REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Water Meter Replacement Project The Town of Springdale Public Works Department herein solicits proposals for water meters, both culinary and irrigation water, along with and compatible with drive by reading Automatic Meter Read Systems (AMR) hardware, software, and professional services that are migratable to an AMI fixed based system in the future. The Owner s program goals include equitable metering, improved customer service, and improved metering operations efficiency and accuracy. The Proposer shall be responsible for providing the proposed equipment, the configuration, interface with existing systems, and testing of the equipment. Physical installation of the meters will be by the Town or through a separate procurement. BACKGROUND AND OVERVIEW The Town of Springdale is located in Washington County in the southwest corner of Utah. It is immediately adjacent to the South Entrance of Zion National Park and serves as the gateway community to the Park. The Town is home to approximately 580 residents and nearly 150 commercial properties. The Town welcomes nearly four million visitors annually. Visitors are drawn to Springdale to enjoy the natural beauty of Zion Canyon. The Town currently uses Master Meter 3G radio read/mmrs Drive by system to read approximately 500 residential and commercial water meters. The average age of these meters is years. The Town has approximately 500 water meters in service in various sizes ranging from a standard 3/4 x 5/8 to 4. The Town does not currently, but wants to potentially meter all irrigation connections. The Town and a local irrigation company have approximately 180 irrigation connections ranging in similar sizes to the culinary system. Objective The objective in issuing this request for proposals (RFP) is to solicit proposals from interested firms to provide water meters and Drive by reading Automatic Meter Read Systems (AMR) hardware, software, and professional services that are migratable to an AMI fixed based system in the future. All materials provided are to be made of the best material and workmanship, and meet or exceed all applicable standards. This product shall be certified as suitable for contact with drinking water by an accredited certification organization in accordance with ANSI/NSF Standard 61, Drinking Water Systems Components Health Effects and American Water Works Association (AWWA) C Every proposer shall submit with their proposal a signed statement clearly stating the present status of their receiving certification of compliance with the NSF 61 Standard for each particular make, model, and size of water

2 meter being proposed. A failure to submit this verification may result in the disqualification of that proposal and its removal from consideration. Preference will be given to proposers who have been engaged in the manufacture and marketing of the meters offered, or a substantially similar type electronic meter component, for a minimum of ten (10) years. Specifications The majority of water meters provided will be for residential or small commercial applications where water volumes are low, and low flow sensitivity is important. The proposer will have to provide information that identifies at what flow water use will not be read. The town also is considering metering its irrigation customers connections. The concern the town has is the meters capability to deal with debris in the irrigation water such as silt, rocks and sticks. Therefore, the Town desires proposals containing the following: 1. Meters capable of metering both culinary and irrigation water. We are looking for meters with no moving parts that are not susceptible to damage from debris in the water while maintaining accuracy in situations of high turbidity. 2. Option for meters left in place must be compatible with the new Automatic Meter Read Systems (AMR). For example, if the supplier doesn t stock or can t provide a particular size or model and we leave existing meters in the ground, we want to ensure communication between those meters and the proposed system. 3. Proposer shall submit detailed specifications for each meter in the proposal to include, but not be limited to, operating specifications, main case connections, measuring chambers, and strainers. 4. The proposers will furnish descriptive brochures, schematics, and parts and price lists and warranty details. They shall also furnish in writing, any meter or chamber maintenance programs their company offers. This information will also include cost and availability. If the proposer does not provide meter or chamber maintenance programs, they will provide a listing of companies qualified to perform this service. This listing will include company name, point of contact, address, telephone and fax numbers. 5. The Town desires that meters be read on a drive by (AMR) system. The proposer shall include the hardware requirements and costs including hardware, software, integration, and set up costs as well as other related costs such as subscriptions and monitoring costs for a drive by system that would read all meters. Costs are to be included in the separate statement of proposed fees identified in the Proposal Requirements section. 6. Fixed Base Option (AMI): The proposal shall also include, as an option to the Town, a detailed plan that includes hardware requirements and costs including hardware, installation, integration, set up, as well as software costs such as subscriptions and monitoring costs for a fixed base (AMI) system designed to read all meters. Such system should also have the capability to read meters by drive by on as needed basis. Fixed base costs are to be included in the separate statement of Page 2

3 proposed fees identified in the Proposal Requirements section. If the Town elects to move ahead with a fixed base option, the selected proposer would install the fixed base system. 7. Fixed Base Option Data Management: Reading and Interval Data is preferred to be stored in the cloud database administered by the manufacturer. The software shall be located at the utility billing office to synchronize private customer data such as name, account number, address, etc. with cloud storage of reading and interval data. Software shall create the upload file compatible with the Town s existing billing system periodically or whenever the Town wishes. The Town currently utilizes Pelorus as its billing Software. Cloud storage shall store high resolution in 5 minute intervals consumer usage data for a period of at least two years. Historical data beyond year two can be archived in the cloud storage or on utility premises if desired. It is desired that consumers be able to access their own usage data thru a consumer portal. 7. Meter registers shall contain low flow or leak indicators. 8. Meters shall be guaranteed against defects in materials and workmanship for a period of fifteen (15) years or registration of 1,500,000 gallons. Parts to replace these in which a defect may develop within such period shall be supplied without charge, piece for piece, upon proper proof of such defect. The register shall have a warranty period of fifteen (15) years. Any register failure, including fogging and condensation, within five (5) years from the date of installation, shall necessitate replacement, without cost to the Town of Springdale. Proposer shall state if their warranty guarantee differs from this specification. Proposer shall also provide details of the warranty on other hardware and components proposed. 9. Proposer shall furnish a list of ten (10) other municipalities in Utah and/or surrounding states with whom they do business. This list will contain name of a contact person, address and telephone number. SELECTION CRITERIA The Town will use the following criteria to select the vendor. Criteria are listed in order of most important to least important: 1. Compliance with the standards listed in the Specification section of this RFP. 2. Quality and performance associated with the hardware and software. 3. Ability of the vendor to provide ongoing customer support, maintenance, troubleshooting, service and repair for the hardware and software. 4. Vendor references. 5. Vendor experience working with other small gateway or resort communities. 6. Other evaluation criteria listed in Section 1 9 6(J) of the Springdale Town Code. 7. After consideration of all the above, cost and value. SUBMITTAL REQUIREMENTS Vendors interested in responding to this RFP should prepare and submit proposals pursuant to the details listed below. Proposals must adhere to the specified format and contain all the required Page 3

4 information listed below. Submittals should be prepared economically and be as concise as possible. There is no minimum or maximum length requirement, but submittals should be as brief as possible while still containing all required information. Submittals will be evaluated on quality of content, not on quality of presentation. Failure to include any of the required information is grounds for rejecting the proposal, regardless of the vendor s qualifications. 1. Format: a. Proposals must be on standard letter sized paper. b. Each page of the proposal must be numbered and must contain the vendor s name in the footer. 2. Content: Proposals should contain all the information listed below. The proposal should present the information in the order it is listed below. a. Letter of Transmittal. This letter must contain: i. The vendor s name, address, and contact information. ii. A brief summary of the vendor s key qualifications. b. Statement of Qualifications. i. Vendor s relevant experience providing software and hardware to communities similar to Springdale. (Include a list of small resort or gateway communities where vendor s products have been used.) The Town would also like to know where and in what situations meters have been used for irrigation purposes. ii. Description of company history, corporate culture, and reputation. iii. Brief summary of key features of vendor s products that set them apart from competitors. iv. Additional Information (optional). This section should be limited to information not covered elsewhere in the proposal that is directly related to the vendor s qualifications. c. Proposal. Describe how the vendor will provide all the services and materials listed in the Specifications section of this RFP. d. Hardware and Software details. Include a detailed description of the proposed hardware and software solutions and products, specifically describing how they meet or exceed the standards listed in the Specifications section of this RFP. Include any other details regarding the hardware and software not covered elsewhere in the proposal that will be helpful in evaluating the proposal. e. Schedule. i. A proposed schedule for delivery, set up, and integration of AMR equipment and software with the Town s billing program following contract approval. ii. A proposed schedule of delivery of meters, including any lead time necessary after ordering. iii. An optional schedule for the installation and integration of a fixed base system as requested in Specifications section 6 above. Page 4

5 f. Agreement. A copy of the proposer s draft contract agreement. The Town s legal counsel will review the selected proposer s agreement for compliance with the Town s purchasing requirements. g. SEPARATE FROM THE REST OF THE SUBMITTAL Statement of Proposed Fees. Include the costs for the proposal, itemized as follows: i. Unit price for each meter size from 3/4 x 5/8 to 4 and price points for ordering 3/4 x 5/8 and 1 meters in larger quantities. ii. Software costs, including any ongoing subscription costs, if any. iii. Subscription fees for office software, software hosting fees, web access fees, and any other ongoing fees. iv. Service, maintenance, and programming fees. v. Any other costs or fees associated with the proposal. vi. Costs for the installation and integration of an optional fixed base system as requested in Specifications section 6 above. IMPORTANT NOTE: The Statement of Proposed Fees must be in its own sealed envelope and kept separate from the rest of the submittal. In the electronic submittal, the Statement of Proposed Fees must be in a separate file from the rest of the submittal. Each vendor should submit three (3) printed copies of the submittal as well as one electronic copy in PDF format. The electronic copy may be submitted via CD, flash drive, or to rtotten@infowest.com. Printed copies of submittals should be sent to: Water Meter Replacement Selection Committee C/O: Town of Springdale PO Box Lion Boulevard Springdale, UT SELECTION PROCESS After the window for submitting proposals closes (see SCHEDULE section) the Selection Committee will conduct an initial review of all submittals. The first review will evaluate the submittals based on the selection criteria described above. After the initial review the Selection Committee may elect to select a successful proposal. Page 5

6 Alternatively, the Selection Committee may elect to contact vendors to ask for final and best offers, pursuant to the Town of Springdale procurement policy (available in Chapter 1 9 of the Springdale Town Code). The selection committee may also elect to schedule interviews with finalists after the initial review. After scoring all proposals (and all final and best offers, if applicable), the selection committee will make a recommendation to the Town Council regarding the successful proposal. The Town Council will formally award the work and enter into a contract with the vendor. TIME LINE FOR RFP AND PROJECT Town of Springdale is not required to accept late submissions or submissions which do not comply with the requested format. Updated time lines will be provided if any changes occur. All stated times are Mountain Standard Time. Questions shall be submitted to rtotten@infowest.com. Please be aware of the following Dates: SCHEDULE The Town s process for the water meter replacement project review will follow the schedule listed below. A. Request for Proposals... B. Deadline for submissions of Proposals... February 18, 2019 (3:00PM) C. Initial Review of Proposals... February 18 22, 2019 D. Selection Committee Recommendation to Town Council... March 7, 2019 E. Town Council award of proposal... March 13, 2019 F. Contract agreement approved/equipment ordered... April 10, 2019 G. AMR Equipment delivered and integration/set up complete... as negotiated H. Meters delivered and ready for installation... as negotiated The Town reserves the right to modify the schedule at its sole discretion in order to best facilitate the selection and review process. INQUIRIES AND CLARIFICATIONS Requests for clarifications on the RFP, or other questions should be submitted via to rtotten@infowest.com. All questions received and responses thereto will be posted on the Springdale Town website under the Purchasing and Contracts page. ADDITIONAL INFORMATION Reserved Rights Page 6

7 The Town of Springdale reserves the right to reject all proposals and re issue the Request for Proposals. The Town further reserves the right to waive minor irregularities in the qualifications when such a procedure is reasonably in the best interest of the Town. Amendments If it becomes necessary to revise or amend any part of this Request for Proposals the Town will post the amended Request on its website. Concise Submittals Proposals should be prepared simply and economically, providing a straightforward and concise description of the vendor s ability to perform the work in the Specifications section of this RFP. Silence of Specifications The apparent silence of these specifications as to any detail or to the apparent omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made based on this statement. Demands for Additional Information Should the Town require additional information from any respondent to reasonably conduct its review of submittals, the respondent shall furnish the requested information in a timely manner. No Reimbursement for Preparation Costs Costs to prepare a submittal pursuant to this Request for Proposals are entirely the responsibility of the respondent. The Town will not reimburse any respondent any costs associated with responding to this Request for Proposals. Questions All inquiries regarding this Request for Proposals should be directed to: Rob Totten Public Works Superintendent rtotten@infowest.com Page 7