Project Information

Bid Title

RFP 26-003FIN UTILITY BILLING SYSTEM (UBS) SOFTWARE AND IMPLEMENTATION SERVICES

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Jan 14, 2026

Closing Date

Mar 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-003FIN

Original Source

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Project Description

Bid Number:	RFP 26-003FIN
Bid Title:	RFP 26-003FIN UTILITY BILLING SYSTEM (UBS) SOFTWARE AND IMPLEMENTATION SERVICES
Category:	Procurement
Status:	Open

Description: ELECTRONIC PROPOSALS ARE DUE: Monday, March 2, 2026, No later than: 3:00 PM (EST) Publication Date/Time: 1/14/2026 4:50 PM Closing Date/Time: 3/2/2026 3:00 PM Related Documents: RFP 26-003FIN Utility Billing System (UBS) Software and Implementation Services RFP 26-003FIN Attachment 1 RFP 26-003FIN Attachment 2 RFP 26-003FIN Attachment 3 RFP 26-003FIN Attachment 4 RFP 26-003FIN Attachment 5 RFP 26-003FIN Attachment 6 RFP 26-003FIN Attachment 7 RFP 26-003FIN Attachment 8 RFP 26-003FIN Attachment 9 RFP 26-003FIN Attachment 10 RFP 26-003FIN Attachment 11 RFP 26-003FIN Attachment 12

Attachment Preview

RFP 26-003FIN

UTILITY BILLING SYSTEM (UBS) SOFTWARE

AND IMPLEMENTATION SERVICES

City of Dayton, Ohio

ELECTRONIC PROPOSALS ARE DUE:

Monday, March 2, 2026,

No later than: 3:00 PM (EST)

Email proposals: bids@daytonohio.gov

RFP for Utility Billing System (UBS) Software and Implementation Services

City of Dayton, OH

Table of Contents

Section 1: RFP Introduction .................................................................................................................3

1.1 Purpose of the RFP .............................................................................................................3

1.2 Schedule Summary.............................................................................................................3

1.3 About the City....................................................................................................................3

1.4 Project Background.............................................................................................................5

1.5 Notice to Proposers............................................................................................................6

1.6 Conditions..........................................................................................................................7

1.7 City Rights Reserved ...........................................................................................................7

1.8 Communication Regarding the RFP......................................................................................8

1.9 Inquiries and Requests for Clarification ................................................................................8

Section 2: Project Scope....................................................................................................................11

2.1 Functional Scope Overview ...............................................................................................11

2.2 Project Goals....................................................................................................................12

2.3 Project Timeline ...............................................................................................................12

2.4 Implementation Approach ................................................................................................12

2.5 Conversions .....................................................................................................................14

2.6 Project Staffing.................................................................................................................14

Section 3: Detailed Submittal Requirements.......................................................................................15

3.1 Proposal Section 1.0 ― Introduction..................................................................................15

3.2 Proposal Section 2.0 ― Proposer Team..............................................................................15

3.3 Proposal Section 3.0 ― Functional Requirements...............................................................16

3.4 Proposal Section 4.0 ― Technology Deployment ................................................................17

3.5 Proposal Section 5.0 ― Implementation Approach .............................................................17

3.6 Proposal Section 6.0 — Price Format .................................................................................17

3.7 Proposal Section 7.0 ― Implementation Terms and Conditions...........................................18

Section 4 - Evaluation Process ...........................................................................................................18

4.1 Evaluation Criteria ............................................................................................................18

4.2 Evaluation Process............................................................................................................20

Section 5 – Attachments ...................................................................................................................21

RFP for Utility Billing System (UBS) Software and Implementation Services

City of Dayton, OH

Section 1: RFP Introduction

1.1 Purpose of the RFP

Through this RFP, the City of Dayton, Ohio (the City) desires to purchase or otherwise acquire rights to

use a Utility Billing System (UBS) for the City’s water and wastewater, trash, storm, and other City billing

needs, meeting the requirements identified in this RFP.

In addition, the City requires proposals for professional services necessary to implement the system and

train City staff on the new software. The City prefers vendors that provide the proposed software via

the cloud or SaaS.

Proposers may submit multi-vendor proposals. However, if doing so, the bidder should clearly describe

the roles and responsibilities of each vendor, both as related to implementation activities and to post -

implementation support.

1.2 Schedule Summary

Table 1.1

Major Project Milestones

Date and Time

January 14, 2026

January 21, 2026

January 28, 2026, at 1:00 PM (EST)

March 2, 2026, 3:00 PM (MST)

Event

Publication Date

Pre-Proposal Conference Call

Inquiry Deadline

Proposal Submittal Deadline

1.3 About the City

The City of Dayton operates under a Commission-Manager form of government, established by charter

and designed to ensure effective municipal governance and service delivery. The City’s governing

structure consists of a five-member body (four Commissioners and a Mayor), who together form the

Commission that serves as the City's legislative body.

Under this structure, the Commission appoints a City Manager who serves as the chief executive officer

responsible for the day-to-day management of all City affairs. This professional management approach

ensures that municipal operations are administered by qualified experts while maintaining democratic

oversight through the elected Commission.

The City of Dayton possesses comprehensive municipal powers, including the authority to:

• Acquire, construct, own, lease, and operate public utilities

• Assess, levy, and collect taxes for municipal purposes

• Create and maintain public works and improvements

• License and regulate businesses and professional activities

• Establish and enforce local police, sanitary, and other regulations

• Manage municipal finances, including borrowing authority and budget appropriation

RFP for Utility Billing System (UBS) Software and Implementation Services

City of Dayton, OH

The City of Dayton is committed to maintaining high standards of governance, transparency, and

accountability in all its operations. As a municipal corporation, Dayton has perpetual succession and full

legal capacity to enter into contracts, acquire and manage property, and provide essential services to its

residents.

Table 1.2

City of Dayton, Ohio

Water

Wellfield

Solid Waste/Trash (Service)

Utilities Provided

Sewer

Storm

Table 1.3

Background Summary

Background Statistics

Employee Count (Including Part-Time/Seasonal) – entire City

Number of Utility Accounts

Budget (Operating and Non-operating)

Operating

Non-operating Budget (Capital) – entire City

City Population (Estimated)

Metric

Number of meters

Number of residential utility customers

Number of commercial utility customers

Number of industrial utility customers

Number of hospital utility customers

Number of government utility customers

Number of non-classified utility customers

Number of meter readers

2,000

60,000

$990,056,800

$528,893,000

$461,163,800

137,644

Estimated

60,000

47,319

4,253

184

8

31

7,810

10

RFP for Utility Billing System (UBS) Software and Implementation Services

City of Dayton, OH

Table 1.4

Approximate User Count

The number of users currently accessing each primary application (s) is as follows (user counts include

transaction entry and report-only users, and includes users who access one or more of the applications):

Application

UBS

Approximate User Count

138

1.4 Project Background

The City of Dayton is undertaking a comprehensive modernization of its Utility Billing System (UBS) to

improve business processes, enhance the user experience, and replace aging technology that no longer

meets operational needs. The current utility billing platform, developed in 1998 using Oracle technology,

has required ongoing consultant support to maintain functionality and address usability and

performance challenges. After nearly three decades of service, the City has determined that a modern,

flexible, and fully integrated solution is essential to support long-term operational efficiency and align

with industry best practices.

To initiate this effort, the City engaged the Government Finance Officers Association (GFOA) to help

define the project scope, assess current business processes, and identify opportunities for

improvement. Through extensive collaboration with City staff, G FOA facilitated current- and future-state

process reviews and supported the development of detailed functional requirements. Staff participation

across departments has been strong, and there is broad organizational support for moving forward with

system selection and implementation.

The City of Dayton currently serves more than 60,000 utility customers as a regional provider of water

and wastewater treatment services. The Utility Billing division manages billing for Water, Wastewater

(Sewer), Solid Waste (Trash), Wellfield, and Storm services. Customer categories include Residential and

Commercial accounts billed quarterly, and Government and Industrial accounts billed monthly. Certain

customers are also subject to special surcharges. The City additionally provides bulk water and/or se wer

services to Montgomery County, Greene County, the City of Brookville, and the City of Trotwood, as well

as waste services for the City of Moraine and Jefferson Township.

The Utility Billing department processes approximately 43,200 quarterly accounts and 34 monthly

accounts across 16 billing cycles. Residential and most commercial meters are currently read via radio-

transmitted reads, with each quarterly cycle divided into roughly 67 routes ranging from 23 to 3,700

reads. Billing is calculated using a combination of usage, fixed charges, and imported data. A third-party

vendor handles bill printing and distribution, and customers may pay through online portals, direct debit

(ACH), retail cash payment providers, or in person using cash, check, or credit card.

In parallel with the UBS modernization, the City is in the process of selecting a new cloud-based

Enterprise Resource Planning (ERP) system to replace the legacy Banner platform, with vendor selection

anticipated in Q1 2026. The new Utility Billing solution must therefore integrate seamlessly with modern

ERP systems using standard APIs and web services. While thirteen interfaces to the current UBS are

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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