Project Information

Bid Title

Sustainable Energy Utility Billing and Customer Relation Management Software

Issuing Agency

City of Ann Arbor

Location

Michigan

Published Date

Nov 24, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-01

Original Source

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Bid Documents

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Project Description

due date & time	bid description	bid #	primary contact	status
January 7, 2026 2:00PM	Sustainable Energy Utility Billing and Customer Relation Management Software	RFP 26-01	Anna Oostendorp	Open

Attachment Preview

REQUEST FOR PROPOSAL

RFP# 26-01

Sustainable Energy Utility Billing and Customer Relation

Management (CRM) Software

City of Ann Arbor

Sustainable Energy Utility (SEU)

Due Date: January 7, 2026 by 2:00 p.m. (local time)

Issued By:

City of Ann Arbor

Procurement Unit

301 E. Huron Street

Ann Arbor, MI 48104

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION .....................................................................…3

SECTION II: SCOPE OF SERVICES ........................................................................... 10

SECTION III: MINIMUM INFORMATION REQUIRED ................................................. 16

SECTION IV: ATTACHMENTS .................................................................................... 20

APPENDIX A: SAMPLE PROFESSIONAL SERVICES AGREEMENT

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SECTION I - GENERAL INFORMATION

A. OBJECTIVE

The SEU is seeking a software solution for its billing system and customer relationship

management (CRM). This system must be able to input meter data and accurately

calculate, generate, and distribute service bills. It should also provide user-friendly

tools for internal staff and an intuitive, accessible interface and experience for end-

use customers.

B. QUESTIONS AND CLARIFICATIONS / DESIGNATED CITY CONTACTS

All questions regarding this Request for Proposal (RFP) shall be submitted via e-mail.

Questions will be accepted and answered in accordance with the terms and conditions

of this RFP.

All questions shall be submitted on or before December 9, 2025 at 10:00 a.m.,

and should be addressed as follows:

Scope of Work/Proposal Content questions shall be e-mailed to Anna Oostendorp

- aoostendorp@a2gov.org

RFP Process and Compliance questions shall be e-mailed to Colin Spencer,

cspencer@a2gov.org

Should any prospective offeror be in doubt as to the true meaning of any portion of

this RFP, or should the prospective offeror find any ambiguity, inconsistency, or

omission therein, the prospective offeror shall make a written request for an official

interpretation or correction by the due date for questions above.

All interpretations, corrections, or additions to this RFP will be made only as an official

addendum that will be posted to a2gov.org and MITN.info and it shall be the

prospective offeror’s responsibility to ensure they have received all addenda before

submitting a proposal. Any addendum issued by the City shall become part of the

RFP, and must be incorporated in the proposal where applicable.

C. PRE-PROPOSAL MEETING

No pre-proposal meeting will be held for this RFP. Please contact staff indicated above

with general questions regarding the RFP.

D. PROPOSAL FORMAT

To be considered, each firm must submit a response to this RFP using the format

provided in Section III. No other distribution of proposals is to be made by the

prospective offeror. An official authorized to bind the offeror to its provisions must

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sign the proposal. Each proposal must remain valid for at least ninety days from the

due date of this RFP.

Proposals should be prepared simply and economically providing a straightforward,

concise description of the offeror’s ability to meet the requirements of the RFP. No

erasures are permitted. Mistakes may be crossed out and corrected and must be

initialed in ink by the person signing the proposal.

E. SELECTION CRITERIA

Responses to this RFP will be evaluated using a point system as shown in Section III.

A selection committee comprised of staff from the City will complete the evaluation.

The fee proposals will not be reviewed at the initial evaluation. After initial evaluation,

the City will determine top proposals, and open only those fee proposals. The City

will then determine which, if any, firms will be interviewed. During the interviews, the

selected firms will be given the opportunity to discuss their proposal, qualifications,

past experience, and their fee proposal in more detail. The City further reserves the

right to interview the key personnel assigned by the selected offeror to this project. If

the City chooses to interview any respondents, the interviews will be tentatively held

the week of January 26, 2026. Offeror must be available on these dates.

All proposals submitted may be subject to clarifications and further negotiation. All

agreements resulting from negotiations that differ from what is represented within the

RFP or in the proposal response shall be documented and included as part of the final

contract.

F. SEALED PROPOSAL SUBMISSION

All proposals are due and must be delivered to the City on or before, January 7,

2026 by 2:00 p.m. (local time). Proposals submitted late or via oral, telephonic,

telegraphic, electronic mail or facsimile will not be considered or accepted.

Each respondent must submit in a sealed envelope

• one (1) original proposal

• one (1) digital copy of the proposal preferably on a USB/flash drive

as one file in PDF format

Each respondent should submit in a single separate sealed envelope marked

Fee Proposal

• two (2) copies of the fee proposal

The fee proposal and all costs should be separate from the rest of the

proposal.

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Proposals submitted should be clearly marked: “RFP# 26-01 – Sustainable Energy

Utility Billing and Customer Relation Management (CRM) Software” and list the

offeror’s name and address.

Proposals must be addressed and delivered to:

City of Ann Arbor

c/o Customer Service

301 East Huron Street

Ann Arbor, MI 48104

All proposals received on or before the due date will be publicly opened and recorded

on the due date. No immediate decisions will be rendered.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann

Street (north) vestibule/entrance of City Hall which is open to the public Monday

through Friday from 8am to 5pm (except holidays). The City will not be liable to any

prospective offeror for any unforeseen circumstances, delivery, or postal delays.

Postmarking on the due date will not substitute for receipt of the proposal. Offerors

are responsible for submission of their proposal. Additional time will not be granted

to a single prospective offeror. However, additional time may be granted to all

prospective offerors at the discretion of the City.

A proposal may be disqualified if the following required forms are not included

with the proposal:

• Attachment B - City of Ann Arbor Non-Discrimination Declaration of

Compliance

• Attachment C - City of Ann Arbor Living Wage Declaration of Compliance

• Attachment D - Vendor Conflict of Interest Disclosure Form of the RFP

Document

Proposals that fail to provide these forms listed above upon proposal opening

may be deemed non-responsive and may not be considered for award.

Please provide the forms outlined above (Attachments B, C and D) within your

narrative proposal, not within the separately sealed Fee Proposal envelope.

All proposed fees, cost or compensation for the services requested herein

should be provided in the separately sealed Fee Proposal envelope only.

G. DISCLOSURES

Under the Freedom of Information Act (Public Act 442), the City is obligated to permit

review of its files, if requested by others. All information in a proposal is subject to

disclosure under this provision. This act also provides for a complete disclosure of

contracts and attachments thereto.

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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