2026 Regional Water Metering & Billing Study

Location:	Wyoming
Posted:	Aug 3, 2026
Due:	Aug 24, 2026
Agency:	City of Casper
Type of Government:	State & Local
Category:	B - Special Studies and Analyses - Not R&D Y - Construction of Structures and Facilities
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES

FOR THE 2026 REGIONAL WATER METERING & BILLING STUDY

CENTRAL WYOMING REGIONAL WATER SYSTEM

JOINT POWERS BOARD

DATE: August 3, 2026

The Central Wyoming Regional Water System Joint Powers Board (CWRWS JPB) is soliciting

Statement of Qualification and sealed proposals from qualified consulting firms with demonstrated

experience in water metering evaluation, meter data management, and utility billing process analysis.

Proposals shall clearly define the consultant’s understanding of the project, proposed methodology,

scope of services, deliverables, project schedule, and detailed cost breakdown by task as described in

this Request for Proposals (RFP). Submitted proposals will be evaluated in accordance with the

criteria contained in this RFP. The CWRWS JPB may establish a shortlist of firms for subsequent

interviews or presentations. A tentative schedule for consultant selection and project completion is

included herein.

Proposals shall be submitted to the CWRWS JPB, Attention: Brandy Stearns

bstearns@casperwy.gov, 200 N. David Street, Casper, WY 82601 no later than Monday, August

24, 2026 at 5:00 p.m.

I. Introduction, Background and Objective

The Central Wyoming Regional Water System (CWRWS) provides wholesale water

service to nine (9) customers, each of which is billed monthly. City of Casper Water

Operations is responsible for the operation of the regional water treatment facility and

transmission system serving these entities. Current meter reading activities include manual

field reading, documentation, and photographic verification for twenty-one (21) wholesale

meters.

Certain meters include both high-flow and low-flow measurement components.

Several of the meters serve multiple entities in series, requiring usage deductions for

downstream entities to ensure accurate wholesale billing. In addition, some wholesale

customers have multiple meters requiring combined usage calculations. Each wholesale

customer owns, operates, and maintains its respective distribution system downstream of

their wholesale meter and is given credit for any gallons used for flushing their system.

Monthly, metered volumes range from tens of thousands to several million gallons.

High-capacity meters are tested and calibrated annually by City of Casper staff. System line

loss is calculated and proportionally allocated among all CWRWS JPB wholesale customers.

The CWRWS JPB intends to evaluate and improve its existing wholesale metering and

billing processes through completion of this study. The primary objectives of this study

include, but are not limited to, the following:

• Evaluating whether the current meter types are appropriate and cost-effective

for current operating conditions and flow profiles.

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• Evaluating current testing, calibration, and maintenance practices for existing

meters and provide recommendations for improved practices and alternative

meter technologies.

• Evaluating conversion from manual meter reading to automated, electronic,

or cloud-based data acquisition systems consistent with current industry’s best

practices.

• Identifying industry best practices for wholesale water billing process

efficiency and accuracy.

• Evaluate current billing workflows and develop a phased implementation

plan for process improvements and migration of billing functions into the utility

billing module of Tyler Technologies MUNIS.

• Evaluate current reporting capabilities for historical averaging and identify

options for reporting in transition to the utility billing module of Tyler

Technologies MUNIS.

• Ensuring billing methodologies accurately account for system line loss,

multiple meter aggregation, and downstream usage allocations.

II. Project Information and Existing Conditions Data

The CWRWS JPB, in coordination with City of Casper staff, will provide available

existing information to support completion of this study. Consultants shall review and

incorporate the following information, as applicable, into project analysis and

recommendations.

Available information may include, but is not limited to:

A. System and Infrastructure Information

• Wholesale meter inventory, including meter types, sizes, manufacturers, and

installation locations.

• Meter installation configurations, including compound meters, high/low flow

configurations, and serial meter arrangements.

• Transmission system maps and meter location mapping.

• Historical meter replacement and maintenance records, if available.

B. Meter Reading and Testing Information

• Current manual meter reading procedures and documentation practices.

• Photographic documentation standards and record retention practices.

• Annual meter testing and calibration procedures and historical test results.

C. Water Usage and Operational Data

• Historical wholesale usage data by entity.

• Seasonal demand trends and peak demand characteristics.

• Line loss calculation methodology and historical line loss data.

• Known operational constraints affecting meter accuracy or data collection.

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D. Billing and Financial Information

• Current wholesale billing calculation methodology.

• Billing adjustment procedures for downstream entity deductions, multi-meter

aggregation, and flushing practices.

• Sample historical wholesale invoices.

• Current rate structures and cost allocation methodologies.

E. Software and Data Systems

• Current billing and financial system configuration within Tyler Technologies

MUNIS.

• Available system configuration documentation and workflows.

• Data export/import capabilities.

• Current reporting capabilities and limitations.

F. Policies and Administrative Information

• Applicable Board policies and resolutions affecting wholesale billing.

• Applicable City policies related to meter testing, maintenance, and billing.

• Applicable regulatory or reporting requirements.

The Consultant shall identify any additional data required to complete the study and shall

coordinate with CWRWS JPB staff to obtain such data to the extent available.

III. General Project Considerations

The Consultant/City shall perform all services in accordance with current industry

standards and best practices for wholesale water metering, utility billing, data management

and system modernization.

Recommendations shall consider the operational needs, staffing resources, budget

constraints, and long-term objectives of the CWRWS JPB and the City of Casper. The

Consultant shall evaluate opportunities to improve metering accuracy, data collection, billing

efficiency, reporting capabilities, and overall system reliability while minimizing disruption

to ongoing operations.

All recommendations shall include consideration of implementation requirements,

planning costs, operational impacts, and compatibility with existing Tyler Technologies

MUNIS systems and other available infrastructure.

IV. Scope of Work

The selected Consultant shall provide professional services necessary to evaluate

existing wholesale water metering and billing processes and develop recommendations for

modernization, accuracy improvement, and operational efficiency. At a minimum, the Scope

of Work shall include the following tasks:

Task 1 – Project Management and Stakeholder Coordination

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A. Conduct a project kickoff meeting to confirm project objectives, scope,

communication, protocols, key stakeholders, schedule, and data requirements.

B. Develop and maintain a project workplan and schedule identifying major milestones,

deliverables, decision points, and coordination requirements.

C. Coordinate with CWRWS JPB representatives, City of Casper Staff, wholesale

customers, and other stakeholders as necessary to gather information and facilitate

project execution.

D. Provide regular project status updates, identify work schedule or data collection

challenges, and maintain ongoing communication throughout the duration of the

project.

Task 2 – Existing Conditions Assessment

A. Evaluate the existing wholesale metering system, including meter inventory,

installation configurations, operational characteristics, and suitability for current and

anticipated flow conditions.

B. Review current meter reading, testing, calibration, maintenance, and documentation

practices to identify strengths, deficiencies, operational risks, and opportunities for

improvement.

C. Assess existing wholesale billing methodologies, data management practices,

reporting capabilities, and software systems to document current workflows, system

dependencies, and administrative requirements.

D. Identify operational, technological, and procedural constraints that may affect

metering accuracy, data reliability, billing efficiency, system transparency, and long-

term sustainability.

Task 3 – Meter Technology Evaluation

A. Evaluate the suitability, performance, and reliability of existing wholesale meters and

associated equipment based on operating conditions, flow characteristics,

maintenance requirements, and the industry's best practices.

B. Assess the accuracy, operational effectiveness, remaining service life, and long-term

viability of existing metering infrastructure, and identify opportunities for

improvement, replacement, or standardization.

C. Evaluate alternative metering technologies, including Automated Meter Reading

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(AMR), Advanced Metering Infrastructure (AMI), telemetry-based systems, and

other emerging technologies that may improve data collection and billing systems.

D. Develop recommendations for future metering improvements, including planning-

level lifecycle cost considerations, implementation priorities, and compatibility with

automated data collection and billing systems.

Task 4 – Meter Data Collection and Management Alternatives

A. Evaluate existing meter data collection, storage, and management practices and

identify opportunities to improve data accessibility, reliability, efficiency, and long-

term sustainability.

B. Assess alternative data collection technologies, including AMR and AMI telemetry-

based systems, cloud-based platforms, and other automated solutions capable of

improving operational efficiency and reducing manual data handling.

C. Evaluate data management, cybersecurity, system reliability, reporting capabilities,

and integration requirements associated with alternative data collection and

management systems.

D. Develop recommendations for future data collection and management practices,

including implementation considerations, compatibility with existing metering

infrastructure and billing systems, and planning-level lifecycle cost considerations.

Task 5 – Billing Process Evaluation and Modernization Plan

The Consultant shall conduct a comprehensive evaluation of the CWRWS’s existing

billing process, methodologies, and supporting systems to identify opportunities for

improved accuracy, efficiency, transparency, and long-term sustainability, This evaluation

shall include a review of existing workflows, calculation methodologies, data management

practices, and software capabilities to ensure that current billing procedures accurately reflect

water usage and are consistent with the best industry standard.

A. Evaluate the existing wholesale billing process, including meter reading inputs,

calculation methodologies, billing adjustments, invoice generation procedures, and

quality control practices.

B. Review current billing workflows, spreadsheets, databases, and software systems to

identify inefficiencies, potential sources of error, data management challenges, and

opportunities for processing automation and improved operational reliability.

C. Evaluate the accuracy, consistency, transparency, and defensibility of current billing

methodologies, including line loss allocation, downstream customer deductions,

multi-meter aggregation, flushing credits, and other billing adjustments.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Description	Opening Date/Time	Closing Date/Time
2026 Regional Water Metering & Billing Study ~ Colter Reed	August 03, 2026 8:00 AM	August 24, 2026 5:00 PM