REQUEST FOR QUALIFICATIONS Orange Water and Sewer Authority Advanced Metering Infrastructure (AMI) System CIP Project No. 275-76 Issue Date: November 13, 2014 Submittal Deadline: January 8, 2015 at 2:00 pm EST 1.
INTRODUCTION
Orange Water and Sewer Authority (OWASA) is seeking a competent, qualified, and experienced consultant to evaluate the feasibility of implementing an Advanced Metering Infrastructure (AMI) system to read meters throughout its service area (Phase 1) and, if the OWASA Board of Directors (Board) so desires, assist with the AMI system implementation (Phase 2). Phase 2 will include a communication plan, project planning, coordination with stakeholders, vendor/contractor selection, contract administration and inspection services, and business process improvements. All questions regarding this RFQ must be emailed to Stuart Carson, P.E at
[email protected] no later than December 16, 2014. Any Addenda to this Request for Qualifications (RFQ) will be posted on the OWASA website at http://www.owasa.org/bid-opportunities no later than December 23, 2014. 2.
PROJECT PURPOSE
The purpose of this project is to determine the feasibility of implementing an AMI system in the OWASA service area and, if determined as feasible and approved by the Board, provide project management and technical support to OWASA staff through the acquisition and implementation of an operational AMI system, and an accompanying on-line water use reporting system for customers. Benefits of an implemented AMI solution are expected to include, but not be limited to:
3.
Empowering OWASA’s customers by providing them access to near real-time consumption data which will enable them to adjust their usage on-the-fly and quickly identify leaks in their plumbing. Reducing our operating costs through improved meter reading accuracy and efficiency and streamlining of certain customer service business processes. Reducing our carbon footprint through the ability to read meters remotely and to conserve water through early leak detection. BACKGROUND INFORMATION
OWASA is a public, non-profit water, sewer, and reclaimed water agency established in 1977 to serve the Carrboro-Chapel Hill, North Carolina community. OWASA’s service area encompasses approximately 35 square miles and is defined as the Urban Services Area delineated by the CarrboroChapel Hill-Orange County Joint Planning Agreement and adopted by the Towns of Carrboro and
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Request for Qualifications Advanced Metering Infrastructure (AMI) System November 13, 2014 Chapel Hill, and by Orange County. OWASA provides service to approximately 82,000 residents through about 21,100 customer accounts. Currently, OWASA employs 6 meter readers that read meters 16 working days per month (i.e. 96 employee working days/month). Of the approximately 21,000 meters, approximately 20,460 are small drinking water meters (5/8” x ¾”, 1”, and 1.5” diameter), 352 2” diameter meters and 244 large meters (3” - 8” diameter). Approximately 8,000 Automatic Meter Reading (AMR) meters utilizing the Mueller Systems Hot Rod transmitters have been installed since 2006. The remaining meters are a mix of multi-jet and positive displacement meters from various manufacturers including Sensus, Neptune, Master Meter, and Rockwell. The larger meters (> 2” diameter) are primarily turbine meters with single registers although there are some compound meters in the system as well. OWASA has had a formalized meter replacement program in place for many years. Meter replacement has been prioritized based upon safety concerns, accessibility difficulty level, new construction, and labor efficiency improvements. OWASA has replaced approximately 1,000 meters per year with AMR meters at a cost of approximately $150,000 per year. At that replacement rate it would take approximately 14 more years to replace all the meters in the system with AMR meters in order to have a complete mobile “drive by” AMR system. Meters 2” and smaller are typically housed in below-grade polymer or concrete meter boxes with various style lids. Meters larger than 2” are typically either housed below-grade in concrete vaults, located inside buildings, or installed above-ground. OWASA reads each meter monthly and re-reads approximately 5% (annually) of those meters due to abnormal readings. OWASA re-reads or performs meter checks on less than 4% (annually) of its meters due to customer requests. OWASA uses EZReader (by Mueller) software for handheld and AMR meter reading. OWASA utilizes the Cogsdale Corporation product CSM to manage customer service and utility billing functions. The Cogsdale Electronic Meter Reading Utility (EMR) product interfaces with the CSM software to upload and download the meter reading routes and completed reads from the EZReader software and handheld devices. The billing system was upgraded in September 2014 to Cogsdale CSM 12.31.1 (the current release version at the time). Cogsdale Corporation is located at 4 MacAleer Dr., Suite 5 Charlottetown, PE Canada CIE 2A1. Meter locations have been verified using Global Positioning System technology, and are maintained in an ArcInfo Geographic Information Systems (GIS) coverage. OWASA has linked primary data from the customer billing system to the GIS meter coverage. 4.
PROJECT SCOPE
Phase 1: Evaluate the feasibility, viability, and relative advantages and disadvantages of installing a system-wide AMI system within OWASA’s current service area versus continuing with current meter reading methods, completing the installation of a system-wide AMR system, or installing a systemwide hybrid AMI/AMR system and present the findings of this analysis to the Board for a decision on whether to terminate, reevaluate options, or proceed with the AMI system implementation.
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Request for Qualifications Advanced Metering Infrastructure (AMI) System November 13, 2014 Phase 2 (contingent upon Board approval): Includes the communication plan, project planning, coordination with stakeholders, vendor/contractor selection, contract administration and inspection services, and business process improvements. The major components of the AMI system include: 1) 2) 3) 5.
The installation of a data collection system, including backhaul to the system database. The replacement/retrofitting of all active meters (~21,000). The installation and implementation of a hosted environment for user interface, data storage, and integration with the OWASA utility billing system.
SCOPE OF SERVICES
The consulting services required for this project are expected to be completed in general accordance with a scope of services as needed to accomplish the major tasks listed below. However, the final scope of services will be negotiated with the selected consulting firm and may include modified and/or additional tasks. Phase 1: Feasibility Study A feasibility study will be developed for review by the Board to: 1)
2)
3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14) 15)
Evaluate the social, economic, and environmental performance of alternative meter reading technologies (system-wide AMR, system-wide AMI, and a hybrid system) in comparison to the base case (current methods) and determine the relative advantages and disadvantages of each alternative. Determine if multiple AMI systems are available to meet OWASA’s needs ensuring that a fair, open, and competitive process can be used to select a responsible vendor/contractor. Estimate the cost of the project listing all key assumptions. Develop the schedule to complete the project highlighting all key decision points for the Board and staff. Evaluate the project business case listing all key assumptions. Assess the impact the project will have on OWASA’s rates, fees, and charges. Assess the project team and identify resource gaps. Assess the capacity of OWASA staff to adequately support the project. Determine the probability of the project’s social, economic, and environmental objectives being realized. Define the risks this project poses to the organization and the required mitigation strategies. Determine the level of cooperation to be expected from key stakeholders. Evaluate system performance limitations unique to OWASA. Determine the success rate, and critical success factors, of projects similar in size and scope. Recommend the approach and features for the water use reporting system that would accompany implementation of the AMI system. Provide an objective opinion as to whether or not OWASA should proceed with the project. Page 3 of 7
Request for Qualifications Advanced Metering Infrastructure (AMI) System November 13, 2014 Note: The Board will determine the timing and scope of community engagement activities required for Phase 1. The Board may desire to communicate information from the feasibility study to OWASA’s customers and the public, and may seek feedback from customers and the public regarding the potential project, alternatives, etc. before the Board makes a final decision regarding whether or not to implement an AMI system. Phase 2: Implementation (contingent upon Board approval) Task 1: Communication Plan A communication plan will be developed for review by the Board to: 1) 2) 3) 4) 5) 6)
Ensure alignment between the Board, staff, and consultant on the community engagement effort required for AMI system implementation. Determine the appropriate scope and approach for community engagement activities. Identify the key subject areas and issues that require communication. Develop a schedule for the community engagement activities. Estimate the cost of implementing the communication plan. Develop a list of key communication partners and define the role they will play.
Task 2: Project Planning & Stakeholder Coordination 1) 2)
3) 4)
Develop an implementation plan and timeline. Engage and inform project stakeholders: Town of Carrboro, Town of Chapel Hill, University of North Carolina at Chapel Hill (UNC-CH), North Carolina Department of Transportation (NCDOT), utility companies, internet providers, etc. Provide project stakeholders required documents and gain necessary approvals. Coordinate AMI system implementation with project stakeholders.
Task 3: Vendor/Contractor Selection 1)
2)
3)
4)
Formulate and prepare a Request for Proposals (RFP) that encourages the widest possible industry response. The RFP shall include performance-based specifications to ensure that the AMI system and associated water use reporting system for customers are successfully completed on schedule and within budget. Assist OWASA in the vendor solicitation process. Determine if pre-qualification of vendors is warranted. OWASA will advertise, distribute, and accept responses to the RFP in accordance with its policies and procedures. Develop a proposal scoring system and vendor selection process that ensures the best possible solution is selected for OWASA. Develop appropriate vendor evaluation criteria and coordinate the overall selection process, including on-site vendor presentations. Assist OWASA during the evaluation and vendor selection process.
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Request for Qualifications Advanced Metering Infrastructure (AMI) System November 13, 2014 5)
Assist OWASA during contract negotiations with the selected vendor for the AMI system’s installation and implementation.
Task 4: Installation 1) 2)
3) 4) 5) 6)
Provide contract administration and management services. Provide oversight and inspection of the day-to-day activities of the vendor(s) and/or contractor(s) field operations. Inspect materials, installations, and system performance for conformance with specifications, workmanship, and performance requirements. Review and recommend approval/disapproval of all requests for payment. Provide ongoing planning, troubleshooting, and support to assist with day-to-day management of the A M I system’s implementation. Provide expert technical and business support for the changes required to OWASA’s current metering practices as the system technologies are implemented. Evaluate, recommend, coordinate, and assist OWASA with software system interfaces required to ensure successful implementation of the AMI system.
Task 5: Business Process Improvements 1)
2) 3)
4)
6.
Review the current meter reading and utility billing processes and recommend improvements based on improved meter reading technology and/or industry best practices. Review the current customer service practices and recommend improvements based on improved meter reading technology and/or industry best practices. Review the current Customer Service Department’s and Operations’ field customer service staffing and qualifications and recommend improvements to ensure successful implementation and ongoing support of the AMI system, including water use reporting and data analysis functions. Ensure that the vendor/contractor develops reports, routines, etc. OWASA needs to maximize the benefits of the AMI system and associated water use reporting system for customers.
PROPOSAL PROCESS AND REQUIREMENTS
OWASA plans to hold a pre-proposal conference for this RFQ on December 9, 2014 from 2 pm until 4 pm EST in the OWASA Administrative Offices located at 400 Jones Ferry Road, Carrboro, North Carolina. (NOTE: RSVP by email to Mr. Carson no later than December 4, 2014. If no responses are received, the pre-proposal conference will be cancelled.) All questions regarding this RFQ must be emailed to Mr. Carson no later than December 16, 2014. Answers will be provided via RFQ addenda posted to the OWASA website no later than December 23, 2014. Responses to this RFQ must be received by OWASA by 2:00 pm EST on Thursday, January 8, 2015. Firms that desire to be considered must submit six (6) hard copies and one (1) digital copy of their proposal to OWASA, Attention: Stuart Carson, P.E., 400 Jones Ferry Road, Carrboro,
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Request for Qualifications Advanced Metering Infrastructure (AMI) System November 13, 2014 North Carolina 27510. Consultant qualifications (not including resumes) and technical proposals will be limited to a maximum of 10 double-sided pages (i.e., 20 pages printed double-sided onto 10 sheets). Resumes of key personnel (including sub-consultants) are required and are to be attached in an appendix and will not count toward the 20 pages maximum limit. Digital copies must be in pdf format and submitted on a USB flash drive. All submittals will become the property of OWASA. Each submittal must include the following in order to be considered:
Statement of Interest: This shall clearly indicate your firm’s interest in performing the work on this project.
Project Team: The submittal shall include a listing or organization chart of the proposed project team members, including sub-consultants, and clearly identify their respective roles on the project. An appendix to each proposal shall include resumes of key team members. (As noted above, resumes will not count toward the page limit.)
Project Understanding and Approach: Clearly describe your understanding of, and proposed approach, for this project. Provide detailed information that will allow OWASA staff to distinguish your team from other firms that may be competing for this project. Your proposal shall provide a step-by-step description of the phased approach for completion of the project and the specific goals and deliverable for each phase/task in the process.
Project Schedule: Each proposal shall specifically outline the consultant’s anticipated schedule for completion of project phases/tasks. Provide a Gantt chart schedule in weekly increments.
Past Experience and References for Similar Projects: Provide references (including name and contact information for the client) and summaries for at least three (3) similar projects your firm/team has completed within the past five (5) years for other clients. Also indicate who served as your project manager for each project, and who had key lead technical roles in those projects. The system size and type, project duration, total consulting fees, and total installation cost shall be noted for each project.
Project Concerns: Identify any potential concerns or hindrances to successful completion of the project.
7.
SELECTION PROCESS AND CRITERIA
OWASA staff will review and evaluate the submittals based on:
Responsiveness to the RFQ.
Makeup of the project team and relevant experience and qualifications of key project staff.
Related experience and performance on other relevant projects, especially the quality of work, budget and schedule control, overall cooperation and responsiveness. Page 6 of 7
Request for Qualifications Advanced Metering Infrastructure (AMI) System November 13, 2014
Proposed project approach that meets the project objectives most efficiently and accurately.
Proposed project schedule.
References on past similar projects, to include those for which related experience is provided.
OWASA may decide to conduct in-person interviews with one or more firms prior to making a selection decision. If OWASA cannot reach an agreement with the initially selected firm, OWASA will then proceed to negotiate with other firms that submitted proposals or will reissue the RFQ. OWASA reserves the right to make an award in whole or in part, or to reject any and all proposals and not award a contract for the services described in this RFQ. 8.
OWASA POINT OF CONTACT
Stuart Carson, P.E. will be OWASA’s primary point of contact for all consultant selection, technical, scheduling, coordination, consultant evaluation, and invoicing matters relating to this project. All questions regarding this Request for Qualifications must be emailed to Mr. Carson no later than December 16, 2014.
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