Item Coversheet
MEETING DATE: 10/9/2023
DIRECTOR:Denise Tacke, Director of Finance
AGENDA ITEM:Award of RFP Consultant Services for Utility Billing
RECOMMENDED ACTION:Award/Rejection of Bid/Proposal


RFP No. 2023-0266-B for a three (3) year contract for Utility Billing RFP Consultant Services for Customer and Utility Services to Raftelis Financial Consultants, Inc. in the estimated amount of $997,292; and authorizing the City Manager to execute all necessary documents. Approved


This award is to select an experienced, subject matter expert consultant to assist with the replacement of Utiligy, the utility billing module of JDE Oracle. The consultant will conduct a comprehensive needs assessment to identify our requirements and objectives in a new billing solution. They will also guide us through the vendor selection and implementation for CIP #67750 Billing Software Replacement.


A Request for Proposal (RFP 2023-0266-B) was released on 5/10/23 and 16 offers were received. A panel of five, comprised of Utility Billing, Technology Solutions, and Finance staff, studied and scored each offer. The top five respondents were invited to further discuss and demonstrate their processes. The panel re-scored their proposals with a top score of 86.21 for Raftelis Financial Consultants, Inc. Since the next top vendor's score was 75.96, the panel decided to engage in a Best & Final Offer (BAFO) with only Raftelis Financial Consultants, Inc.


The project is divided into three phases, each with a clear deliverable or milestone. The phases and cost, including travel expenses, total $997,292 for 3,248 hours of contracted work.

  • Phase I: Requirements Gathering & Documentation and RFP Development ($109,208)
  • Phase II: Vendor / Solution Selection ($136,505)
  • Phase Ill: Implementation and Go-Live ($751,579)


Failure to award this contract would limit our ability to select and implement the best utility billing solution for the City of Plano.


Funding for this item is available in the 2023-24 Customer & Utility Services Budget and is planned in both the Water & Sewer Fund and the Water CIP for future years.  Award of the contract for Utility Billing Consulting Services has a term of three (3) years and an estimated total cost of $997,292.


Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.

DescriptionUpload DateType
RFP Recap9/20/2023RFP Recap