Challenges: Need W know requirements
3
006
for ID verificalion to ensure against fraud
613.00
Providelist of recently viewed accounts for quick access
3
00B
Recent activity is available for various
aspects of the system including recent
accounts, recent service orders and recent
payment batches to name a few.
#10404 Truebill Billing System Installation and Implementation Page 35 of 36
614.00 Allow new address to be associated with account for future communication vnlh a
customer after they've left an address; this information could be backed in notes
COB Address changes will automatically get
lagged by the system or the user can enter
the address into the Alternate Address
sw:finn nl the r w.nm r
615.00
Maintain seasonal start and end dates for alternate mailing addresses with the
3
OOB
Alternate address section is date driven to
ability to revert automatically based on a date or other fields.
assist with managing seasonal (snow bird)
accounts.
616.00Able
to provide (or disable) spell check and word -wrapping ability for entering notes
3
OOB
Spell check is standard but cannot be
or memos.
disabeled at this lime.
617.00
Allow POA (Power of Ally) or permissions to be granted as needed by pdmary;
3
Currently signed letter from primary residence, need owner verification
800.00
Reporting Requirements DESIRED
820.00
Establish automatic report refreshes and disldbutiens
3
COB
Can be accomplished with a scheduled job
in Reporting Services.
021.00
Allow users to e-mail PDF formatted reports to other employees, customers and
3
COB
vendors directly from the system
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