City of St. Marys, OH REQUEST FOR PROPOSALS FOR ADVANCED METERING INFRASTRUCTURE (AMI) PROGRAM

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1 City of St. Marys, OH REQUEST FOR PROPOSALS FOR ADVANCED METERING INFRASTRUCTURE (AMI) PROGRAM Addendum No. 2 December 17, 2014 A2.1 Are you calling for a turnkey operation meaning are you looking for one vendor to provide the hardware, software, meters and installation or can parties bid of any section? The City seeks a turn-key solution provided by a prime vendor. The prime vendor can subcontract portions of the work, and teaming between contractors is encouraged. The City intends to enter into a single contract with the prime vendor. A2.2 Does the City have any existing touchpad device / odometers mounted to the outside of the homes? If so, does the City prefer the installation vendor remove the old devices? Yes, most meters have odometer remote read units mounted outside the building. Vendor is to remove the old remote read device, and connect the new meter transmitter unit in its place using the existing wiring. Vendor to install new wiring if the existing wiring is not suitable for reuse. New wiring should be 3-wire. A2.3 75% of the water meters are inside - where would the City prefer the AMI devices to be mounted? Inside the home or on the outside of the home? Outside the homes, where feasible. A2.4 Will the City entertain completing the project in less than 24 months? See response to A2.19. A2.5 For the 25% of meters in pits, please provide the pit, vault manufacturer, sizes of the pit lids and the material of the pit lids/vault. Of the approximately 1500 meter pits, 99% are Ford Hall meter boxes in standard sizes, with cast iron lids. 1

2 A2.6 Regarding the Data Collection Units, they are designed for a 20 year life expectancy. Industry standard warranty is one year from date of installation. The City has requested a 10 year warranty. Is this correct? Please confirm. Yes A2.7 How many compound meters does the City have? There are 51 compound meters. An Excel file containing the listing of compound meters has been included as part of this addendum. A2.8 System Hardware Is the City s preference to provide the standard server equipment or would they like the vendor to provide the server equipment as part of their proposal? Please confirm. As indicated in Section 3.1 of the RFP: The City shall provide standard server equipment based on specifications provided by the Vendor. A2.9 Does the City read in cubic feet or gallons? Please confirm. Meter registers are to be in cubic feet, as indicated in the meter specifications provided in Attachment D. A2.10 Does the City require remote shut offs on all the water meters? If no, how many meters will require a remote shut off? As stated in the RFP, The City may optionally deploy automatic shut off valves on a limited basis. The City is requesting pricing for 25 remote shut-off valves, as show in Attachment B. A2.11 Is the city interested in remote disconnect for residential electric meters? If yes, how many should be equipped with this capability? Remote disconnects shall be provided for all electric meters. A2.12 Please provide the model and version of the CMI billing software. Is this the full version of CMI s software? Can the City please provide a contact name and number to the CMI billing software to answer any vendor questions related to the RFP? CMI Client Server UTYX 11.0 All Vendors are to submit questions as directed in the RFP. The selected Vendor will be provided contact information with CMI. A2.13 Will the utility s CIS system provide make and model of meters that are currently in place? No. A2.14 Is CIS data available to vendor for WOMS data? The City will make all CIS data available to the selected Vendor. 2

3 A2.15 Is the correct zip code for each of service addresses in the existing excel spreadsheet? If not, please provide this information. This is required to guarantee a comprehensive DCU propagation study. The majority of service addresses are located in There are 4 commercial electrical meters located in New Knoxville, zip code A2.16 Please provide a list of other assets along with heights for each location that can be utilized for DCU installation sites. See attached map of City facilities. The height of City-owned towers was provided in RFP Exhibit C, Tower Map. A2.17 Please fill out the required information for St. Marys 4 substations on the attached substation configuration spreadsheet. Below is substation information: Confirm Primary kv Secondary kv Substation (L-L Voltage) (L-L Voltage) Configuration Sub Tsfr MVA OA rating Impedance (%Z) 3-φ fault current A Confirm Distribution 3W or 4W System Grounding Method Max load (MW) Estimated # of meters Substation Name Sub # Trans. No. Example Delta-Wye W Solid Hegemann Substation 1 East Delta-Wye W 1 1 Hegemann Substation 1 West Delta-Wye W 1 1 AAP Substation Delta-Wye W 15 5 Spokeworks Delta-Wye W Tomlinson 4 East Delta-Wye W Tomlinson 4 West Delta-Wye W A2.18 Please provide the utility s footprint in square miles. The utility s foot print is approximately 45 square miles. A2.19 What is the requested duration of mass endpoint deployment? RFP Page iv, Advertisement, replace the last sentence, third paragraph describing the project schedule with the following: The owner intends that all electrical meter installations be completed within 12 months from acceptance of the pilot test, and that water meter installations be performed over a 5-year period with 20% of the meter population being replaced each year. Compound meters are to be replaced in the first year. Add the following project milestones to RFP Section 4: # of feeders Total Feeders 16 Pilot Test Complete Electrical Meter Deployment Water Meter Deployment Completed within 90 business days from Notice to Proceed Completed within 12 months from acceptance of Pilot Test Completed within 5 years of Notice to Proceed, approximately 20% of meter population per year, compound meter completed in first year. 3

4 A2.20 Are the installations to be completed by route, other method, or at vendor s discretion? Vendor to propose methods of scheduling and completing installations. City to approve installation schedule prior to start of full-scale meter installations. A2.21 Will warehousing and office space be available from utility? The City will provide approximately 700 square feet of warehouse space at 1100 E. Spring St. for use by Vendor. Materials & equipment remain property of the contractor until installed. Contractor is required to provide insurance (theft, damage, loss, etc.) for stored materials at site. Contractor must coordinate access to warehouse and office with City for normal hours of operation. The City will provide office space for use by 1 Vendor employee at 106 E. Spring Street.r. A2.22 Will GPS coordinates be required? No. A2.23 Please confirm that there are no DBE requirements/goals listed in the RFP. There are no DBE requirements. A2.24 The pricing schedule provides form for the electric residential and C&I meters. Please include voltage to allow us to correctly specify new meter replacements. All residential customers are 120/240 volt. All 18 commercial meters are 120 volt. A2.25 On the commercial meters, how many require reactive measuring or KVA measuring? For commercial electrical meters, the City required KWH, on & off peak demand, and KVARs. A2.26 What are the square miles of the project area? See A2.18. A2.27 Will the City provide warehousing for the meters? See A2.21. A2.28 Who is providing the seals for the electric meters? City will provide security seals. A2.29 Who is providing the rings for the electric meters? Vendor to provide meter sealing rings. 4

5 Update RFP Item 3.4.a: It is anticipated that the City will contract with the Vendor to install all of the electric meters. A2.30 RFP Section 3.4, add Item x.: If a water meter vault is flooded so that the meter is fully or partially submerged, the Vendor must pump out the vault before changing the meter. The pumped-out water shall be disposed of in a safe and proper manner as to not cause harm to the surroundings or to others. A2.31 When will water meters be purchased? Will price indexing be included for the 5-year period? Water meters will be purchased over a five year period. All unit prices listed in Attachment B will be in-effect for the 5-year term of the contract. If vendor is proposing costs that change from one year to the next due to inflation or other factors, vendor shall explicitly state the annual adjustment factor or index, utilizing the notes column provided in Attachment B. A2.32 RFP Section 3.4.b, replace as follows: Prior to the commencement of full-scale meter installation, but after the Vendor has installed the AMI control computer and a sufficient number of data collection units, the Vendor shall install meters and meter reading equipment for up to 200 water and 200 electric meters as a pilot test for the AMI, following the Vendor s proposed and written installation procedures. The pilot meter installations will be performed in up to three mutually agreed upon areas of the City. Following the Pilot installations and for a period not lasting longer than 30 business days, the City and Vendor shall evaluate installation procedures, AMI system performance and meter reading attainment, data transfer to City s billing system, project controls, problem resolution, and project invoicing. The pilot test will be accepted when 1) meter installations are accepted per the criteria stated in the RFP, 2) meter read data are transferred the City s billing system in a manner that supports the production of utility bills, and 3) written installation procedures are accepted by the City. No meter installation work beyond the pilot will be started until acceptance of the pilot. The entire pilot test is expected to be completed within 90 business day of notice to proceed. A2.33 City will allow use of City owned electric poles for AMI equipment. Installation must be by contractor and must be field witnessed & approved by City Electric Dept. Applicable permits must be obtained by contractor. See the Electrical Service Area map provided with this addendum. A2.34 City requires plumbers to be licensed by City. To be licensed by the City, plumbers need to be licensed by the State of Ohio, provide bond to the City, and pay $10 fee. All water meter installers must comply with this requirement prior to performing any work on the project. 5

6 A2.35 City requires electricians to be licensed by City. To be licensed by the City, electricians need to be licensed by the State of Ohio, provide bond to the City, and pay $10 fee. All electric meter installers must comply with this requirement prior to performing any work on the project. A2.36 City will not require permits for replacing meters. A2.37 City will require permits for installing new service or relocating the meter. A2.38 Clarify the requirements for the Bid Bond and the Performance Bond. See RFP Section 2.12 Bid Guarantee. A2.39 Is there a testing objective for the pilot project? If yes, are there defined goals? See A2.33 A2.40 Related to Hand-Held units. Does the customer anticipate installing any electric or water meters themselves? The City anticipates that the Vendor will install electric and water meters, but the City reserves the right to perform meter installations themselves. A2.41 Is MDM part of the Pilot? Meter data management will be required for the pilot as needed to attain the criteria defined in A2.33. Time of use billing for the commercial electrical meters will not be included as part of the pilot, but must be implemented shortly thereafter. A2.42 Add Section 2.14 General Allowance, to read as follows: The City shall establish a General Allowance for the project, which shall be funds added to the base contract price for unspecified extra or additional work that was not foreseeable at the time of contract execution, but that is necessary to complete the project as originally contemplated. The use of the General Allowance must be pre-approved by the City and shall be documented by a Work Order signed by an authorized representative of the City. The Work Order shall contain a price proposal which identifies the basis for the work and the net change to the General Allowance. The cost of the work order shall be determined in one of the following ways: a. by mutual acceptance of a Lump Sum cost proposal with all elements of price separately itemized and supported by sufficient data to permit evaluation by the City. b. by mutually agreeable Unit Prices included in the base contract price or the General Allowance unless City determines, at its sole discretion, that the unit prices are either excessive or insufficient. 6

7 c. on the actual cost of Time and Materials Work as tabulated on T&M sheets completed and signed by the Contractor and City daily listing all labor, material, and equipment utilized in the performance of the work and as reflected by paid receipts for materials and equipment utilized. A2.43 An updated Attachment B Fee Proposal Form has been included with this addendum. Modify description for Item 31. Add items A2.44 See attached Pre-Proposal Sign-In Sheet. End of Addendum 7