STATE OF NORTH CAROLINA DEPARTMENT OF ENVIRONMENT & NATURAL RESOURCES
REQUEST FOR INFORMATION NO. 16-32257-MB Due Date: May 5, 2014 at 3:00PM
Refer ALL Inquiries to: Marjorie Barber
Issue Date: April 16, 2014
Telephone No. (919) 707-8539
Commodity: Statewide Utility Data Collection System
E-Mail:
[email protected]
Using Agency Name: Division of Environmental Assistance and Customer Service/ Utility Savings Initiative
NOTICE TO VENDOR:
Request for Information (RFI) responses will be received until 3:00PM EST on the Due Date. This RFI does not represent a formal solicitation and will not result in an award. MAILING INSTRUCTIONS:
Mail only one Request for Information (RFI) per envelope. Address envelope and clearly note RFI number as shown below. It is the responsibility of the vendor to have the RFI in this office by the specified time and date of opening. An electronic copy must be saved to an USB thumb drive and mailed to the following address. These files should not be password-protected and should be capable of being copied to other media. DELIVERED BY US POSTAL SERVICE
DELIVERED BY ANY OTHER MEANS
QUOTE NO. 16-32257-MB NORTH CAROLINA DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES FINANCIAL SERVICES DIVISION 1605 MAIL SERVICE CENTER RALEIGH, NC 27699-1605 ATTN: MARJORIE BARBER ROOM 5422N
QUOTE NO. 16-32257-MB NORTH CAROLINA DEPARTMENT OF ENVIRONMENT AND NATUAL RESOURCES FINANCIAL SERVICES DIVISION 217 WEST JONES STREET RALEIGH, NC 27603 ATTN: MARJORIE BARBER ROOM 5422N
*NOTE: THE U.S. POSTAL SERVICE DOES NOT DELIVER MAIL TO 217 WEST JONES STREET, RALEIGH NC. USING THE U.S. POSTAL SERVICE PRIORITY MAIL OR U.S. EXPRESS MAIL DOES NOT GUARANTEE THAT YOUR RESPONSE TO THIS RFI WILL BE DELIVERED BY THE OPENING DATE/TIME SPECIFIED FOR THIS RFI. QUESTIONS
We will not be conducting a question and answer period or entertaining clarification questions related to this RFI. EXECUTION: Failure to execute/sign RFI prior to submittal shall render RFI invalid. Late responses are not accepted. VENDOR NAME:
E-MAIL:
STREET ADDRESS:
P.O. BOX:
ZIP:
CITY & STATE & ZIP:
TELEPHONE NUMBER:
TOLL FREE TEL. NO:
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:
FAX NUMBER:
AUTHORIZED SIGNATURE:
DATE:
1 Rev 10/01/2009
SECTION I: Overview: This Request for Information (RFI) is intended to collect information regarding the design, build and implementation of a state wide utility data collection system. This system will be used by governmental units throughout the state to collect, monitor, exchange, benchmark, track and report building/property utility information. Vendors interested are encouraged to respond to this RFI. The objectives of this RFI are to: Gain a general understanding of vendor capabilities Determine market similarities The scope of this request is for information associated with a State-wide Utility Data Collection System. RFI Procedures: A.
Schedule:
Respondents will have two weeks to prepare their responses to this RFI. Responses must be received by the date, time and the location specified on page 1 of this RFI.
B.
Response:
The State recognizes that considerable effort may be required in preparing a response to this RFI. Please note, however, this is a request for information only and not a request for services. The vendor must bear all costs for preparing this RFI. 1.
Content and Format:
Vendors are requested to respond to each of the items included in this document. The State requests concise, detailed, point-by-point responses to all questions in Sections II-IX of this RFI. In order to facilitate the review of the responses, please provide the information in the exact order as listed below. Please put answers within the Word version of this document directly below each question, maintaining the original formatting of the document. Please rename the file with the following naming convention: “RFI 16-32257-MB [Your company name].docx” (.doc format is also acceptable). 2.
Confidentiality:
In accordance with 9 NCAC 06B.0103, 06B.0207 and 06B.1001 and to promote maximum competition in the State competitive bidding process, the State may maintain the confidentiality of certain types of information described in N.C. Gen. Stat. §132-1 et seq. Such information may include trade secrets defined by N.C. Gen. Stat. §66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132-1.2. Vendor may designate appropriate portions of its response as confidential, consistent with and to the extent permitted under the Statutes and Rules set forth above, by marking the top and bottom of pages containing confidential information with a legend in boldface type “CONFIDENTIAL”. By so marking any page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions marked confidential meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential. The State may serve as custodian of Vendor’s confidential information and not as an arbiter of claims against Vendor’s assertion of confidentiality. If an action is brought pursuant to N.C. 2 Rev 10/01/2009
Gen. Stat. §132-9 to compel the State to disclose information marked confidential, the Vendor agrees that it will intervene in the action through its counsel and participate in defending the State, including any public official(s) or public employee(s). The Vendor agrees that it shall hold the State and any official(s) and individual(s) harmless from any and all damages, costs, and attorneys’ fees awarded against the State in the action. The State agrees to promptly notify the Vendor in writing of any action seeking to compel the disclosure of Vendor’s confidential information. The State shall have the right, at its option and expense, to participate in the defense of the action through its counsel. The State shall have no liability to Vendor with respect to the disclosure of Vendor’s confidential information ordered by a court of competent jurisdiction pursuant to N.C. Gen. Stat. §132-9 or other applicable law. 3.
Multiple Responses:
Multiple responses will not be accepted from a single vendor. If a vendor believes there are multiple solutions that the State should consider, each should be explained in a concise, clear manner within a single response.
SECTION II: Company Demographics: # 1
Question Company Name
2
Headquarters Address
3
Local / Regional Office Address
4
Primary Contact Information
5
Is your company publically or privately held?
6
Years in Business
Response
Contact Name: Title: Phone Number: Email Address:
3 Rev 10/01/2009
SECTION III: System Questions: # 1
Question Does system link with Portfolio Manager both ways?
Response (Respond Yes or No) – If yes please provide brief description. (Respond Yes or No) – If yes please provide brief description.
1a
Can system integrate with Portfolio Manager existing accounts? All data must remain the property of and under the control of the governmental unit.
2
Is system web-based hosted by provider or purchased and hosted by NC or either?
(Please give brief description) – If yes please provide brief description.
2a
Does the system have responsive design? (Designs that detect the visitor's screen size and orientation and change the layout accordingly.)
(Respond Yes or No) – If yes please provide brief description.
2b
Does system provide web services of the data?
3
Does your system provide ad-hoc/canned reporting capabilities?
(Respond Yes or No) – If yes please provide brief description. (Please give brief description)
4
Does your system allow electronic transfer from other systems such as building information databases?
(Please give brief description including examples)
5
What existing software/ utility company can your system communicate with?
(Please give brief description including examples)
6
Does your system provide Integration with spatial management databases?
(Please give brief description including examples)
7
Can your system accommodate collection and consumption and/or production rates of multiple resources, including but not limited to: electricity consumption, natural gas consumption, water consumption, chilled water consumption, solar thermal production, and geothermal heat production.
(Please give brief description including examples)
8
It is our intention to minimize manual input of data. How will your system or service help achieve this goal (such as electronic data transfer with utility providers)?
(Please give brief description)
8a
Do you provide manual data entry services?
8b
Do you provide data entry service(s) for processing monthly utility bills?
(Respond Yes or No) – If yes please provide brief description. (Respond Yes or No) – If yes please provide brief description.
9
How scalable is the system?
(Please give brief description)
9a
Does your system handle data from building automation systems?
(Please give brief description)
9b
(Please give brief description) What is the interval/s of real-time data collection?
9c
Are there any fault detection and alarm features?
(Please give brief description) 4 Rev 10/01/2009
#
Question Such as network/connectivity problems with data collection devices, and flat-lined, malfunctioning or disconnected meters, etc.
Response
9d
If initial data availability is annual department level can the system migrate to monthly bill capture, then to building level real time data without losing initial department level information?
(Respond Yes or No) – If yes please provide brief description.
10
Can owner/user control the factors for calculations of emissions and Btus?
(Respond Yes or No) – If yes please provide brief description.
11
What are the building type definitions used?
(Please give brief description)
11a
From where are the building type definitions derived?
(Please give brief description)
12
Does your system provide Dashboards?
13
What utility types and units can the system collect?
(Respond Yes or No) – If yes please provide brief description. (Please give brief description)
14
Can the system capture flow rates, temperature differential, and pump speeds?
(Please give brief description)
15
Does the system have mock billing capabilities? For example in a university setting the ability to collect data and bill individual colleges or departments.
(Please give brief description)
16
Does the system have limits to the number of concurrent users?
(Please give brief description)
17
How is the system backed up?
(Please give brief description)
18
Does the system provide forecasting?
(Please give brief description)
19
Do you collect market/futures data to assist with forecasting?
(Please give brief description)
20
Does the system allow/have mobile access?
(Please give brief description)
21
Can we pay utility bills through the system data?
(Please give brief description)
21a
Can you accept utility bills for auditing, processing And payment verification?
(Respond Yes or No) – If yes please provide brief description.
22
How do you collect weather data?
(Please give brief description)
22a
From onsite weather station?
22b
By zip code level precision?
22c
Other?
(Respond Yes or No) – If yes please provide brief description. (Respond Yes or No) – If yes please provide brief description. (Please give brief description)
23
Does system have geographical interface showing locations?
(Please give brief description)
23a
Can GIS data be uploaded from the state?
(Respond Yes or No) – If yes please provide brief description. 5 Rev 10/01/2009
# 24
Question Do you provide training, system support, and/or Help Desk?
Response (Please give brief description)
25
Does system have bill scanning and storage capabilities?
(Respond Yes or No) – If yes please provide brief description.
26
Are you able to provide state level case studies for similar applications?
(Respond Yes or No) – If yes please provide references
27
Does your system have advanced accounting and tracking capabilities for handling utility bills and payments?
(Please give brief description)
For Responses 27a – 27l please indicate if capabilities exist to modify the item to suite our needs. 27a
Will it create an accrual report?
(Respond Yes, No, Modifiable)
27b
Can it perform budget comparisons?
(Respond Yes, No, Modifiable)
27c
Will it track cleared bill payments?
(Respond Yes, No, Modifiable)
27d
Can it separately track deposits and late fees?
(Respond Yes, No, Modifiable)
27e
Is it able to generate a general ledger distribution report?
(Respond Yes, No, Modifiable)
27f
Does it provide monthly billing information?
(Respond Yes, No, Modifiable)
27g
Does it track paid transactions?
(Respond Yes, No, Modifiable)
27h
Does it report on payment notifications/due dates?
(Respond Yes, No, Modifiable)
27i
Can it track/report invoices that have been processed?
(Respond Yes, No, Modifiable)
27j
Will it show which utility accounts have tax IDs associated with them?
(Respond Yes, No, Modifiable)
27k
Will it track utility vendor rate tariffs/schedules for each account, and will it perform unit cost analysis?
(Respond Yes, No, Modifiable)
27l
Will it store and readily retrieve scanned images of monthly utility bills?
(Respond Yes, No, Modifiable)
6 Rev 10/01/2009
SECTION IV: Pricing Model:
What is your pricing Model (we do not want specific costs at this time but the method by which you charge for your service or system)?
SECTION V: System Infrastructure: What type of Infrastructure is needed for the system? (Network types, speed, access. Are these items vendor supplied or owner supplied?)
SECTION VI: System Accounts: 1. What role do you expect individual participants and owners to play? (Initial account setup, account maintenance)
2. How is the protocol/ hierarchy setup?
SECTION VII: System Add-ons/Customization: 1. What types of add-ons are available for the system?
2. What level of customization do you allow, specifically in the area of data collection fields?
SECTION VIII: Security: What type of data security, access rights, and user privileges are provided? (Upload authentications, encryption, hosted product, physical security, firewall, intrusion detection, access control, security monitoring, and backups)
SECTION IX: Other Recommendations: 1. Please provide any additional information not addressed above that you believe the State should consider.
7 Rev 10/01/2009
