REQUEST FOR PROPOSAL Automated Meter Reading System for Culinary and/or Secondary Service Connections DATE: September 6, 2011 PROJECT: Automated Meter Reading System for Metered Water Service Connections SERVICE: Supply and support INTRODUCTION: Syracuse City Corporation (SYRACUSE) provides water service to its residential, commercial, and industrial customers inside the city. It is SYRACUSE S intent to make an effort to help customers conserve water by understanding the actual use. SYRACUSE also intends to require all newly installed water service meters to also be equipped with radio transceiver devices that will provide SYRACUSE Automated Meter Reading (AMR) capabilities. For this reason, SYRACUSE is requesting bids from experienced, qualified vendor companies for a Mesh fixed network water meter reading system. The City desires to acquire a hybrid (Drive-by and Fixed Network with same Meter Interface Unit (MIU)), state-of-the-art, ease-of-use, two-way communication meter reading solution for completely automating its water meter reading processes. Proposals should be for the supply and subsequent support of the necessary equipment, hardware, software, and support to implement an AMR system. PROJECT GOALS: SYRACUSE S objective is to acquire the ability to collect accurate meter readings on an as-needed basis with a minimum of a daily read as well as having the capability of collecting 24 hourly reads each day. The meter reads should function in a manner that is both quick and efficient, without incurring significant operation and maintenance expense. SYRACUSE wishes to acquire a hybrid solution that would support a fully automated Mesh Fixed Network Water Meter Reading system over its entire service area, covering approximately 4.2 square miles inside the city limits. The system must have employed innovative technology, field proven for its reliability and no single point of failure. The proposed system must be integrated into SYRACUSE S current operations and must be flexible to evolve as technology advances and as population changes. Each Respondent must have a minimum of 200,000 water fixed network endpoints already installed and operating. The meter reads will be utilized for direct billing purposes and must be compatible with SYRACUSE S billing software. The primary goals for the system are: Collecting accurate meter readings Reducing data collection costs and capturing meter information Electronically collecting meter readings and additional data such as water leaks, low battery, tamper, or reverse flow Capturing interval data and log meter events that can be used for meter usage profiling, demand Page 1 of 6
forecasting, flow monitoring, time of use billing, and water conservation enforcement. The proposed system solution shall be implemented quickly to streamline SYRACUSE S meter reading processes, reduce meter reading collection costs and improving its customer satisfaction. SYRACUSE seeks a vendor that will continually enhance the bid solution, via provision of upgrades and new version releases throughout the duration of SYRACUSE use of the system purchased. Upgrades of firmware must be downloaded to the MIU s deployed via a two-way communication capability through the fixed network. The Fixed Network System must be able to accept added features such as Remote Shutoff Valves and Acoustic Leak Detection via a two-way communication capability over the fixed network. The responding party must disclose all pending litigation. The system must be a Mesh Fixed Network where the MIU s communicate with each other and have unlimited hop (communication) capability. MIU s must be able to communicate over multiple redundant pathways in case a Data Collection Unit (DCU) becomes inactive to assure data is always received by the utility. MIU s must be able to store at least 320 days of hourly usage data within each device. MIU must facilitate battery changes in the field. PROJECT REQUIREMENTS: The Vendor shall have a minimum of ten (10) years experience in the automated meter reading industry. Radio Transceiver Devices: The meter reading system shall include advanced radio transceiver devices that are designed to read and transmit meter data. The transceiver devices shall be suitable for installation within a meter pit and shall be fully submersible with fully encapsulated circuitry, and shall be have a minimum twenty (20) year warranty. The radio transceiver devices shall be supplied with three to four feet of register cable or as required for connection to, and be fully compatible with the specified meters. In addition to collecting water use data, the radio transceiver devices shall also be capable of sending alerts indicating: o Battery condition status or low battery warning; o Tamper conditions; o Leak detection; and o System errors. The system shall be compatible with the following meters in all available sizes and series: Page 2 of 6
o Badger o Elster o Sensus (SR II) o Neptune Daily delivery of Meter Reads to the Data Collection Engine: The System shall collect a minimum of ninety-five point five percent (95.5%) read retrieval of twenty four hourly reads transmitted a minimum of once per day for one hundred percent (100%) of the MIU Endpoints at the end of each Daily Read Period. Delivery of Billing Reads to SYRACUSE S Customer Information System (CIS). Per Billing Cycle: The system shall be responsible for ensuring the system supports a ninety eight point five percent (98.5%) read retrieval of all billing cycle consumption data for one hundred percent (100%) of all meters by the end of each billing cycle. Mobile Data Collection Device: The meter reading system shall include a mobile data collection device or a combination of devices at the operator s option to collect meter reads. The mobile device(s) shall be easily removed and transferred among vehicles. Meter Reading Software: The Meter Reading Software must allow transfer of files between SYRACUSE S GIS-based mapping system and the data collection devices. The route management software must be configurable for either a standalone installation or operate in a client/server environment. The software must provide easy management of the meter reading data. The software must provide a customizable report generator, allowing the user to select and order specific fields from the database to be printed, or to be sorted by criteria such as date, reader ID or other specified fields. Customer Interface: The software shall allow the capability of a web-based customer interface allowing the customer the ability to understand water usage and account activity. Training and Support: Complete installation and operating instructions shall be included for all of the supplied hardware and software equipment. Adequate training shall be provided by the system manufacturer or approved Vendor representative. The Vendor shall have a Customer Support Department. The Customer Support Department is required to maintain a telephone Help Desk and must have the capability of continuing the support through the use of a service agreement. A list of required services to be provided by the Help Desk includes but is not limited to the following: o Answer and resolve hardware/operation/maintenance questions and problems. o Answer and resolve software operation questions and problems. o Evaluation of information for updates or revisions. Page 3 of 6
o Evaluation of personnel for training needs. o Additional on-site training or evaluation as needed. o The Help Desk must be available weekdays between 8:00 a.m. and 5:00 p.m. and after hour response within two hours. SCOPE OF WORK: Equipment and services to be supplied: Meter Reading Software o Training of SYRACUSE personnel on the implementation, operation, and maintenance of the meter reading software Meter reading units o Two (2) handheld o Training of SYRACUSE personnel on the operation of the meter reading units Approximately 6,500 AMR radio transceiver devices o On-site installation and start-up training of SYRACUSE personnel and contractors for AMR transceiver devices Yearly Customer Support Web-based Customer Interface of water account The schedule for complete implementation of this project, including installation of radio transceiver devices, is undetermined at this time. RESPONSE: All proposals are to include at a minimum the following information: A. Technical Proposal: All matters set forth above, and the following: 1. Letter of Interest: Signed and dated by company principal(s) authorized to contract and negotiate work. 2. Statement of Qualification: a) Provide a brief description of the company size, primary business, company and office location(s), and the number of years in business. Also indicate location of office or supplier through which service and support would be received for this project. b) Provide a list of utilities which the Vendor has supplied systems to within the last five (5) years which are similar to that being proposed. Include the name, title, address, telephone, and fax number for a minimum of three (3) installations that may be contacted concerning the system supplied. Page 4 of 6
c) Provide information concerning the team that would be assigned to this project, including any and all subcontractors, and their respective qualifications. d) Provide information pertaining to and explaining any/all litigation that the Vendor has been involved in within the last five years regarding any aspect of the AMR system. e) Provide documentation of Vendor s past performance in meeting schedules and deadlines of clientele. 3. Vendor s interpretation of the Scope of Work: Provide a summary of the project and the requirements of SYRACUSE, and include a detailed description of how those requirements are being met. 4. Vendor s proposed schedule. 5. Proposed Scope of Supply: a) Products: Provide a complete list of products being proposed and include a detailed description of each, including any features that may make the particular product/item unique, and how those features would be of benefit to SYRACUSE beyond the minimum criteria specified herein. b) Training: The proposal must include costs for training and assistance to install and begin operation of the system. The Vendor will also inform the customer of what pre-installation activities are to be completed and what support material will be needed for the initial installation. c) Warranty: In evaluating bid submittals, warranty coverage will be considered. The Vendor shall be required to state its warranty and/or guarantee policy with respect to each item of proposed equipment. The procedure for submitting warranty claims must also be provided. As a minimum, the electronics shall be warranted for the earlier of one year from the date of installation or two years from date of shipment for defects in material and workmanship. 6. Exceptions: List any and all exceptions to the requirements as set forth herein, with a complete and detailed explanation of why the exception should or must be taken. B. Cost Proposal: An itemized price showing the breakdown of costs for specific items included in the SCOPE OF WORK. All pricing for the components must be fixed for a two (2) year period so SYRACUSE can take advantage of the contract pricing for any expansion over the next two (2) years. All proposals shall be clearly marked: Automated Meter Reading System for Culinary and/or Secondary Service Connections. Page 5 of 6
Technical proposals shall be printed on 8-1/2 x 11 white paper and shall not exceed 15 pages in length. Please submit four (4) copies of the technical proposal. Standard catalog information and general company information beyond that specifically required above may be added as an Appendix. Cost proposals shall be clearly marked COST PROPOSAL, and shall be submitted under separate sealed cover. Please submit four (4) copies of the cost proposal. Proposals shall be submitted to the Owner by no later than 3:00 p.m. (MST) on September 30th, 2011. Submit proposals to: Syracuse City Public Works Attention: Mike Waite 3061 South 2400 West Syracuse, UT 84075 (801) 614-9682 phone (801) 614-9682 fax mwaite@syracuseut.com Proposals received after the stated deadline will not be reviewed and will be returned unopened. Page 6 of 6