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HomeMy WebLinkAboutAgenda Report - March 20, 1991 (76)4� Y CC CITY OF LODI COUNCIL COMMUNICATION c<trsot��' AGENDA TITLE: "Request for Proposal" to Furnish an Electronic Meter Reading System N!EETING DATE: March 20, 1991 PREPARED BY: Finance Director RECcn4E:NDED ACTION: That the City Council approve the "Request for Proposal" to furnish an electronic meter reading system for the City of Lodi Finance Department and authorize advertisement for responses. BACKGROUND INFORMATION: This "Request for Proposal" would solicit responses to furnish an electronic meter reading system for the City of Lodi. This system would increase the efficiency and accuracy of the meter reading and billing functions. FUNDING: The funding for the electronic meter reading system was approved by the City Council as part of the 1990-91 Budget. Total funds appropriated were $49,790. ert H. Holm Finance Director RM: DIX:ss; Attache ent Prepared by Diana L. White, Assistant Finance Director APPR0Ve1-- - THOMAS A- PETERSON City Manager CC -1 CC RFPICO.CCM Exhibit A City of Lodi Request for Proposal Electronic Meter Reading System ADMINISTRATIVE INFORMATION 1. Vendor's Responsibilities The City of Lodi is soliciting proposals for the equipment described !serein. Responses to this Request for Proposal must be received by The City of Lodi no later than April 19, 1991 at 2:00 P.M. A. Vendor should read and understand the circumstances and procedures under which this proposal is let. B. Failure to respond to any requirements outlined in this Request for Proposal, or failure to enclose copies of the required documents, may disqualify the proposal. Vendors failing to submit a proposal in response to this Request should so advise in writing to preclude exclusion from future proposal requests. C. All responses are to be firm offer for no less than ninety (90) days and will be regarded by The City of Lodi as vendor's best and final offer. D. The City of Lodi reserves the right to reject any or all proposals. 2. Evaluation and Award Evaluations will be based upon vendor's response to require- ments specified herein, as well as price for equipment offered. 3. General Instructions A. This Request for Proposal outlines the requirements for an electronic meter reading system to be installed at The City of Lodi. The City requires the capability to read electric and water meters. B. The system will be installed in Lodi, and will be used by four meter readers at one central location. C. The system must be comprised of new equipment, all major components of which must be produced by established manufacturers. D. FOB point is Lodi, installed. 1 E. Host computer: IBM AS/400, model 45. 4. Contracts All technical questions should be directed to: Roy Todd, Data Processing Manager, (209) 333-6761. All other questions should be directed to: Robert H. Ho' -1, Finance Director, (209) 333-6761. 5. Proposal Format Instructions Each vendor's response shall be organized in a similar fashion outlined below: Section 1: Executive Summary Section 2: System Overview/Network Configuration Section 3: Hardware Description Section 4: Software Description Section 5: Implementation and Training Section 6: System Maintenance and Support Section 7: Management Reports Section 8: System Pricing Section 9: Client List Conformance Table: Conform, or (See Exhibit A) Alternate -Include explanation Exception -Include explanation SPECIFICATIONS Section 1- Executive Summary Summarize the highlights, significant features, general conclusions, and any other pertinent information regarding your System. Include company history, organizational structure, number of years in business and key technical and administrative contact people. Section 2- System Overview/Network Configuration Briefly describe the system flow, listing each component and how they interface. Detail th,- proposed system configuration. 2 Section 3- Hardware Description Provide a detailed description of all hardware components of the System including the features and functions: A. Hand -Held Data Capture Terminals: These devices will be used in the field by meter readers to input customer meter data, including readings and conditions at the customer meter site. 1. Collection Characteristics/Memory All devices must be completely self-contained and have adequate memory and internal power sources to perform meter reading of field service activities for an eight (8) hour shift consisting of up to 800 readings. a. Program memory used in the data capture devices must be solid-state RAM. EPROM memory is not acceptable. b. The device must be capable of storing and updating information for approximately 800 readings. C. The device must be capable of providing an interface to read Hexagram and other remote meter reading options for both water and electric meters. 2. Keyboard The keyboard must provide: a. The capability of customized keytops consisting of alpha- numeric, "can't read" reasons, and comment/service request keys. Key tops must be in color coordinated groups. b. Environmental protection with no covers. C. Alphanumeric data entry with capability for free -form messages and single keystroke entry of comments and can't read reasons. d. Audible acknowledgement of data entry. e. Survey key. f. New meter key. g. Account information change key. h. Capability for reading the route in forward, reverse, or out of sequence. i. Capability of literal translations on the actual key top, (one button will encode a preset message). 3. Display The devices must use Liquid Crystal Display (LCD) technology. Display size (number of characters) shall be at least 64 characters on 4 lines. 9 4. Power Supply All data capture devices must be equipped with: a. Removable, rechargeable nickel -cadmium batteries. b. Back-up battery supply. C. Low power indicator. d. Battery charging port must be separate from the communication cradle. 5. Environmental Protection The unit must be completely weatherproof and capable of operating in bad weather conditions such as rain or snow or fog. The unit must be capable of operating with ambient temperatures ranging from -20 degrees Fahrenheit to +122 degrees Fahrenheit without use of cases, plastic coverings, etc. 6. Internal Time Clock The data capture devices must have internal clocking to establish the read times for each account. The unit must display on command current time by HH,MM,SS, and current month, day and year. 7. High/Low Range Verification The unit must have the capability to perform two ranges of HI/LO check functions prior to the reading being accepted. S. Manufacturer The hand-held device must be manufactured and supported by the vendor submitting the proposal and must be specifically designed to meet the rigorous demands of utility meter reading. B. Interface Devices: These devices must be provided to allow the transfer of data between the hand held data capture devices and the utility mainframe, via a personal computer. 1. The Personal Computer compatible with the vendor's system will be recommended by the vendor to integrate with the System, store and validate data from the field, and exchange data with the host data processing facilities. 2. A printer will be recommended by the vendor wit;+ ttic Personal Computer for report generation. 3. Communications facilities between the Personal Computer and The City of Lodi host data processing facilities will be provided by the utility. The vendor will work with The City of Lodi to recommend an appropriate file transfer package. 4. Include PC requirements. 5. The device, when interfaced with a PC, must provide the operator with the capability to monitor data transmission by displaying appropriate route information and audit data. 4 C. Battery Chargers: The proposed System must have battery chargers. The chargers must be capable of recharging the batteries used in the Data Capture device in twelve (12) hours or less and must offer a means of reconditioning the batteries in fourteen (14) hours or less. Section 4- Software Description Describe the software packages necessary to implement your System. A. Electronic Meter Reading software must interface with the Customer Accounting System running on the host mainframe and provide all functions necessary to accommodate transfer and store data via the personal computer, including the storage of data adequate for five (5) days of meter reading activities (in -bound and out -bound) at the PC. Additional Features for Meter Reading The unit must also provide for the following: 1) Route number identification 2) Reader ID number 3) Special route instructions 4) Data entry of meter readings for each type of meter read must be selectable to be right to left or left to right by the meter reader. 5) Vehicle number and odometer reading 6) Log -on and Log -off procedures 7) Meter read entry displays 8) Customer address 9) Customer name or business name 10) Meter location 11) Meter number 12) No access meters 13) Special messages/instructions to the meter reader 14) Special messages from the meter reader 15) Out -of -range meter processing 16) Sear%h (by number, sequence number, account number, name, address, skipped readings, meters with can't read reasons, must read meters, saved meters, all meters forward or backward. 17) Scroll and Review (Name, Address, Meter Number, back- ward and forward) 18 Survey functions, both forced and optional 19) Meter change 20) Add Meter 21) Total Route resequencing 22) Status of reading/route 23) Skipped meters 24) Ability to update account information 25) Log -out procedure E 26) Route -splitting in the office 27) Minimum of eight digits on meter. Section 5- Implementation/Training Detail all implementation/training services including documentation to be provided by the vendor. Include a detailed implementation schedule delineating all activities, tasks and responsibilities of both vendor and City of Lodi personnel. Documentation is critical and must be provided. Section 6- System Maintenance and Support A. Specify the warranty period. B. Maintenance Services: Specify details of the vendor's support package: 1. Hardware Maintenance: Specify maintenance and support capabilities. Include the items listed below: a. If the hardware maintenance support is provided by other than the vendor, detail the arrangements for that support. b. Detail proposed procedure for response to calls for emergency service, including maximum time to respond and time to repair. 2. Software Maintenance: a. Specify procedures to correct errors discovered in the soft- ware and reported to the vendor by the City of Lodi. b. Specify responsibility and method for installing new releases of software and any costs for new releases and installation. C. Describe the scope of continuing software support for the design and implementation enhancements. Section 7- Management Reports Detail your system's ability to provide Management Reports to user locations along with samples of your standard reports. A. Examples of requested reports are: 1. Route Status Report 2. Abnormal Read Report 3. Service Request Report 4. Detailed Route Report 5. Survey Report 6. Meter Reader Statistics 7. Statistical Summary N B. Mini -Computer (hand-held device) summary 9. Mini -Computer Input Report 10. Mini -Computer Output Report 11. Mini -Computer Input File Control Totals 12. Mini -Computer Output File Control Totals B. Explain your system's capability to customize existing reports and create new reports. Section 8- System Pricing A. Specify costs for purchase of the proposed system. Indicate unit price for each vendor provided component. System components include: Hardware Software Implementation/Training Services Maintenance Costs Optional Accessories including remote water and electric device costs. Sales Tax B. Specify and estimate any other costs associated with the implementation of the system. Section 9- Client List Vendor will provide a listing of all clients. References must include name and phone number of contact person. Submission of Proposal Seven copies of the proposal and other pertinent information are to be submitted to: Robert H. Holm, Finance Director City of Lodi 221 W. Pine Street, P.O. Dox 3006 Lodi, CA 95241-1310 Due Date and Award Date Written proposals are due prior to 2:00 p.m., Ajril 19, 1991. Proposals delivered after 2:00 p.m. will not be accepted. The award of the contract by the City Council is expected to be made at the May 1, 1991 or May 15, 1991 regular meeting of the City Council. Copies of the RFP may be picked up at the office of the Finance Director, 221 West Pine Street, Lodi, California or requested to be 7 mailed by calling (209) 333-6761 (ask for Finance Department Secretary, Sandy Smith), David Rinchman Mayor, City of Lodi DW: elh Attachment RI CIT"�F LODI - REQUEST FOR PROPOSAL EXHIBIT A M TER mEADING SYSTEM CONFORMANCE TABLE Conformance SPECIFICATIONS Y A E ---- ----------- A. HAND HELD DATA CAPTURE TERMINALS 1. Collection Characteristics/ Memory All devices must be completely self-contained and have adequate memory and internal power sources to perform meter reading or field service activities for an 8 hour shift consisting of up to 800 meter reads. a. Program memory used in the data capture device must be solid-state RAM. EPROM memory is not acceptable. b. The device must be capable of storing and updating information for approximately 800 reads. c. The device must be capable of providing an interface to read Hexagram and/or other remote meter reading options for both electric and water meters. 2. Keyboard. The keyboard must provide: a. The capability of customized keytops consisting of alpha -numeric, "can't read" reasons, and comment/service request keys. Key tops must be color -coordinated groups. b. Environmental protection with no covers. CONFORMANCE KEY Y = Yes, conforms to Specification A = Alternate provided for Specification, please describe E = Exception to Specification, please describe I LODI - REQUEST FOR PROPOSAL METER ..FADING SYSTEM CONFORMANCE TABLE SPECIFICATIONS c. Alpha -numeric data entry with capability for free -form messages and single keystroke entry of comments and can't read reasons. d. Audible acknowledgement of data entry. e. Survey Key. f. New meter key. g. Account information change key. h. Capability of reading the route in forward or reverse, or out of sequence. i. Capability of literal translations on the actual key top (one button will encode a preset message). 3. Display The devices must use Liquid Crystal Display (OCD) technology. Display size (number of characters) shall be at least 64 characters on 4 lines. 4. Power Supply All data capture devices must be equipped with: a. Removable, rechargeable nickel -cadmium batteries. b. Back-up battery supply. c. Low power indicator. CONFORMANCE KEY Y = Yes, conforms to Specification A = Alternate provided for Specification, please describe E = Exception to Specification, please describe Conformance Y A E EXHIBIT A KA CI'_'�')F LODI - REQUEST FOR PROPOSAL EXHIBIT A METEk KEADING SYSTEM CONFORMANCE TABLL Conformance SPECIFICATIONS Y A E d. Battery charging port must be separate from the communications cradle. 5. Environmental Protection The unit must be completely weatherproof and capable of operating in bad weather conditions such as rain or snow or fog. The unit must be capable of operating with ambient temperatures ranging from -20 to +122F without use of cases, plastic coverings, etc. 6. Internal Time Clock The Data Capture devices must have internal clocking to establish read times for each account. Must display on command current time by HH, MM, SS and current month,day and' year. 7. High/Low Range Verification The unit must have the capability to perform two ranges of HI/LO check functions prior to the re;lding being accepted. 8. Manufacturer The hand-held device must be manufactured and supported by the vendor submitting the proposal and must be specifically designed to meet the rigorous demands of utility meter reading. CONFORMANCE KEY Y = Yes, conforms to Specification A = Alternate provided for Specification, please describe E = Exception to Specification, please describe 3 CI'^1F LOD1 - REQUEST FOR PROPOSAL ^- EXHIBIT A METER .,LADING SYSTEM CONFORMANCE TABLE Conformance SPECIFICATIONS Y A E B. INTERFACE DEVICES These devices must be provided to allow the transfer of data between the hand-held data capture device and the City's mainframe computer, via a Personal Computer. I. The -remote device must include PC and printer recommendations. _ C. BATTERY CHARGES The proposed system must have battery chargers. The chargers must be capable of recharging the batteries used in the hand-held device in twelve (12) hours or less and must offer a means of reconditioning the batteries in fourteen (14) hours or less. D. ROUTE MANAGEMENT SOFTWARE 1. Electronic Meter -Reading software must interface with the City of Lodi Utility Billing System running on the host mainframe and provide all functions necessary to accommodate transfer and store data via the PC, including the storage of data adequate for five (5) days of meter reading activities (in -bound and out -bound) at the PC. 2. The PC software must have a user interface utilizing pulldown menus and windowing. CONFORMANCE KEY Y = Yes, conforms to Specification A = Alternate provided for Specification, please describe E = Exception to Specification, please describe 4 CI'—OF LODI - REQUEST FOR PROPOSAL_" EXHIBIT A METEh ..EADING SYSTEM CONFORMANCE TABLE Conformance SPECIFICATIONS Y A E E. IMP' --MENTATION AND TRAINING Detail all implementation and training services including documentation to be provided by the vendor. Include a detailed implementation schedule delineating all activities, tasks and responsibilities of both the vendor and the City of Lodi personnel and system documentation. F. SYSTEM MAINTENANCE AND SUPPORT 1. Specify the warranty period. 2. Maintenance Services. Specify details of the vendor's support package: a. Hardware Maintenance: 1. If the hardware maintenance support is provided by other than the vendor, detail the arrangements for support. 2. Detail proposed procedure for response to calls for emergency service, including maximum time to izspond and time to repair. b. Software Maintenance: 1. Specify procedures to correct errors discovered in the software and reported to the vendor. 2. Specify responsibility and method for installing new releases of software and any costs for new releases and install. CONFORMANCE KEY Y = Yes, conforms to Specification A = Alternate provided for Specification, please describe E = Exception to Specification, please describe 5 CI' --''1F LODI - REQUEST FOR PROPOSAL EXHIBIT A METER ,.FADING SYSTEM CONFORMANCE TABLE Conformance SPECIFICATIONS Y A E 3. Describe the scope of continuing software support for the design and implementation of enhancements. G. SOFTWARE MANAGEMENT REPORTS H. CONFORMANCE TOTALS I. SYSTEM PRICING CONFORMANCE KEY Y = Yes, conforms to Specification A = Alternate provided for Specification, please describe E = Exception to Specification, please describe 6