METER DATA MANAGEMENT SYSTEM (MDMS)

Transcription

1 REQUEST FOR QUALIFICATIONS METER DATA MANAGEMENT SYSTEM (MDMS) RFQ 348

2 Request for Qualification RFQ 348 SUMMARY OF KEY INFORMATION RFQ TITLE The title of this RFQ is: Meter Data Management System RFQ 348 Please use this title on all correspondence. CONTACT PERSON The Contact Person for this RFQ is: Xavier Serrano No telephone enquiries please. Please direct all Enquiries, by , to the above named Contact Person. RECEIPT CONFIRMATION FORM CLOSING TIME RESPONSE DELIVERY ADDRESS The Addenda and any further information relating to this RFQ will be directed only to parties who have completed and returned the Receipt Confirmation Form. The Closing Time is: 11:00:00 A.M. PDT (GMT -7) on June 1, 2010 Responses are to be submitted to: BC Hydro Bid Station 535 Hamilton Street Vancouver, BC V6B 2R1 Canada Attention: Xavier Serrano

3 TABLE OF CONTENTS Meter Data Management System Request for Qualification RFQ INTRODUCTION Purpose of RFQ Administration of RFQ Eligibility... 3 SMART METERING AND INFRASTRUCTURE (SMI) PROGRAM OVERVIEW Legislative Context SMI Program Objectives SMI Program Scope Procurement Approach Schedule Program Team THE PROJECT Meter Data Management System General Scope of Responsibility Collaboration COMPETITIVE SELECTION PROCESS RFQ Stage RFP Stage Compensation for Participation in Competitive Selection Process Competitive Selection Timeline SUBMISSION INSTRUCTIONS Mandatory Submission Requirements Response Form and Content Language of Responses and Enquiries Date and Time Stamp No Fax or Submission Receipt of Complete RFQ Receipt Confirmation Form Revisions Prior to the Closing Time Enquiries Unofficial Information Delivery and Receipt of Fax and communication Addenda Inconsistency between Paper and Electronic Form Response Declaration Form Relationship Disclosure Form EVALUATION Evaluation... 16

4 Request for Qualification RFQ Evaluation Criteria Evaluation and Selection Procedures Interviews/Presentations Proponents and Changes to Proponent Teams RFQ TERMS AND CONDITIONS No Obligation to Proceed Freedom of Information and Protection of Privacy Act Cost of Preparing the Response Confidentiality of Information No Representation or Warranty Reservation of Rights Limitation of Damages Ownership of Responses Disclosure and Transparency No Collusion No Lobbying Conflict of Interest Adjudicator Relationship Disclosure and Review Process Fairness Adviser... 23

5 APPENDIX A - RESPONSE GUIDELINES AND EVALUATION CRITERIA APPENDIX B - RECEIPT CONFIRMATION FORM APPENDIX C - CONFIDENTIALITY AGREEMENT APPENDIX D - RESPONSE DECLARATION FORM APPENDIX E - PARTICIPATION AGREEMENT APPENDIX F RELATIONSHIP DISCLOSURE FORM APPENDIX G - PERSONAL INFORMATION CONSENT FORM(S) APPENDIX H - DEFINITIONS APPENDIX I DETAILED SCOPE OF WORK APPENDIX J REQUEST FOR INFORMATION FORM Meter Data Management System Request for Qualification RFQ 348 Page 1

6 Request for Qualification RFQ INTRODUCTION 1.1 Purpose of RFQ The purpose of this Request for Qualifications ( RFQ ) is to invite interested parties to submit Responses indicating their interest in, and qualifications for, the delivery of a Meter Data Management System. Based on these Responses, BC Hydro intends to select, in accordance with the terms of this RFQ, a shortlist of up to three Respondents to be invited to participate in the next stage of the Competitive Selection Process, the Request for Proposals ( RFP ) stage. This RFQ is not a tender or an offer or a Request for Proposals, and there is no intention by BC Hydro to make an offer by issuing this RFQ. Under the Competitive Selection Process, BC Hydro is seeking to enter into a Contract with a qualified entity ( Contractor ) to supply, install and configure a Meter Data Management System (the Project ). If a capitalized term used in this RFQ is not defined in Appendix I of this RFQ it will be defined in the section of the RFQ in which it is first used. 1.2 Procurement Team BC Hydro BC Hydro is one of North America's leading providers of clean, renewable energy, and the largest electric utility in British Columbia, serving approximately 95 per cent of the province's population and 1.8 million customers. BC Hydro s goal is to provide reliable power, at low cost, for generations. As a provincial Crown Corporation established in 1962 under the Hydro and Power Authority Act, BC Hydro reports to the Minister of Energy, Mines and Petroleum Resources, and is regulated by the British Columbia Utilities Commission (BCUC). BC Hydro's various facilities generate between 43,000 and 54,000 gigawatt hours ( GWh ) of electricity annually, depending on prevailing water levels. Electricity is delivered through a network of 18,336 kilometres of transmission lines and 55,705 kilometres of distribution lines. The transmission and telecom assets are owned by BC Hydro; the management and operation of the transmission system and a portion of the telecom, is the responsibility of the British Columbia Transmission Corporation (BCTC). Power Smart conservation programs continued to deliver cost effective energy, producing cumulative annual incremental energy savings of 2,518 GWh. Additional information about BC Hydro is available at: Page 2

7 Partnerships BC Meter Data Management System Request for Qualification RFQ 348 Partnerships BC was established by the Province to evaluate, structure and implement partnership solutions which serve the public interest. BC Hydro has engaged Partnerships BC to manage the procurement for the Smart Metering Program. Additional information about Partnerships BC is available at Administration of RFQ Partnerships British Columbia Inc. ( Partnerships BC ) is managing this RFQ and the Competitive Selection Process on behalf of BC Hydro. 1.4 Eligibility Any interested party, or parties, may submit a Response to this RFQ. Respondents may be individuals, corporations, joint ventures, partnerships or any other legal entities. Page 3

8 Request for Qualification RFQ SMART METERING AND INFRASTRUCTURE (SMI) PROGRAM OVERVIEW 2.1 Legislative Context The 2007 B.C. Energy Plan: A Vision for Clean Energy Leadership strategy document outlined 55 policy actions focused on energy self-sufficiency, conservation, and development of renewable alternative energy sources. Several policy actions were relevant for the SMI Program, including: Acquire 50 per cent of BC Hydro s incremental resource needs through conservation by 2020; Ensure a coordinated approach to conservation and efficiency is actively pursued in British Columbia (B.C.); Encourage utilities to pursue cost effective and competitive demand side management opportunities; and Explore with BC Utilities Commission new rate structures that encourage energy efficiency and conservation. In 2008, the Province of British Columbia (Province) released a Climate Action Plan which outlined a series of strategies and programs which were calculated to take B.C. approximately 73 per cent towards meeting the goal of reducing provincial Green House Gas ( GHG ) emissions by 33 per cent by The Climate Action Plan identified smart meters as an integral component to achieving these GHG reductions, specifically as related to energy savings in the building sector. Subsequently, the Province has supported smart metering through the introduction of: Amendments to the Utilities Commission Amendment Act in 2008 which required BC Hydro to install smart meters by the end of the 2012 calendar year; and The 2008 Energy Efficient Buildings Strategy: More Action, Less Energy which called for BC Hydro to introduce real time, in-home displays to help to reduce overall energy consumption in residential units. In April 2010, the Province introduced a new Clean Energy Act which expects BC Hydro to: Meet 66 per cent of our future incremental electricity demand from conservation and efficiency improvements by 2020, an increase from the previous target of 50 per cent; and Proceed with the Smart Metering & Infrastructure Program that will allow ratepayers to better manage their electricity use and save on power bills. Note that, within this new Act, the overall SMI Program is further defined as a Smart Metering Program focused on smart meters, in-home feedback, communications infrastructure, and conservation rates; and a Smart Grid Program focused on advanced metering strategies to reduce the theft of electricity, and advanced telecommunications infrastructure. Page 4

9 Request for Qualification RFQ SMI Program Objectives In addition to meeting the Province s objectives with respect to energy efficiency and conservation, the SMI Program is one of BC Hydro s key strategic initiatives in support of our grid modernization vision, which is to: Enable customers to actively manage their energy choices, adopt new energy and conservation solutions and benefit from an electric grid that is modern, reliable, safe and cost-effective. SMI s key strategic objectives include: Improve Customer Service provide real-time and detailed information on consumption and cost, and enable better customer communication around outages. Achieve Conservation and Energy Efficiency energy and capacity savings achieved through time-based rates, effective communication and incentives to customers, customer direct control of energy use, and grid operational improvements. Achieve Operational Efficiencies improved reliability and lower operating costs in areas such as meter reading, distribution system maintenance, and outage management. Protect Revenue reduced revenue loss due to the theft of power directly from the distribution grid and tampering with the meters, as well as revenue leakage in some customer processes. Keep Customer Bills Low achieving the conservation benefits, operational efficiencies, and revenue protection lead to utility rate reductions which translate directly into customer savings. Achieve Environment and Social Benefits facilitating customer conservation, energy efficiency, reduced greenhouse gas emissions, and improve safety for employees and the public. Support Advanced Customer Applications provide a substantial portion of the foundational infrastructure required to modernize the grid in support of advanced customer applications such as distributed generation, electric vehicles, demand response, microgrids, and future applications. SMI is a key, but not sole, enabler of these advanced applications, Economic Development contribute to economic development and innovation in British Columbia, through employment opportunities in the deployment of meters, creation of more information-based jobs, significant energy savings that can be used for other purposes, and support for BC-based businesses where appropriate. Page 5

10 Request for Qualification RFQ SMI Program Scope The SMI Program will deliver against the strategic objectives outlined in section 2.2 through the following scope components. Each of these scope components will be managed as specific, but integrated, work streams in a single, overall SMI project delivery plan. Smart Metering Solution implement a full function smart metering solution for all BC Hydro customers. Scope elements include: o Smart Meters these multi-channel meters, capable of two-way communications, which capture both the amount of power consumed in the home and when it is being consumed. The SMI Program will: deploy smart meters for 1.8M residential customers (primarily single phase and network), with a target completion date of December deploy smart meters for 100K commercial customers (primarily poly phase), also with a target completion date of deploy collectors (data aggregation devices) and other relay devices, which are used to start consolidating meter reading data in the field. o Metering Communication System the wireless communications network that provides a complete solution to collect meter reading data and also manages the smart meters assets (e.g. forwards a last gasp signal from a meter when it fails). Devices to be included within a meter are a Field Area Network (FAN) card and a Zigbeebased wireless radio, using the Smart Energy application profile for the Home Area Network (HAN). The Automated Data Collection System (ADCS) software which manages the metering network and processes the high volume of interval-based meter reads. The metering communication system will be operational for all installed meters, based on the same target date of o Remote Connect/Disconnect Switch included within most residential customer smart meters, this switch enables all connect, disconnect, and reconnect processes (customer movein/move-out, collections, planned outages, etc.) to be completed remotely safely, and securely. In-Home Feedback (IHF) Solutions with the availability of detailed usage data from smart meters, SMI will implement communication channels to provide up-to-date energy consumption and price information directly to customers. Scope elements for this IHF work stream in SMI include: o o Product Testing & Eligibility Process to ensure IHF devices operate correctly, safely, and securely within a home, BC Hydro will establish criteria for IHF functionality and performance. Any products meeting the established criteria will be tested in lab and field environments as part of the SMI Program. In-Home Display (IHD) BC Hydro will provide all customers with the option to acquire a basic, market-available IHD device. Page 6

11 o o Meter Data Management System Request for Qualification RFQ 348 IHD Pairing Application to enable an IHD, it must be securely and reliably paired with its associated smart meter. The SMI Program will design and develop a highly secure, IHD pairing application. Web-based Conservation Portal by implementing interactive and informative applications designed to help customers better understand their energy usage and change their behaviour to conserve more. These portals will use consumption information collected from smart meters, and will be implemented in two phases; 1) basic capability based on daily register reads and 2) advanced capability based on hourly interval reads. There will typically be a one day lag in the presentment of this usage data. Conservation Rates with the availability of hourly energy usage information, BC Hydro will design and implement new rate structures designed to incent conservation behaviour at the customer level. The SMI team will be responsible for implementing the technology infrastructure to support these rates specifically implementation of the MDMS application (key dependency) and modifications to the current SAP Billing system. Rates included in SMI scope include: o Inclining Block Rate ensure the smart metering and in-home feedback solutions can support real-time calculation of customer s usage cost, based on the existing Inclining Block Rates. o Time of Use Rate enable new voluntary Time of Use (TOU) rates, which apply different rates structures depending specifically on when power is being consumed. o Critical Peak Pricing Rate work enable new voluntary Critical Peak Pricing (CPP) rates, which apply different rate structures to power being consumed during critical periods of load on the system. Theft Detection Solution BC Hydro is experiencing a significant level of energy diversion which shows up in higher than expected distribution line losses, because BC Hydro does not have the measurement devices, analytical tools and modeling methods to quickly and accurately identify where theft is occurring. BC Hydro is a thought leader with our proposed approach of using system meters and theft analytics software to pinpoint theft through electricity balancing. Scope elements of the Theft Detection Solution include: o o o Smart Distribution System Meters new meters will be installed at key points on the grid to measure electricity supplied to localized areas, thus enabling evaluation against electricity recorded downstream at the customer meters. Theft Analytics Software an application consolidates data from smart distribution system meters, customer smart meters, GIS, DMS, and security databases to identify areas of theft. Operational Enhancements new processes and work flows, CIS enhancements, and system changes will be implemented to enhance the efficiency of field investigations to rapidly shut down thefts and prevent reoccurrence. Telecommunications Infrastructure refers to the communications infrastructure that enables the two-way transmission of data between the in-field collectors (where consolidated meter readings are stored) and BC Hydro. Scope elements include: Page 7

12 o o Meter Data Management System Request for Qualification RFQ 348 Wide Area Network (WAN) Connections the Chief Information Officer (CIO) is responsible for all enterprise-wide telecommunications. Working with the CIO, and leveraging Network BC as appropriate, SMI will connect all in-field collectors to a WAN connection point. Advanced Telecommunications design and deployment of advanced and redundant communication devices and infrastructure to support advanced smart grid and customer applications. Specific requirements and timing of the implementation of such advanced telecommunications are still to be defined, and will likely continue beyond Information Technology (IT) Infrastructure develop, install, and implement the software applications and data infrastructure required to support the full scope of the SMI Program. This systems integration work involves three broad categories: new software applications, modifications to existing corporate applications, and interfaces between new and existing systems. Scope Summary By the target date of 2012, the SMI Program will: o Install 1.8 million residential smart meters o Install 100,000 commercial smart meters o Deploy field telecommunications required to transmit metering data o Implement infrastructure to support in-home feedback options including: o A web portal which provides feedback to all customers o An in-home display option, for customers who choose to use them o Implement the infrastructure to enable conservation rates (specifically the MDMS); and o Start installing Distribution System meters and advances telecommunications. 2.4 Procurement Approach In 2008, BC Hydro initiated a procurement process, whereby a single Solution Integrator firm ( SI ) would be selected to provide and implement the full end-to-end scope of SMI. All SMI technology components - including the meters, metering communications, software applications, deployment services, implementation services, and customer experience (including in home feedback, conservation rates, and customer service) would be sub-contracted through the successful SI proponent to third-party technology vendors and service providers. After a detailed evaluation of the proposals, BC Hydro determined the proposed end-to-end, turnkey approach to implementing SMI was not in the company s best interest. In March 2010, BC Hydro received approval to proceed with a modified and disaggregated procurement approach. Under this modified procurement, BC Hydro will continue with the SI procurement but only for the program management and information technology components. And, BC Hydro will contract directly with meter and metering system vendors, software suppliers, and deployment services companies. Currently, BC Hydro is proceeding with four immediate procurement work packages, including: 1. Smart Metering System a single vendor to provide the full end-to-end metering system which includes smart meters for residential and commercial customers, collectors to start consolidating meter reading data I the field, telecommunications cards in the meter to enable meter reading data to be transmitted to a customer s home as well as back to C Hydro, and the Automated Data Collection System software application. 2. Meter Deployment Services a single services provider to complete in-field deployment of meters. This services provider will also help support BC Hydro s customer engagement plan during deployment. Page 8

13 Request for Qualification RFQ Meter Data Management System a packaged software application that stores the large volumes of meter reading data and ensures that data is accurate, complete, and useable before making it available for BC Hydro s corporate systems. 4. Professional Services a Solution Integrator services company to provide experienced resources to support the Program management, IT and integration, and custom software development tasks in the Program plan. 2.5 Schedule The high level schedule for the four work packages is as follows: Solution Component Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Systems Integrator Procurement Contract Finalization and Execution Implementation Metering System Procurement Contract Finalization and Execution Implementation Deployment Services Procurement Contract Finalization and Execution Implementation MDMS Applications Procurement Contract Finalization and Execution Implementation Page 9

14 Request for Qualification RFQ THE PROJECT 3.1 Meter Data Management System BC Hydro is looking for a Contractor to supply a Meter Data Management System ( MDMS ) solution and to provide the MDMS software licenses, annual maintenance and support, and associated services to support the MDMS s implementation and transition to operations. The Contractor will also be requested to provide the interface adapters and implementation services required to support the integration of the MDMS with BC Hydro s corporate Enterprise Service Bus ( ESB ) (TIBCO). The MDMS should include an appropriately scaled data mart as part of the product to support storage and management of the large volume of meter data that will be generated. In addition to the licensed software components, BC Hydro expects the Contractor to bring its expertise, methodologies, and tools to support the installation, design, configuration, build, integration, testing, and deployment of the MDMS and any adapters. BC Hydro will procure and provision all hardware required to support the Project. In addition to the core MDMS functionality, BC Hydro is interested in exploring whether the Contractor s MDMS Solution could provide value added functionality that is required for overall program success. Such value added functionality could include revenue protection, advanced customer data presentation via a portal, outage management, and anything the Contractor believes could be value-added to BC Hydro. 3.2 General Scope of Responsibility BC Hydro anticipates the general scope of responsibility under the Contract will be for a Contractor to provide the following elements: 1.) Software and Tools (a) MDMS Software and License (b) MDMS to ESB Interface Adaptors and License (c) Design, configuration, testing, deployment, and operational support tools 2.) Documentation (a) Product documentation (b) Process documentation 3.) Services (a) MDMS install, design, configure, build, and deployment; (b) MDMS to ESB integration design, configure, build, and deployment; (c) Support for functional, performance, integration, and security testing; (d) MDMS user and system administration training; (e) MDMS transition to operations both business operations and system administration. A more detailed explanation of the scope of the Contractor s responsibilities can be found in Appendix I. Page 10

15 BC Hydro anticipates the Project schedule to be as follows: Meter Data Management System Request for Qualification RFQ 348 Milestone Expected Date Requirements & Design December 2010 February 2011 Install and Configure February 2011 April 2011 Integrate and Test April 2011 August 2011 Stabilize and Transition to Operations August 2011 October 2011 Ongoing Business Systems Releases October 2011 December 2012 Project Work Complete December Collaboration The successful Proponent from the RFP stage will be expected to deliver the scope of services and software described in this document. The Contractor is expected to work in a cooperative and collaborative manner with BC Hydro s program manager, the SI, who will be responsible for the overarching integration of the systems including the MDMS, metering system head end (ADCS), billing (SAP) and portal. Page 11

16 Request for Qualification RFQ COMPETITIVE SELECTION PROCESS This section describes the process that BC Hydro expects to use in the selection of a Preferred Proponent. The anticipated Competitive Selection Process includes two stages: the RFQ stage; and the RFP stage. 4.1 RFQ Stage BC Hydro anticipates that it will select a short-list of no more than three Respondents to be Proponents under the RFP, and then issue an RFP to that short-list only, from which the Preferred Proponent will be selected in accordance with the terms of the RFP. 4.2 RFP Stage The objective of the RFP stage is to select the Preferred Proponent who may be offered the opportunity to enter into the Contract. The RFP stage will include interactive discussions relating to technical and commercial matters through workshops and topic meetings in accordance with the terms of the RFP and the Contract. The Proposals submitted at the RFP stage will be required to address both the technical and financial aspects of the Project. Affordability Ceiling It is anticipated that the RFP will include an affordability ceiling that Proposals will be required to meet. The Affordability Ceiling will be a mandatory criteria of the RFP and is set as the maximum amount that BC Hydro is able to pay for the Project. 4.3 Compensation for Participation in Competitive Selection Process BC Hydro will not provide any compensation to Respondents or Proponents for participating in the Competitive Selection Process. 4.4 Competitive Selection Timeline The following is BC Hydro s estimated timeline for the Competitive Selection Process and the Program: Milestone Expected Date RFQ Issued RFQ submission June 1, 2010 RFQ Evaluation and shortlist July 30, 2010 RFP Issued to Proponents August 2, 2010 RFP submission September 1, 2010 Proponent presentations and demos September 20 October 11, 2010 Proponent evaluation October 12 October 29, 2010 Contract awarded December 1, 2010 All dates in the above timeline are subject to change at the sole discretion of BC Hydro. Page 12

17 Request for Qualification RFQ SUBMISSION INSTRUCTIONS 5.1 Mandatory Submission Requirements Responses to this RFQ must be received by hand or by courier at the Response Delivery Address, identified on the cover page, before the Closing Time as stated on the inside cover of this RFQ: (a) (b) Responses received after the Closing Time will not be considered and will be returned unopened; and All times will be determined with reference to the clock used by the Contact Person at the Response Delivery Address. 5.2 Response Form and Content Responses to this RFQ should be in the form and content described in Appendix A. 5.3 Language of Responses and Enquiries Responses should be in English. Any portion of a Response not in English may not be evaluated. 5.4 Date and Time Stamp All Responses received by BC Hydro will be date and time stamped at the time of receipt at the Response Delivery Office. 5.5 No Fax or Submission Responses submitted by fax or will not be accepted. 5.6 Receipt of Complete RFQ Respondents are responsible to ensure that they have received the complete RFQ, as listed in the table of contents of this RFQ, plus any addenda. Each and every Response is deemed to be made on the basis of the RFQ issued prior to the Closing Time. BC Hydro accepts no responsibility for any Respondent that does not receive all RFQ information. 5.7 Receipt Confirmation Form Any further information relating to this RFQ will be directed only to parties who have completed and returned the Receipt Confirmation Form (Appendix B). This form must be completed, executed and delivered to the Contact Person via Revisions Prior to the Closing Time A Respondent may amend or withdraw its Response at any time prior to the Closing Time by delivering written notice to the Delivery Address prior to the Closing Time. Page 13

18 Request for Qualification RFQ Enquiries All enquiries and communications regarding any aspect of this RFQ should be directed to the Contact Person by (each, an Enquiry ) and use the Request for Information form attached as Appendix J. All Enquiries should be made in accordance to the table below: Questions Submitted by: Answers Posted/Provided by: 11:00 a.m. on May 20, :00 p.m. on May 25, 2010 In addition the following applies to any Enquiry: (a) (b) (c) (d) Any Responses will be in writing indicate the RFQ Reference Number; Enquiries to, and Responses from, the Contact Person will be recorded; A Respondent may request that a response to an Enquiry be kept confidential if the Respondent considers the Enquiry to be commercially sensitive, and if BC Hydro decides that an Enquiry should be distributed to all Respondents, then BC Hydro will permit the enquirer to withdraw the Enquiry rather than receive a response; and Subject to section 5.9(c) any Enquiry and response may, in BC Hydro s discretion, be distributed to all Respondents, if BC Hydro in its absolute discretion considers the matter to be a matter of substance or a matter that should be brought to the attention of all Respondents for purposes of fairness in or maintaining the integrity of the Competitive Selection Process, or BC Hydro may keep either or both the Enquiry and response confidential if in the judgment of the BC Hydro it is fair or appropriate to do so Unofficial Information Information offered to Respondents in respect of this RFQ from sources other than the Contact Person is not official, may be inaccurate, and should not be relied on in any way, by any person for any purpose Delivery and Receipt of Fax and communication No fax communication with the Contact Person is permitted with respect to the Project. The following provisions will apply to any communications with the Contact Person, or the delivery of documents to the Contact Person by where such communications or delivery is permitted by the terms of this RFQ: BC Hydro does not assume any risk or responsibility or liability whatsoever to any Respondent: Page 14

19 (a) (b) Meter Data Management System Request for Qualification RFQ 348 for ensuring that any electronic system being operated for BC Hydro or Partnerships BC is in good working order, able to receive s, or not engaged in receiving other s such that a Respondent s cannot be received; and/or if a permitted communication or delivery is not received by BC Hydro or Partnerships BC, or received in less than its entirety, within any time limit specified by this RFQ; and All permitted communications with, or delivery of documents to, the Contact Person will be deemed as having been received by the Contact Person on the dates and times indicated on the Contact Person s electronic equipment or by the clock used by the Contact Person for that purpose Addenda BC Hydro may, in its absolute discretion through the Contact Person, amend or clarify the terms or contents of this RFQ at any time before the Closing Time by issuing a written Addendum. Written Addenda are the only means of amending or clarifying this RFQ, and no other form of communication whether written or oral, including written responses to Enquiries as provided by section 5.9, will be included in, or in any way amend, this RFQ. Only the Contact Person is authorized to amend or clarify this RFQ by issuing an Addendum. No other employee or agent of BC Hydro is authorized to amend or clarify this RFQ. BC Hydro will send a copy of any Addendum to all parties who have delivered a completed Receipt Confirmation Form Inconsistency between Paper and Electronic Form If there is any inconsistency between the paper form of a document and the digital, electronic or other computer readable form, the paper form of the document in the custody of BC Hydro prevails Response Declaration Form Respondents are required to complete the Response Declaration Form, substantially in the form attached as Appendix D or as otherwise acceptable to BC Hydro in the BC Hydro s discretion, and include the completed form as part of its Response. The Response Declaration Form must be executed by a signatory with authority to bind each member of the Respondent Team, and for clarity such signatory may be different than the Respondent s Representative Relationship Disclosure Form A Respondent and the Respondent s key Team Members are required to complete and execute the Relationship Disclosure Form, substantially in the form attached as Appendix F, or as otherwise acceptable to BC Hydro in BC Hydro s discretion. Page 15

20 6. EVALUATION Meter Data Management System Request for Qualification RFQ Evaluation The evaluation of Responses will be carried out by BC Hydro with assistance from other persons as BC Hydro may decide it requires, including technical, financial, legal and other advisers or employees of BC Hydro or Partnerships BC. 6.2 Evaluation Criteria BC Hydro will evaluate Responses by application of the Evaluation Criteria as outlined in Appendix A. 6.3 Evaluation and Selection Procedures To assist in the evaluation of the Responses, BC Hydro may, in its sole and absolute discretion, but is not required to: (a) (b) (c) Conduct reference checks relevant to the Program with any or all of the references cited in a Response to verify any and all information regarding a Respondent, inclusive of its directors/officers and Key Individuals, and to conduct any background investigations that it considers necessary in the course of the Competitive Selection Process, and rely on and consider any relevant information from such cited references in the evaluation of Responses; Seek clarification of a Response or supplementary information from any or all Respondents and consider such clarifications and supplementary information in the evaluation of Responses; and Request interviews/presentations with any, some or all Respondents to clarify any questions or considerations based on the information included in Responses or seek any supplementary information, and consider any clarifications and supplementary information from interviews/presentations in the evaluation of Responses. BC Hydro is not obligated to complete a detailed evaluation of all Responses and may, in its discretion, after completing a preliminary review of all the Responses, discontinue detailed evaluation of any Respondent who, when compared to the other Respondents, BC Hydro judges is not in contention to be shortlisted. BC Hydro will notify Respondents of the results of the Competitive Selection Process by sending a written notice to the Respondent s Representative. BC Hydro will conduct a debriefing, upon request, for any Respondent if the debriefing is requested within fifteen (15) days after a shortlist has been announced. In a debriefing BC Hydro will discuss the relative strengths and weaknesses of that Respondent s Response, but BC Hydro will not disclose or discuss any confidential information of another Respondent. 6.4 Interviews/Presentations Respondents may be required by BC Hydro to have interviews or present their Response during the evaluation process at the request of BC Hydro. The presentations should be specific to the Program Page 16

21 Request for Qualification RFQ 348 request and must not contain any marketing information of the Respondent or any member of the Respondent Team. 6.5 Proponents and Changes to Proponent Teams BC Hydro intends to issue the RFP only to the entities that have been shortlisted under this RFQ. If for any reason a shortlisted Proponent wishes or requires to make a change to its list of team members as listed in the Respondent s Response (either by adding new members, deleting listed members or substituting new member for listed members), then the shortlisted Proponent must submit a written application (with such information as BC Hydro may require) to BC Hydro for approval. BC Hydro, in its absolute discretion, grant or refuse to grant permission for a change to a shortlisted Proponent s team list, considering BC Hydro s objective of achieving a Competitive Selection Process that is not unfair to other shortlisted Proponents, and without limiting the above: BC Hydro may refuse to permit a change to the membership of a shortlisted Proponent s team if: a) The change would, in BC Hydro s judgment, result in a weaker team than the Respondent s team as listed in its Response to this RFQ; or b) The evaluation of the new team, using the evaluation criteria described in Appendix A, would rank the Respondent with its changed team lower than another Respondent that had not been shortlisted; BC Hydro s discretion to give approval for changes to a shortlisted Proponent s team membership includes discretion to approve requests for changes to facilitate or permit changes in ownership or control of a Respondent or a team member. Page 17

22 7. RFQ TERMS AND CONDITIONS Meter Data Management System Request for Qualification RFQ No Obligation to Proceed This RFQ does not commit BC Hydro in any way to proceed to an RFP stage or award a contract, and BC Hydro reserves the complete right to at any time reject all Responses and to terminate the Competitive Selection Process established by this RFQ and proceed with the Program in some other manner as BC Hydro may decide in its absolute discretion. 7.2 Freedom of Information and Protection of Privacy Act All documents and other records in the custody of, or under the control of, BC Hydro are subject to the Freedom of Information and Protection of Privacy Act (FOIPPA) and other applicable legislation. Except as expressly stated in this RFQ and subject to the FOIPPA or other applicable legislation, all documents and other records submitted in response to this RFQ will be considered confidential; however such information or parts thereof may be released pursuant to requests under FOIPPA or other applicable legislation. 7.3 Cost of Preparing the Response Each Respondent is solely responsible for all costs it incurs in the preparation of its Response, including without limitation all costs of providing information requested by BC Hydro, attending meetings and conducting due diligence. 7.4 Confidentiality of Information All non-public information pertaining to Partnerships BC or BC Hydro obtained by the Respondent as a result of participation in this RFQ is confidential and must not be disclosed without written authorization from Partnerships BC or BC Hydro (as applicable). By submitting a Response a Respondent will be deemed to have agreed to all the terms of the Confidentiality Agreement attached as part of Appendix C to this RFQ. Proponents will also be required to sign a Participation Agreement as a condition of participating in the RFP, and such agreement will include confidentiality and other provisions. BC Hydro expects that the form of the Participation Agreement will be substantially as set out in Appendix E. 7.5 No Representation or Warranty Each Respondent acknowledges by its submission of a Response that it has investigated and satisfied itself of every condition that affects the Program. Each Respondent further acknowledges and represents that its investigations have been based on its own examination, knowledge, information and judgment, and not upon any statement, representation, or information made or given by BC Hydro, the Contact Person or any adviser to BC Hydro, other than the information contained in this RFQ. Submission of a Response is deemed to be conclusive evidence that the Respondent has made such investigations and that the Respondent is willing to assume, and does assume, all risks affecting the Program, except as otherwise specifically stated in this RFQ. BC Hydro accepts no responsibility for any Respondent lacking any information. Page 18

23 Request for Qualification RFQ Reservation of Rights BC Hydro reserves the right, in its sole and absolute discretion, to exercise any or all of the following rights: (a) (b) (c) (d) (e) (f) (g) (h) (i) Amend the scope of the Program, modify, cancel or suspend the RFQ process or any or all stages of the Competitive Selection Process, at any time for any reason; Accept or reject any Response based on the Evaluation Criteria as evaluated by BC Hydro; Disqualify a Response that fails to meet the stated Mandatory Submission Requirements under section 5 of the RFQ, or for any of the reasons set out in section 2.2 of Appendix A, or any other reason BC Hydro determines appropriate; Waive a defect or irregularity in a Response or any non-conformity in form or content of a Response, except for Mandatory Submission Requirements, and accept that Response; Not accept any or all Responses; Reject or disqualify any or all Response(s) for any reason without any obligation, compensation or reimbursement to any Respondent or any of its team members; Re-advertise for new Responses, call for tenders, or enter into negotiations for this Program or for work of a similar nature; Make any changes to the terms of the business opportunity described in this RFQ; and Extend, from time to time, any date, any time period or deadline provided in this RFQ, upon written notice to all Respondents who submitted a Receipt Confirmation Form. 7.7 Limitation of Damages Each Respondent agrees that in no event will BC Hydro or Partnerships BC, or any of their employees, advisers or representatives, be liable, under any circumstances, for any Claim, or to reimburse or compensate the Respondent in any manner whatsoever, including but not limited to costs of preparation of the Response, loss of anticipated profits, loss of opportunity, or for any other matter. Without in any way limiting the above, each Respondent specifically agrees that it will have absolutely no Claim against BC Hydro or any of its employees, advisers or representatives if BC Hydro for any reason whatsoever: (a) (b) (c) Does not select a shortlist of Respondents; Suspends, cancels, or in any way modifies the Program or the Competitive Selection Process (including modification of the scope of the Program or modification of the RFQ or both); Accepts any compliant or non-compliant Response or selects a shortlist of one or more Respondent(s); or Page 19

24 (d) Meter Data Management System Request for Qualification RFQ 348 Under the terms of the RFQ permits or does not permit a Restricted Party to advise, assist, or participate as part of a Respondent Team, or for any breach or fundamental breach of contract or legal duty of BC Hydro, whether express or implied, and the Respondent waives any and all Claims whatsoever, including Claims for loss of profits or loss of opportunity, if the Respondent is not shortlisted in the Competitive Selection Process for any other reason whatsoever. 7.8 Ownership of Responses All Responses submitted to BC Hydro become the property of BC Hydro. They will be received and held in confidence by BC Hydro, subject to the provisions of FOIPPA and this RFQ. 7.9 Disclosure and Transparency BC Hydro is committed to an open and transparent Competitive Selection Process, while understanding the Respondents need for protection of confidential commercial information. To assist BC Hydro in meeting its commitment, Respondents will cooperate and extend all reasonable accommodation to this endeavour. BC Hydro expects to disclose the following information during this stage of the Competitive Selection Process: the RFQ document, the number of Respondents and the name of Respondents. To ensure that all public information generated about the Program is fair and accurate and will not inadvertently or otherwise influence the outcome of the Competitive Selection Process, the disclosure of any public information generated in relation to the Program, including communications with the media and the public, must be coordinated with, and is subject to prior approval of, BC Hydro. Respondents will notify BC Hydro of any and all requests for information or interviews received from the media. Respondents will ensure that all members of the Respondent Team and all others associated with the Respondent also comply with these requirements No Collusion By submitting a Response, a Respondent, on its own behalf and as authorized agent of each firm, corporation or individual member of the Respondent, represents and confirms to BC Hydro, with the knowledge and intention that BC Hydro may rely on such representation and confirmation, that its Response has been prepared without collusion or fraud, and in fair competition with Responses from other Respondents No Lobbying A Respondent, and any firms, corporations or individual member of a Respondent, or any of their respective representatives, will not attempt to communicate directly or indirectly with any representative of BC Hydro, Partnerships BC, the Fairness Adviser s company except the individual appointed as Fairness Adviser, or any representative of BC Hydro, at any stage of this RFQ process, including during the evaluation process, except as expressly directed or permitted by BC Hydro. BC Hydro reserves the right to disqualify a Respondent that contravenes this section Page 20

25 7.12 Conflict of Interest Adjudicator Meter Data Management System Request for Qualification RFQ 348 BC Hydro will appoint a conflict of interest adjudicator (the COI Adjudicator ) to provide decisions on conflicts of interest or unfair advantage issues, including whether any person is a Restricted Party. There is no requirement for all issues to be referred to the COI Adjudicator Relationship Disclosure and Review Process BC Hydro reserves the right to disqualify any Respondent that in BC Hydro s opinion has a conflict of interest or a material unfair advantage, whether existing now or is likely to arise in the future, or may permit the Respondent to continue and impose such conditions as BC Hydro may consider to be in the public interest or otherwise required by BC Hydro. Respondents must submit the form attached as Appendix F with their Response and disclose all conflicts of interest and unfair advantage. Respondents, including all firms, corporations or individual member of a Respondent Team, will promptly disclose to the Contact Person: (a) (b) (c) any potential conflict of interest; any existing business relationships the Respondent or any member of the Respondent Team may have with BC Hydro, Partnerships BC, any individual known to the Respondent to be involved in the evaluation process or any other person providing advice or services to BC Hydro with respect to the Project; and any other matter that gives rise or might give rise to an unfair advantage. At the time of such disclosure, the Respondent will advise the Contact Person how the Respondent proposes to mitigate, minimize or eliminate the situation. For the purposes of this RFQ, references to unfair advantage include references to confidential information that is not, or would not reasonably be expected to be, available to all Respondents. BC Hydro and the COI Adjudicator may, in their discretion, consider actual, perceived or potential conflicts of interest and unfair advantage Use or Inclusion of Restricted Parties BC Hydro may, in its sole and absolute discretion, disqualify a Respondent, or may permit a Respondent to continue and impose such conditions as BC Hydro may consider to be in the public interest or otherwise required by BC Hydro, if the Respondent is a Restricted Party, or if the Respondent uses a Restricted Party: (a) (b) To advise or otherwise assist the Respondent respecting the Respondent s participation in the Competitive Selection Process; or As a Respondent Team member or as an employee, advisor or consultant to the Respondent or a Respondent Team member. Page 21

26 Request for Qualification RFQ 348 Each Respondent is responsible, and bears the onus, to ensure that neither the Respondent nor any Respondent Team member uses or seeks advice or assistance from any Restricted Party or includes any Restricted Party in the Respondent Team except as permitted by this Section Current Restricted Parties At this RFQ Stage, and without limiting the definition of Restricted Parties, BC Hydro has identified the following persons, firms or organizations as Restricted Parties. Enspiria Borden Ladner Gervais LLP Singleton Urquhart LLP Bit Stew ABSBC, Accenture Business Services of British Columbia Limited Partnership Accenture CAP Gemini HP The Province of British Columbia and Partnerships BC, including their former and current employees who fall within the definition of Restricted Party. This is not an exhaustive list of Restricted Parties. Additional persons, firms or organizations may be added to or deleted from the list during any stage of the Competitive Selection Process through an Addendum Request for Advance Decision A Respondent or a prospective member or advisor of a Respondent who has any concerns regarding whether a current or prospective employee, advisor or member of that Respondent is or may be a Restricted Party or has a concern about any conflict or unfair advantage it may have, is encouraged to request an advance decision in accordance with this Section. To request an advance decision on whether a person is a Restricted Party, a Respondent or prospective team member or advisor of that Respondent should submit to the Contact Person, not less than 10 days prior to the Closing Time by , the following information: (a) (b) (c) (d) names and contact information of the Respondent and the person or firm for which the advance opinion is requested; a description of the relationship that raises the possibility or perception of a conflict of interest or unfair advantage; a description of the steps taken to date, and future steps proposed to be taken, to mitigate the conflict of interest or unfair advantage, including the effect of confidential information; and copies of any relevant documentation. Page 22