RFP AUTOMATED METER INFRASTRUCTURE SERVICES 19, :30 P.M.

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1 Complete Request for Proposal Package RFP AUTOMATED METER INFRASTRUCTURE SERVICES For the Claremore Electric Department Bid Due Date/Time: November 19, 2013 By 1:30 P.M. Submitted by:

2 To Whom It May Concern: You are invited to submit your Request for Proposal (RFP) for the purchase of AUTOMATED METER INFRASTRUCTURE SERVICES for the City of Claremore Electric Department. Specifications are attached hereto and are considered part of the RFP package. Request for Proposals will be received by the Staff Accountant at 104 S. Muskogee Avenue, Claremore until November 19, 2013 at 1:30pm. Request for Proposals will be publicly opened and read by the City of Claremore Staff Accountant or representative at 1:30pm, November 19, 2013, in the City Hall Council Chambers, 104 S. Muskogee Avenue, Claremore, OK, You are welcome to attend. The City of Claremore reserves the right to accept or reject any or all received Request for Proposals. Should you have any questions regarding this RFP, please contact Lee Harrison x 131 or lharrison@claremorecity.com. Sincerely, Staff Accountant

3 NOTICE TO BIDDERS The City requests Request for Proposals for: RFP , AUTOMATED METER INFRASTRUCTURE SERVICES, for the Claremore Electric Department. Acceptable candidates are: Established companies regularly engaged in these services. To receive or view specifications: Lee Harrison, Staff Accountant Phone (918) x 131 lharrison@claremorecity.com Website The City of Claremore reserves the right to reject any and all bids when such rejection is in the best interests of the City of Claremore. One (1) original and four (2) copies (may be in the same package) of the proposal documents should be submitted to one of the following: Mailing Address: Hand or Special Delivery: City of Claremore Staff Accountant ATTN: Proposal Package P.O. Box 249 Claremore, OK City Hall Staff Accountant s Office 104 S. Muskogee Claremore, OK State on the outside bottom left-hand corner of the bid envelope the following: RFP Automated Meter Infrastructure Services Do not open until November 19, 2013 at 1:30PM Due Date: Proposals must be received on or before the scheduled bid opening to be considered. Proposals received more than ninety-six (96) hours, excluding Saturdays, Sundays and holidays before the time set for opening of proposals, as well as proposals received after the time set for opening, will not be considered and will be returned unopened. Public Opening: Request for Proposals filed with Central Purchasing shall be publicly opened and read aloud at the time stated above and considered by the Mayor and Council in the following next available Council meeting. The opening of bids will be at the City Hall Council Chambers located at 104 S. Muskogee Avenue, Claremore, OK, Evaluation/Award: Proposals will be referred to Claremore Parks & Recreation Department staff for evaluation. The City of Claremore may award to the lowest and best ; however, the City reserves the right to reject any and all proposals and to waive any technicalities in the bidding process. No RFP may be altered, withdrawn, or resubmitted within 30 days after the date set of the opening of proposals. Lee Harrison 10/24/13 Signature of Authorized Agent Date

4 Advertised in the Claremore Daily Progress October 27, 2013 and November 3, 2013 Invitation to Request for Proposal RFP The City of Claremore Electric Department is accepting sealed request for proposals for Automated Meter Infrastructure Services. Submittals received by the due date will be publicly opened on November 19, 2013 at 1:30pm in the Council Chambers located at City Hall, 104 S. Muskogee Avenue, Claremore, OK, The results will be publicly read aloud. The City reserves the right to waive informalities in the bids and reject any or all bids for any reason whatsoever at the sole discretion of the City. The successful bidder will be notified in writing. Please contact Lee Harrison, Staff Accountant, at x 131 or lharrison@ claremorecity.com with any questions or to receive a proposal specification package. Packages are also available at S. Muskogee P. O. Box 249 Claremore Oklahoma Phone: (918) Fax: (918)

5 1 Table of Contents 2 INTRODUCTION PROJECT OVERVIEW ABOUT THE OWNER INFORMATION FOR RESPONDENTS GENERAL EXAMINATION OF THE REQUEST FOR PROPOSAL (RFP) CONTACT INFORMATION INQUIRIES ABOUT THE REQUEST FOR PROPOSAL (RFP) ANTICIPATED SCHEDULE MINIMUM QUALIFICATIONS AND REQUIREMENTS (PASS / FAIL) TECHNICAL REQUIREMENTS AND SPECIFICATIONS GENERAL REQUIREMENTS Overall System Requirements ELECTRIC METERS Single Phase Electric Meters... 6 Poly phase Electric Meters WATER METERS Absolute Encoder Register... 8 Positive Displacement (PD) Water Meters with Bronze Body... 9 Positive Displacement (PD) Water Meters w/ Composite Body... 9 Specialty Class Meters COMMUNICATIONS AND METER DATA SERVICES General Network & Meter Data Requirements...11 Water Communication Module Requirements...12 Billing Data and Customer Information System Integration Services METER DATA MANAGEMENT SYSTEM (MDMS) MDMS Requirements PREPAYMENT SERVICES Customer Access to Prepay Functionality Requirements...16 OWNER Access to Prepay Functionality Requirements...16 Customer Payment Notification Requirements OUTAGE MONITORING...17

6 4.7.1 Outage Notification and Monitoring Requirements ASSET MONITORING Asset Monitoring Functionality Requirements CUSTOMER WEB PORTAL Customer Web Portal Functionality Requirements OTHER SERVICE REQUIREMENTS METER AND NETWORK INSTALLATION AND METER DISPOSAL TRAINING SERVICES CALL CENTER AND ONLINE WEB SUPPORT RESPONDENT-OWNED SYSTEM REQUIREMENTS On-going Hardware & Software Maintenance Requirements System Service Level Agreement Requirements SERVICE PRICING REQUIREMENTS GENERAL COST SUBMISSION PROPOSAL SUBMISSION AND EVALUATION CRITERIA CONTENT OF RESPONSE/SCORED CRITERIA EVALUATION AND SELECTION PROCESS QUALIFICATIONS SUBMITTAL FORM REQUEST FOR PROPOSAL (RFP) SUBMISSION RFP TERMS AND CONDITIONS ADDENDA ACCEPTANCE TIME RIGHT TO WAIVE INFORMALITIES RIGHT TO CANCEL PROCUREMENT OR REJECT ALL OFFERS REFERENCES CLARIFICATION OF RESPONSE SUBMITTAL FORMAT CONFORMANCE TO SOLICITATION REQUIREMENTS SIGNATURE ON SUBMITTAL RESPONDENT EXPENSES WITHDRAWALS EXCEPTIONS...29

7 8.13 ACCEPTANCE COMPLIANCE WITH LAWS COLLUSION REGULATORY REQUIREMENTS SIGNATURE AND EXECUTION REQUIREMENTS EXECUTION OF WORK PERMITS ASSURANCES...31 EXHIBITS Appendix A Signature Page... AP-A 1 Appendix B Electric Meter Asset List & Locations... AP-D 1 Appendix C Water Meter Asset List & Locations... AP-E 1 Appendix D Other Utility Owned Assets & Locations... AP-F 1 Appendix E Pricing Tables... AP-G1

8 2 INTRODUCTION 2.1 PROJECT OVERVIEW The City of Claremore (hereinafter OWNER ) is soliciting Proposals (hereinafter RFP ) from qualified vendors (hereinafter RESPONDENTS ) of Automated Meter Infrastructure System Services for Electric and Water Utilities (hereinafter AMI or AMI System ). The proposed project envisions the qualified RESPONDENT providing OWNER services to design and install the AMI System and integrated software applications including: pre-pay, outage detection, and Meter Data Management System (MDMS). RESPONDENT shall furnish all electric meters and water meters, communication infrastructure, hardware and software, and ancillary assets and services necessary to provide OWNER AMI services. The new AMI System will replace OWNER s conventional meter infrastructure. OWNER desires all RESPONDENTS be capable of delivering the AMI services in the following two ways: RESPONDENT shall be capable of fully owning and operating the AMI System for a minimum of 10 years with renewal options that would cover services up to 20 years. All metering and network assets shall be owned by RESPONDENT with all software applications hosted, maintained, and delivered by RESPONDENT in a secure, fully redundant data center. RESPONDENT shall require no down payment, instead charging a monthly service fee for AMI services. AND RESPONDENT shall be capable of hosting the necessary software applications for a period not to exceed 24 months with a transfer of licenses to OWNER after the 24 month period or when OWNER desires, whichever is sooner. RESPONDENT shall then be capable of maintaining software applications behind OWNER s firewall for a minimum 10 year period. The AMI System shall be purchased and owned entirely by OWNER. RESPONDENT shall provide in its proposal an outline and pricing of both options. OWNER shall at its sole discretion decide which option is in its best interest. 2.2 ABOUT THE OWNER The OWNER is a municipal corporation located in Claremore, OK. The OWNER operates electric, water, and sewer utilities. Electric power is purchased from GRDA and distributed to approximately residential and 1397 C&I customers. The system is about 700 miles of distribution lines with approximately customers per mile. There are currently 6 substations and 30 delivery points. There are about 7,748 water customers. 1

9 3 INFORMATION FOR RESPONDENTS 3.1 GENERAL This RFP contains requests for information. RESPONDENTS, in responding to this RFP, are encouraged to provide any additional information they believe relevant. RESPONDENTS are encouraged to examine all sections of this RFP carefully. Whenever the terms "must", "shall", "will", "is required", or "are required" are used in the RFP, the subject being referred to is a requirement of the proposed AMI Services. Taking exception to these requirements will make the Respondent s submittal non-compliant and it may be rejected. 3.2 EXAMINATION OF THE REQUEST FOR PROPOSAL (RFP) By submitting a proposal, it shall be understood that the RESPONDENT has fully examined the requirements outlined in this RFP, has full knowledge of all of the requirements and accepts them "as written" and has satisfied itself as to the conditions under which it will be obligated to perform in accordance with specifications of the proposed AMI Services. 3.3 CONTACT INFORMATION The contact, identified below, is the sole point of contact for the OWNER regarding the RFP from the date of issuance until selection of the successful RESPONDENT. Under no circumstances may a RESPONDENT contact other individuals to discuss any aspect of this RFP, unless expressly authorized by OWNER to do so. Lee Harrison Finance Dept. 104 S Muskogee Ave Claremore, OK lharrison@claremorecity.com 3.4 INQUIRIES ABOUT THE REQUEST FOR PROPOSAL (RFP) Should a RESPONDENT find any discrepancies in, or omissions from, the RFP or other documents, or should a RESPONDENT be in doubt as to their meaning, the RESPONDENT shall request an interpretation or clarification prior to submitting Content of Response. All inquiries and requests for information from prospective RESPONDENTS concerning this RFP must be submitted in writing to: Lee Harrison Finance Dept. 104 S Muskogee Ave Claremore, OK x 131 lharrison@claremorecity.com The use of is encouraged. All inquiries should be marked URGENT INQUIRY RFP No Automated Meter Infrastructure Services. 2

10 All inquiries and requests for information must be received no later than the time and date set forth in this RFP. OWNER reserves the right to judge whether any questions should be answered. If responses are provided, the responses will be written and copies of the written responses will be issued via Addendum or Supplement to the RFP and will be distributed to all prospective RESPONDENTS who are known to have received copy of the original RFP. RESPONDENTS shall not rely on any other interpretations, changes or corrections. 3.5 ANTICIPATED SCHEDULE The following timeline is set forth for informational and planning purposes, and is intended to illustrate the anticipated time line for the RFP. OWNER reserves the right to change activities and dates at its sole discretion. Action Anticipated Date RFP Release 10/27/13 Pre-Proposal Conference 11/5/13 RFP Inquiries Deadline 11/11/13 Proposal Submission Deadline 1:30 P.M. Local Time 11/19/13 Responses Evaluated 12/2/13 Notice of Award 12/2/13 Contract Negotiations TBD Notice to Proceed TBD Project Completion TBD 3.6 MINIMUM QUALIFICATIONS AND REQUIREMENTS (PASS / FAIL) Listed below are the minimum Qualifications and Requirements that shall be met by the RESPONDENTS. RESPONDENTS shall respond to each of the minimum Qualifications and Requirements in writing, in a brief and concise manner. Response to the minimum Qualifications and Requirements will not receive point values but shall be evaluated on a PASS or FAIL basis. Only qualifications that meet all minimum Qualifications and Requirements will be evaluated on the Content of Response. A. Requirement: RESPONDENT is capable of delivering AMI Services via both methods described in Section 2.1 Project Overview. RESPONDENT shall also have led the design, deployment and operation & maintenance as a service an AMI System serving a municipal utility within the last two (2) years. If RESPONDENT qualifies then refer to Section 3.6 B for detailed demonstration of experience. B. Project Experience Information Required: Describe where the RESPONDENT can demonstrate RESPONDENT owned, operated, and maintained projects utilizing two-way technology, solid-state electric meters. Provide the following information: 1. Brief description of the project 2. Project organization, including uses of sub-contracting, owner provided services, etc. 3. Metering types automated (electromechanical electric meters will not be accepted.) 4. Total number of residential, commercial & industrial meters in each project 3

11 5. The system must support multiple rate structures for billing and produce billing determinants to the CIS for all electric rates including TOU. Include a description of the business processes for billing implemented. 6. Start and finish dates for the contract 7. A detailed description of the specific services provided to the client including service level agreement (SLA s) associated with each service. 8. Provide relevant references within the client organization that are familiar with the work performed by firm. Include name, current phone number and current address. 4

12 4 TECHNICAL REQUIREMENTS AND SPECIFICATIONS To be considered, a system shall be provided by an established RESPONDENT with an existing customer base and excellent customer support history. The individual sub-systems may vary, but shall meet the minimum requirements (as outlined in Section 3, paragraph 3.6) and shall include the minimum features outlined in this Section. Respond as follows for the compliance section: 1 = Feature / Functionality is not available 2 = Feature / Functionality is only available through customization to core product (specify fee structure for each 2 response) 3 = Feature / Functionality is available and may be utilized with product configuration (no additional fee is required; specify if modification is to be maintained and reapplied after upgrades by the City or by the vendor) 4 = Feature / Functionality is part of core product RESPONDENT shall document and submit any exceptions to the technical requirements listed below as part of the proposal. 4.1 GENERAL REQUIREMENTS DESCRIPTION Overall System Requirements Interfaces to the OWNER s integrated back office systems should flow through a single integration platform providing extensibility for requested and future applications including AMI, Pre-Pay, MDMS, OMS, GIS, Demand Response, Smart Grid Analytics, Field Automation, Distribution Automation, and Line Monitoring. The OWNER interfaces to the AMI System shall utilize a web-based landing Utility Portal where the Owner can access each included subsystem using a Single Sign-on methodology integrated to the Owners authentication systems to ensure the Owner remains as the responsible party. The OWNER s customer interface shall utilize a web-based Consumer Portal, where OWNER s customers can access each sub-system data such as historical energy usage in a single portal, and perform actions such as selecting methods for message notification, etc. RESPONDENT shall provide integration to the OWNER s CIS system. COMPLIANCE ELECTRIC METERS RESPONDENT shall indicate the number of single phase and poly phase and forms of electric meters that will be supplied. Refer to Appendix B for a list of OWNER s current meter assets and counts. 5

13 Smart meter technology with two way communication between the OWNER s customer meter and the AMI head end system is a required component and the smart meters will be selected to meet the requirements of basic revenue metering as well as being able to meet future OWNER requirements such as TOU, Peak Pricing, Demand Optimization and other advance smart grid functions. Wireless Solution is required, (RF Mesh, Cellular, Point to Multipoint RF, etc.) Systems utilizing power line carrier will not be considered The residential and commercial meters selected shall allow the ability to monitor, gather and control all of the advanced functionality contained in the meter. DESCRIPTION Single Phase Electric Meters Residential meter remote 200 amp Disconnect / Reconnect Switch with the open/closed status of the switch indicated by a message on the meter display. Respondent shall propose a residential remote disconnect/reconnect switch for all OWNER s residential electric meters. COMPLIANCE Energy, demand (kw), TOU metering measures and Load Profile recording capability for up to 4-channels of information Nonvolatile data storage for all measurement data including Load Profile data Support for ANSI Reading and Programming Standards C12.18 and C12.19 Four Energy options (Delivered, Received, Delivered+Received, Delivered-Received) Demand, block, or rolling demand Bi-directional energy measurements Alphanumeric display Net metering Instantaneous Demand measurement on display Data redundancy allowing for redundant data to be stored for up to 110 days (2-channel 15-minute interval data). Interval times represent the end time for the interval. Security and Theft of Service meter information and features. 6

14 Power outage carryover battery. Since all billing and programming information is stored in nonvolatile memory, the battery is primarily used for maintaining date and time information during a power outage. Optional super capacitor, as an alternative to the carryover battery described above. This option eliminates the need for future battery replacement and offers extended hours of carryover power. Event Log up to 200 events capturing information about alerts, diagnostics, cautions, communication and meter operations. DESCRIPTION Poly phase Electric Meters Energy, demand (kw), TOU metering measures and Load Profile recording capability for up to 4-channels of information Nonvolatile data storage for all measurement data including Load Profile data Support for ANSI Reading and Programming Standards C12.18 and C12.19 Alphanumeric display Net metering Instantaneous Demand measurement on display Data redundancy allowing for redundant data to be stored for up to 110 days (2-channel 15-minute interval data). Interval times represent the end time for the interval. Security and Theft of Service meter information and features. Power outage carryover battery. Since all billing and programming information is stored in nonvolatile memory, the battery is primarily used for maintaining date and time information during a power outage. Optional super capacitor, as an alternative to the carryover battery described above. This option eliminates the need for future battery replacement and offers extended hours of carryover power. Event Log capturing information about alerts, diagnostics, cautions, communication and meter operations. Voltage sags and swells detection with programmable magnitude and duration. Load profile recording features. Programmable 1-4 channels of load profile recording of a variety of user specified measurement quantities including kwh & kvar (if optionally equipped) with programmable interval lengths of 1, 2, 3, 5, 10, 15, 30, 60 duration. kva - Power Factor, kvar and kva measures COMPLIANCE

15 Power Quality monitoring features Emergency Conservation Demand Limiting Function 4.3 WATER METERS RESPONDENT shall indicate the makes and models of water meters that will be supplied. Refer to Appendix C for a list of OWNER s current water meter assets, counts, and sizes. RESPONDENT shall quantify how many meters it proposes to replace and how many which will be retrofit with communication devices. Proprietary systems, Multi-jet or Single-jet meters will not be considered. DESCRIPTION Absolute Encoder Register The register shall be a true absolute encoder register that provides direct electronic transfer of Meter data information to the AMI Module. The encoder register shall send data in ASCII format (American Standard code for Information Interchange) to the AMI Module. The encoder register shall transmit the complete odometer wheel reading, a minimum of 6 digits, all 10 positions and an 8-digit identification number that has been factory set and never duplicated. A Locating Clip shall be affixed to each of the odometer wheels in close proximity to the Segment Pads located on the encoders printed circuit board. When an AMI Module interrogates the encoder register, the microprocessor shall determine the true position of each number wheel, encode the reading and send it to the AMR device. The Locating Clip shall not make physical contact with the Segment Pad in order to prevent wear of the clip and pads. The encoder register shall be permanently factory sealed with an epoxy coating of all terminal connections. Encoder registers requiring field sealing of the wire connection will not be allowed. Waterproof in-line connectors are permissible to facilitate the installation of the AMI Module. No wire connections or wire splicing of any kind shall be required to be performed during installation. The register shall be secured to the meter main case by a tamper resistant bayonet-style locking mechanism protecting against unauthorized removal of the register. No special tools shall be required to remove the register. COMPLIANCE

16 DESCRIPTION Positive Displacement (PD) Water Meters with Bronze Body All meters shall meet or exceed the latest version of the American Water Works Association Standard C700 for positive displacement type meters. The Main cases shall be composed of bronze containing not less than eighty percent (80%) copper. All materials used in the construction of the main cases shall have sufficient dimensional stability to retain operating clearances at working temperature up to 105 degrees F. The meter serial number shall be stamped on the main case of the meter. Measuring chambers shall be made of a suitable engineered plastic as described in AWWA C-700. The chamber shall be of the Nutating Disc style. The measuring chamber shall employ a stainless steel shaft for the drive magnet The measuring chamber drive magnet shall be encapsulated in plastic The measuring chamber shall incorporate a locating device that aligns to the main case of the meter to ensure proper chamber orientation and alignment. The measuring chamber shall be locked into place with a chamber retainer. The chamber shall be a large capacity chamber to reduce wear and must not exceed the following nutations per gallon: Size 5/8 '' 3/4" 1 1-1/2 2 Nutations Per Gallon COMPLIANCE DESCRIPTION Positive Displacement (PD) Water Meters w/ Composite Body All meters shall meet or exceed the latest version of the American Water Works Association Standard C710 for displacement type meters. The Main cases shall be composed of a suitable engineered polymer as specified in AWWA C-710 COMPLIANCE

17 All materials used in the construction of the main cases shall have sufficient dimensional stability to retain operating clearances at working temperature up to 105 degrees F. The meter serial number shall be stamped on the main case of the meter. Measuring chambers shall be made of a suitable engineered plastic as described in AWWA C-710. The chamber shall be of the Nutating Disc style. The composite body shall employ stainless steel meter threads The meter shall be a true no lead meter without any metal coming in contact with the potable water in anyway. The measuring chamber shall incorporate a locating device that aligns to the main case of the meter to ensure proper chamber orientation and alignment. The measuring chamber shall be locked into place with a chamber retainer/strainer mechanism. The chamber shall be a large capacity chamber to reduce wear and must not exceed the following fifty-eight (58) nutations per gallon. Meters shall be NSF-61 compliant DESCRIPTION Specialty Class Meters All Meters shall meet or exceed the latest version of the American Water Works Association Standard C701 Class 1 for Vertical Turbine Type in sizes 3/4 through 6. The intended use of this specialty meter is to simplify applications by using one type of meter where three different types of meters would normally be used, Compound, Turbine and Residential Fire Service. The meter must be highly accurate, light weight and have minimal maintenance. Meters shall be of the Vertical Rotor Turbine type. All water must pass through a measuring element. Meters 3/4 through 2 shall be of standard industry laying lengths as outlined in AWWA C-700. The main case shall be constructed of a copper alloy containing not less than 81% copper. The main case shall contain both the measuring element and the integral strainer for all sizes. 3/4 through 2 shall be bottom case entry and 3 through 6 shall be of the top case entry design. COMPLIANCE

18 The size, model, direction of flow shall be cast in raised characters on the case. The serial number shall be imprinted on both the body and the lid. Flanged ends for 1 1/2 and 2 meters shall be of the oval type, 3 through 6 shall be standard round flanges. The measuring chamber shall be a turbine assembly mounted in a vertical orientation. All water must pass through the measuring element. The turbine shall utilize a Retro-Thrust feature to reduce wear over the life of the meter. Low flows will cause the rotor to wear against a sapphire bearing mounted in the top case of meter. High flows will cause the turbine to pull down in the flow way to wear against a sapphire bearing located in the bottom of the hub assembly. The inlet hub assembly shall include integral straightening vanes to eliminate the need for straight pipe diameters in front of or behind the meter. All meters must be provided with integral strainers. Meters 3/4 through 1 1/2 shall have polymer type strainers while meters 2 and larger shall have stainless steel strainers. All strainers must have an effective straining area of at least two (2) times the nominal pipe size of the meter. Meters ordered for Residential Fire Service shall be UL listed. Meters may be installed vertically or horizontally 4.4 COMMUNICATIONS AND METER DATA SERVICES RESPONDENT shall propose an AMI Communications Network which will cover OWNER s electric and water meter footprint. Proposed Water and Electric Communications Networks may be separate, but must utilize a common backhaul. DESCRIPTION General Network & Meter Data Requirements The AMI system shall have an AMI Communications Network with one of the following AMI technologies in place to support the meter data services (State and describe technology type in response): a. Cellular b. RF Mesh c. Point to Multipoint AMI systems included shall capture all meter errors and events aligned with IEC and forward these to the integration platform allowing external systems to subscribe to required data. The AMI system shall support measurement of other power quality data including RMS voltage, over/under voltage, sag/swell. COMPLIANCE

19 The AMI system shall provide aggregate daily meter reads to the integration bus in a file or web service based methodology on a daily basis per the following. a. Provide scheduled Daily Revenue Residential Electric Meter Reads at a minimum of every 15 minutes in kwh. b. Provide scheduled Daily Revenue Meter Reads for Commercial Electric Meters at a minimum of every 15 minutes in kwh, kvarh, TOU, and Demand Data. c. Provide scheduled Daily Revenue Meter Reads for Water Meters at a minimum of every hour in Gallons or Cu.Ft. The AMI system shall perform Gap-filling to ensure the maximum number of reads are received from the field to minimize the use of VEE in filling meter data gaps by the MDM. On-Request (Real Time) Meter Reading: The AMI system shall provide an on request reading service that allows the utility to retrieve available meter reading data, including the most recent data stored. The following data shall be made available on an On-Request Meter Reading query: a. Date and time of reading b. Meter number c. Cumulative kwh read (electric) d. Peak kw demand for current day (electric, if available.) e. Remote disconnect status (electric, open and closed) DESCRIPTION Water Communication Module Requirements The AMI Water Module shall be capable of receiving meter data from existing Badger, Hersey, Neptune and Sensus water meters equipped with encoder registers. Pulsing register technology shall not be utilized. AMI Modules meters/service and other related endpoint devices shall be capable of being configured to communicate with the Gateway Collectors via a Mesh and Star topographical engineered network solution. Communicate using unlicensed 900 MHz band, certified to comply with FCC Part 15 rules, utilizing frequency hopping data transmissions. The AMI Module shall be designed and built for installation in outdoor water meter boxes as well as above ground mounted discretely on a wall to limit required inventory for various installations. Water endpoint devices shall be housed in a single package design designed for rugged, harsh environments and capable of complete submersion in water without damage. The AMI Module must function accurately and not be damaged over COMPLIANCE

20 an operating temperature range of -40 deg C to +70 deg C. The AMI modules shall be designed to operate in the above conditions and have a battery life of 20 years. Each AMI Module shall function as a true two-way network gateway and allow for an engineered Mesh Network configuration with a primary route to the collector and up to three (3) alternate routes that are automated if communication is interrupted to the primary routing. Battery life data shall be transmitted to the Host System alerting of low battery levels for preemptive maintenance. The AMI Module shall be capable of storing meter data including date and time stamps down to five (5) minute intervals for a minimum of 45 days in non-volatile memory. The AMI Module shall have true two-way communication on-demand from the Host Software. This shall allow for obtaining real-time data upon request. The AMI module shall have the capability to receive and process commands from the host system for all firmware updates to eliminate the need to manually perform the update function at each locale. AMI modules must support group firmware updates to reduce system maintenance time. The AMI Module shall be capable of listening for Mobile AMR modules in the network a minimum of once a day and reporting consumption and alarm data to the host system. The AMI Module shall employ actionable alerts; indicate compliance with each below. Tamper Alert or Meter disconnected Small Leak Detected Large Leak Detected No Flow detected Specific period of time set in the host software Reverse Flow / Backflow High Flow Rate Detected Specifics set in host software Battery Health Each AMI water module s clock date & time settings shall be updated to match reference Date & time that shall be regularly provided to the meter via the Host Server. The AMI Water Module shall be capable of listening for Mobile AMR modules in the network a minimum of once a day and reporting consumption and alarm data to the host system. Ability to use a hand-held device to upload data in the unit s memory. 13

21 DESCRIPTION Billing Data and Customer Information System Integration Services Interface with the OWNER s Customer Information System provider which is Tyler Technologies Batch meter read delivery based on Billing Cycle on a configurable schedule. On-Demand Meter read delivery Historical Meter read delivery Standardized integration formats utilizing IEC or MultiSpeak Service Oriented Architecture (SOA) integration adhering to NERC/CIP security compliance Secure file based integration utilizing protocols including SFTP, FTPs, or AS2 Residential Customer Connect/Disconnect Operation Remote disconnect services for all residential meters furnished as part of this project Control of Remote Disconnect functions by logging into the AMI System Automatic logging of all disconnect operations Required security/authorization to activate the function COMPLIANCE METER DATA MANAGEMENT SYSTEM (MDMS) DESCRIPTION MDMS Requirements The MDMS shall supply billing determinants to the CIS as needed for billing The MDMS shall support time differentiated rates (TOU and PTR) and load control rebate rates, inclining block rate, Bi-directional, and demand side management elements The MDMS shall support Prepayment (pay-as-you-go) by providing a record for each meter that participates in prepay. The MDMS shall have the capability to aggregate usage across multiple meters The MDMS shall receive, validate and estimate AMI collected meter readings for every meter every day to ensure accurate billing data The MDMS shall track which intervals have been provided for billing, and support exception processes for subsequent edits or COMPLIANCE

22 replacements of the data The MDMS shall capture and store all meter events that are provided by the AMI system. The MDMS shall have the capability to identify unauthorized consumptions as indicated by AMI status and alerts extracted from the AMI system and from disconnect status information extracted from the existing CIS system The MDMS shall have the capability to identify theft of service as indicated by AMI status and alerts extracted from the AMI system The MDMS shall store meter read intervals in the increment supplied by the meter: 5 min, 15 min, 30 min, hourly, daily, monthly from AMI The MDMS shall maintain the precision of interval reads with the same precision of the read in the meter The MDMS shall support meter constant reads The MDMS shall support consumer lifecycle-move in/move out, disconnect/ connect at pole, disconnect/connect at meter, etc. The MDMS' Consumer, service delivery point, and meter information shall be in synchronization with the CIS Allow for probabilistic matching using an assortment of matching techniques, including deterministic, probabilistic, heuristic, phonetic, linguistic, empirical, etc. All reads that are presented to the Consumer must be validated through the MDMS before presentation. The MDMS shall support the meter provisioning process Support work queues and work flow management to address errors in the data/processing and escalation The MDMS shall have the capability to store lat. and long. coordinates for meter location The MDMS shall provide the capability for users to create new validation and estimation rules The MDMS shall include validation rules such as sum check, spike check, kvar check, hi-lo check, and missing data check The MDMS shall have the flexibility to apply validation and estimation rules to various configured groups. Allow configuration thresholds and boundaries for estimation on specific accounts by meter/consumer, group, tariff/rate, or service provider The MDMS shall provide reports on edited interval data, including original and new values, reason, process, and user The MDMS shall provide the capability to edit interval values 15

23 The MDMS shall adjust meter estimates based on recent interval values that are received after the fact to ensure accurate billing data 4.6 PREPAYMENT SERVICES The system shall provide OWNER s customers payment options for their electric and water bills which shall include Prepayment Services. DESCRIPTION Customer Access to Prepay Functionality Requirements Sign up, create prepay account, modify settings including alerts settings Shall have the capability to recalculate usage and balance based on 15 minute interval readings. Shall allow Consumers to download their current and past pre-paid usage information. Pay using multiple options accepting cash, checks, and credit/debit cards View account information, energy usage and available balances Set notification alerts: Estimated service days remaining, kwh remaining, Dollars remaining, Dollar amount credit extended to customer, Weather Emergency mode Receive alert notifications via multiple methods: Text, , Autodialer, Auto draft/overdraft disconnect protection program, and web portal DESCRIPTION OWNER Access to Prepay Functionality Requirements Accept payments/billing and deposit to OWNER accounts Web access reporting on customers, usage, consumption, estimates, etc. Access to past customer communications (via text, , web portal notifications, phone calls) and confirmations with text, s, and fax communications Manual override capability Multiple disconnects triggers: Automatic disconnect upon exhaustion of balance Grace period of 1-5 days before exhaustion with negative balance accumulation Utility notification of exhaustion of balance with manual override needed for disconnect with negative balance accumulation Weather Emergency of high and low temperatures before disconnect with negative balance accumulation COMPLIANCE COMPLIANCE

24 Real-time or near real-time and frequency of account balance updates DESCRIPTION Customer Payment Notification Requirements Text Messaging: Includes estimated days remaining and graphical representation Auto-dialer to dial any or the customer s entire phone and issue a text-to-speech message in English Interactive Voice Recognition (IVR) functionality as a part of the Pre- Pay solution: The customer can choose to: Enter his/her account number and make a credit card payment and then Reconnect his/her power Retrieve Account information, i.e. account balance, number of days left, dollars used last month, kwh used last month, dollars used yesterday Automated s sent to customer accounts to keep them informed of their account status Web portal for the customer to access their account information online. The customer shall have full access to manage their account to the extent the OWNER allows the customer to have control COMPLIANCE OUTAGE MONITORING DESCRIPTION Outage Notification and Monitoring Requirements The system shall detect an outage or power loss on monitored meters. When an outage is detected the system will: Notify a designated OWNER representative Update GIS map with current status Update status on a map Log outage information in the system. Shall have the ability to obtain status of meters within the electrical network (ping) The system shall provide full integration with AMI for confirmed outage indicators via the last gasp meter output. During power restoration the AMI head-end shall receive and forward all power up notifications Have a defined upgrade path to include full dispatching capabilities such as Outage Restoration, Outage Analysis, Order Management, Mapping, and Remote Dispatching of crews located at service centers and remote districts to perform major repairs on an emergency basis. COMPLIANCE

25 4.8 ASSET MONITORING The AMI System shall provide the ability to register the location of all meters connected to the OWNER s distribution system. DESCRIPTION Asset Monitoring Functionality Requirements Shall Store GPS and required data to link the meter to Customer Information System Shall update status on OWNER s monitoring and mapping screen Shall display Meter problems/communication problems Shall have the ability to inquiry into meter for detailed information COMPLIANCE CUSTOMER WEB PORTAL The AMI System shall be provided with a Customer Web Portal that allows the customers to see the following: DESCRIPTION Customer Web Portal Functionality Requirements Shall provide Customers access to consumption data on a near real time and historical basis Shall provide Customers access to prepay account and configuration information Shall provide Customers access to customer registration Shall provide Customers access to enrollment in pre-payment billing system Shall provide Customers the capability to request Account Profile update (Billing Address, , Phone Number, etc). COMPLIANCE Shall include graphical reports of comparative current energy usage month data to same month s previous year data including weather (Hi- Lo temperatures records) Shall provide graphical reports of hourly, daily, weekly, and monthly energy usage indication during On peak, Off Peak, and Mid Peak usage times. Shall interface to account and billing information to provide Consumer's account and billing information 18

26 5 OTHER SERVICE REQUIREMENTS RESPONDENT shall provide a description of the following additional required services. RESPONDENT shall indicate in its response if the following services require an additional fee or charge and shall note this additional cost in the Pricing Table. 5.1 METER AND NETWORK INSTALLATION AND METER DISPOSAL INSTALLATION REQUIREMENT DETERMINED BY OWNER (AMI AND METERS) RESPONDENT shall include as part of this proposal, installation services to install the electric meters, retrofit water communication modules, and install the communication network devices. Installation services shall also include meter programming, original and new meter reads, GPS position capture, and meter tamper reporting. Meter base and/or water line problems that are discovered by RESPONDENT during installation shall be reported to OWNER for action. RESPONDENT is not responsible for repair of water lines or electric meter bases. If RESPONDENT chooses to provide installation services to OWNER, RESPONDENT will not be responsible for disposal of old metering assets. RESPONDENT shall only be responsible for delivering replaced assets to OWNER for disposition. 5.2 TRAINING SERVICES RESPONDENT will provide training to support the deployment and operation of the proposed system as part of the service and shall be included as part of monthly service fee. At a minimum, RESPONDENT must provide the following training services: A. System Introduction Course will provide an introduction to relevant services, Consumer Web Portal, and Support System and documentation. B. Electric Meter Installation, Operation, and Maintenance Training Course will train selected utility maintenance personnel on the installation, operation, and maintenance of the proposed electric meters. At the end of the training the meter maintenance personnel will understand the meter fault error codes, proper installation & maintenance procedures, and operation of software. C. Water Meter Installation, Operation, and Maintenance Training Course will train selected utility maintenance personnel on the installation, operation, and maintenance of the Water Meters. D. Operator Training Course will train OWNER s operators how to access and utilize all services. At the end of the training the operators should know how to log into system, request on demand meter read, request historical data, assist consumers in configuring the prepayment system and use the outage and asset monitoring services. 19

27 E. Maintenance and Operation Course will train selected OWNER personnel to configure and change services to support the OWNER meter database and configurations. At the end of the session the OWNER administrator will know how to add, delete or modify consumer meter information, update meter asset monitoring, and enroll consumers in prepayment systems. 5.3 CALL CENTER AND ONLINE WEB SUPPORT RESPONDENT will provide a single point of contact for communicating all issues by providing a toll free number that can be used for reporting issues. In addition to the toll free number, RESPONDENT will provide OWNER the ability to enter service requests directly into a web portal help desk site, and communications and resolutions are logged within the site. Characteristics and functionality of the web portal help desk site shall include: A. Multiple security settings for authorized access to project information and workflows B. Easy access to the RESPONDENT s help desk phone number C. Ability to submit help desk tickets and receive communications on case status D. Ability for OWNER to receive field and maintenance requests from RESPONDENT when meters, hardware, or software need servicing or require an update E. Project library for easy access to project information and procedures manuals F. Flexibility to be easily modified by RESPONDENT to fit OWNER s operational service needs. 5.4 RESPONDENT-OWNED SYSTEM REQUIREMENTS The following are requirements for an AMI system owned and maintained by RESPONDENT for a minimum 10-year period. If OWNER chooses to go with this option, RESPONDENT shall comply with all requirements in this section On-going Hardware & Software Maintenance Requirements Electric & Water Meter and Network Maintenance Over the course of the contract, RESPONDENT shall notify OWNER of field and maintenance requests when meters or networking hardware need servicing or require an update. OWNER will complete all level 1 maintenance activities which include visual inspection of the device for failure messages or lights, checking power to the devices, providing field feedback on the problem, and replacing the device if a failure has been detected. RESPONDENT shall provide OWNER a sufficient safety stock of replacement meters and hardware to complete such requests at no additional cost. RESPONDENT shall be responsible for all other maintenance activities. RESPONDENT shall also provide as part of this proposal a template of its on-going testing plan for meters under service. A mutually agreeable testing plan shall be established at contract signing On-going Software and Data Center Maintenance Software applications and databases shall be fully managed by the RESPONDENT. RESPONDENT shall perform all hosted service operational responsibilities for the duration of the services contract. Operational responsibilities shall include: platform monitoring, application 20

28 monitoring, incident management, request fulfillment, problem management, access management, capacity management, software and application release management, patch management, database administration, service reporting, and continual service improvement System Service Level Agreement Requirements The Services shall be performed, measured and monitored, all in accordance with and subject to the requirements of a mutually agreed to Service Level Agreement. Service Level Credits will be applied beginning after optimization of the system, which will occur within 90 days after completion of Implementation. Upon deployment of system and completion of meter-to-network optimization, the Service Level Metrics listed below will be reported on a monthly basis: System Availability Scheduled Meter Read Data On-Demand Requests If RESPONDENT fails to meet the Service Level Metrics specified, Service Level Credits will be provided to OWNER. RESPONDENT shall provide a base Service Level Agreement and Service Level Credits in its response. Detailed Service Level Agreements, customized to the OWNER, shall be jointly developed at contract signing or at such time stipulated within the contract. In addition to Service Level Agreements, RESPONDENT shall outline its Operational Level Agreements. An Operational Level Agreement is a description of operational activity commitments for all parties involved to understand key activities that may impact the Service Level Agreement. Operational Level Agreements may include the following: -Hours Support d Equipment and Spare Inventory Audits Performance and Availability Reporting RESPONDENT shall provide a monthly report of availability to OWNER showing that the service level agreements committed are being met. The monthly performance and availability report will provide OWNER with the following: 21

29 A. Network performance and availability B. Routers, switches, gateways and system interfaces C. System performance and availability D. Physical and virtual server monitoring E. CPU, Memory, disk and interface F. Application performance and availability G. Application response time H. Database performance I. Web Server performance J. The customer will be provided with a monthly Performance and Availability report that communicates the performance and availability of the system for the previous 30 days. 22

30 6 SERVICE PRICING REQUIREMENTS 6.1 GENERAL OWNER will only accept proposals from RESPONDENT s that meet the minimum qualifications as outlined in Section 3, paragraph 3.6 and are deemed responsive as outlined in the RFP Instructions. 6.2 COST SUBMISSION Pricing tables are supplied in Appendix E. RESPONDENT is not required to utilize the supplied pricing tables, however, RESPONDENT shall provide all requested information in some organized format. The RESPONDENT shall indicate Not Applicable if the particular line item described is not incorporated into the RESPONDENT S proposal. Full completed tables shall be submitted as a hard copy and in the order as indicated in Section 7, paragraph

31 7 PROPOSAL SUBMISSION AND EVALUATION CRITERIA 7.1 CONTENT OF RESPONSE/SCORED CRITERIA Responses to the RFP must be complete, timely, and submitted in conformance with the RFP requirements. Responses must clearly address all items listed in the RFP and shall be organized in the order below listed, preferably by restating the Criteria, then responding below. Interested RESPONDENTS shall submit five (5) hard copies and one electronic copy in PDF format of the following information for consideration: At a minimum, the following items should be included in the contents of the proposal: A. Cover Letter: The Cover Letter shall be a letter of interest defining the RESPONDENT s representatives and contact information as well as the name and type of the product being described. The Cover Letter shall include a statement that the RESPONDENT accepts ALL terms and conditions contained in this solicitation and a statement indicating if RESPONDENT has had a contract terminated for default in the last five years. B. Background and Experience: Provide background and history, including the number of years experience in providing AMI Systems and deployment services and the scope of services currently being provided other utilities. Describe the strengths and weakness, along with any special capabilities that may be appropriate to this project. Describe the company s position in the AMI market space. RESPONDENTS that can demonstrate a strong history of providing AMI services to Municipal Utilities convey accurate assessments of their position in the market place and relative strengths and weaknesses and convey prior experience working successfully with other contractors to be included in the Statement of Qualifications will be given preference in OWNER s evaluation. C. Financial Stability: The RESPONDENT shall provide an Annual Report of the entity proposing or a Profit and Loss Statement & Financial Statements covering the past 24 months. The Financial Statement need not be certified but must be accurate and signed by a representative from the RESPONDENT authorized to release this information. Include information identifying the RESPONDENT S annual volume of financial and bonding capabilities; address the RESPONDENTS stability in the marketplace. Please submit information regarding any legal action currently pending or recent (within the past 5 years) involving your company that would affect your company s ability to fulfill the obligations of this RFP, including case name and number, court in which it was filed, whether your company is Plaintiff or Defendant and a brief description of the subject matter of the case. RESPONDENTS that can provide reliable, trustworthy financial disclosures that contain indicators of long-term financial stability will be given preference in OWNER s evaluation. D. Proposed Technology: The purpose of this RFP is to locate the best fitting technology and services that will provide OWNER with an AMI System that can be designed around OWNER s requirements. OWNER is looking to implement a solution that will accommodate all or our demands and the desires to improve and strengthen our relationship with our water and electric customers. 24

32 RESPONDENTS that establish the ability to provide a system that will meet the criteria s and needs of OWNER will be given preference in OWNER s evaluation. E. Pricing: The RESPONDENT shall provide service pricing as outlined in Section 4. The proposal shall set forth the anticipated costs and any additional costs OWNER will be expected to pay during the term of the agreement. F. Service Level Agreements: Describe and quantify the Service Level Agreements which will govern system performance during the term of the agreement. G. Project Concept and Product Roadmap: Describe in concept the system (or systems) that are proposed to deploy to meet OWNER S requirements. Include roadmap(s) for metering, AMI System(s) and communication network(s) that is anticipated including a technical proposal. RESPONDENTS that can demonstrate product development plans and technology deployment methodology that will fit OWNER S current and future needs will be given preference in OWNER s evaluation. H. Additional Information: Provide additional information important or relevant to the requirements of this RFP including end of term options. Any exceptions to the requirements specified in Section 3.6 and Section 4 shall be documented and submitted. 7.2 EVALUATION AND SELECTION PROCESS Qualification submittals will be evaluated for compliance with the Minimum Qualification requirements found in Section 3, paragraph 3.6. Qualification submittals that do not include all of the minimum information required, or that do not clearly demonstrate that they meet the Minimum Requirements outlined in Section 3, paragraph 3.6 shall be deemed non-responsive and shall be rejected. All Response submittals that meet all of the Minimum Qualifications found in Section 3, paragraph 3.6 will be evaluated based on the RESPONDENT s qualifications and experience as described in this Section. Points will be assigned to each of the criteria listed in this Section, and the average score for each RESPONDENT s Qualifications submittal will be documented. Based on the results of this evaluation, the qualifying proposal determined to be the most advantageous to OWNER, taking into account all of the evaluation factors, may be selected by OWNER for further action, such as contract negotiations. If, however, OWNER decides that no proposal is sufficiently advantageous to OWNER, OWNER may take whatever further action that is deemed necessary to fulfill its needs. If, for any reason, a proposal is selected and it is not possible to consummate a contract with the RESPONDENT, OWNER may begin contract preparation with the next qualified RESPONDENT or determine that no such alternate proposal exists. 7.3 QUALIFICATIONS SUBMITTAL FORM Qualification submittals shall be prepared and organized in a clear and concise manner, and must include all information required by this RFP. Headers, Titles, or Tabs should be used to identify required information. Responses to the Evaluation Criteria found in Section 5 shall be 25

33 organized in the order listed in Section 5, paragraph 5.4, preferably by re-stating the Criteria, then responding below. The following information shall be returned with your Response: A. Response to All Minimum Qualifications and Requirements: RESPONDENT shall respond to all minimum qualifications and requirements listed in Section 3, Paragraph 3.6. B. Response to Evaluation Criteria: RESPONDENT shall respond to all Evaluation Criteria listed in Section 7, Paragraph 7.1. C. Termination for Default: RESPONDENT shall indicate if they have had a contract terminated for default in the last five years (Refer to Paragraph 51). 7.4 REQUEST FOR PROPOSAL (RFP) SUBMISSION Qualifications shall be submitted within a single package (envelope or box). The single package shall be sealed with Request for Proposal- City of Claremore RFP No Automated Meter Infrastructure Services in the lower left hand corner. One (1) original and five (5) copies of Proposal shall be submitted sequentially as follows along with an electronic version burned to a properly label CD: A. Cover Letter B. Background & Experience C. Financial Stability D. Technology Proposed E. Pricing F. Service Level Agreements G. Project Concept and Product Roadmap H. Any Additional Information I. Qualification Submittal Form Signed by RESPONDENT authorized to sign on behalf of their business. I. Signature Page Signed by RESPONDENT authorized to sign on behalf of their business. Qualifications should be delivered to the following address prior to the deadline: Lee Harrison - Finance Dept. 104 S Muskogee Ave Claremore, OK (918) x

34 The proposal package must be received on or before November 19, 2013 pm at 1:30pm. It is the RESPONDENT s responsibility to deliver responses to the exact location specified on or before the time and date indicated above. Qualifications received after the stated due date and time will be returned unopened. Submission via facsimile or other electronic means will not be accepted. All submittals and supporting documents will become public information after opening of the Qualifications and will be available within seven days of initial opening. All pages which contain confidential information shall be clearly and individually marked. By submitting a proposal, the RESPONDENT acknowledges that OWNER is required to release information in accordance with Oklahoma state laws. 27

35 8 RFP TERMS AND CONDITIONS 8.1 ADDENDA In the event it becomes necessary to revise any part of this RFP, an Addendum or Supplement to this RFP will be provided to all prospective RESPONDENTS who are known to have received a copy of the original RFP. 8.2 ACCEPTANCE TIME RFP shall be valid for six (6) months following the RFP due date. 8.3 RIGHT TO WAIVE INFORMALITIES OWNER reserves the right to accept, reject, modify, and/or negotiate any and all Qualifications received in conjunction with the RFP. It reserves the right to waive any defect or informality in the Qualifications on the basis of what it considers to be in its best interests. Any submittal may be rejected which OWNER determines to be incomplete, conditional, obscure, or has irregularities of any kind. OWNER reserves the right to award to the firm, or firms, which in its sole judgment, will best serve its long-term interest. 8.4 RIGHT TO CANCEL PROCUREMENT OR REJECT ALL OFFERS This RFP in no manner obligates OWNER to the eventual purchase of any products or services described, implied or which may be proposed until confirmed by a written contract. Progress towards this end is solely at the discretion of OWNER and may be terminated without penalty or obligations at any time prior to the signing of a contract. OWNER reserves the right to cancel this RFP at any time, for any reason, and to reject any or all Qualifications or any parts thereof. 8.5 REFERENCES The OWNER reserves the right to investigate any and all references and the past performance information provided in the submittal with respect to RESPONDENT s successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and lawful payment of employees and workers. The OWNER reserves the right to check any and all sources for information and to include sources other than the references provided in the submittal. OWNER may consider information available from any source including government bodies and regulatory authorities in evaluating RESPONDENTS. 8.6 CLARIFICATION OF RESPONSE At any time during the evaluation process the OWNER reserves the right to request clarification of any item in any response, or to request additional information necessary to properly evaluate a particular response. All request for clarification and responses shall be in writing. During the evaluation of Qualifications, RESPONDENTS must respond to any request for clarification from the OWNER within 24 hours of request (Monday through Friday). Inability of the OWNER to reach a RESPONDENT for clarification and/or failure of a RESPONDENT to respond with the time stated may result in rejection of that RESPONDENT s submittal. 28

36 8.7 SUBMITTAL FORMAT Submittals shall be typewritten or prepared in ink and shall be in the format as stated in the RFP. No Oral, telegraphic, telephone or facsimile submittals shall be accepted. 8.8 CONFORMANCE TO SOLICITATION REQUIREMENTS Submittals shall conform to the requirements of the RFP. All necessary attachments shall be submitted with the proposals and in the required format. Failure to comply with all requirements may result in proposal rejection. 8.9 SIGNATURE ON SUBMITTAL An authorized representative of the RESPONDENT shall sign submittals in ink. This signature certifies that the response is made without connection with any person or another RESPONDENT submitting qualification for the same services and is in all respects fair and made without collusion or fraud. The signature also certifies that the RESPONDENT has read, fully understands, and agrees with all requirements and obligations. No consideration will be given to any claim resulting from responding without fully comprehending all requirements of the RFP RESPONDENT EXPENSES Expenses for developing and presenting Qualifications shall be the entire responsibility of the RESPONDENT and shall not be chargeable to OWNER. All supporting documentation submitted with this proposal will become the property of OWNER WITHDRAWALS Statement of Qualifications may be withdrawn if requested, in writing, or on the RESPONDENT s letterhead signed by an authorized representative and received by the OWNER prior to RFP closing time. Submittals may also be withdrawn in person before RFP closing time upon presentation or appropriate identification EXCEPTIONS Any exceptions to the requirements of this solicitation must be submitted in accordance with the RFP. Exceptions that are not submitted in compliance with this process, or submitted with your response may cause your submittal to be ruled non-responsive and rejected ACCEPTANCE Submission of a proposal indicates acceptance by the RESPONDENT of the conditions contained in this Request for Proposal unless an exception is specifically noted by the RESPONDENT. OWNER reserves the right to reject any proposal that takes exception to the terms and conditions set forth in this RFP COMPLIANCE WITH LAWS The RESPONDENT shall comply with all applicable federal, state and local laws, statues, rules, regulations and ordinances. 29

37 8.15 COLLUSION The RESPONDENT certifies by submission of a response to this RFP that it is not colluded, conspired, connived, or agreed, directly or indirectly, with any other RESPONDENT or person to refrain from proposing; further, that it has not in any manner, directly or indirectly, sought by agreement, collusion, communication, or conference, with that of any person to fix the proposed amount herein or cost element of said proposal amount, or that of any other RESPONDENT, or to secure any advantage against OWNER or any person interested in the proposed contract REGULATORY REQUIREMENTS The RESPONDENT shall comply with all Federal, State, and Local regulatory requirements. 30

38 9 SIGNATURE AND EXECUTION REQUIREMENTS 9.1 EXECUTION OF WORK Successful RESPONDENT shall perform all work in accordance with NFPA 70 National Electrical Code, local code requirements, and OWNER s requirements. 9.2 PERMITS The successful RESPONDENT shall be appropriately licensed for the work required as a result of the Agreement. The cost for any required licenses or permits shall be the responsibility of the RESPONDENT. 9.3 ASSURANCES In executing the Signature Page (refer to Exhibit A), the undersigned attests to the following: A. RESPONDENT has read and understands all instructions, requirements, addenda, site conditions, and terms and conditions contained herein (including the attachments and Exhibits listed in this solicitation). B. RESPONDENT has the authority and/or responsibility to submit a proposal and to bind RESPONDENT s organization in all phases of this RFP process. C. The information provided is true and accurate to the best of RESPONDENT s knowledge. D. RESPONDENT understands that any false statement may disqualify this offer from further consideration. E. RESPONDENT has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged minority, women or emerging small business certified under Georgia State Law. 31

39 AP-A 1 APPENDIX A SIGNATURE PAGE RESPONDENT s INFORMATION Company Name: Company Address (from which work will be performed): Telephone Number: Fax Number: FEDERAL ID NUMBER: Address: Name: Title: Signature:

40 AP-B 1 APPENDIX B APPROXIMATE ELECTRIC METER ASSET LIST A. ELECTRIC METERS Form 2s meters 10,150 Approximately 150 of the above number is A-base meters Form 15/16 s 1,234 Form 8/9s 150

41 AP-C 1 APPENDIX C WATER METER ASSET LIST A. WATER METER TYPES AND NUMBER 1 ½ ¼ ¾

42 AP-F 1 APPENDIX D OTHER UTILITY OWNED ASSETS, LOCATIONS AND HEIGHTS (Specify only if available to support the infrastructure build-out) Asset Lat Long Address Asset_Type Elevation 66 Tank S Hwy 66 Water Talbert Tank New N Hwy 88 Water 801 Talbert Tank Old N Hwy 88 Water 850 Sioux Tank N Sioux Ave Water Sub N Oseuma Ave Electric Sub N Hwy 88 Electric Sub E Lowry Rd Electric Sub S Muskogee Ave. Electric Sub Ramm Rd Electric Sub N Sioux Ave. Electric Cemetery Office S Nome Ave Fiber Police Dept W 1st Street Fiber City Hall S Muskogee Ave. Fiber Senior Center N Misourri Ave. Fiber Public Works Ramm Rd Fiber Street Dept Ramm Rd Fiber LMCI Ramm Rd Fiber Vehicle Maintenace Ramm Rd Fiber Animal Control Ramm Rd Fiber Waste Water Treatment S Choctaw Ave Fiber Rec Center Veterans Pkwy Fiber Expo Veterans Pkwy Fiber Fire Station W Will Rogers Fiber Water Treatment E Blue Starr Fiber Fire Station E Stuart Roosa Fiber Library N Florence Fiber Community Center N Sioux Ave Building Sub S Muskogee Ave. Electric

43 AP-G 1 APPENDIX E PRICING TABLE 10 YEAR FULLY MANAGED SYSTEM General Pricing Notes REQUIRED PRICING Professional Services and 10 years Fully Managed AMI System Assumptions: Included in the offer are the following functions (as described in Section 3 Technical Requirements) 1. AMI (electric and water) including backhaul 2. MDMS 3. Pre-Pay 4. Outage Detection 5. GIS 6. Consumer Web Portal Services 7. Utility Web Portal Services 8. Project Management 9. Business Process Workshops 10. Engineering including software integration (flat file) to CIS system 11. Setup and Configuration 12. Technical support for installation of meters 13. Schedule assume deployment will be staged with an initial deployment of meters prior to full deployment (6 months) 14. Training AMI ENDPOINT PRICING Number of meters Monthly Service Fee Monthly Price 11,488 $ / meter / month $ / month Notes:

44 PRICING TABLE CITY of CLAREMORE OWNED SYSTEM WITH 10-YEAR SOFTWARE MAINTENANCE General Pricing Notes REQUIRED PRICING System Purchase Price: $ Other Additional Pricing 1 (Specify): $ Other Additional Pricing 2 (Specify): $ Other Additional Pricing 3 (Specify): $ Other Additional Pricing 4 (Specify): $ Other Additional Pricing 5 (Specify): $ Notes: 10-Year Software Maintenance Price (per month or per year): $ Notes:

45 STATE OF OKLAHOMA ) )SS. COUNTY OF ) INTEREST AFFIDAVIT I,, of lawful age, being first duly sworn, on oath state that I am the agent authorized by the seller to submit the attached bid. Affidavit further states that no officer or employee of the City of Claremore either directly or indirectly owns a five percent (5%) interest or more in the Candidate s business or such a percentage that constitutes a controlling interest. Affidavit further states that the following officers and /or employees of the City of Claremore own an interest in the Candidate s business which is less than a controlling interest, either direct or indirect. Name & Title Subscribed and sworn to before me this day of, (SEAL) Notary Public My Commission Expires:

46 Non-Collusion Affidavit STATE OF OKLAHOMA ) ) SS COUNTY OF ), of lawful age, being first duly sworn, on oath says: 1. I am the duly authorized agent of, the contractor under the contract which is attached to this statement, for the purpose of certifying the facts pertaining to the giving of things of value to government personnel in order to procure said contract; 2. I am fully aware of the facts and circumstances surrounding the making of the contract to which this statement is attached and has been personally and directly involved in the proceedings leading to the procurement of said contract; and 3. Neither the Candidate nor anyone subject to the Candidates direction or control has paid, given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring the contract to which this statement is attached. Name & Title Address County of State of Subscribed and sworn to before me this day of, 20. Notarized by: My commission expires: 104 S. Muskogee P. O. Box 249 Claremore Oklahoma Phone: (918) Fax: (918)

47 Indemnification Form The following indemnification agreement shall be, and is hereby a provision of any contract. Failure to submit this form with your bid response shall result in your bid being rejected as unresponsive. The successful contractor agrees to indemnify, investigate, protect, defend and save harmless the City, its officials, officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers and any other person, firm, or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm or corporation which may be injured or damaged by the contractor in the performance of this contract. In any case, the foregoing provisions concerning indemnification shall not be construed to indemnify the City for damage arising out of bodily injury to persons or damage to property caused by or resulting from the sole negligence of the City or its employees. This indemnification shall survive the expiration or early termination of this contract. COMPANY TAXPAYER IDENTIFICATION NUMBER AUTHORIZED SIGNATURE ADDRESS TELEPHONE TOLL-FREE NUMBER FAX NUMBER ADDRESS 104 S. Muskogee P. O. Box 249 Claremore Oklahoma Phone: (918) Fax: (918)

48