CITY OF DELAWARE, OHIO REQUEST FOR PROPOSAL FOR METER AUTOMATION AUGUST 2015 Request for Proposal For Meter Automation TABLE OF CONTENTS 1. LIST OF ABBREVIATIONS .............................................................. 1 2. INTRODUCTION ............................................................................. 2 2.1 Evaluation Criteria ....................................................................... 2 2.2 Request for RFP Clarification ........................................................ 3 3. SYSTEM OVERVIEW ....................................................................... 4 3.1 The City Billing System ................................................................ 5 3.2 Meter Reading Operation ............................................................. 5 3.3 Meter locations and Job type ....................................................... 5 4. GENERAL PROVISIONS .................................................................. 6 4.1 Applicable Laws .......................................................................... 6 4.2 Proposer’s Insurance ................................................................... 7 4.3 Indemnification ........................................................................... 7 4.4 Ethics ......................................................................................... 8 4.5 Modification or Withdrawal of Offer .............................................. 9 4.6 Failure to Submit Offer ................................................................ 9 4.7 Receipt of Proposals .................................................................... 9 4.8 Acknowledgment of Amendments to the Request For Proposals ..... 9 4.9 Debarment of the Proposer ......................................................... 9 4.10 Award of Contract ..................................................................... 10 4.11 Cancellation .............................................................................. 10 4.12 Negotiations ............................................................................. 10 4.13 City Furnished Property ............................................................. 11 4.14 Proprietary Data ....................................................................... 11 4.15 Work Authorization ................................................................... 11 4.16 Non-Responsive Proposals ......................................................... 11 5. DELIVERABLES, SPECIFICATIONS AND SCOPE OF SERVICES .... 12 5.1 Responsibilities of the City ......................................................... 12 5.2 Responsibilities of the Selected AMI system provider ................... 12 5.3 General Proposal Requirements ................................................. 13 5.4 Minimum Requirements ............................................................. 13 5.5 OVERALL SYSTEM CHARACTERISTICS ....................................... 14 5.6 Meter Interface Unit (MIU) ........................................................ 22 5.7 Data Collection Units (DCU) ....................................................... 27 5.8 Repeaters and Other Communication Equipment ........................ 30 5.9 Radio Licenses .......................................................................... 31 5.10 Portable Field Test Units (PFTU) ................................................ 32 5.11 Head End System-AMI Control Computer.................................... 36 5.12 System Software ....................................................................... 37 5.13 End to End Security ................................................................... 44 5.14 Customer Web Portal ................................................................ 45 5.15 Training .................................................................................... 45 i Request for Proposal For Meter Automation 5.16 AMI System Support ................................................................. 47 5.17 Installation ............................................................................... 49 5.18 Installation Procedures .............................................................. 49 5.19 Installation Work Plan ............................................................... 50 5.20 Installation Scheduling .............................................................. 51 5.21 Warranties ................................................................................ 51 6. TECHNICAL PROPOSAL SUBMISSION REQUIREMENTS .............. 54 6.1 Executive Summary ................................................................... 54 6.2 Qualifications ............................................................................ 54 6.3 Detailed Technical Approach ...................................................... 54 6.4 Representative Projects ............................................................. 54 6.5 Sample Contract ....................................................................... 54 6.6 Public Engagement ................................................................... 55 6.7 Disclaimer ................................................................................ 55 6.8 Non-Responsive Submittal ......................................................... 55 7. COST PROPOSAL SUBMISSION .................................................... 55 8. FAILURE RATES ............................................................................ 55 8.1 Guaranteed Maximum Expected Annual Failure Rates .................. 55 9. INVOICE REQUIREMENTS ............................................................ 56 10. SCHEDULE FOR PROJECT ............................................................. 56 11. PROPOSAL CHECKLIST ................................................................ 57 LIST OF ATTACHMENTS: ATTACHMENT A: CITY OWNED FACILITIES ATTACHMENT B: METER ADDRESSES (FULL POPULATION) ii Request for Proposal For Meter Automation 1. LIST OF ABBREVIATIONS ALD Acoustic Leak Detection AMI Automated Metering Infrastructure AMR Automatic Meter Reading AWWA American Water Works Association CFR Code of Federal Regulations CIS Customer Information System DCU Data Collection Unit DST Daylight Savings Time FCC Federal Communications Commission GIS Geographic Information System GPS Global Positioning System HES Head End System-Control System ID Identification IP Internet Protocol IT Information Technology LAN Local Area Network MIU Meter Interface Unit EST Eastern Standard Time ODBC Open Database Connectivity OSHA Occupational Safety and Health Administration PFTU Portable Field Testing Unit RFID Radio Frequency Identification RFP Request for Proposal SCADA Supervisory Control and Data Acquisition System UV Ultraviolet SQL Structured Query Language WAN Wide Area Network 1 Request for Proposal For Meter Automation 2. INTRODUCTION The City of Delaware (the City) is soliciting proposals for an AMI system. The purchase and installation of this system is known as the Meter Automation Project (the Project). This document identifies the functional requirements of the AMI system and specific topics to be addressed by the responder. Noteworthy elements of this RFP and project:  The City is interested in an AMI solution capable of providing daily reads to support move-in/move-out activities.  The City is requesting the prime contractor to supply the AMI solution, installation services, on-call emergency service, and preventative maintenance work under one contract.  Approximately 75% of the existing meters will not be replaced and will only require an MIU. The remaining one-quarter will require both a meter and MIU.  An online customer facing portal will be evaluated as a separate task order.  The City is interested in a hosted Meter Data Management (MDM) solution and other creative approaches such as AMI as a Service that allow for minimal upfront capital investment. Table 1 identifies the minimum acceptable requirements for certain critical components of the AMI system. Criteria Minimum Requirement Experience Three installations totaling more than 50,000 endpoints Water Audit Timestamps must be accurate within 30 seconds of true time Quality Manufacturing facilities shall be ISO9000 certified Read Performance 98.5% within 72 hours; 97.5% within 48 hours; 95% within 24 hours Compatibility Zenner C700 and Elster/Amco Table 1: Minimum Acceptable Requirements 2.1 EVALUATION CRITERIA Vendor responses will be evaluated using the criteria summarized in Table 2 below. 2 Request for Proposal For Meter Automation Criteria Definition Clarity of Proposal Degree to which proposal clearly and concisely follows RFP and is responsive to all questions. Strength of the Proposer References, experience, financial stability and solvency, revenue growth and profitability, relative R&D investments, and ability to acquire bonding and insurance Installation Management Degree to which installer’s project control system and System Capabilities procedures meet technical specifications and desired functionality Experience of Proposed Experience of Project Manager and staff proposed for this Staff project System Capabilities Degree to which proposed system addresses technical specifications, performance requirements, and desirable functions Ease of Operation and Ease of ongoing use and maintenance of system, including Maintenance component installation, programming and repair; use of software; and diagnostic and reporting capabilities. Integration Support Vendor’s ability to develop, document, and support interfaces with the City’s billing system and other IT systems Data Management Data integrity, security, accessibility, backup/recovery, flexibility, cross system balancing, auditing capabilities, report generation, and queries. Nonproprietary interfaces. Support How the Proposer will deliver maintenance and operational support, as well as training. Response modes and times. Warranty Period and extent of warranty coverage on meter reading system components. Overall system performance guarantees. Protection in the event of excessive failures. Lifecycle Cost Total cost of the proposed system over the expected 20 year life. Table 2: Criteria for Evaluating Proposals 2.2 REQUEST FOR RFP CLARIFICATION The City appreciates your interest in this RFP and looks forward to evaluating your proposal. Any questions regarding the content of this RFP should be submitted in writing, no later than 12:00 Noon EST, 18 August 2015 to: Brad Stanton City of Delaware Public Utilities Director 225 Cherry Street 3 Request for Proposal For Meter Automation Delaware, OH 43015 [email protected] 3. SYSTEM OVERVIEW The City is a progressive and growing community with a dynamic plan for the future. It is located in Delaware County on the outskirts of the Columbus (COL) metropolitan area. With a land area of 19 square miles, it has a population of approximately 34,000 totaling 12,500 metered accounts. Figure 1: Service Area 4 Request for Proposal For Meter Automation 3.1 THE CITY BILLING SYSTEM The City uses Creative Microsystems Inc. (CMI) software as their CIS system which will need to interface with the AMI system. 3.2 METER READING OPERATION The City has approximately 12,000 retail meters, ranging in size from 5/8” to 8”. The City is currently reading the majority of the meters using a Datamatic ROADRUNNER X7-CX handheld system. The manually collected reads are validated and exported to the City’s billing system. As part of this Project, all meters are to be enabled for AMI by the addition of an MIU (est. 12,000 MIUs) and residential meters installed before Jan 2000 shall be replaced along with potentially newer meters that have incompatible registers (est. 3,000 meters). The approximate meter population for budgetary purposes is summarized in Table 4a below: Meter Size Before Jan 2000 After Jan 2000 Totals 5/8 2,965 8,452 11,417 3/4 13 55 68 1 96 156 252 1-1/2 18 151 169 2 24 73 97 3 9 32 41 4 7 13 20 6 5 8 13 8 4 4 8 Totals 3,141 8,944 12,085 Table 4a: Meter Population 3.3 METER LOCATIONS AND JOB TYPE The City will be responsible for completing installations that are located inside the buildings (est. 4,500) and is only requesting the Proposer to provide installation services for the remaining accounts that are located outside the buildings (est. 7,500). The approximate meter locations for level of effort purposes is summarized below: Location Meter + MIU MIU Only Totals Before Jan 2000 After Jan 2000 Outside 1,043 6,402 7,445 Inside 2,098 2,542 4,640 Totals 3,141 8,944 12,085 5 Request for Proposal For Meter Automation Figure 2: Typical residential meter pit lid with 1-7/8” hole diameter Figure 3: Typical lid on larger diameter pit 4. GENERAL PROVISIONS The Proposer should pay close attention to the following provisions. These provisions have significant implications on the evaluation of the proposal and on the contract language and the means by which the City will administer the contract. 4.1 APPLICABLE LAWS The Proposer shall comply with all Federal, State, County and Municipal laws, ordinances, regulations, safety orders, resolutions and building codes relating or applicable to services to be performed during the Project. The laws of the State of Ohio shall govern the contract. 6 Request for Proposal For Meter Automation 4.2 PROPOSER’S INSURANCE The Proposer shall be required during the term of the Project to maintain in full force and effect the following insurance: (i) a comprehensive general liability policy of insurance for bodily injury, death and property damage insuring against all claims, demands or actions relating to the proposer’s performance of services pursuant to the Project with a minimum combined single limit of not less than $1,000,000.00 per occurrence for injury to persons (including death), and for property damage; (ii) policy of automobile liability insurance covering any vehicles owned and/or operated by the proposer, its officers, agents, and employees, and used in the performance of the Project with policy limits of not less than $500,000.00 combined single limit and aggregate for bodily injury and property damage; (iii) statutory Worker’s Compensation Insurance at the statutory limits and Employers Liability covering all of the proposer’s employees involved in the provision of services with policy limit of not less than $500,000.00; and (iv) Professional Liability covering negligent acts, errors and omissions in the performance of professional services with policy limit of not less than $1,000,000.00 per claim and $1,000,000.00 in the aggregate. All policies except the professional liability insurance and workers’ compensation shall be endorsed to name the City as an additional insured, and all policies except the professional liability policy shall be endorsed to waive subrogation against the City. The Proposer shall be required to provide to the City a Certificate of Insurance evidencing the required insurance and endorsements along with the signed contract. All policies shall be further endorsed to provide that the policy shall not be cancelled or non-renewed without thirty (30) days advanced notice to the City and ten (10) days notice for nonpayment of premiums. The insurance shall be written by carriers licensed to do business in Ohio and with companies with A: VIII or better rating in accordance with the current Best Key Rating Guide. 4.3 INDEMNIFICATION The contract entered between the City and the selected Proposer shall include and be subject to the following provision: The City shall not be liable for any loss, damage, or injury of any kind or character to any person or property arising from the services of the Proposer pursuant to the Project. Proposer hereby waives all claims against the City, its officers, agents and employees (collectively referred to in this section as “CITY”) for damage to any property or injury to, or death of, any person arising at any time and from any cause other than the negligence or willful misconduct of CITY or breach of CITY’s obligations hereunder. Proposer agrees to indemnify and save harmless CITY from and against any and all liabilities, damages, claims, suits, costs (including court costs, attorneys’ fees and costs of investigation) and actions of any kind by reason of injury to or death of any person or damage to or loss of property to the extent caused by the Proposer’s negligent performance of services pursuant to the Project or by reason of any negligent act or omission on the part of the Proposer, its officers, directors, servants, employees, representatives, consultants, licensees, successors or permitted assigns (except when such liability, claims, suits, costs, injuries, deaths or damages arise from or are attributed to negligence of CITY, in 7