Software Request for Information
The Jefferson County Public Service District (the District) is seeking information from software vendors for the licensing, installation, training and maintenance of a system to perform the functionality described below.
All responses must be submitted prior to 2:00 PM on Tuesday, November 1, 2016 to the Administrative Assistant, Jefferson County Public Service District, 340 Edmond Road, Suite A, Kearneysville WV 25430. Call 304-725-4647 with any questions.
Background
The District is located in the Eastern Panhandle of WV and serves the public wastewater and water needs of approximately 2600 customers. The District operates a public utility which utilizes accounting, billing and asset management software. The District employs 10 full-time workers who provide the following services:
- Water and wastewater collection, treatment and distribution
- Sewer and water infrastructure maintenance and improvements
- Planning and community development
Charges and fees for all services are billed and collected in-house for approximately 2600 customers who are served by the District’s water and/or wastewater services and, of those, approximately 300 are signed up for ACH. The District is considering paperless billing as well as on-line payment and credit card payment options. The District pays and collects various fees and intergovernmental revenue. In 2015, JCPSD processed 2,100 accounts payable checks and 100 on-line bill payments and prepared 10 W-2s and 1099s.
The Districts current billing system, Accufund, is used to generate water and wastewater service billings, to process daily cash collections with an interface to the general ledger and payroll. A primary goal of the software conversion is to eliminate staff’s reliance on Excel and Word to heavily supplement the software package for miscellaneous billings and tracking supplemental financial data and key metrics. A second goal of the software conversion is to link a maintenance asset management system to the accounting assets.
The District’s current system runs on a Dell Power Edge 1900 8GB Server (Quad Core Xeon Processor E5310 2x4MB Cache, 1.60GHz, 1066MHz FSB) with the Windows Server 2012 operating system (standard edition), 2012 Media. Jefferson County Public Service District would like to move to a cloud based system.
Requirements
JCPSD’s operations require a system to provide the following functionality:
Financial
- General Ledger
- Budget Preparation (with multiple version capability)
- Financial Reporting & Analysis
- Cash Receipts
- Accounts Payable
- Fixed Assets with the ability to link to Maintenance Asset Management
- Dashboard
- Integrated Report Writer
Additional functionality that is desirable:
- Payroll
- Human Resources
- Sales Tax
- Asset Management program which links to proposed accounting software
- New phone tree software which connects to customer information for shut off and emergency notifications
Utility Billing:
- Utility Billing – Water & Wastewater
- Other (eg., capacity fees, bulk sewer charges, easements, project related costs, reimbursements, etc.)
- Customer Portal access for customers to track their account details and pay bills
- Printing options to include both internal printing and mailing and external options
- Ability to assess late fees, late fee and shut off notifications by print, mail and e-mail
- Access to data for internal analysis
- Ability to create reports in both a pdf or excel format
- Ability to design reports from program data
- Flexible rate structures and reporting system
- Access for unlimited number of users with varying levels of access and security
In addition to providing information on your ability to provide the abovementioned software requirements and desires, please provide a brief company history and description of your conversion and implementation process as well as a short description of your current customer base and references are required.
Jefferson County Public Service reserves the right to reject any and all proposals.