Active SLED Opportunity · CALIFORNIA · CITY OF MILPITAS
AI Summary
The City of Milpitas seeks a vendor to provide a configurable online utility billing and payment portal for water customers. The portal will enable secure bill management and payments with electronic notifications. Proposals are due by August 24, 2026, with detailed submission and evaluation criteria outlined in the RFP.
Through this Request for Proposal (RFP), the City of Milpitas (City) is seeking a qualified vendor to provide an off-the-shelf, highly configurable online utility billing and payment portal for its water utility customers. The self-service portal will provide City customers with an easy to use, secure, web-based platform where they can view, manage, and pay their utility bills online. After customers opt into receiving electronic notifications, the portal software will send them alerts when a new invoice is posted to their account and reminders when bills are due and past due. Through the portal, customers will also be able to review their account information and activity and pay their bills using multiple payment methods.
See the Scope of Work and additional RFP information and attachments for more details.
Has the Proposer successfully and completely provided the requested information in accordance with the instructions provided? Has the Proposer taken exceptions to the City's standard terms and conditions? Note: exceptions to the City's standard terms and conditions will result in lower evaluation scores and may result in disqualification of your Proposal in its entirety without further review, at the City's sole discretion.
Has the Proposer provided all information requested? Has the Proposer demonstrated that its firm has sufficient experience and qualifications, preferably with other public agencies within the State of California, providing the same or similar products and services as those specified in this RFP? Does the response include relevant history and experience?
Has the Proposer satisfactorily responded to all aspects of the question? Did it describe its ability to achieve budget, task and timeline delivery goals for projects of a similar complexity and nature as described in the Scope of Work? Did the Proposer provide a detailed work plan that clearly breaks the project into specific tasks, milestones, and deliverables, with corresponding durations and assignments? Does the execution plan address all aspects of implementation as well as post-implementation support and maintenance, including but not limited to, planning and analysis; configuration, data migration, and implementation; acceptance testing and refinement; training and documentation; go live and final acceptance; and ongoing technical support and maintenance?
Has the Proposer provided a complete response to this question and included all information requested? Are the qualifications and experience of the project manager relevant and sufficient? Are the qualifications and experience of the other project team members relevant to their assigned roles? What experience do the project team members bring with them in providing the same or similar products and services? Will any subcontractors be involved? If so, are their experience and qualifications sufficient for their assigned roles?
Did the Proposer follow the instruction and provide all information requested? Are they able to fully meet all requirements specified in the Scope of Work? Is its out of the box reports sufficient to meet the City's needs? Are their recommendations for training practical and sufficient? Do technical support hours and SLAs meet the City's needs? Are maintenance windows reasonable and has the Proposer verified it can meet the City's uptime requirements? How user-friendly does the Proposer's sandbox and/or websites appear? Do they appear to meet all City requirements as set forth in the RFP?
Has the Proposer provided all information requested on the provided Reference Form? Are the firm’s references from past clients relevant and the same or similar to the requirements of this RFP? Note: The information provided on the form will be the basis of initial evaluation and scoring for this criterion.
Should the Proposer advance to the finalist stage, the City may, in its sole discretion, directly contact the provided references. At that time, scores may be adjusted based on that feedback. Was the feedback overall favorable? What was the Proposer’s ability to deliver the products and services on time and within budget? Does the Proposer communicate with, collaborate with, and take direction well from City staff?
Proposed Compensation shall include all costs associated with implementing and maintaining the Proposer's Portal (firm fixed costs) for the first three years to establish a total cost of ownership for the initial term three-year term of the Agreement. Costs shall be separated by One-Time Costs, Annual Recurring Costs, and Optional Costs. Proposer shall also provide a rate sheet for the initial three-year term listing hourly rates by job classification for any time and materials work the City may request, in its sole discretion, at a later date.
Note: For ongoing services, Proposer shall not increase fees by more than PPI or 3%, whichever is less.
Please provide your firm's name and your full name, title, direct phone number, and email address.
Time is of the essence for each and every provision of this Agreement/Contract. Proposer confirms that is has thoroughly reviewed every requirement of this solicitation and the accompanying sample Agreement/Contract and will furnish all necessary documents outlined in this solicitation and its attachments. By confirming this question, you understand that failure to provide any and all additional documents requested by City, including, but not limited to, forms, subcontractor information, bonds, proof of insurance, etc. may result in the disqualification of their proposal.
Any Proposal submitted that does not acknowledge each and every addendum issued for this solicitation may be considered non-responsive. By confirming this prompt, you agree that you have seen and responded to all addenda to this RFP.
Any Proposal submitted that does not acknowledge the questions received and the City's corresponding answers may be considered non-responsive. By confirming this prompt, you agree that you have seen all questions and answers for to the RFP.
Please upload your firm's current W-9 form.
You MUST disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves your firm or in which your firm has been judged guilty or liable.
If there are none to disclose, you MUST state the following in response to this question:
“Proposer has no prior or ongoing contract failures, civil or criminal litigation or pending investigation.”
Failure to comply with this provision will disqualify your proposal.
The cover letter must be signed by a representative authorized to act on behalf of your firm.
Provide a general description of your firm, including a brief history and relevant experience in providing products and services similar to those specified in this RFP. In your response, demonstrate that your firm:
Please provide a detailed description of your firm's approach, methodology, and execution plan for delivering the products and services set forth in this RFP. The execution plan must include a detailed work plan describing how your firm will fulfill the RFP scope in the most cost-effective and timely manner. Additionally, describe your proposed method for communicating issues and/or questions during project implementation and your process for ensuring that the implemented product fully meets the City’s requirements.
Your execution plan should include a comprehensive work plan and a preliminary project implementation schedule that clearly breaks the project into specific tasks, milestones, and deliverables, with corresponding durations, necessary to fully deliver the products and services specified in this RFP. The execution plan should address all aspects of implementation as well as post-implementation support and maintenance, including but not limited to, project management, planning, and analysis; configuration, data migration, and implementation; acceptance testing and refinement; training and documentation; go live and final acceptance; and ongoing technical support and maintenance.
Please provide a response that addresses all of the following:
Attach your Technical Proposal here. Your Technical Proposal shall include, but not be limited to, the following:
You may also include any other relevant information regarding your software and services you believe relevant for the City to take into consideration in evaluating your Proposal. Note: Do not include cost in this response. All cost information should be provided in your Proposed Compensation response.
Attach three references for work performed by your firm of a similar nature as that required by the City that has been performed within the last three years utilizing the Reference Form in Attachment A - RFP Submittal Forms to Complete. Note that the initial evaluation for references will be based solely on the information you provide in the Reference Form. Final scores will reflect actual reference checks, if conducted at the City's sole discretion.
Attach your proposed compensation for the products and services outlined in the Scope of Work in response to this question.
Include all costs associated with implementing and maintaining your Portal (firm fixed costs) for the first three years to establish a total cost of ownership for the initial term three-year term of the Agreement. If you offer additional products and services that are beyond the City's Scope of Work, you may list those in a separate optional section and provide three-year pricing. Also, please provide a rate sheet for the initial three-year term for your hourly rates by job classification in the event the City, in its sole discretion, later opts to purchase additional related services on a time and material basis.
Note: For ongoing services, annual increases may not exceed PPI or 3%, whichever is less.
Complete, sign, and upload your Certification of Proposer form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Non-Collusion Declaration form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Proposer's Statement Regarding Insurance Coverage form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Worker's Compensation Insurance Certification form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Nondiscriminatory Employment Certificate form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Wage Theft Certification form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your RFP and/or Agreement Exceptions form here. See Attachment A - RFP Submittal Forms to Complete.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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