Requests for Proposals for Utility Customer Portal / Customer Engagement Platform Software
| Location: | California |
|---|---|
| Posted: | Apr 6, 2026 |
| Due: | May 8, 2026 |
| Agency: | City of Rohnert Park |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Requests for Proposals for Utility Customer Portal / Customer Engagement Platform Software
|
| Category: | Public Works |
| Status: | Open |
|
Attachment Preview
CITY OF ROHNERT PARK
City of Rohnert Park
Public Works Department
600 Enterprise Drive
Rohnert Park, CA 94928
(707) 588-3300
Distribution/Advertisement: 4/6/2026
Deadline for Requests for Information: 4/20/2026 by 4:00PM
Deadline for Submittal of Proposals: 5/8/2026 by 4:00PM
The City of Rohnert Park offers the following opportunity:
Utility Customer Portal/Customer Engagement Platform
Software
Project Number: 2019-18
General Description of the Project
The City of Rohnert Park is upgrading its existing potable water distribution system with new meter
infrastructure that will include new water meters and registers and a new City-wide Advanced Metering
Infrastructure (AMI) through Badger Beacon. As part of the capital project, the City is requesting
proposals from qualified vendors for a stand-alone customer portal/customer engagement platform that
provides utility customers with an informational and transactional software application integrated with
Badger Beacon and the City’s utility billing system through Tyler Munis. As EyeOnWater is already
available to the City, a determination to utilize a stand-along third-party customer portal/customer
engagement platform is not guaranteed. The purpose of this solicitation is to evaluate the functionality
and benefits of various customer portals in order for the City to make a proper determination on the
best platform for its operations and in service to its customers.
Schedule, Location, Contact
The following schedule has been established and is subject to change based on City needs:
RFP Issuance
Deadline for Requests for Information:
Deadline for Submittal:
4/6/2026
4/20/2026 by 4:00pm
5/8/2026 by 4:00pm
Submit
Proposals
DIGITALLY to:
City of Rohnert Park Public Works Department
Attn: Julian De Anda, City Engineer
600 Enterprise Drive
Rohnert Park, CA 94928
Attn: Julian De Anda, PE
City Engineer
jdeanda@rpcity.org
707-588-3317
Questions regarding this RFP, please direct to: Julian De
Anda at jdeanda@rpcity.org
Request for Proposals
Customer Portal/Customer Engagement Software
Section 1. INSTRUCTIONS TO RESPONDERS
The City of Rohnert Park is requesting responses from qualified vendors through the Request for
Proposal process for providing a customer portal/customer engagement platform for the City’s
planned AMI system through Badger Advanced Metering Infrastructure (AMI).
The City reserves the right to accept or reject any or all Proposals, to waive irregularities and/or
informalities and to disregard all non-conforming, non-responsive, unbalanced or conditional
Proposals. The City of Rohnert Park complies with all Equal Opportunity requirements. All qualified
responders will receive consideration without regard to race, creed, color, national origin, sex,
marital status, religion, ancestry, mental or physical handicap or age.
These General Terms and Conditions apply to all Offers made to the City of Rohnert Park (hereafter
"City") by all prospective vendors (herein after referred to as "Responder") regarding City Solicitations
including, but not limited to, Invitations to Proposal, Requests For Proposals, Requests for Quotes,
and Requests For Qualifications (hereafter "Solicitation" or Proposal Solicitation).
A. CONTENTS OF PROPOSAL
1. Responders shall thoroughly read the project requirements and specifications and shall
examine any drawings and documents which may be incorporated into the Proposal
documents.
2. Responders shall make all investigations necessary to thoroughly inform themselves
regarding the minimum qualifications and technical capabilities as required by this RFP.
No plea of ignorance by the Responder of conditions that exist or may hereafter exist as
a result of failure to fulfill the requirements of the contract documents will be accepted
as the basis for varying the requirements of the City or the compensation to the
Responder.
3. Responders are advised that all City contracts are subject to all legal requirements
contained in City Ordinances and State and Federal Statutes governing purchasing
activities.
4. Responders are required to state the exact intentions of their offer to the City via this
Solicitation and must indicate any variances to the terms, conditions, and specifications
of this Solicitation, no matter how slight. If variations are not stated in the Responder's
Offer, it shall be construed that the Responder's Offer fully complies with all conditions
identified in this Solicitation.
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Request for Proposals
Customer Portal/Customer Engagement Software
B. CLARIFICATION AND MODIFICATION OF PROPOSAL SOLICITATION
1. Apparent silence or omissions within this Proposal Solicitation regarding a detailed
description of the materials and services to be provided shall be interpreted to mean that
only the best commercial practices are to prevail and that only materials and
workmanship of first quality are to be used.
2. If any Responder contemplating submitting a Proposal under this Solicitation is in doubt as
to the true meaning of the specifications, the Responder must submit a written e-mail
request for clarification to the City's Agent/Contact. The Responder submitting the
request will be responsible for ensuring that the City receives the request by April 20,
2026.
3. Any official interpretation of the Proposal Solicitation must be issued in writing by the
agent/contact of the City who is authorized to act on behalf of the City, or by the City's
Legal Department. The City shall not be responsible for other interpretations offered by
employees of the City who are not authorized to act on behalf of the City for this project.
4. If necessary, the City may issue a written addendum to clarify or inform of substantial
changes which impact the technical submission of Proposals. Addenda will be posted to
the website (https://www.rpcity.org/bids.aspx), and it is the Responder's responsibility to
download addenda. The Responder shall certify its receipt of the addendum by signing the
addendum and returning it with its Proposal. In the event of a conflict with the original
Proposal Solicitation documents, addenda shall supersede all other documents to the
extent specified. Subsequent addenda shall govern over prior addenda only to the extent
specified.
C. PRICING, COLLUSION, AND TAXES
1. Current Prices. Proposal pricing must be fixed and firm unless stated otherwise in the RFP
Solicitation.
2. Discounts. Discounts shall not be considered in determining the lowest net cost for
Proposal evaluation purposes. Payment terms shall be as set forth in any contract
executed between the City and the Responder. Payment by the City is deemed to be made
on the date of the mailing of the check, or as otherwise set forth in any contract executed
between the City and the Responder.
3. Collusion. The Responder, by affixing its signature to this Proposal, certifies that its
Proposal is made without previous understanding, agreement, or connection either with
any persons, or entities offering a Proposal for the same items, or with the City. The
Responder also certifies that its Proposal is in all respects fair, without outside control,
collusion, fraud, or otherwise illegal action. To ensure integrity of the City's public
procurement process, all Responders are hereby placed on notice that any and all
Responders who falsify the certifications required in conjunction with this section shall be
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Request for Proposals
Customer Portal/Customer Engagement Software
prosecuted to the fullest extent of the law.
4. It shall be understood and agreed that Proposal Offers submitted by persons and entities
are done so independently of any other offers, and that Responders will not knowingly
participate in solicitations where there exists a conflict of interest with their entity and a
member of City staff or their immediate family.
5. Taxes. Responders should include Federal, State and applicable local sales taxes in
Proposal prices, as pricing shall be all-inclusive in offering to the City of Rohnert Park.
D. PREPARATION AND SUBMISSION OF PROPOSAL
1. The Proposal must be provided to the City electronically to the City’s point of contact,
Julian De Anda at jdeanda@rpcity.org, prior to the submittal deadline.
2. Proposals must contain a manual signature of an authorized agent of the Responder. If
the Responder or its lawful agent fails to sign the Proposal, its Proposal shall be
considered non-responsive and ineligible for award.
3. Pricing shall be provided by the Responder to include, at a minimum:
a. Annual licensing cost for the solution over a period of three (3) years and
maximum annual licensing adjustments for periods beginning year four (4).
b. Any associated integration, setup, or configuration charges to be applied by the
Vendor associated with linkages of the customer portal to Tyler Munis.
c. Hourly fees charged by the responding vendor for services and support outside of
the proposed scope of work contained within the response.
4. The delivery and/or completion date(s) provided by the Responder, if required, must be
stated in calendar days, following receipt of order/contract or official notice to proceed.
5. All information and supplemental documentation required in conjunction with this
Proposal shall be furnished by the Responder with its Proposal. If the Responder fails to
supply any required information or documents, the City, in its sole discretion, may
consider the Proposal non-responsive.
6. The accuracy of the Proposal is the sole responsibility of the Responder. No changes in
the Proposal shall be allowed after the submission deadline, except when the Responder
can show clear and convincing evidence that an unintentional factual mistake was made,
including the nature of the mistake and the price actually intended.
7. The Proposal shall be submitted in pdf format via email with the subject line to read “RFP
2019-18 Response” along with the business name of the Responder.
8. Offers in response to formal Proposal Solicitations will not be accepted by facsimile or
hard copy. Only signed written offers submitted electronically will be considered
Page 4
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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