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HomeMy WebLinkAboutAgenda Report - August 16, 1989 (59)�1K Qf r0 'may 1a 4 z TO : FROM: 1V>< TNG DATE City Council City Manager August 16, 1989 COUNCIL COMMUNICATION AGENDA TTILE: Request for Proposals for Wastewater Col' lction ! fstem Management Software Program RECOMMENDED_ _ACTION: That the, City Council approve the attached Request for Proposals for Wastewater Collection System Management Software Program. BACKGROUND _ll4URMAJM- The approved 1987/88 Wastewater Capital Outlay Budget includes an allocation of 530,000 for the acquisition of computer hardware, software, and training for a computerized wastewater collection system management program. This program will be used for scheduling, tracking, and generating work orders for routine, scheduled, and unscheduled maintenance work. The budgeted amount includes the following: Computer $ 5,000 Software $ 4,000 Data Entry $21,000 The major expense i s for entering the existing system attributes (pipe size, length, manhole locations, etc.). This will provide a fully functional , turnkey packa9p. Jac' L. Ronsko Pubic Works Director JLR/PN/mt At a chment cc: Water/Wastewater Supervisor Hassey Water/Wastewater Superintendent Purchasing Officer NNIS Committee APPROVED: A.PETERSON. Ci tv Manager FILE NO. CITY COUNCIL JOHN R. [Randy) SNIDER. Mayor DAVID M. HISCHMAN Mayor Pro Tempore EVELYN M.OLSON JAMESW. PINKERTON, Jr. FRED M.REID To Prospective Suppliers: CITY HALL. 221 WEST PINE STREET CALL BOX 3006 LODI, CALIFORNIA 95241-1910 (209)334-5634 TELECOPiER UN) 333-6795 August 1989 THOMAS A. PETERSON Citv Managei ALICE M.REIMCHE City Clerk BOB MCNATT City Attorney The City of Lodi is requesting proposals for a Wastewater Collection System Management (WCSM) Software Program. The program is to be used for scheduling, tracking, and generating work orders for both preventive and nonscheduled maintenance work and for general system management. Proposais must be for a complete and fully supported software package, including initial data entry. Detailed requirements are contained in the document "Request for Proposals - Wastewater Collection System Management Software Program for the City of Lodi" available at the office of the Public Works Director, City of Lodi, 221 West Pine Street, Call Box 3006, Lodi, California, 95241-1910, (telephone 209-333-6706). Sealed proposals will be received by the Purchasing Officer at the above address until 11:00 a.m. , Friday, September 22, 1989, at which time they will be publicly opened and read. The City reserves the right to reject any select a packa e best suited to the City's Jack Ronsko u" , -,c Works Director Enclosure JLR/RCP/mt or all the proposals and to needs. NOTE: If you have questions or comments concerning the request for proposals, please contact: F. Patrick Hassey Water/t•:astelvater Supervisor (209) 333-6740 1,!WSOFTWA; TXTW.02M CITY OF LSI PUBLIC VkRKS DEPARTMENT WATER/WASTEWATER DIVISION WASTEWATER COLLECTION SYSTEM MANAGEMENT SOFTWARE PROGRAM REQUEST FOR PROPOSALS TABLE OF CONTENTS II. APPLICATION A. General Background B. Application Details 1. System inventory 2. Maintenance Activities 3. Systein Management III. SOFTWARE A. General Requirements B. Software Features 1. Required Features 2. Desirablc Features C. Software Support IV. DATA ENTRY A, General Requirements B. Specific Requirements V. INSTALLATION AND TRAINING A. Installation B. Training VI. FAYMENT VII. PROPOSAL REQUIREMENTS REQUEST FOR PROPCXSALS WASTEWATER COLLECTION SYSTEM MANAGEMENT SOFTWARE PROGRAM FOR THE CITY OF LODI '•� • The Wastewater Collection System Management (WCSM) software program is to be used by the City Public Works Department, Water/Wastewater Division, to schedule, track, and generate work orders for both preventive and nonscheduled maintenance work. The WCSM should maintain an inventory of facilities and keep a history of activities and TV records for manholes and lines, including service laterals. Emphasis should be on activities, conditions, stoppages, and problems. The software shall be simple and understandable to nontechnical users. II. APPLICATION INFORMATION A. General Background The City of Lodi has a population o f 50,000 within 9. 1 square miles (5,800 acres) of mostly developed land (approximately 18,000 parcels). There are approximately 165 miles of wastewater lines and 2,550 manholes, The City anticipates growing at an average rate of 2% per year. The software must run a Hewlett-Packard Vectra Personal Computer, Mouel ES/12, with 640K RAM, 40 Mb hard disk, 5-1/4" or 3-1/2" floppy disk, MSDOS 3.3, and HP Quietjet printer. B. Application Details 1. System, . nventory - The WCSM shall keep an inventory of at least the following physical features and attributes: a) Manhole number, location/address, map sheet reference, rim elevation. b) Pipe size, length, material, ;nvert elevations, year built. c) Service lateral address, map sheet reference. d) Appropriate mnhole/pipe/lateral linF:s. e) P;pe slope and depth shall be calculated from other data. 2. Maintenance Activities - The IICSM shall manage variouS maintc—ance activities: a) Generate preventive maintenance schedules and work orders b) hack prevPntive and ur:sc`1::duled :j,,n t ,mance asks c) Keep a record of inspections including closed circuit television reports and pipe deflection/sag data_ 3. System Management - The WCSM shall include cost, work production, and related information in order to produce management reports such as: a) Annual maintenance task summaries. b) Future maintenance needs. c) Cost reports including materials, equipment, and labor costs . d) Future replacement/rehabilitation needs based on maintenance record, age, and other user selectable criteria. III. SOFTWARE A. General Requirements The software shall be a fully integrated data base management system including data entry, reports and inquiries, and data management. The software shall not rely on operator knowledge of the computer's operating system. However, access to the operating system must be easily available since the City wishes to use the computer for other program. The system shall not be copy protected. Disc space required for storage of the VVa4 program shall be indicated in the proposal. The supplier shall estimate the storage requirements of the data indicated in Section iI of this RFP. Systems having optional modules or auxiliary programs shall be clearly identified as to what is included in the proposal. Options and interfaces to other programs/languages shall be described. B. Software Features The complexity of WCSM software precludes listing detailed requirements in the RFP. The proposal shall include sufficient descriptions of the software capabilities and command structure to allow the City to evaluate the stem. Suppliers are encouraged to emphasize features applicable to the City's appl ication. I t is suggested that a set of actual user manual s and demons ration disc be included in the proposal. (the City will return any proposal materials requested by the supplier at the end of the evaluation.) 1. Required Features - The program shal l have the f(;l iowing features: a) Couanand as well as meru driven to more efficiently switch from screen to screen. b) Table-driven crocess to allow the user(s) to tailor codes and descriptions to their own needs. c) Date selectabie archive process to floppy disc to free space OR hard disc. d) Back-up process that does not require operator's use of DOS . e Multi-level user security allowing read-only as well as read-write access. f) Preformatted reports as well as an ad hoc query system to generate custom reports. g) Well -organized, indexed User's Manual , understandable to nontechnical operators. 2. Desirable Features a) CAD system interface capability. b) Selectabl:i data output to disc file for use in other programs ( i .e. , spreadsheet, graphics, database, system hydraul i c model) . C) Rehabilitation alternatives analysis including costs. d) Multi-user ability within a local network. e) Ability to accommodate separate systems such as storm drains or industrial waste. f) Link to portable computer for direct field entry of data. C. Software Support The proposal shall describe software support including the fol lowing: 1. Help with software questions and problems including number of support personnel and hours of operation. 2. Helb with softwareJharduare interface questions and problems. 3. User group program 4. Software updates and enhancements. IV. DATA ENTRY A. General Requirements The vendor shall review existing City data and include in the proposal cost to enter, verify, and cross-reference the requested data. The data to be entered does not include all information the systeiii i s to be able to handle. The City intends t e enter this additional data as it becommes available. The system shall be functional as appropriate with missing or incomplete aata. For example, if elevation data is entered for only trunklines, a report including stoppages and pipe slope shall include only the trunk i Ines. B. Specific Requirements The specific information to be entered i s : I. Manhole number, address or`street intersection, map - reference, connecting pipes, pipe size and iength - see attached sample maps, Exhibits A & B (a complete set can be made available upon request). 2. Unscheduled maintenance reports (approximately 1,000 entries) - see attached Exhibit C, which shows 28 entries; this will require the use of the appropriate system map and an address map in order to reference addresses to manhole numbers. 3. Scheduled maintenance reports (approximately 325) - see attached Exhibits D & E. 4. TV inspection log (approximately 300 sheets) - see attached Exhibit F. V. 1NSTALLAUON AND TRAPESK A. Installation The proposal shall include delivery, installation, and testing of all software. The PC to he used i s already set up and is functional. P. Trainino The proposal shall include recommended softwsre training. The training shall include taro phases: 1. System overview, capabilities, arid custor report generation - primarily for management personnel whc will supervise overall system use and implementation. 2. System operation - primarily for systen operators (clerical staff and maintenance supervisors) who will 'actually use the system, including data entry and report. generation. l•:WSC Fb:«; 1XTV• .CC On-line training courses and "help" screens shall be described. The proposal shall indicate the duration of all proposed training. Training shall be in Lodi usina the City's system and data. All supplier expenses involved in training shall be included. Cost for additions? training over the vendor's recommended amount shall be indicated. VI. PRICE AND -PAYMENT The proposal shall clearly indicate the itemized price of the software, data entry support, training, and miscellaneous items requested in this RFP. All prices shall be current. A71 quotations shall be protected from price increases for a minimum of 30 days. Sales tax on applicable items shall be included. Upon completion of installation and testing of software, the City will pay 90%of the purchase price of the items included. Upon completion of training, the City will pay 100ro of the price for training. Curing the 30 days following the completion of installation/testing or training, whichever is last, the City will use and test the system. Following satisfactory completion of this test period, final payment will be made. Payment for maintenance and support will be in accordance with tei-ms agreed to between the City and the supplier. VII. PROFOSAL REQUIREMENTS In addition to the items specifically requested i n this RFP, the proposal shall include the following information: A, Background description of the software including introduction data, revision history, and company background. B. List of west coast users of the proposed system, including contact person and telephone number. C. A copy of the soft%•:are license agreement. D. Availability of demonstrations. E. Background description of the software, including introduction dates, aroouctien history, cOnpany history, and anticipated upgrades. F. Other maintenance management programs available such as water distribution system, waste�,iater plant, :rater �.iell/lift station, vehicle and equipment, and building. G. W ivery time from date of order including data entry. H. Cost breakdown, including itemization where appropriate (such as dollars per TV inspection report data entry), and total cost with options and "not -included" items clearly identified. I. Name and telephone number of supplier contact person who can answer ,technical questions about the proposed system.