INVITATION FOR PROPOSALS

Stevens Public Utility District is soliciting electronic proposals for a
District Utility Billing/Accounting System (UB/AS).
The REQUEST FOR PROPOSAL forms can be obtained by calling
Stevens PUD at 509-233-2534
or requesting it by email at: support@stevenspud.org.


Electronic proposals must be received via transmission to
support@stevenspud.org by June 3, 2019 at 4:00 P.M.
Pacific Daylight Time for a District Billing/Accounting System.

Any proposal received after May 31, 2019 at 4:00 P.M. Pacific Time be rejected.
On June 4, 2019 at approximately 10:30 A.M. during the regularly
scheduled board meeting, the names of all Vendors submitting a Proposal
will be read publicly but no contents of the Proposals will be disclosed.

Stevens Public Utility District reserves the right to reject any and all Proposals,
and to waive informalities. The District’s Commission’s decision will be final.



Questions and answers:

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04/11/2019

1. You state your “water customers are distributed among 17 discrete water systems, and wastewater customers among 7 wastewater systems. All of the wastewater systems are located in Stevens County, while 11 of the water systems are located in Stevens County and 6 water systems located in northern Spokane County” Do each of these water companies require that you track consumption and revenue as a separate company with a separate General Ledger Account receivable? Please explain how you track today?
Answer: We have one water fund and one sewer fund in the General Ledger. Therefore, we don’t track revenue and expenses to the level of individual systems, but rather from a financial perspective, there is one water system and one sewer system. However, for certain internal reporting and reporting to regulatory agencies which do track the systems individually, we track production data outside of utility billing, and track consumption at the system level in the way we subtotal customer data in our billing registers and other reports that are generated on an as-needed basis. Every customer number is a unique number which gives us the ability to track and run reports on a specific customer or a group of customers. Water, sewer, street lights, and other misc. revenue and expenses are tracked separately by the type of service. Customer number format is: xx.nnnnnn The xx is a two digit number containing the district or group of customers, and the nnnnnn is a six digit unique number for each utility billing customer. Separate from the customer number, we have a user-defined field that identifies the system to which each customer belongs, and reports are also run on that basis. So, we have multiple methods for which to produce customer data that is specific to one water or sewer system.

2. Master Meter (AMR) and Badger (AMI) What is your timing for 100% conversion to Badger AMI? Is this currently Multi-Speak into Caselle?
Answer: It will probably take us 2-4 years before all Master meters have been replaced with Badger meters. We have a different interface for both Master and Badger meter reads. Please clarify what you are referring to with Multi-Speak.

3. Outsourced bill printing Do you want bill printing quotes, as well?
Answer: Yes, if this is a service that you provide. We are happy with our current print and mail vendor but we would be interested in a printing and mailing service that is integrated more closely with the software.

4. You state you “have already discontinued to use Caselle's Property Improvement (Assessment) and Materials Management (Inventory) modules and are using other internal systems.” What vendor is providing this functionality? Will we need to convert data from these systems and from what format?
Answer: We have created Excel spreadsheets to handle our Assessments. Currently, there are less than 160 active Assessments, down from about 2,000 at the peak, and we do not intend to initiate more of these in the near future. We will be using spreadsheets to manage our Inventory. We do not need to have either the inventory or assessments converted into the new accounting system. If we resume using software to manage assessment billing and materials management, we will essentially be starting from scratch; no conversion needed. Perhaps we will create flat file databases , that can be imported, and these can be put into any format the vendor desires, and we can handle preparing the data in that case.

5. Section 8.1.3 talks about a separate module for billing septage disposal fees, retiree premiums, and bulk water changes. Are these fees calculated, or are they flat fees? If possible, would you want these charges on the same bill as water?
Answer: Both calculated and flat fee. The septage disposal fees, retiree premiums, and bulk water charges are maintained in our Accounts Receivable module. We have only about 30-40 active Accounts Receivable customers, and the billing information is keyed in manually each month. Most of the charges are different from month to month, but the retiree premiums would be the same for a calendar year. These will be separate bills from the Utility Billing module. Our accounts receivable customer numbers are a four digit numeric number: nnnn.

6. Section 9 – you reference you went through an update in 2013 which could pose issues with balancing during testing. Please elaborate?
Answer: We converted from Caselle Classic (which used Access data files) to Caselle Connect (which currently uses SQL data files). At that time, we only converted the current year and not all the history. We still have Caselle Classic on our system so we can look up historical information. We will not require any information from the older Caselle Classic to be converted.

7. 8.6.1 mentions Streetlights Are your streetlights metered or billed as a flat rate? How many streetlights are billed?
Answer: These are flat rate. This is a pass-through charge; the affected electric provider does not bill the customers directly for the lights and through various developer agreements that we inherited, we are billed for these charges and allocate them to the benefitting customers. The street lights are billed the same amount each month. We have approximately 165 customers that get billed for street lights, and they will show up with the water/sewer charges on the monthly utility billing.

8. 8.11 - document management Do you know how many documents would need converted and the types of documents?
Answer: The documents are mostly .PDF files, but some are .JPG and other misc. types. The document themselves will not need conversion, but the link to the document’s path and file name will need to be converted. Most of the links are housed in the utility billing customer table, but links can be found in several other tables.

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